Payroll Director
Location: Scotts Valley
Job ID: 13343
Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The Initial Review Date for this job is: 12-15-2020
Dept Marketing Statement
The Payroll Office serves the University's diverse customer base, in collaboration with The UCPath Center, to provide accurate and timely compensation to all staff, faculty, and student employees in an efficient manner. The Payroll Office will audit tax, deduction, and benefit reports to ensure all withholdings are accurate. In serving our campus community, we monitor and maintain procedural integrity and compliance with local, state, and federal agencies, collective bargaining agreements, University policies, and accounting accuracy.
Job Summary
The incumbent serves as Director for the Payroll Division of Financial Affairs with full authority and responsibility for campus Payroll staff, processes, and procedures. Accountable for compliance with the Board of Regents', UC's, UCSC's, and Federal and State regulatory agencies' policies, directives, and regulations. Manages all aspects of employee payroll, taxation and payroll education and training in collaboration with UCPath, University of California Office of the President Centers of Excellence (UCOP CoE), and location liaisons.
Provides leadership and manages divisional, campus, and UC-wide initiatives that include UCPath, At Your Service Online (AYSO), and CruzPay. Designs recommendations and supports processes that deliver services that generate maximum benefit and value and minimize financial risk for the University. Plans and deploys employee self-service models for programs, efficiencies, and cost savings. Develops and administers UC and UCSC policies and strategies related to compensation, benefits, and taxation in conjunction with UCPath and campus leaders. Provides overall leadership and manages major functions to ensure effective delivery of services and compliance with regulations, collective bargaining agreements, system-wide policies, Health and Welfare Programs, and alignment with campus goals. Provides long-term UC strategic leadership on all payroll issues related to compensation, benefits, and taxation.
Develops campus Payroll philosophy and goals and the corresponding policies and procedures to achieve these goals. Functions as chief payroll advisor to campus-wide central organizations, including Staff Human Resources, Academic Personnel, Enterprise Financial Systems, and UCPath. Develops and supports new programs and initiatives and ad hoc reporting.
Campus professional resource for tax questions, policy, application, and reporting for all categories of employee payments and fringe benefits. As a member of the Financial Affairs leadership team, provides organizational leadership, including tactical and strategic planning. Represents Financial Affairs and UCSC on various UC-wide financial committees, business process improvement teams, and other initiatives that involve collaboration among multiple participants and locations.
Pay, Benefits, & Work Schedule
Salary Information: Salary Range $150,000 - $170,000. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: This position is eligible for Full benefits
Schedule Information
Full-time, Fixed
Percentage of Time: 80%
Average Hours Per Week: 32
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Scotts Valley Campus
Union Representation: None
Employee Relations Code: Manager, Not Confidential
Job Duties
45% MANAGEMENT AND ACCOUNTABILITY
Provides leadership, direction, and expertise to the department, projects, or decentralized payroll activities.
Employee Compensation
- Accountable for the centralized and decentralized disbursement of UCSC Payroll for the campus in collaboration with UCPath, ensuring compliance with UC and external requirements and regulations, collective bargaining agreements, and system-wide policies, Responsible for mitigating risk, maintaining appropriate audit trails, generating archival records in conformity with UC record retention schedules, and reconciliation of payroll to balance sheet accounts and General Ledger.
- Responsible for pre-UCPath reconciliation and disposition of unclaimed and uncashed payroll checks in compliance with UC policy.
- Oversees the instruction for processing of all payment requests made to employees for all payroll and non-payroll payment for awards, honoraria, gifts, incentives, fringe benefits, insurance coverage, housing, car, transportation, intercampus, and miscellaneous payments. Provides guidance regarding the creation and usage of appropriate Description of Service (DOS) code and Earn Code in UCPath.
Develops, recommends, and implements organization-wide policies and procedures for payroll process and timekeeping.
Technical
Financial Systems
- Serves on the UCPath Organizational Team for UCSC with responsibility for managing the core UCPath System testing and approvals with UCPath regarding the installation of program releases for the entire campus. Provides direction to UCOP CoE on specific requests for testing, parameter specification, and report creation. Final authority on all release installations. Manages submission of user requests and follow-up quality and assurance testing of maintenance and enhancements requests.
- Oversees requests for system changes related to UCSC payroll needs and general users, creating Business Requirements Document and other related documents using JIRA.
- Oversees UCPath web inquiries and coordinates error resolution with ACT and University of California Office of the President (UCOP). Develops, plans, and conducts training sessions for campus customers regarding learning and integrating new tools into practical use.
- Leads and participates in the UC-wide team charged with the deployment of self-service applications on UC's AYSO portal. Develops and deploys applications that improve efficiencies and customer satisfaction. Responsible for the management of the AYSO process for UCSC, which holds archived payroll data.
Manages staff responsible for the development of all Payroll and HR applications. Provides direction and support regarding the use of data repositories, tools, and elements in the data warehouse in developing and enhancing such applications. Establishes priorities for the development and delivery of applications supporting HR, Payroll, and campus.
Meets all government reporting requirements for payroll taxes, withholdings, and employer contributions.
Taxation
- Issues W2c for UCSC corrections to Internal Revenue Service (IRS) using Business Services Online.
- Serves as the campus specialist, resource, and contact for policy and IRS code interpretation, taxability, and practical application related to payments for employees and postdoc fellows who are citizens, residents, and nonresidents. Ensures compliance with Homeland Security Regulations, California State Franchise Board, and IRS.
- Oversees staff that manages the implementation and usage of system-wide application Glacier to administer the tax withholding, reporting, identification, treaty application, and eligibility of all nonresident employees.
Health and Welfare
- Manages staff responsible for the auditing of all transactions that affect insurance coverage, retirement eligibility, Federal Insurance Contributions Act (FICA) eligibility, beneficiary claims, and deduction qualified programs. Administers each process and oversees the collection of all premiums, recovery of ancillary deductions, retrieval of FICA tax, and disbursement of beneficiary payments. Ensures compliance with UC policy and accounting principles, including account analysis, reconciliation of balance sheet accounts, reporting, electronic payment safeguards, recommending write-offs, and risk management.
- Manages staff responsible for reviewing Death Payments and collaboration with UCPath and local UCSC departments.
- Manages staff responsible for the review of FICA eligibility for Student Employee and/or DCP Safe Harbor contributions.
Customer Support/Service
- Manages staff responsible for the planning, development, and delivery of training, educational and informative activities, and UCPath Portal content for campus customers. When requested, leads campus and UC focus groups on the development and deployment of campus-wide customer and employee self-service applications.
- Serves as a liaison between the divisional staff and campus customers regarding programs by implementing, maintaining, and evolving the Divisional Customer Relations and Customer Satisfaction Survey Strategy Plan.
- Provides payment assistance and resolution, acting as a liaison between Financial Affairs, UCSC, and UCPath on the status of payments. Resolves all categories of disputes on payment problems and addresses customers on performance issues. Provides customer assistance in unique and complicated situations.
- Provides guidance, advice, direction, and support to UCOP, Vice Chancellor areas, and all central offices in the implementation of programs related to fringe benefits and employee payments. Authority on the UCPath processing, taxability, recording, and reporting of such program payments.
15% ADMINISTRATION
Makes recommendations and implements decisions on issues (operational and budget processes, staff FTE, finance, human resources, and space planning) that have department-wide impact.
Resource Management
- Oversees the planning, systemizing, allocating, and controlling for staffing, space, informational, and financial resources to meet divisional, organizational, and UCSC objectives.
Human Resources and Team Dynamics
- Supports harmonious working relationships among employees and maintains positive morale, working collaboratively with individuals and groups of employees to incorporate their ideas and address needs.
- Supports a mutually respectful interpersonal work relationship in appreciation of UCSC standards.
- Provides leadership to organize, charge, facilitate, and participate on all types of teams in support of Divisional, Financial Affairs, UCSC, and UC missions. Offers guidance to others for developing constructive teamwork team tools to facilitate effective and productive meetings.
Business Process Continuity Planning (BCP) and Disaster Preparedness
- Maintains a plan to provide Payroll computer-based services if computer support is disrupted in order to conduct essential services until restoration of support systems and ensures that a staffing triage is in place and that all essential staff are trained on how to execute the disaster preparedness plan.
Ensures the accuracy and control of payroll data and reporting.
Fiscal Control and Audit Oversight
- Provides leadership and consultation to campus and all central offices, ensuring implementation and continuance of reliable financial processes for Payroll and other related functional areas.
- Responds to Information Practices Act and California Public Records Act requests dealing with critical and time-sensitive deadlines, ensuring the accuracy of information and minimizing risk to UC/UCSC
Internal Control and Risk Management
- Manages in collaboration with UCPath a comprehensive internal control and compliance program for Payroll computes and payments to address key control risks, ensuring timely reviewing of reports and addressing exception transactions.
- Develops applications to provide comprehensive data for supporting indicators of assurance for areas of potential risk for effective financial operations and reporting, including delegations of authority, signature authorization, and approvals.
15% LONG-TERM PERFORMANCE MANAGEMENT AND LEADERSHIP
Advises senior management on matters concerning several functional areas, departments and/or customers.
Strategic Planning
- In consultation with senior campus leaders and Associate Vice Chancellor of Financial Affairs, develops Financial Affairs' philosophy and establishes long-term Payroll goals and objectives.
- Chairs or serves on compensation and other HR-related campus committees to provide subject matter expertise and develop strategic initiatives.
- Participates in Financial Affairs Leadership Forums and Financial Affairs Operations Management teams to collectively learn and share management and operational initiatives to improve efficiency and effectiveness.
Liaison with Office of President and UCPath
- Partners with OPt to address system-wide compensation, health and welfare, taxation, and employee records issues that arise from collective bargaining, management initiatives, changing employee demographics, or the University's ability to recruit, retain, and motivate an effective workforce in general.
- Participates in conference calls and attends system-wide meetings as the UCSC representative for Payroll-related issues. In consultation with other locations' Payroll Directors, offers UCSC perspective, proposes solutions to system-wide problems, works to reach consensus with OP and other UC campuses, and casts UCSC vote on Payroll issues when appropriate.
- Responds to information requests from OP related to collective bargaining and from outside government agencies or other organizations
Payroll management
- Provides supervision, guidance, and training to payroll accountants and analyst positions.
- Troubleshoots and resolves operational and management issues in a timely and effective manner.
- Monitors all Payroll listserv directories to ensure that inquiries are responded to accurately and within established operational timeframes.
- Manages JIRA tickets for Payroll transactions in UCPath.
15% AUDIT AND ANALYSIS OF PAYROLL TRANSACTIONS AND HR SUPPORT
- Provides technical assistance and support to the Human Resource teams and divisions for payroll transactions and current, ongoing payroll-related issues.
- Manages staff responsible for analysis of all edit exception conditions and messages that require special attention.
- Working with system-generated edit and audit reports, performs pre- and post-compute audits of payroll transactions and corrects edit exceptions, as necessary, using UCPath-generated reports.
- Serves as liaison with UCPath to ensure timely processing of payments.
- Analyze payroll financial transactions and prepare necessary financial journals.
- Identify and process corrective actions for salary overpayments and underpayments.
10% UC AND UCSC POLICY AND PROCEDURE
Oversees analysis and policy development for issues and processes.
Policy
- Updates existing policy and procedure by analyzing and interpreting issuances from the Office of the President (OP), including policy statements, Business and Financial Bulletins, Accounting Manual Chapters, and letters from the President, governmental regulations, and IRS directives.
- Disseminates policy to staff, campus administrator, and customers in an accessible, effective, timely, and accurate manner.
Campus Resource and Specialist
- Serves as the campus expert on all policies that involve employee fringe benefits and payments.
- Directs new programs and initiatives and ad hoc reporting in response to self-identified needs or requests initiated by senior campus leaders, OP, or other constituencies. Directs work to evaluate and develop new programs and initiatives.
Required Qualifications
- Bachelor's degree in related area and / or equivalent experience / training
- Advanced degree in related area and/or equivalent experience/training.
- Extensive knowledge of financial policies, practices and systems; budgeting and reporting techniques; fund accounting; human resource planning; accounting and bookkeeping.
- Strong ability to effectively communicate verbally.
- Strong ability to effectively communicate in writing.
- Advanced interpersonal skills and demonstrated ability to work effectively across the organization at all levels; Demonstrated ability to interact with diverse populations.
- Sophisticated service orientation. Client services oriented; good listening, critical thinking, and analytical skills.
- Ability to multitask.
- Ability to evaluate processes to establish and maintain appropriate accountability structures and strong internal control elements.
- Advanced knowledge of all payroll laws, interpretations, and industry best practices; demonstrated knowledge of accounting and fund accounting principles, Federal and State tax requirements and regulations, business management, and internal control best practices and methodologies; demonstrated skill in managing a comprehensive, high-risk, and expansive Payroll department, a complex employee benefits program, and qualified plans.
- Advanced skills using common desktop and web applications and accounting, personnel, and financial systems and operations; expert-level knowledge of MS Office Suite (Word, PowerPoint, Excel, and Outlook); advanced knowledge of data management systems, practices, and standards; familiarity with highly complex logical data design and data mapping or data conversion.
- Demonstrated sound judgment, decision-making, critical thinking, and creative problem solving.
- Strong management skills and leadership skills. Demonstrated managerial skills, including the leadership ability to establish and maintain positive and productive goal-oriented working relationships and the ability to effectively coach and motivate staff and facilitate a quality team and public service environment.
- Proven leadership experience, including:
- Leading by example, modeling a collaborative culture that values ethical conduct, customer service.
- Supporting an environment that respects the person and leverages the power and synergy of teams with members with disparate opinions and views to achieve effective decision-making.
- Acknowledging achievement, partnering with others to incorporate their ideas, and adapting to change.
- Facilitating consensus-building in diverse work groups with many perspectives by exercising diplomacy, negotiating compromise, and maintaining confidentiality.
- Advanced knowledge of regulatory compliance requirements; thorough knowledge and understanding of internal control practices and their impact on protecting an organization's resources; ability to interpret, research, and apply complex Federal, State, and common policies, rules, laws, and regulations and develop procedures to ensure compliance.
High-level skill in:
- Assessing system and application design specifications to accurately reflect functional requirements.
- Analyzing and proposing viable options that translate business needs into achievable technological solutions.
- Articulating development and modification requirements to technicians.
- Modifying a process contending with emerging technology as well as change associated with new rules and policies.
- Providing structure for the performance of the processes and tools, assessing and managing employee acceptance and adoption.
- Seeking opportunities to actively influence progressive change by using technology innovatively to gain operational efficiencies.
- Knowledge of the design, development, and processing rules for systems and processes that support Payroll, Human Resources, Benefits? electronic commerce? emerging protocols, automated processing, and Web technology.
- Ability to independently prepare financial journals, perform complex reconciliations, and evaluate impact of accounting transactions
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=13343&PostingSeq=1
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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