Job Description

Position Summary

The Manager, Payroll & Benefits Accounting Compliance, oversees the financial review of payroll and employee benefits accounting, reconciliations, reporting, internal controls, and regulatory compliance for a large, multi-state workforce.

This position does not process payroll or administer employee benefits . Instead, the individual independently reviews and monitors activities performed by Payroll, HR, and third-party service providers to ensure financial accuracy, timely regulatory reporting, effective internal controls, and appropriate resolution of compliance issues.

Essential Functions

Payroll Accounting & Compliance

• Review payroll-to-general ledger reconciliations and payroll-related balance sheet accounts, including payroll taxes, employee deductions, accrued compensation, benefits liabilities, and other related accounts.
• Review payroll journal entries, accruals, exception reports, and significant fluctuations between reporting periods.
• Monitor federal, state, and applicable local payroll tax filings, deposits, and reporting deadlines across multiple jurisdictions.
• Verify the accuracy and timeliness of required payroll tax filings and payments and ensure appropriate supporting documentation is maintained.
• Monitor payroll tax notices, penalties, amended filings, and agency correspondence, coordinating resolution with Payroll, Tax, HR, and external service providers.
• Evaluate payroll controls to identify errors, unusual transactions, recurring exceptions, and potential control deficiencies.
• Monitor multi-state payroll compliance related to employee work locations and changes in work location.
• Evaluate third-party payroll provider performance and escalate recurring errors, missed deadlines, and unresolved compliance concerns.

Benefits & Retirement Plan Accounting Compliance

• Review and reconcile employee benefit deductions, employer contributions, provider invoices, payments, and related general ledger accounts.
• Investigate and resolve discrepancies between payroll records, benefit-provider records, invoices, and accounting records.
• Monitor employee and employer 401(k) contributions, related reconciliations, and funding controls.
• Assist with annual 401(k) audits, compliance testing, Form 5500 reporting, and related financial information requests.
• Support Affordable Care Act (ACA) reporting, reconciliations, and associated internal controls.
• Provide payroll and financial information needed for workers’ compensation audits and other benefit-related reviews.

Internal Controls & Compliance

• Maintain a compliance calendar covering payroll and benefits filings, payments, reconciliations, audits, and reporting deadlines.
• Document and maintain key Finance controls related to payroll, payroll taxes, employee benefits, and retirement plans.
• Assess control effectiveness and maintain appropriate documentation to demonstrate completed reviews.
• Identify late filings, unreconciled balances, recurring errors, control deficiencies, and other compliance risks.
• Conduct root-cause analysis and coordinate corrective actions with internal teams and external service providers.
• Monitor identified issues and remediation efforts through final resolution.
• Escalate material financial, reporting, and compliance risks to the Controller.

Reporting & Audit Support

• Provide regular updates to the Controller regarding compliance status, significant exceptions, outstanding items, regulatory notices, audit findings, and corrective actions.
• Develop and monitor key performance indicators, including reconciliation status, aged outstanding items, filing timeliness, recurring exceptions, and remediation progress.
• Support internal and external financial audits, payroll tax audits, 401(k) audits, workers’ compensation audits, and other regulatory reviews.
• Ensure payroll and benefits accounting records and supporting documentation are complete, accurate, and audit ready.
• Recommend process, system, and internal control improvements based on identified risks and recurring issues.

Cross-Functional Responsibilities

• Serve as the primary Finance liaison with Payroll and HR on payroll and benefits accounting compliance matters.
• Maintain clear separation between the operational responsibilities of Payroll and HR and Finance’s independent review and oversight functions.
• Collaborate with Accounting, Tax, Legal, HR, Payroll, Internal Audit, and other stakeholders as needed.
• Coordinate with payroll providers, benefits administrators, retirement plan recordkeepers, third-party administrators, insurance carriers, consultants, and external auditors.
• Clearly communicate identified issues, potential financial exposure, compliance risks, and recommended corrective actions to management.

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