Payroll Specialist

Position Title:

Payroll Specialist Salary Grade:
Staff 11 Compensation: $18.45 - 20.34 Department:
Payroll_A

Start Date:

11/08/2026

Working for Ball State offers a comprehensive benefits package that includes medical and prescription coverage, dental insurance, flexible spending and health savings accounts, paid time off, holiday pay, a university-funded retirement plan, tuition discounts, and more. This is a full-time, on-campus position. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Manage the production of accurate and timely payroll for all employees while working in a deadline driven environment. Responsible for administering organizational polices as well as all federal, state, local, and tax regulations. Provide payroll communication, conduct timekeeper training, analyze payroll data, monitor salary budgets including federal work study and grant funds, ensure proper accounting for all payroll-related transactions, and audit payroll records to secure system and data integrity.

Prioritize customer service, identify process improvement needs, and manage special projects related to payroll operations.

• 1. Administer the entire payroll process from timecard to paycheck, serving as a subject matter expert for assigned employee group, while maintaining organizational and regulatory compliance. Maintain continual growth of knowledge related to policies, procedures, and regulations as well as continuous review for changes in current policies or regulations as well as make recommendations for procedural changes.
• 2. Preserve a complete understanding of our timekeeping system to educate employees and timecard managers as well as assist with questions or timecard issues. Audit employee timesheets throughout the pay cycle to ensure accuracy and compliance. Prepare, verify, and upload timekeeping system file (timesheets) into the payroll system.
• 3. Prepare the payroll system for payroll processing. Audit system tables for correct payroll dates, accurate direct deposits data entry, and complete earnings and deductions records. Review and acknowledge new employee assignments, proofing new jobs information and pay rates from Human Resources for accuracy. Review and correct deduction interfaces from Parking Services, Benefits, and Retirement. Validate garnishments calculations, calculate gross up payments and taxable benefits like moving expense, auto benefits and club dues.
• 4. Process timely and accurate payrolls in the payroll system. Apply comprehensive knowledge of policies, procedures, and regulations throughout the payroll process to remove roadblocks and resolve issues. Create and maintain the payroll procedures for assigned pay cycle. Review the payroll register for accuracy on new and changed items (earnings and deductions), check gross and net payroll amount for regularity while notating inconsistencies.
  
  Produce, confirm for accuracy, and submit the ACH file each pay period.
• 5. Create, maintain, and utilize files in Microsoft Office (Word, Excel, and Outlook), Workday, Sprintax, and Timekeeping System (Workday) for auditing purposes and to support data integrity. Generate summarized and detailed reports for distribution each pay period. Monitor labor spend related to federal work study and grant funds and make recommendations for labor redistributions. Identify areas of concerns and propose resolutions or procedural improvements.
• 6. Ensure accurate accounting for payroll liability accounts. Complete requisitions for disbursement of funds to vendors and journal vouchers for wired funds to vendors both timely and accurately. Assist the Controller’s Office with resolving issues related to liability account reconciliation items. Proactively determine the root cause of the reconciling item, update procedures accordingly, and train other members of the Payroll team.
• 7. Serve as a payroll liaison. Respond professionally, courteously, and timely to all inquiries in person or via the telephone and email, consistently committing to a superior level of customer service. With a people-centered approach, strive for a people-focused resolution. Advise employees on pay policies, practices, and procedures; make decisions about options and provide them to the employee when possible.
• 8. Develop payroll communication as necessary, provide training on payroll system to supervisors as needed, make…