Payroll Manager

Position Title: Payroll Manager

Department: Financial Services

Division: Finance & Operations

Reports to (Title): AVP Financial Services

# Direct Reports: 1

Parameters: FT

Primary

Location:

Main Campus

Flex Work (Hybrid) Eligible: Yes

Remote Eligible (100% off campus): No

Commuting Expectation: This role is hybrid based in Arlington, VA. Relocation assistance is not provided.

Classification: Exempt

Job Profile #: 00093

Salary Range: $80,000-$90,000

The Payroll Manager is responsible for the accurate and timely processing of the university’s payroll in compliance with all applicable laws, regulations, and internal policies. This role oversees all aspects of payroll operations, including payroll processing, tax reporting, auditing, out of state worker compliance, benefit auditing, Workday benefit processing and vendor integrations, and employee inquiries, ensuring a high standard of service and confidentiality.

The Payroll Manager leads a payroll specialist, implements process improvements, maintains system integrity, and partners closely with HR, Finance, and external vendors. The role requires strong knowledge of payroll systems (Workday preferred), tax laws, wage and hour regulations, timekeeping, and experience managing multi‑state payroll. A detail‑oriented mindset, strong analytical skills, and a commitment to operational excellence are essential for success in this role.

• Oversees and manages payroll to ensure all department outcomes are achieved effectively. Coordinates payroll activities and ensures compliance with established financial, legal and administrative requirements.
• Acts as primary point of contact for payroll‑related inquiries and errors, engaging internal and external parties (such as city, state, federal agencies, etc.) as applicable, providing research and communicating outcomes timely and effectively to stakeholders in a manner consistent with excellent customer service.
• Defines and implements industry standard best‑practice processes and strong financial controls to foster continuous improvement, improve workflow, and ensure accurate and timely payroll processing and accuracy of general ledger postings and reconciliations.
• Ensures payroll guidelines, policies and procedures are documented, maintained and updated.
• Acts as primary point of contact for external auditors and audits employee tax documents, payroll balance sheets, year‑to‑date earnings, etc.
• Resolves Workday system or vendor issues by working closely with IT Services staff, authorizes updates for items impacting payroll, and tests problems with the payroll system due to upgrades and patches.
• Verifies a variety of payroll‑related data to ensure accurate distribution of funds and payroll, including review of prepared timesheets, pay changes and detailed registers (such as taxes, deductions and rates).
• Oversees the processing of bi‑weekly payroll to include all leave adjustments, transmits direct deposit and positive pay files, calculates and transmits federal and state tax deposits, and prepares retirement files.
• Performs quarterly and year‑end functions and processes forms for current and previous employees, including taxable adjustments (auto, group term life, etc.), prepares W‑2 tax statements, reconciles to general ledger, and makes appropriate adjustments; updates tax tables and administers quarterly and annual closings to the payroll system.
• Performs payroll adjustments and reconciliations, including vacation/sick adjustments, journal entry preparation, leave accruals, entitlement changes, and reconciliations to general ledger accounts pertaining to payroll.
• Updates and creates payroll procedures and processing manual; monitors and runs update processes for campus employment and federal work study limits; distributes payroll audit information and communicates with audit team; stays current on all laws related to payroll.
• Manages remote workers to ensure compliance with state registration for taxes and applicable state leave programs or other payroll/benefits related to out‑of‑state workers.
• Completes retirement plan discrimination testing.

• Facilitates…