Payroll Administrator

Reporting to the Associate Director, the Payroll Administrator is responsible for overseeing the daily operations—including customer service and end-to-end processing of multiple biweekly payrolls utilizing Workday HCM—to ensure accurate and timely payment to all employees.

Payroll Administrator

Worcester, MA

Payroll

Worcester Polytechnic Institute - WPI

Reporting to the Associate Director, the Payroll Administrator is responsible for overseeing the daily operations—including customer service and end-to-end processing of multiple biweekly payrolls utilizing Workday HCM—to ensure accurate and timely payment to all employees.

• Communicate via email, in-person, phone, and video conference responding to employees, departments, managers, or agencies with questions related to pay, deductions, taxes, etc. Research and respond to payroll inquiries.
• Manage the payroll queue in the Halo ticketing system.
• Send general reminders related to time entry and approval deadlines, year‑end processing, etc.
• Create and update procedure and job‑aid documentation for the department and community use.
• Maintain accurate information on the website and in Workday, including setting up processing for future payroll, vacation and holiday calendars.
• Serve as back‑up for unemployment and employment verification requests.

• Coordinate all aspects of biweekly payroll processing for multiple pay groups, including auditing, analyzing, verifying, and entering payroll items.
• Ensure accuracy of gross‑to‑net calculations, benefit deductions, retirement contributions, tax withholding, union dues, and garnishments.
• Review reported time, follow up with managers and employees, evaluate time and adjustments from prior pay periods; evaluate unprocessed time and clean‑up unsubmitted time entries.
• Run payroll audit reports in preparation for processing, follow up as needed and make adjustments/fixes for accurate and timely payment.
• Communicate about missing direct deposit information, distribution of printed checks or pay cards, net pay reissues, direct deposit rejects, and stale dated checks.

• Maintain compliance with federal, state, and local payroll laws and regulations including wage and hour, tax and reporting requirements.
• Develop strong understanding of collective bargaining agreements, including time entry codes, pay rules, earning calculations, and reporting.
• Support calendar year‑end processes including W‑2 preparation, reconciliation, and distribution.
• Run reports to assist with preparing periodic, quarterly, and annual tax filings.
• Respond to audit requests and compliance reporting.
• Assist with entries to finalize fiscal year‑end.
• Track garnishments, advance repayments, and create accounts payable requisitions.
• Register and maintain payroll tax accounts; reconcile ADP tax transactions; file and pay tax obligations outside of ADP’s processing; and reconcile payroll tax records with ADP, tax agency and accounting records.

• Partner with internal and external teams for Workday testing related to system projects, optimization, enhancement, fixes and new releases.

Perform all other duties as assigned.

Salary Grade 8: $71,800 – $75,000 per year (depending on experience). Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.

United States of America (Exempt)

• Entry level

• Full‑time

• Human Resources

• Higher Education

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.