Manager, Payroll

The Manager, Payroll oversees all functions related to the delivery of compensation (domestic and international) and corresponding payroll services in adherence with strict deadlines and in accordance with government legislation and University policy and procedures. In collaboration with the Director, Total Rewards, participates in special projects to ensure effective, efficient, and compliant payroll practices are developed and maintained; contributes to the achievement of Human Resources’ departmental goals and professional services delivery.

Key Accountabilities

• Remain Current and Conversant with Compliance Requirements, Trends, and Best Practices
  • Maintain awareness of legislation, regulations, and standards related to payroll to ensure compliance within area of responsibility.
  • Maintain awareness of best practices and emerging issues related to payroll.
  • Participate in professional development to aid in ongoing knowledge and skills acquisition.
  • Provide senior level payroll expertise, advice and guidance to all University stakeholders in complex and sensitive matters and policy interpretation related to payroll.
  • Support the creation of, and give feedback on, policies and guidelines affecting payroll, ensuring compliance with government legislation.
• Manage the Effective and Accurate Execution of Payroll
  • Oversee the administration and processing of all aspects of payroll for the University, ensuring payroll is delivered accurately and on-time through monthly and biweekly standard cycles, with off cycle payments as required.
  • Provide final sign-off to monthly and year-end processing and filing, ensuring completeness and compliance with strict deadlines.
  • Develop and maintain all payroll processes/procedures and documentation, focusing on best practice, compliance and continuous quality improvement.
  • Coordinate training of payroll team to ensure consistent application of University policies and standard operating procedures and compliance with legislative requirements.
  • Manage the payroll team, providing guidance and direction when higher level issues arise, and ensuring standard procedures are followed and service standards are achieved.
  • Ensure all complex, unique, and sensitive issues are investigated and resolved, working with external entities and campus partners or other HR colleagues as required.
  • Participate in audits, providing support to the Assistant Payroll Manager and HR Financial Officer and acting as primary contact when necessary.
  • Continuously lead the analysis, measurement, review, development, and implementation of effective and efficient processes, practices and system capabilities to govern all payroll activities.
• Support the Effectiveness of the HR/Payroll System Application
  • As the Subject Matter Expert for the payroll and time tracking modules in the HR/Payroll system (Workday), work with Information Systems Technology (IST) Teams to define requirements in accordance with the University policies and legislative requirements.
  • Test configuration changes to ensure achievement of requirements.
  • Evaluate and test the system and ongoing releases/updates on an ongoing basis to ensure functionality achieves requirements.
  • Ensure appropriate controls are in place to maintain system security.
  • Train and educate the Payroll team on processes within the Workday application on an ongoing basis.
• Communication of Payroll Processes to all Stakeholders
  • Ensure all communication material is current, accurate, and understandable by stakeholders.
  • Prepare and present information at sessions.
  • Assist HR Partners as needed in preparing severance packages and meet or correspond with terminated employees who have been given severance packages to explain payroll implications.
  • Oversee preparation of reports, as well as past trends and special analysis to University stakeholders.
• Ensure Effective Utilization, Deployment, and Development of Staff
  • Define and communicate internally set payroll standards and procedures to ensure quality and consistency of services delivered.
  • Coach, train and develop employees to assure growth and development of those individuals.
  • Conduct annual performance appraisal and conduct regular reviews with direct reports.
  • Approve and control the hiring, staffing, promotion, discipline and termination of payroll employees.
  • Monitor and schedule vacations, overtime and other absences for the payroll team and redistribute work as necessary to ensure customer service levels are maintained.

Required Qualifications

• Three-year Post-secondary education (university degree preferred) in Commerce, Human Resources, or similar course of study.
• Canadian Payroll Association Certified Payroll Manager (CPM) certification required.
• 7-10 years of progressive payroll and management experience in a large-scale, fast-paced environment.
• 2-3 years of experience in the Higher Education sector preferred.
• Strong knowledge of Canadian federal tax provisions, provincial/federal programs including CPP, EI, provincial healthcare, workers compensation, etc.
• Proven management skills and strong customer service focus.
• Accuracy and attention to detail in work, proven analytical and problem-solving skills.
• Strong oral and written communication skills, including process documentation development and delivery.
• Ability to multi-task and prioritize work, at times with conflicting priorities.
• Experience with Workday or other in-house payroll system.
• Intermediate skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams, Outlook).

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees.

About Our Culture

At the University of Waterloo, we think differently, we act with purpose, and we work together. We advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free expression and enquiry.