Payroll Analyst II

University of Rochester•Alabaster, AL

5d•$27 - $38•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This position is responsible for administering the University's foreign national payroll tax compliance program. The position ensures accurate tax residency determinations, treaty administration, payroll tax compliance, and year-end reporting for foreign national employees and students. The coordinator serves as the primary liaison between Payroll, the International Services Office (ISO), Human Resources, academic departments, and foreign national employees regarding payroll taxation and compliance.

Requirements

Bachelor's degree with concentration in accounting, finance or business and 2 years of relevant experience required
Or equivalent combination of education and experience
Knowledge of payroll practices, human resources information systems, accounting functions, and government regulations required
Experience with personal computer applications preferred
Knowledge of Workday and Sprintax preferred
Independent judgement and strong attention to detail preferred
Experience with a IRS, FN guidelines preferred

Responsibilities

Manage, Review and maintain all foreign national records in Sprintax Calculus.
Approve or deny Sprintax accounts based on IRS regulations and supporting documentation.
Review immigration documentation and determine appropriate tax residency status.
Monitor completed, pending, and incomplete Sprintax accounts and follow up as necessary.
Maintain accurate records of all approved tax treaties and employee tax status.
Monitor visa expiration dates and perform outreach to the University of Rochester community, Administrative Officers, HR Administrators, and affected individuals to educate them on reporting responsibilities of nonresident aliens and completing the Institute’s tax determination processes to ensure compliance with Internal Revenue Service (IRS) regulations.
Manage, Review, validate, and process Forms W-8BEN, 8233, and W-9.
Determine tax treaty eligibility and ensure proper documentation is on file.
Update Workday with approved treaty information and withholding elections.
Monitor treaty renewals and maintain accurate records.
Update Workday with residency status, citizenship, ICA exemption status, federal tax withholding, and approved treaty information.
Reconcile Sprintax and Workday records and resolve discrepancies.
Input social security numbers for foreign national non-student positions.
Manages records and tracks correct taxation forms for foreign nationals that maintain complex or dynamic residency arrangements.
Identify discrepancies related to FICA taxes and federal income tax withholding.
Notify the Payroll Director of required payroll adjustments.
Assist with FICA tax refunds and federal withholding corrections.
Ensure compliance with IRS regulations and University policies.
Run and review Day 1 and Day 2 payroll audit reports, including Audit Report, FICA Audit Report, Tax withholding exception reports Payroll discrepancy reports, new hire employment.
Investigate and resolve exceptions prior to payroll completion.
Monthly uncashed check process.
Work with the Payroll Director to balance all foreign national payroll data.
Prepare for year-end tax reporting and reconciliation.
Process amended Forms 1042-S.
Research and resolve year-end discrepancies.
Identify wages that need to be reported to the state.
Perform additional outreach to resolve uncashed paychecks prior to state reporting.
Coordinate with ISO, HR, HR Data Services, the Registrar, and other departments to obtain and update Social Security Numbers.
Monitor employees with missing or invalid SSNs.
Monitor the Payroll shared inbox and respond to foreign national payroll questions.
Escalate complex tax matters to the Payroll Director.
Provide guidance on tax residency, treaties, and payroll taxation.
Perform outreach to ensure that paychecks are cashed in within a timely manner or replaced.
Acts as the primary payroll contact for the NRAs (including students, post-doctoral scholars, fellows, visiting scientists, and professors) and assists individuals to follow the Institute’s policies and procedures that are consistent and in compliance with U.S. tax laws.
Partner with ISO, Human Resources, HR Data Services, Finance, Benefits, academic departments, and other campus offices.
Facilitate meetings to resolve foreign national payroll and tax issues.
Identify areas of weakness and collaborate to improve.
Other duties as assigned