Payroll Manager, PIMS & Employee Services

California State University System•Pomona, CA

37d•Hybrid

About The Position

Leadership and Oversight of Payroll Operations: Provides leadership and day-to-day management of the Payroll Technicians team to ensure that all payroll transactions-including employment data, miscellaneous pay, docks, leaves of absence, Workers' Compensation, time certifications, and related items-are accurately processed in compliance with State Controller's Office (SCO), CSU, and federal/state laws and regulations. Reviews and approves complex or sensitive transactions, such as separation lump sums and final settlements for 10/12 and 11/12 pay plans. Oversees the Payroll General Inbox and Payroll Inquiry Form to ensure timely responses, proper delegation, and consistent customer service. Manages the hiring, training, evaluation, and professional development of payroll staff to ensure accuracy, timeliness, and service excellence. Assigns payroll technician area responsibilities, monitors workload balance, and ensures cross-training to maintain operational continuity. Performs work where diverse and time-sensitive demands are required daily, exercising independent judgment and initiative to meet deadlines. Ensures that proper authorizations are on file for each campus department for faculty, staff, administrator, and student assistant certifications and paycheck distribution. Monitors the communication and collection of repayment for outstanding Accounts Receivable (A/R) balances and salary advances to ensure timely resolution, accuracy, and compliance with CSU and SCO guidelines. Collaborates with the Payroll Manager, PeopleSoft & Data Analytics, and the Student Employment Analyst regarding student payroll policies and operations. Supervises the payroll technician responsible for maintaining and processing leaves of absence and Workers' Compensation pay in PIMS, ensuring that staff can effectively counsel employees on Workers' Compensation pay plans. Ensures timely completion of EDD unemployment audits and Equifax unemployment claims, and prompt resolution of SCO error reports (PR250, PSD40, and others). Prepares performance evaluations for direct reports and, upon review and approval by the Director, delivers them in accordance with established cycles for permanent, probationary, and temporary staff members. All functions of this position must be performed at the Cal Poly Pomona worksite and/or at an approved telecommuting worksite, as outlined in the employee's telecommuting agreement. System Oversight, Data Integrity, and Transaction Review: Reviews payroll transactions prior to processing-particularly those prepared by new technicians or involving complex circumstances, such as separation lump sum projections and final settlements for faculty and 10/12 pay plans-to ensure accuracy, compliance, and data integrity. Partners with the Payroll Manager of PeopleSoft & Data Analytics, to ensure synchronization between PeopleSoft and PIMS, coordinate mass updates, and correct discrepancies between systems. Approves suppliers in the Common Financial System (CFS) for salary advances from the University's revolving fund. Collaborates with the Payroll Manager of PeopleSoft and Data Analytics and the Payroll Systems Specialist to enhance automation through PIMS macros and other system efficiencies that reduce administrative burden and processing time. Ensures that all payroll operations and documentation are audit-ready at all times by maintaining complete, accurate, and compliant records, supporting transparent and verifiable payroll practices. Reporting, Analysis, and Continuous Improvement: Conducts periodic reviews of payroll transactions to identify and resolve errors, ensuring compliance with SCO and CSU requirements. Leads the creation and analysis of payroll reports-including daily, monthly, and annual reports-such as Salary Advances, Accounts Receivable, Leaves, GAAP, CalPERS enrollment, and monthly CIRS reports (e.g., Temporary Appointment Expiration Date Report, Probation End Date Report, Leave of Absence Expiration Report). Prepares and submits the monthly SCO Retroactivity Report, annual Franchise Tax Board Reporting, Stale-Dated Revolving Fund Check Report, Stale-Dated SCO Check Report, and Fringe Benefits Reporting. Identifies potential compliance risks, implements corrective actions, and drives process improvements to enhance payroll accuracy, efficiency, and accountability. Communication, Training, and Campus Engagement: Represents Cal Poly Pomona Payroll Services in CSU systemwide payroll-manager meetings and communicates Chancellor's Office technical letters and SCO payroll/personnel letters, updates, and deadlines to payroll staff, HR leadership, and campus partners. Updates and maintains standard operating procedures (SOPs) to reflect current practices and policy changes. Prepares and disseminates payroll communications (e.g., payroll calendars, payroll pointers, alerts) to enhance campus understanding of payroll programs, procedures, and deadlines. Provides training to payroll staff, EODA, HR Customer Service Center representatives, and campus stakeholders on payroll policies, process improvements, and compliance requirements. Identifies performance levels of staff members and provides coaching, mentoring, and performance-improvement plans when necessary to increase effectiveness and hold staff accountable for meeting established expectations. Delivers payroll updates and reminders at HR briefings and other campus meetings. Partners with the Director, Payroll Manager of PeopleSoft & Data Analytics, and Payroll Systems Specialist, to prepare the Payroll Technicians for the CHRS implementation and evaluate impacts on payroll operations.

Requirements

Combination - Any combination of education and experience to able to perform the essential functions of the position.
Equivalent training and administrative work experience.
Documenting, keying, reporting in the State Controller's Office payroll system (PIMS).
California State University (CSU) payroll processes and procedures.
The incumbent must have comprehensive knowledge of the principles, practices, and regulations governing payroll administration and management within the California State University (CSU) system and the State Controller's Office (SCO). The incumbent must demonstrate the ability to interpret and apply complex federal and state laws, CSU policies, collective bargaining agreements, and SCO procedures in the administration of payroll programs and in the resolution of payroll-related issues. Strong analytical and problem-solving skills are required to identify and resolve complex payroll discrepancies, manage compliance risks, and ensure data accuracy across multiple systems, including PIMS and PeopleSoft/CHRS. The incumbent must have the ability to organize, prioritize, and coordinate work activities independently within strict deadlines while maintaining a high level of accuracy and audit readiness. Excellent leadership, supervisory, and interpersonal skills are required to effectively lead a team of payroll technicians, provide coaching and performance management, and foster an environment of accountability, inclusivity, and continuous improvement. The incumbent must possess strong written and verbal communication skills and the ability to establish and maintain effective working relationships with faculty, staff, administrators, the Chancellor's Office, state agencies, and external partners. A high degree of professionalism, discretion, and customer service orientation is essential when handling sensitive payroll matters. The ability to develop, implement, and maintain standard operating procedures, process documentation, and workflow mapping is required to support operational consistency and compliance.

Nice To Haves

A minimum of two years of directly related work experience which demonstrates the ability to perform the essential functions of the position.
The incumbent should have working knowledge of CSU payroll policies and procedures, State Controller's Office (SCO) policies and procedures, leave programs, Workers' Compensation pay plans, and retirement plans.
The ability to work effectively with representatives from other state agencies, public and private entities, and to handle sensitive payroll-related matters with professionalism and discretion is essential. Experience using the Personnel/Payroll Information Management System (PIMS) is preferred.
The successful candidate will possess strong organizational skills with the ability to prioritize work, manage competing deadlines, and perform effectively under pressure.
The incumbent must be able to train others in CSU policies and PIMS payroll procedures, and provide clear direction, guidance, and coaching to a team of payroll technicians.
A high level of emotional intelligence, professionalism, and interpersonal skill is required to foster a supportive, collaborative, and inclusive work environment.
The ability to be fair, equitable, and inclusive while maintaining high performance standards is critical.
The incumbent must demonstrate sound judgment in resolving employee concerns and identifying quick and effective resolutions to complex issues, as well as the ability to hold team members accountable and address performance matters in a constructive and timely manner to ensure continued operational excellence.

Responsibilities

Provides leadership and day-to-day management of the Payroll Technicians team to ensure that all payroll transactions-including employment data, miscellaneous pay, docks, leaves of absence, Workers' Compensation, time certifications, and related items-are accurately processed in compliance with State Controller's Office (SCO), CSU, and federal/state laws and regulations.
Reviews and approves complex or sensitive transactions, such as separation lump sums and final settlements for 10/12 and 11/12 pay plans.
Oversees the Payroll General Inbox and Payroll Inquiry Form to ensure timely responses, proper delegation, and consistent customer service.
Manages the hiring, training, evaluation, and professional development of payroll staff to ensure accuracy, timeliness, and service excellence.
Assigns payroll technician area responsibilities, monitors workload balance, and ensures cross-training to maintain operational continuity.
Performs work where diverse and time-sensitive demands are required daily, exercising independent judgment and initiative to meet deadlines.
Ensures that proper authorizations are on file for each campus department for faculty, staff, administrator, and student assistant certifications and paycheck distribution.
Monitors the communication and collection of repayment for outstanding Accounts Receivable (A/R) balances and salary advances to ensure timely resolution, accuracy, and compliance with CSU and SCO guidelines.
Collaborates with the Payroll Manager, PeopleSoft & Data Analytics, and the Student Employment Analyst regarding student payroll policies and operations.
Supervises the payroll technician responsible for maintaining and processing leaves of absence and Workers' Compensation pay in PIMS, ensuring that staff can effectively counsel employees on Workers' Compensation pay plans.
Ensures timely completion of EDD unemployment audits and Equifax unemployment claims, and prompt resolution of SCO error reports (PR250, PSD40, and others).
Prepares performance evaluations for direct reports and, upon review and approval by the Director, delivers them in accordance with established cycles for permanent, probationary, and temporary staff members.
All functions of this position must be performed at the Cal Poly Pomona worksite and/or at an approved telecommuting worksite, as outlined in the employee's telecommuting agreement.
Reviews payroll transactions prior to processing-particularly those prepared by new technicians or involving complex circumstances, such as separation lump sum projections and final settlements for faculty and 10/12 pay plans-to ensure accuracy, compliance, and data integrity.
Partners with the Payroll Manager of PeopleSoft & Data Analytics, to ensure synchronization between PeopleSoft and PIMS, coordinate mass updates, and correct discrepancies between systems.
Approves suppliers in the Common Financial System (CFS) for salary advances from the University's revolving fund.
Collaborates with the Payroll Manager of PeopleSoft and Data Analytics and the Payroll Systems Specialist to enhance automation through PIMS macros and other system efficiencies that reduce administrative burden and processing time.
Ensures that all payroll operations and documentation are audit-ready at all times by maintaining complete, accurate, and compliant records, supporting transparent and verifiable payroll practices.
Conducts periodic reviews of payroll transactions to identify and resolve errors, ensuring compliance with SCO and CSU requirements.
Leads the creation and analysis of payroll reports-including daily, monthly, and annual reports-such as Salary Advances, Accounts Receivable, Leaves, GAAP, CalPERS enrollment, and monthly CIRS reports (e.g., Temporary Appointment Expiration Date Report, Probation End Date Report, Leave of Absence Expiration Report).
Prepares and submits the monthly SCO Retroactivity Report, annual Franchise Tax Board Reporting, Stale-Dated Revolving Fund Check Report, Stale-Dated SCO Check Report, and Fringe Benefits Reporting.
Identifies potential compliance risks, implements corrective actions, and drives process improvements to enhance payroll accuracy, efficiency, and accountability.
Represents Cal Poly Pomona Payroll Services in CSU systemwide payroll-manager meetings and communicates Chancellor's Office technical letters and SCO payroll/personnel letters, updates, and deadlines to payroll staff, HR leadership, and campus partners.
Updates and maintains standard operating procedures (SOPs) to reflect current practices and policy changes.
Prepares and disseminates payroll communications (e.g., payroll calendars, payroll pointers, alerts) to enhance campus understanding of payroll programs, procedures, and deadlines.
Provides training to payroll staff, EODA, HR Customer Service Center representatives, and campus stakeholders on payroll policies, process improvements, and compliance requirements.
Identifies performance levels of staff members and provides coaching, mentoring, and performance-improvement plans when necessary to increase effectiveness and hold staff accountable for meeting established expectations.
Delivers payroll updates and reminders at HR briefings and other campus meetings.
Partners with the Director, Payroll Manager of PeopleSoft & Data Analytics, and Payroll Systems Specialist, to prepare the Payroll Technicians for the CHRS implementation and evaluate impacts on payroll operations.