Payroll Manager

Overview

This role owns the payroll function for over 3,500 team members across multiple states, ensuring accuracy, timeliness, and compliance for every pay cycle. The position is hands-on and tactical, requiring strong working knowledge of federal, state, and local wage and hour law and payroll tax law, along with sound judgment to apply those rules to real pay situations.

Payroll is run in ADP Workforce Now (WFN) and timekeeping is managed in ADP Workforce Manager (WFM). The role proactively identifies gaps and risks and builds, documents, and enforces clear payroll processes and controls.

Responsibilities

Payroll Processing & Systems

• Own end-to-end weekly and bi-weekly payrolls in ADP WFN, including pay frequency set by state requirements—from WFM time import through pre-payroll audit, approval, funding, and post-payroll reconciliation.
• Manage ADP WFM timekeeping configuration, including pay rules, overtime, meal and rest break rules, pay codes, and accrual policies to ensure each location’s setup reflects applicable state and local law.
• Supervise the Payroll Specialist: assign work, set quality standards, review output, and develop skills.
• Process off-cycle payrolls, manual checks, final pay, stop payments, and re-issues within state-required timeframes.
• Administer wage garnishments, child support orders, tax levies, and liens in compliance with federal Consumer Credit Protection Act limits and state-specific rules; process employment verifications.
• Maintain PTO and sick leave balances and accruals according to company policy and state and local paid sick leave mandates.

Wage & Hour Compliance (Federal, State & Local)

• Serve as subject-matter expert for wage and hour compliance under the Fair Labor Standards Act (FLSA), including minimum wage, overtime, regular rate of pay calculations (bonuses, commissions, shift differentials), and exempt vs. non-exempt classification.
• Apply state-specific requirements across all operating states, including daily overtime and double time, meal and rest break premiums, split shift and reporting-time pay, pay frequency, final pay timing, wage statement requirements, and state/county/city minimum wage changes.
• Apply tipped team member rules, including tip credit eligibility by state, tip pooling, service charge treatment, and minimum wage make-up.
• Monitor federal, state, and local legislative and regulatory changes (including new federal reporting requirements for qualified tips and overtime compensation), assess impact, and update ADP configuration, processes, and communications ahead of effective dates.
• Maintain payroll records in line with federal and state retention requirements and protect confidentiality of team member pay and personal data.

Team Member Payroll Tax Compliance

• Ensure accurate federal, state, and local income tax withholding, including Form W-4 and state withholding certificate administration; manage supplemental wage tax methods and proper taxation of bonuses, retro pay, and final pay.
• Manage multi-state tax treatment, including work state vs. resident state withholding, reciprocity agreements, team members working in multiple states or remotely, and local taxes (city, county, school district).
• Oversee FICA, FUTA (including credit reduction states), SUI, SDI, and state paid family and medical leave contributions; register new state and local tax accounts as the organization enters new markets.
• Apply correct tax treatment of tips, taxable fringe benefits, imputed income, gross-ups, and pre-tax deductions (Section 125, 401(k), HSA), including annual limits and catch-up rules.
• Own quarterly and year-end tax compliance with ADP, including Form 941/940 and state return reconciliation, W-2 accuracy, W-2c corrections, and timely resolution of federal, state, and local agency notices.
• Serve as the go-to resource for team member and manager questions on paycheck taxes and withholding.

Process Design & Internal Controls

• Proactively assess the payroll function and build clear, documented processes (SOPs, checklists, payroll calendars, cutoff deadlines, approval workflows) rather than waiting for direction.
• Design and maintain internal controls, including pre- and post-payroll audits, variance reviews, segregation of duties, and approval requirements for pay rate, tax, and direct deposit changes.
• Conduct root-cause analysis on payroll errors and implement fixes to prevent recurrence; track and report error rates and payroll KPIs.
• Partner with HR to create standardized intake processes for new hires, changes, and terminations so data reaches payroll accurately and on time.
• Build repeatable playbooks for onboarding new locations and acquisitions into ADP WFN and WFM, including tax registrations and pay rule setup.
• Lead internal and external payroll audits (financial, benefit plan, workers’ compensation, and DOL or state agency inquiries) and drive corrective actions.

Partnership & Training

• Partner with Corporate Accounting on payroll journal entries, accruals, GL reconciliations, client payroll invoicing, and benefit contribution reconciliation.
• Collaborate with HR on team member data, benefit deductions, and classification decisions.
• Build and deliver training and job aids for field managers on ADP WFM timecard management, punch corrections, approval deadlines, and compliance expectations (including meal break attestations and overtime approval).
• Perform other related duties as assigned.

Requirements

Education & Experience

• Minimum 5 years of payroll experience managing multi-location and multi-state payrolls, including supervisory experience.
• Proficient with ADP Workforce Now; experience configuring and administering ADP Workforce Manager (WFM) strongly preferred.
• Experience with high-regulation states (e.g., California, New York, Washington, Illinois) and with tipped and hourly workforces strongly preferred.
• Certified Payroll Professional (CPP) preferred; Fundamental Payroll Certification (FPC) considered.

Key Skills & Competencies

• In-depth, demonstrated knowledge of the FLSA, multi-state wage and hour law, and federal, state, and local payroll tax law; ability to explain the rule, the reason behind it, and the correct pay and tax treatment.
• Proven track record of building payroll processes, SOPs, and internal controls from the ground up.
• Advanced Excel skills (pivot tables, lookups, reconciliations).
• Excellent written and oral communication skills; energetic, enthusiastic, and motivational leadership style.
• Highly organized and detail-oriented; able to manage multiple deadlines in a fast-paced environment.
• Professional demeanor and ability to handle highly sensitive and confidential team member pay and personal data with discretion.

Preferred Qualifications

• Certified Payroll Professional (CPP)
• Fundamental Payroll Certification (FPC)
• Experience with ADP Workforce Manager (WFM)

Compensation & Benefits

• $100,000–$115,000 base + bonus (exempt)

Location

• Remote

Equal Opportunity

This role is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws. Reasonable accommodation is available for individuals with disabilities.

Essential Functions

A team member must be able to perform the essential functions of the position satisfactorily, and reasonable accommodation will be made to enable individuals with disabilities to perform essential functions, absent undue hardship.