Payroll Representative

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Financial Proc. Spec 5 (Gr7)

Job Title

Payroll Representative

Department

Payroll and Benefits Pod 3 | Payroll | Financial Operations | VP Finance and Operations

Compensation Range

$4,009.00 – $4,214.00 CAD Monthly

Posting End Date

April 29, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

This position is the primary contact for providing payroll services to UBC administrative personnel and to an estimated 19,000 university employees in nine affiliations. The work involves processing the payroll and benefit transactions in a timely and accurate manner. Regular activities also consist of interpreting complex agreements and regulations, advising other departments on the same to ensure compliance with internal and external policies, as well as communicating with external parties and solving payroll problems.

Organizational Status

• Reports to the Payroll Team Lead.

• Liaises with faculty, administrative personnel at UBC and external agents such as Human Resources Development Canada, Canada Customs Revenue Agency, banks and benefit carriers.

Work Performed

1.Responsible for handling appointments and other payroll-related documents for UBC faculty, staff and student employees, ensuring all factual data (accounts, amounts, dates, benefits, etc) are correct and they conform to internal regulations, such as collective agreements, as well as external legislations by Canada Customs Revenue Agency, Human Resources Development Canada, Worker s Compensation Board, Labour Relations and Ministry of Health.

2.Responsible for handling termination s, which involves terminating benefits, notifying the benefit carriers, and issuing a Record of Employment. We also ensure that all termination s are processed in accordance to internal and external regulations.

3.In charge of calculating such payroll adjustments as off-cycle payments, vacation pays, retroactive pays, temporary promotion amounts and benefit premiums deductions. The work involves analyzing the employee s job history and understanding collective agreements.

4.Enrolls faculty in mandatory and optional benefits, and staff in mandatory benefits.

5.Advises and provides authoritative information to faculty, department administrators, and department heads and deans regarding collective agreements, Employment Standards, tax legislation, and other policies and procedures. Provides them with payroll information regarding reconciliation of statement of salaries and wages and general ledgers.

6.Assists faculty, staff and student employees with payroll inquiries, requests and problems.

7.Responsible for identifying and recovering overpayments including calculating income tax, Canada Pension plan, employment insurance as well as other benefit deductions related to the overpayment and processing journal vouchers. Liaise with employee and department administrators regarding all overpayment issues.

8.Responsible for handling T4/T4A inquiries, identifying and resolving any T4/T4A problems.

9.Maintains accuracy of other s work by verifying and signing-off on other employee s work.

10.Identifies system problems and participates in special projects, system testing and consolidation of information for system errors by analyzing error reports.

11.Liaises with Human Resources Development Canada by providing them with accurate insurance hours and earnings. Liaise with benefit carriers to ensure employee s benefit coverage and to resolve any problems. Communicate with the banks regarding lost cheques and with ICBC and Worker s Compensation Board by providing them with the employee s payroll information.

12.Responsible for all payroll related documents as provided for under the Freedom of Information and Privacy Act complying with UBC record s retention policies.

13.Coordinates the work of others, trains other staff and recommends the staff requirements for payroll.

14.Prepares employment verification letters and statement of earnings.

15.Presents benefit sign-on meetings to new staff UBC employees and attends HR and payroll meetings. Provides benefit packages to all eligible faculty members.

16.Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Errors result in incorrect pay to employees and to external parties, and incorrect information on the University s financial statements. Incorrect payments to the previous parties may lead to over-expenditure of departmental accounts. Failure to provide the employee with benefits, such as life insurance and health coverage, can lead to a lawsuit against the University. Misinterpretation of agreements and policies or failure to detect errors could result in serious consequences such as breach of a collective agreement, financial penalties from Human Resources Development Canada, Canada Customs Revenue Agency or Worker s Compensation Board, fines pursuant to the Employment Insurance Commission Act and Employment Standards Act, law suits and fines by employees.

Supervision Received

Reports to the Payroll Team Lead. Works with minimum supervision by coordinating work priorities ourselves and encouraged to make recommendations to the Payroll Team Lead on procedural changes.

Supervision Given

Trains and advises department administrators regarding collective agreements, Employment Standards, tax regulations and other payroll policies and procedures. Provides ongoing training and supports to all payroll staff.

Preferred Qualifications

High School graduation. Certificate in Accounting or Payroll CPA Level 1 andPlus one year post secondary education, plus enrolment in recognized accounting program with training in database and spreadsheet software applications, and basic accounting practices. Completion of Payroll Compliance Practitioner (CPC).4 years related experience or the equivalent combination of education and experience.UBC experience or equivalent preferred. Relevant work experience in a payroll department of a large unionized employer. Experience in reconciling accounts and working in accounting operational environment. High degree of analytical accuracy, judgment and dependability. Knowledge of salary and benefit entitlements, tax legislation, Employment Standards, university policies and procedures an asset. Ability to multi-task, maintain accuracy, and meet deadlines in high volume environment is key to this postion. Effective oral and written communication, interpersonal, analytical, problem solving and organizational skills. Ability to exercise tact and diplomacy. Ability to work both independently and within a team environment. Computer experience required (Microsoft Office, Excel, electronic mail and Internet preferred).