Payroll Tax Specialist
VetJobs, Huntsville, AL, United States
Payroll Tax Specialist
The Payroll Tax Specialist is responsible for the management of payroll taxation for staff, faculty, and students, ensuring university compliance with federal and state laws surrounding nonresident tax, out-of-state tax, and all related payroll tax issues. This includes decision‑making, independent thinking, researching, analyzing, auditing, and assessing data. The role ensures processes are completed in a timely manner to adhere to all state and federal labor laws and that UAH complies with the Internal Revenue Service and all applicable state Department of Revenue rules and regulations.
Key Responsibilities
Manage payroll taxation for staff, faculty, and students and ensure compliance with federal and state laws surrounding nonresident tax, out-of-state tax, and all related payroll tax issues.
Manage and coordinate all non‑resident alien payroll processing utilizing Glacier Tax software.
Review and analyze various Tax Summary reports, performing decision making, independent thinking, researching, auditing, and data assessment.
Research and obtain tax information including W‑4 processing and tax residency status, determine withholding status, and communicate findings with employees or independent contractors.
Manage I‑94 and I‑20 forms issued by Homeland Security, review documents for Visa category and work eligibility for FICA and FICA Med exemption, and maintain visa‑related data utilizing Glacier and Banner.
Prepare, audit, and generate 1042S tax documents for eligible foreign employees receiving payments from Accounts Payable, Student Accounts/Financial Aid, and/or Payroll.
Track 1042‑S processes for wages exempted from federal tax withholding by a tax treaty, non‑qualified taxable scholarships, and incidental expenses included in travel and expenses for equipment and other items.
Prepare and submit bi‑weekly tax remittance to the state and quarterly filings for the state, including Alabama state tax in support of the University’s remote work policy.
Process out‑of‑state withholdings, payments, quarterly and annual filings; create tax accounts for new states, test, and implement new tax updates.
Communicate and collaborate with state Department of Revenue representatives regarding complex rules for each state.
Reconcile monthly income tax collected from employee checks with what is posted to the General Ledger trial balance.
Prepare and submit federal and social security tax withholding to the IRS; assist with verifying totals, processing, and distributing W‑2s and balancing the W‑2 report during the year.
Compile information for IRS and Social Security quarterly reporting (using form 941, 941X and schedule B) and year‑end reporting.
Prepare comprehensive tax work papers, account reconciliations, and responses to audit requests via email or correspondence related to taxation and non‑resident aliens.
Audit all tax documents weekly, completed by employees.
Interpret and advise senior management and employees on complicated federal income laws, tax treaties, labor and immigration laws and regulations.
Work with business units to ensure proper recording of all international and related payroll transactions and payments.
Monitor foreign employees with temporary SSN and notify them of employment authorization expiration through generated letters.
Support payroll tax and benefits account reconciliations to aid financial reporting and tax filings.
Maintain ongoing examination of all University’s foreign employees in accordance with IRS guidelines.
Work directly with NRAs or RAs claiming exemption from income taxes under U.S. tax treaties (forms 8233, W‑9, W8Ben).
Determine NRAs eligibility for tax treaty benefits, appropriate withholding, transmit necessary forms to the IRS, manage tax treaty limits and residency status, and refund inappropriate tax deductions to NRAs.
Audit all NRA’s, RAs, and PRs W‑4 forms; review research and implement federal policy changes affecting NRAs employment and taxation.
Maintain effective working relationships with departmental administrators and resolve tax issues, advising departments and employees on withholding rules for non‑resident aliens and providing instruction to visiting students and scholars.
Prepare and balance bi‑weekly payroll for faculty and staff, assist with the B9 payroll bi‑weekly.
Manage payment of liabilities bi‑weekly and reconcile liability accounts in Banner HR to Banner Finance, including garnishments, child support, tax levies, United Way, College Counts, and student loans in collection.
Communicate with the Assistant Director of International Services to ensure the Visa status of NRAs, affecting withholding of social security and taxes.
Verify labor and leave charges to prevent excessive use of holiday hours and admin leave.
Attend weekly staff orientation to assist new employees with tax and direct deposit questions.
Work with the Director of Payroll Services and serve as a reviewer of the labor report and FICA report.
Stay abreast of changes and updates to tax laws relating to NRAs and current tax laws for the assigned tax areas through research and training.
Manage payroll schedule and update payroll website.
Perform other related duties as assigned.
Minimum Requirements
Bachelor’s degree or equivalent combination of education, training, and years of experience.
3–5 years of full‑time verifiable work experience, including experience in payroll administration.
Proficiency in Microsoft Office Suite and knowledge of Glacier Software.
Accounting skills, detail‑oriented, accurate, and comfortable with numbers.
Excellent verbal and written communication skills.
Desired Qualifications
Bachelor’s degree is preferred.
Experience with Banner HR is desired.
Non‑resident alien taxation experience is strongly preferred.
Payroll/Accounting experience in a university environment is desired.
Experience with automated, preferably mainframe payroll/accounting/budgeting systems is strongly preferred.
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The Payroll Tax Specialist is responsible for the management of payroll taxation for staff, faculty, and students, ensuring university compliance with federal and state laws surrounding nonresident tax, out-of-state tax, and all related payroll tax issues. This includes decision‑making, independent thinking, researching, analyzing, auditing, and assessing data. The role ensures processes are completed in a timely manner to adhere to all state and federal labor laws and that UAH complies with the Internal Revenue Service and all applicable state Department of Revenue rules and regulations.
Key Responsibilities
Manage payroll taxation for staff, faculty, and students and ensure compliance with federal and state laws surrounding nonresident tax, out-of-state tax, and all related payroll tax issues.
Manage and coordinate all non‑resident alien payroll processing utilizing Glacier Tax software.
Review and analyze various Tax Summary reports, performing decision making, independent thinking, researching, auditing, and data assessment.
Research and obtain tax information including W‑4 processing and tax residency status, determine withholding status, and communicate findings with employees or independent contractors.
Manage I‑94 and I‑20 forms issued by Homeland Security, review documents for Visa category and work eligibility for FICA and FICA Med exemption, and maintain visa‑related data utilizing Glacier and Banner.
Prepare, audit, and generate 1042S tax documents for eligible foreign employees receiving payments from Accounts Payable, Student Accounts/Financial Aid, and/or Payroll.
Track 1042‑S processes for wages exempted from federal tax withholding by a tax treaty, non‑qualified taxable scholarships, and incidental expenses included in travel and expenses for equipment and other items.
Prepare and submit bi‑weekly tax remittance to the state and quarterly filings for the state, including Alabama state tax in support of the University’s remote work policy.
Process out‑of‑state withholdings, payments, quarterly and annual filings; create tax accounts for new states, test, and implement new tax updates.
Communicate and collaborate with state Department of Revenue representatives regarding complex rules for each state.
Reconcile monthly income tax collected from employee checks with what is posted to the General Ledger trial balance.
Prepare and submit federal and social security tax withholding to the IRS; assist with verifying totals, processing, and distributing W‑2s and balancing the W‑2 report during the year.
Compile information for IRS and Social Security quarterly reporting (using form 941, 941X and schedule B) and year‑end reporting.
Prepare comprehensive tax work papers, account reconciliations, and responses to audit requests via email or correspondence related to taxation and non‑resident aliens.
Audit all tax documents weekly, completed by employees.
Interpret and advise senior management and employees on complicated federal income laws, tax treaties, labor and immigration laws and regulations.
Work with business units to ensure proper recording of all international and related payroll transactions and payments.
Monitor foreign employees with temporary SSN and notify them of employment authorization expiration through generated letters.
Support payroll tax and benefits account reconciliations to aid financial reporting and tax filings.
Maintain ongoing examination of all University’s foreign employees in accordance with IRS guidelines.
Work directly with NRAs or RAs claiming exemption from income taxes under U.S. tax treaties (forms 8233, W‑9, W8Ben).
Determine NRAs eligibility for tax treaty benefits, appropriate withholding, transmit necessary forms to the IRS, manage tax treaty limits and residency status, and refund inappropriate tax deductions to NRAs.
Audit all NRA’s, RAs, and PRs W‑4 forms; review research and implement federal policy changes affecting NRAs employment and taxation.
Maintain effective working relationships with departmental administrators and resolve tax issues, advising departments and employees on withholding rules for non‑resident aliens and providing instruction to visiting students and scholars.
Prepare and balance bi‑weekly payroll for faculty and staff, assist with the B9 payroll bi‑weekly.
Manage payment of liabilities bi‑weekly and reconcile liability accounts in Banner HR to Banner Finance, including garnishments, child support, tax levies, United Way, College Counts, and student loans in collection.
Communicate with the Assistant Director of International Services to ensure the Visa status of NRAs, affecting withholding of social security and taxes.
Verify labor and leave charges to prevent excessive use of holiday hours and admin leave.
Attend weekly staff orientation to assist new employees with tax and direct deposit questions.
Work with the Director of Payroll Services and serve as a reviewer of the labor report and FICA report.
Stay abreast of changes and updates to tax laws relating to NRAs and current tax laws for the assigned tax areas through research and training.
Manage payroll schedule and update payroll website.
Perform other related duties as assigned.
Minimum Requirements
Bachelor’s degree or equivalent combination of education, training, and years of experience.
3–5 years of full‑time verifiable work experience, including experience in payroll administration.
Proficiency in Microsoft Office Suite and knowledge of Glacier Software.
Accounting skills, detail‑oriented, accurate, and comfortable with numbers.
Excellent verbal and written communication skills.
Desired Qualifications
Bachelor’s degree is preferred.
Experience with Banner HR is desired.
Non‑resident alien taxation experience is strongly preferred.
Payroll/Accounting experience in a university environment is desired.
Experience with automated, preferably mainframe payroll/accounting/budgeting systems is strongly preferred.
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