Payroll Tax Specialist
UAH College of Business, El Paso, TX, United States
The Payroll Tax Specialist manages payroll taxation for staff, faculty, and students, ensuring compliance with federal and state regulations that govern nonresident and out‑of‑state taxes. The role involves decision‑making, research, analysis, audit, and data assessment to guarantee timely and compliant payroll processing.
Key Responsibilities
Manage payroll taxation for staff, faculty, and students, ensuring university compliance with federal and state laws surrounding nonresident tax, out‑of‑state tax, and related payroll tax issues.
Coordinate all non‑resident alien payroll processing utilizing Glacier Tax software.
Review and analyze various Tax Summary related reports for decision‑making, independent research, auditing, and data assessment.
Research and obtain tax information, including W‑4 processing and tax residency status, and determine withholding status. Communicate findings with employees or independent contractors.
Manage I‑94 forms issued by Homeland Security and I‑20 forms for accurate processing. Review documents for visa category and work eligibility for FICA and FICA Medicaid exemption. Maintain visa‑related data using Glacier and Banner.
Prepare, audit, and generate 1042‑S tax documents for eligible foreign employees receiving payments from Accounts Payable, Student Accounts/Financial Aid, and/or Payroll.
Track 1042‑S processes, including wages exempted from federal tax withholding by treaty, non‑qualified taxable scholarships, and incidental expenses related to travel and equipment.
Manage and prepare bi‑weekly tax remittances and quarterly filings for state taxes, including Alabama state tax and remote‑work support requirements.
Process out‑of‑state withholdings, payments, quarterly and annual filings; create tax accounts for new states, test, and implement updates.
Collaborate with state Department of Revenue representatives regarding complex state‑specific reporting rules.
Reconcile monthly income tax collected from employee checks to General Ledger trial balance postings.
Prepare and submit federal and social security tax withholdings to the IRS; assist with verifying totals, processing, and distribution of W‑2s, and balance the W‑2 report during the year.
Provide information for IRS and Social Security quarterly reporting (form 941, 941X, schedule B) and year‑end reporting.
Prepare comprehensive tax work papers, account reconciliations, and respond to audit requests via email or correspondence related to taxation of non‑resident aliens.
Interpret and advise senior management and employees on complex federal income laws, tax treaties, labor and immigration laws, and regulations.
Work closely with business units, Business Services, and Accounts Payable to ensure proper recording of all international payroll transactions and payments.
Monitor foreign employees with temporary SSNs, notifying them of employment authorization expiration via generated letters.
Maintain ongoing examination of all university foreign employees per IRS guidelines and regulations.
Manage relationships with NRAs or RAs claiming tax treaty exemption; handle forms 8233, W‑9, and W8BEN.
Determine NRA eligibility for treaty benefits and appropriate withholding; transmit necessary forms to the IRS; manage tax treaty limits and refund inappropriate deductions.
Audit all NRAs, RAs, and Permanent Residents W‑4 forms; review and implement federal policy changes affecting NRAs.
Maintain working relationships with departmental administrators to resolve tax issues and advise on withholding rules for non‑resident aliens, visiting students, and scholars.
Prepare and balance bi‑weekly payroll for faculty and staff; assist with B9 payroll bi‑weekly processing.
Manage payment liabilities bi‑weekly, reconciliating liability accounts in Banner HR to Banner Finance, including garnishments, child support, tax levies, United Way, College Counts, and student loan collections.
Communicate with the Assistant Director of International Services regarding NRA visa status and its impact on social security and tax withholding.
Verify labor and leave charges to prevent excessive use of holiday hours and administrative leave.
Attend weekly staff orientation to assist new employees with tax and direct deposit questions.
Collaborate with the Director of Payroll Services, reviewing labor and FICA reports.
Stay abreast of changes to tax laws affecting NRAs and other assigned tax areas through research and training.
Manage payroll schedule updates and the payroll website.
Perform additional related duties as assigned.
Minimum Requirements
Bachelor’s degree or an equivalent combination of education, training, and experience.
Three to five years of verifiable full‑time payroll administration experience.
Proficiency in Microsoft Office Suite and experience with Glacier Software.
Accounting skills; detail‑oriented, accurate, and comfortable with numbers.
Excellent verbal and written communication skills.
Desired Qualifications
Bachelor’s degree preferred.
Experience with Banner HR.
Strong preference for non‑resident alien taxation experience.
Desire for payroll/accounting experience in a university environment.
Experience with automated, preferably mainframe payroll/accounting/budgeting systems.
Published Salary: $52,343 – $63,294
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Key Responsibilities
Manage payroll taxation for staff, faculty, and students, ensuring university compliance with federal and state laws surrounding nonresident tax, out‑of‑state tax, and related payroll tax issues.
Coordinate all non‑resident alien payroll processing utilizing Glacier Tax software.
Review and analyze various Tax Summary related reports for decision‑making, independent research, auditing, and data assessment.
Research and obtain tax information, including W‑4 processing and tax residency status, and determine withholding status. Communicate findings with employees or independent contractors.
Manage I‑94 forms issued by Homeland Security and I‑20 forms for accurate processing. Review documents for visa category and work eligibility for FICA and FICA Medicaid exemption. Maintain visa‑related data using Glacier and Banner.
Prepare, audit, and generate 1042‑S tax documents for eligible foreign employees receiving payments from Accounts Payable, Student Accounts/Financial Aid, and/or Payroll.
Track 1042‑S processes, including wages exempted from federal tax withholding by treaty, non‑qualified taxable scholarships, and incidental expenses related to travel and equipment.
Manage and prepare bi‑weekly tax remittances and quarterly filings for state taxes, including Alabama state tax and remote‑work support requirements.
Process out‑of‑state withholdings, payments, quarterly and annual filings; create tax accounts for new states, test, and implement updates.
Collaborate with state Department of Revenue representatives regarding complex state‑specific reporting rules.
Reconcile monthly income tax collected from employee checks to General Ledger trial balance postings.
Prepare and submit federal and social security tax withholdings to the IRS; assist with verifying totals, processing, and distribution of W‑2s, and balance the W‑2 report during the year.
Provide information for IRS and Social Security quarterly reporting (form 941, 941X, schedule B) and year‑end reporting.
Prepare comprehensive tax work papers, account reconciliations, and respond to audit requests via email or correspondence related to taxation of non‑resident aliens.
Interpret and advise senior management and employees on complex federal income laws, tax treaties, labor and immigration laws, and regulations.
Work closely with business units, Business Services, and Accounts Payable to ensure proper recording of all international payroll transactions and payments.
Monitor foreign employees with temporary SSNs, notifying them of employment authorization expiration via generated letters.
Maintain ongoing examination of all university foreign employees per IRS guidelines and regulations.
Manage relationships with NRAs or RAs claiming tax treaty exemption; handle forms 8233, W‑9, and W8BEN.
Determine NRA eligibility for treaty benefits and appropriate withholding; transmit necessary forms to the IRS; manage tax treaty limits and refund inappropriate deductions.
Audit all NRAs, RAs, and Permanent Residents W‑4 forms; review and implement federal policy changes affecting NRAs.
Maintain working relationships with departmental administrators to resolve tax issues and advise on withholding rules for non‑resident aliens, visiting students, and scholars.
Prepare and balance bi‑weekly payroll for faculty and staff; assist with B9 payroll bi‑weekly processing.
Manage payment liabilities bi‑weekly, reconciliating liability accounts in Banner HR to Banner Finance, including garnishments, child support, tax levies, United Way, College Counts, and student loan collections.
Communicate with the Assistant Director of International Services regarding NRA visa status and its impact on social security and tax withholding.
Verify labor and leave charges to prevent excessive use of holiday hours and administrative leave.
Attend weekly staff orientation to assist new employees with tax and direct deposit questions.
Collaborate with the Director of Payroll Services, reviewing labor and FICA reports.
Stay abreast of changes to tax laws affecting NRAs and other assigned tax areas through research and training.
Manage payroll schedule updates and the payroll website.
Perform additional related duties as assigned.
Minimum Requirements
Bachelor’s degree or an equivalent combination of education, training, and experience.
Three to five years of verifiable full‑time payroll administration experience.
Proficiency in Microsoft Office Suite and experience with Glacier Software.
Accounting skills; detail‑oriented, accurate, and comfortable with numbers.
Excellent verbal and written communication skills.
Desired Qualifications
Bachelor’s degree preferred.
Experience with Banner HR.
Strong preference for non‑resident alien taxation experience.
Desire for payroll/accounting experience in a university environment.
Experience with automated, preferably mainframe payroll/accounting/budgeting systems.
Published Salary: $52,343 – $63,294
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