Payroll Tax Specialist (ERP Backfill - Temporary)
Loyola University, Chicago, IL, United States
Payroll Tax Specialist (ERP Backfill - Temporary)
The Payroll Tax Specialist serves as the University's primary lead for payroll tax compliance, agency relations, and complex payroll tax reconciliations. This role is responsible for the end-to-end integrity of federal, state, and local payroll tax reporting, managing vendor partnerships for payroll tax filings, and resolving historical agency discrepancies. While the primary focus is payroll tax compliance, this position also serves as the critical backup and secondary administrator for UKGReady timekeeping and provides support and operational coverage for the University's payroll cycle.
Duties and Responsibilities
1. Tax Compliance & Agency Liaison (Primary Focus)
Autonomy in Tax Workflows: Manages federal, state, and local tax-related workflows, including the coordination and filing of quarterly reports through the 3rd party administrator (currently Ceridian), preparation of amended returns (e.g., Fed 941x) and other specific state/local filings.
Agency Relationship Management: Provides information to the IRS, IDOL, and other state and local agencies regarding payroll taxes in response to payroll-tax-related notices. Ensures that the Payroll Manager and AVP Tax and Compliance are informed of such matters. Navigates complex portals to resolve historical backlogs, wage discrepancies, and manages Power of Attorney (POA) documentation.
Dispute & Penalty Resolution: Researches tax notices and manages penalty/interest abatements, dedicating the necessary time to interface with agency representatives to maintain the University's good standing.
Vendor Partnership: Serves as the primary point of contact for Ceridian Dayforce Tax, ensuring the accuracy of all outsourced filings.
NRA&FICA Coordination: Partners with the Tax and Compliance Department to ensure compliance with Non-Resident Alien (NRA) tax matters. Manages FICA reconciliations, identifies over/underpayments, and executes taxable wage adjustments based on tax treaty eligibility.
SUI Coordination: Collaborates with HR to resolve State Unemployment Insurance issues, ensuring rate changes and notices are updated and reconciled.
2. UKGReady Support & Backup Administration
System Backup: Serves as the designated secondary Subject Matter Expert (SME) and backup to the primary UKG lead. Provides essential coverage for mass electronic timecard approvals and system oversight during peak cycles or absences.
Access & Security Support: Assists in managing UKG account access and resolving lockouts. Supports the execution of weekly reports to identify locked users and enforces Single Sign-On (SSO) protocols.
Audit & Verification: Provides secondary support for UKG timecard verification and audits of work hours for complex employee profiles (multiple rates, prorated hires, student terminations).
Interface & Sign-Off: Maintains the creation of UKG-to-Lawson batch interfaces and assists with the bi-weekly global sign-off process and audit documentation retention.
3. Payroll Administration & Operations
Banking & ACH Management: Assists with ACH cancellations and direct deposit administration. Monitors ACH returns in partnership with Cash Management and ensures timely reprocessing.
Check Production: Provides secondary support for the printing and sealing of paychecks and direct deposit statements; assist with EFT requests for Cash Management.
Absence & Disability Entry: Assist with Absence Management processing (Vacation, Sick, Holiday) and partners with Benefits/MetLife to ensure accurate FMLA/LOA coding on timesheets.
Operational Support & Inquiry Management: During periods of high volume, provides additional support in managing the Payroll Services inquiry mailbox, assisting with the resolution of complex stakeholder concerns under the direction of the lead administrator. This position also assists in daily payroll operations, resolving inquiries from student workers, employees, and managers, and coordinates union dues file transmissions and IDES Unemployment reports.
Minimum Education and/or Work Experience - Minimum Education: Bachelor's degree in Accounting or Finance required. Minimum Experience: 1-3 years of experience in a computerized accounting environment, preferably within Payroll, Accounting, HR or Finance.
Qualifications - Regulatory Knowledge: Strong knowledge of state and federal payroll and tax regulations preferred, including experience with 941-X filings. Soft Skills: Excellent analytical skills and strong attention to detail. Ability to work under tight deadlines and provide effective communication/guidance to a team.
Computer Skills - Hands-on experience with payroll systems such as Lawson, Kronos or UKGReady. High proficiency in Excel and spreadsheet analysis.
Open Date - 03/11/2026
Position Maximum Salary or Hourly Rate - $70,000/ann
Position Minimum Salary or Hourly Rate - $61,000/ann
The Payroll Tax Specialist serves as the University's primary lead for payroll tax compliance, agency relations, and complex payroll tax reconciliations. This role is responsible for the end-to-end integrity of federal, state, and local payroll tax reporting, managing vendor partnerships for payroll tax filings, and resolving historical agency discrepancies. While the primary focus is payroll tax compliance, this position also serves as the critical backup and secondary administrator for UKGReady timekeeping and provides support and operational coverage for the University's payroll cycle.
Duties and Responsibilities
1. Tax Compliance & Agency Liaison (Primary Focus)
Autonomy in Tax Workflows: Manages federal, state, and local tax-related workflows, including the coordination and filing of quarterly reports through the 3rd party administrator (currently Ceridian), preparation of amended returns (e.g., Fed 941x) and other specific state/local filings.
Agency Relationship Management: Provides information to the IRS, IDOL, and other state and local agencies regarding payroll taxes in response to payroll-tax-related notices. Ensures that the Payroll Manager and AVP Tax and Compliance are informed of such matters. Navigates complex portals to resolve historical backlogs, wage discrepancies, and manages Power of Attorney (POA) documentation.
Dispute & Penalty Resolution: Researches tax notices and manages penalty/interest abatements, dedicating the necessary time to interface with agency representatives to maintain the University's good standing.
Vendor Partnership: Serves as the primary point of contact for Ceridian Dayforce Tax, ensuring the accuracy of all outsourced filings.
NRA&FICA Coordination: Partners with the Tax and Compliance Department to ensure compliance with Non-Resident Alien (NRA) tax matters. Manages FICA reconciliations, identifies over/underpayments, and executes taxable wage adjustments based on tax treaty eligibility.
SUI Coordination: Collaborates with HR to resolve State Unemployment Insurance issues, ensuring rate changes and notices are updated and reconciled.
2. UKGReady Support & Backup Administration
System Backup: Serves as the designated secondary Subject Matter Expert (SME) and backup to the primary UKG lead. Provides essential coverage for mass electronic timecard approvals and system oversight during peak cycles or absences.
Access & Security Support: Assists in managing UKG account access and resolving lockouts. Supports the execution of weekly reports to identify locked users and enforces Single Sign-On (SSO) protocols.
Audit & Verification: Provides secondary support for UKG timecard verification and audits of work hours for complex employee profiles (multiple rates, prorated hires, student terminations).
Interface & Sign-Off: Maintains the creation of UKG-to-Lawson batch interfaces and assists with the bi-weekly global sign-off process and audit documentation retention.
3. Payroll Administration & Operations
Banking & ACH Management: Assists with ACH cancellations and direct deposit administration. Monitors ACH returns in partnership with Cash Management and ensures timely reprocessing.
Check Production: Provides secondary support for the printing and sealing of paychecks and direct deposit statements; assist with EFT requests for Cash Management.
Absence & Disability Entry: Assist with Absence Management processing (Vacation, Sick, Holiday) and partners with Benefits/MetLife to ensure accurate FMLA/LOA coding on timesheets.
Operational Support & Inquiry Management: During periods of high volume, provides additional support in managing the Payroll Services inquiry mailbox, assisting with the resolution of complex stakeholder concerns under the direction of the lead administrator. This position also assists in daily payroll operations, resolving inquiries from student workers, employees, and managers, and coordinates union dues file transmissions and IDES Unemployment reports.
Minimum Education and/or Work Experience - Minimum Education: Bachelor's degree in Accounting or Finance required. Minimum Experience: 1-3 years of experience in a computerized accounting environment, preferably within Payroll, Accounting, HR or Finance.
Qualifications - Regulatory Knowledge: Strong knowledge of state and federal payroll and tax regulations preferred, including experience with 941-X filings. Soft Skills: Excellent analytical skills and strong attention to detail. Ability to work under tight deadlines and provide effective communication/guidance to a team.
Computer Skills - Hands-on experience with payroll systems such as Lawson, Kronos or UKGReady. High proficiency in Excel and spreadsheet analysis.
Open Date - 03/11/2026
Position Maximum Salary or Hourly Rate - $70,000/ann
Position Minimum Salary or Hourly Rate - $61,000/ann