Payroll Manager

Duties and Responsibilities

• Manage and execute the weekly payroll process for the hotel, ensuring accurate calculations for regular pay, overtime, bonuses, commissions, tips, and other incentives.
• Ensure that all payroll data, including hours worked, benefits, deductions, and tax information, is accurately recorded and processed in a timely manner.
• Work with department heads and HR to track employee attendance, absences, vacation days, and other leave time to ensure compliance with labor policies and hotel standards.
• Cook with HR and department managers to ensure the timely entry of new hires, terminations, and employee status changes into the payroll system.
• Ensure compliance with the relevant agreements, including collective bargaining agreements (CBAs), union wages, benefits, overtime rules, and other contractual terms.
• Collaborate with HR to interpret and apply the terms of agreements and contracts for accurate payroll calculations.
• Review and apply different pay structures, such as union pay scales and non-union compensation packages, ensuring proper classifications and compliance with both union rules and company policies.
• Handle dues deductions, reporting, and remittances accurately and on time.
• Responsible to prepare and post all payroll-related journal entries on a weekly basis.
• Support month-end close activities, including the calculation and posting of payroll accruals, vacation accrual, union dues, reversals, benefit journal entries and related adjustments.
• Ensure payroll data is accurately reflected in the general ledger and aligns with financial reporting requirements.
• Work with Finance to reconcile payroll accounts and resolve any variances or discrepancies.
• Ensure that all payroll deductions for taxes, benefits, retirement plans, and other employee contributions are correctly applied in accordance with federal, state, and local tax laws.
• Coordinate with benefits administrators to ensure employee benefits (health insurance, retirement plans, etc.) are reflected accurately in the payroll system.
• Prepare and submit all necessary filings and reports related to payroll taxes, including quarterly and year-end filings (e.g., Form 941, Form W-2).
• Work with the HR and IT departments to troubleshoot any payroll-related system issues and ensure payroll software is functioning optimally.
• Perform regular audits of payroll data to ensure accuracy and compliance with all internal and external policies.
• Serve as the primary point of contact for employees regarding payroll inquiries, including questions about pay discrepancies, deductions, and benefits.
• Investigate and resolve any payroll-related discrepancies or issues in a timely and professional manner, ensuring employee satisfaction.
• Provide clear communication to employees regarding pay periods, deductions, taxes, and other payroll-related information.
• Maintain accurate and confidential payroll records, ensuring compliance with hotel policies, tax laws, and regulatory requirements.
• Generate and distribute regular payroll reports to HR, finance, and department heads, providing detailed insights into labor costs, overtime, and other payroll-related metrics.
• Ensure all payroll-related documentation, such as tax filings, wage reports, and union records, is properly filed and archived in accordance with legal and company requirements.
• Stay up-to-date with federal, state, and local payroll laws, as well as union regulations, to ensure ongoing compliance.
• Monitor any changes in payroll-related legislation (e.g., tax rates, minimum wage laws) and adjust payroll processing procedures accordingly.
• Ensure that the hotel is in compliance with wage and hour laws, including overtime regulations and prevailing wage requirements, and address any compliance issues as they arise.
• Conduct regular payroll audits and reconciliation to ensure the accuracy of payroll data, tax withholdings, deductions, and benefits contributions.
• Work with the finance team to ensure payroll expenses align with budget forecasts and provide any necessary adjustments or explanations for discrepancies.
• Maintain the confidentiality and integrity of all payroll-related information, ensuring that sensitive employee data is securely handled and stored.
• Follow strict protocols for data protection, in compliance with privacy laws and hotel policies.

Qualifications

• Minimum 5 years of experience in payroll processing, with at least 3 years of experience in managing payroll for union and non-union employees in a hospitality or large-scale operations setting.
• Experience with luxury hotels, large hotel chains, or multi-departmental operations is preferred.
• A degree in Accounting, Business Administration, Human Resources, or a related field is preferred.
• Certification in payroll processing (e.g., Certified Payroll Professional - CPP) is a plus.