Responsibilities
- Oversee daily US payroll operations across semi-monthly and bi-weekly cycles, coordinating with internal teams and external vendors to ensure accurate processing for exempt and non-exempt employees in multiple states.
- Generate and validate payroll input files; review output data to confirm accuracy, compliance, and alignment with company policies.
- Collaborate with HR on compensation, benefits, and disability matters; ensure correct tax treatment of employer-paid benefits, including NSOs, RSUs, and 401(k) contributions, while staying current on payroll regulations such as state-specific final pay rules.
- Process payroll adjustments for new hires, terminations, pay changes, bonuses, commissions, relocations, leave of absence calculations, domestic partner benefits, group term life insurance, and equity events like RSU vesting and ISO/NSO exercises.
- Administer payroll deductions for benefits programs; audit, reconcile, and fund 401(k) contributions per payroll cycle and resolve discrepancies immediately.
- Maintain payroll tax registrations across states; ensure timely tax deposits and filings; manage quarterly tax adjustments and year-end reporting; respond to and track federal and state tax notices and amendments.
- Lead quarter-end close activities, W-2 preparation, year-end reconciliations, and resolution of tax notices from federal and state agencies.
- Serve as the go-to expert on US payroll, offering guidance and support to internal teams and stakeholders.
- Address employee payroll inquiries and act as the liaison between staff and third-party service providers.
- Coordinate with local payroll providers in the UK, Singapore, Canada, India, and Australia to implement compliant payroll processes as new entities launch.
- Act as the main internal contact for international payroll vendors, reviewing payroll registers, approving runs, resolving discrepancies, and managing vendor relationships.
- Provide guidance on country-specific payroll requirements such as statutory deductions, employer obligations, and standard pay frequencies during subsidiary setup.
- Work with Finance, Legal, and HR to ensure payroll readiness for international hires at entity launch.
- Develop and implement payroll calendars, approval workflows, and escalation protocols for each jurisdiction.
- Establish, document, and enforce internal controls in line with SOX compliance; support IPO preparation as the organization scales.
- Lead and prepare for internal and external audits, including Workers’ Compensation and 401(k) audits, ensuring audit readiness.
- Design and execute payroll audit procedures, including validation of regular pay, one-time payments, deductions, and wage garnishments.
- Ensure adherence to federal, state, and local wage and hour laws; proactively identify and report potential compliance risks.
- Review payroll and tax reports to ensure accurate and on-time submissions to government authorities.
- Prepare and post payroll journal entries; perform monthly reconciliation of payroll-related general ledger accounts.
- Support the annual external audit by providing required schedules, reconciliations, and documentation.
- Assist with equity compensation accounting tasks, including Form 3921 reporting, W-2 supplemental wage reporting, and ASC 718 data inputs.
- Perform quarter-end and year-end reconciliations for tax and W-2 filings.
- Maintain and enhance the Rippling payroll system configuration; identify automation opportunities and lead optimization initiatives.
- Lead special projects focused on process improvements, documentation, system integrations, and upgrades or reimplementations of US payroll platforms.
