The University Administration Payroll Office is responsible for paying over 1.1 billion dollars in salaries and wages to over 34,000 employees per year. The Accounting Specialist II position is the leader for biweekly payroll, assisting with foreign national tax processing and is backup for Longevity. This position also processes paper and electronic forms for salary changes, additional pays, terminations, direct deposits, and changes in tax withholding. In addition to these duties, the position assists employees, timekeepers, and bookkeepers regarding pay calculations, time entry, eform approval workflow, payroll taxes and deductions, and general payroll processes. The position also assists in salary overpayment calculations, notifications, recoveries, and earnings corrections. The position also answers any payroll related questions from general university employees regarding their pay.
The position processes paper and electronic forms to create, change, or stop salary payments to university employees. This includes entering scheduled salary payments, additional pay forms, bonuses, award payments, stipends, and fellowships. The position is also responsible for verifying and entering the annual leave hours to be paid at termination and retirement. The position also verifies entries made by other members of the payroll staff to insure accuracy of payroll input. In the case of late hiring paperwork or late time entry/pay requests, the position calculates the correct amount of pay due and gives the employee an off-cycle check as soon as possible after pay day. The position then makes adjustments in IRIS so that the advance is reflected and the employee is paid correctly on the next payroll.
The University uses the Glacier Nonresident Alien Tax Information System to collect information, make tax residency and income tax treaty determinations, manage paperwork, maintain data, and file reporting statements with the IRS. The position shares responsiblility for helping statewide foreign national employees with the system. This position answers detailed questions from nonresidents about US tax rules regarding foreign nationals by phone, email, and in person. Once the nonresident has entered his/her information in Glacier, this position reviews the information and makes sure it transfers correctly into SAP. These duties require detailed knowledge of immigration and tax laws, including the language of the many tax treaties between the United States and foreign countries.
In addition to entering payments, the position enters other information required to correctly pay employees, such as W4 information for tax purposes, banking information for direct deposits, and required information for nonresident alien employees. This entry requires knowledge of both the banking system rules for ACH transactions and the Internal Revenue Service rules regarding nonresident aliens. The position also helps resolve problems with direct deposits when accounts are closed or when banks return payroll funds. The position also calculates the amount due in the case of a salary overpayment and works with the department to recover the funds. Once the funds have been recovered, this position helps correct the employee earnings records in SAP. The position also helps maintain the university's permanent human resources/payroll records according to university retention policy. This involves scanning payroll deduction and direct deposit cards, scanning printed payroll forms, and scanning other payroll forms for attaching to IRIS.
The position also communicates with university human resources/payroll personnel and general university employees. Although campuses have their own human resources/payroll offices, the entire university payroll is processed by the UTSA Payroll Office. This position provides guidance to both campus human resources/payroll offices and departmental bookkeepers by helping them initiate required forms for payroll changes and by helping resolve problems, including those with time entry. The position also helps departments with questions about university ledgers, reports, and the Kronos timekeeping system. The position also answers questions from individual university employees about the amount of their pay, the impact that W4 changes make in their tax withholding, the amount of leave calculated and used, and other questions regarding payroll information.
The position is a backup for the entry of payments on the longevity payrolls and making sure the payments are following the rules laid out by UT Human Resources Policy 0432 and Tennessee Code Annotated Section 8-23-206. Employees are paid longevity based on a constructed longevity service date. The position is responsible for reviewing the dates on these employees and making adjustments if necessary. This involves calculating eligible and ineligible service time based on the UT and state rules. This position makes adjustments in the payroll system and reconciles the gross pay before the longevity payrolls are run.
The position also shares responsible for the ACH and wire transfers made by the Payroll Office. These include balancing the direct deposit file for each payroll and sending the file to First Tennessee Bank so the funds can be distributed to employees' bank accounts on payday.
Internal Number: 180506
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