Senior Payroll Specialist

At Ubiquity, we live and breathe our mantra: Head, Heart, Hustle. This isn't just a philosophy—it's the foundation of who we are and what we do. As a Senior Payroll Specialist, you'll embody this mantra every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

What You'll Do:

• Own the end-to-end administration and review of U.S. payroll for employees across multiple states and 2 global employees.
• Independent contractor payments and approvals
• Ensure each payroll is processed accurately, completely, and on schedule.
• Perform pre-payroll audits and reasonableness reviews to identify missing, duplicate, or unusual activity before payroll is finalized.
• Complete post-payroll reconciliations and investigate discrepancies involving gross pay, net pay, taxes, deductions, benefits, and payroll funding.
• Manage off-cycle payrolls, manual payments, reversals, voids, and payroll
  corrections when necessary.
• Maintain an accurate payroll calendar and ensure all internal and external deadlines are met.
  
  

Multi-State Payroll Compliance

• Serve as Imprint's primary internal expert on federal, state, and local payroll requirements.
• Monitor payroll compliance requirements in all jurisdictions where Imprint employees live or work.
• Partner with the People and Legal teams to evaluate payroll implications when employees begin working in new states or local jurisdictions.
• Coordinate payroll tax registrations, account setup, and related agency requirements in partnership with Rippling and other providers.
• Review and resolve federal, state, and local payroll tax notices, discrepancies, penalties, and agency correspondence.
• Track payroll tax filings, deposits, amendments, and account maintenance to confirm that provider-managed obligations are completed accurately and on time.
• Maintain current knowledge of payroll laws, regulations, and industry practices, and communicate relevant changes to internal stakeholders.
  
  

Payroll Taxes, Deductions, and Benefits

• Validate federal, state, and local tax withholding and employee tax configurations.
• Review payroll deductions for health and welfare benefits, retirement plans, garnishments, and other employee programs.
• Partner with the People and Benefits teams to ensure deductions are established, changed, and terminated accurately and on time.
• Reconcile payroll deductions to benefit-provider files, invoices, retirement contributions, and related general ledger balances.
• Identify and resolve discrepancies involving employee and employer deductions or contributions.
• Support payroll administration for taxable benefits, imputed income, equity compensation, bonuses, relocation benefits, unemployment taxes and other nonstandard compensation arrangements.
  
  

Accounting and Financial Controls

• Partner with Accounting to ensure payroll activity is accurately reflected in the general ledger.
• Review payroll journal entries and payroll-to-general-ledger integrations for completeness and accuracy.
• Assist with payroll accruals and other month-end, quarter-end, and year-end close activities.
• Explain payroll variances and unusual activity to Accounting and Finance.
• Maintain appropriate support for payroll entries and reconciliations.
• Support internal and external audits by providing payroll reports, reconciliations, process documentation, and control evidence.
  
  

Quarter-End and Year-End Payroll

• Coordinate quarter-end and year-end payroll activities with Rippling and internal stakeholders.
• Review quarterly payroll tax reports for completeness and reasonableness.
• Validate Forms W-2 and related year-end reporting before issuance.
• Coordinate the collection and reporting of taxable fringe benefits and other year-end adjustments.
• Resolve employee questions and corrections relating to Forms W-2 and payroll tax reporting.
• Support amended payroll tax filings and Forms W-2c when required.
• Develop and manage a year-end payroll checklist and timeline.
• Assist with 401k audit and reporting
  
  

Systems, Data, and Process Improvement

• Serve as the internal owner and subject-matter expert for payroll functionality within Rippling.
• Maintain payroll-related configurations, earnings codes, deduction codes, tax settings, approval workflows, and access controls.
• Ensure data remains accurate and consistent across Rippling, benefit-provider platforms, finance systems, and NetSuite.
• Partner with HR systems, Accounting, Finance, and other stakeholders on payroll integrations and data flows.
• Test payroll system changes, new configurations, integrations, and process enhancements before implementation.
• Develop and maintain payroll procedures, checklists, process maps, calendars, and control documentation.
• Identify opportunities to automate manual processes, strengthen controls, and improve payroll accuracy and efficiency.
• Establish recurring payroll metrics and exception reporting to identify errors, trends, and areas of risk.
  
  

Employee and Stakeholder Support

• Serve as the primary escalation point for complex employee payroll questions.
• Investigate and resolve questions involving pay, withholding, deductions, tax forms, and payroll corrections promptly and professionally.
• Explain payroll concepts clearly to employees and stakeholders who may not have a payroll background.
• Partner with the People team to provide payroll guidance for compensation changes, terminations, relocations, leaves, and other employee events.
• Maintain confidentiality and exercise sound judgment when handling sensitive employee and compensation information.
  
  

What We're Looking For

•  Five or more years of hands-on U.S. payroll experience, including meaningful responsibility for full-cycle payroll processing.
• Significant experience administering payroll for employees located across multiple U.S. states and local jurisdictions.
• Strong knowledge of federal, state, and local payroll taxes, wage-and-hour requirements, final-pay rules, deductions, garnishments, and payroll compliance.
• Experience working with a PEO or outsourced payroll provider and the ability to understand and oversee the respective responsibilities of the company and its provider.
• Experience researching and resolving complex payroll discrepancies, tax notices, and compliance questions.
•  Experience performing payroll audits, reconciliations, variance analysis, and data validation.
• Familiarity with quarter-end and year-end payroll activities, including payroll tax reporting and Form W-2 review.
• Experience partnering with Accounting on payroll journal entries, general ledger reconciliations, and financial close activities.
• Strong spreadsheet skills, including experience using lookups, pivot tables, reconciliations, and large payroll data sets.
• Demonstrated ability to create clear procedures, controls, and documentation.
• Excellent attention to detail, analytical ability, and problem-solving judgment.
  
  

Preferred Qualifications

• Direct experience administering payroll through Rippling.
• Experience working in a technology, fintech, financial-services, or high-growth company.
• Certified Payroll Professional, or CPP, designation.
• Experience with NetSuite or another enterprise resource planning system.
• Experience with payroll and general ledger system integrations.
• Experience administering payroll for both exempt and nonexempt employees.
• Familiarity with equity compensation and the payroll treatment of stock options, restricted stock units, or other equity-related events.
• Experience with leave-of-absence pay coordination, state paid-leave programs, and disability insurance reimbursements.
• Experience supporting payroll-related internal controls, financial statement audits, or SOX-readiness initiatives.
• Experience implementing or improving payroll systems, workflows, and automated controls.
  
  

Why Join Us

Head:Access to career development programs that help you grow professionally and personally.

Heart:Be part of a people-first culture that values your contributions and supports your aspirations.

Hustle:Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.

At Ubiquity, we're more than a workplace—we're a community that's invested in your success. If you're ready to make an impact and grow with us, apply now and experience how we bring Head, Heart, and Hustle to life every day