The Payroll Administrator - Canada is responsible for the accurate, timely, and compliant processing of assigned Canadian payrolls and related payroll activities.
This is a hands-on payroll position responsible for payroll processing, employee changes, earnings and deductions, union payroll requirements, reconciliations, reporting, year-end activities, and employee payroll inquiries.
The Payroll Administrator works closely with the Lead Payroll Administrator, Payroll Director, Human Resources, Accounting, Operations, and other business partners to ensure payroll information is accurate, properly documented, and processed according to established deadlines and Canadian payroll requirements.
Payroll Processing
- Process assigned Canadian payrolls accurately and on schedule, including weekly and biweekly payroll cycles.
- Review employee time, earnings, deductions, taxes, benefits, vacation, statutory pay, and other payroll-related transactions.
- Process new hires, terminations, employee changes, retroactive adjustments, bonuses, allowances, and other payroll transactions.
- Review payroll registers and exception reports for accuracy prior to payroll completion.
- Identify discrepancies and research payroll issues prior to escalation.
- Process off-cycle and supplemental payroll transactions as required.
- Maintain accurate payroll records and supporting documentation.
- Ensure payroll deadlines and established payroll calendars are consistently met.
Payroll Compliance
- Process payroll in accordance with applicable Canadian federal and provincial payroll requirements.
- Maintain working knowledge of Canada Revenue Agency requirements, statutory deductions, taxable benefits, provincial employment standards, vacation requirements, and statutory holiday requirements.
- Ensure required payroll documentation and approvals are maintained.
- Assist with government inquiries, audits, and payroll-related information requests as needed.
- Escalate potential compliance issues to the Lead Payroll Administrator or Payroll Director.
Union Payroll Administration
- Process payroll for union employees in accordance with applicable collective bargaining requirements.
- Maintain working knowledge of assigned union wage rates, deductions, fringes, and employer contributions.
- Apply approved union rate and fringe changes based on established effective dates.
- Validate union payroll calculations for accuracy.
- Assist with maintaining the Canada Union Master File.
- Reconcile union deductions, contributions, and related payroll information assigned.
- Maintain supporting documentation for union payroll transactions.
- Identify discrepancies and escalate complex union payroll issues when appropriate.
Payroll Reconciliations & Controls
- Perform payroll reconciliations before and after payroll processing.
- Review unusual transactions, payroll exceptions, and variances.
- Verify payroll changes against approved supporting documentation.
- Assist with reconciliation of payroll liabilities, deductions, benefits, and other payroll balances.
- Follow established payroll controls and procedures.
- Identify recurring errors or process issues and communicate them to the Lead Payroll Administrator.
- Maintain organized payroll records to support internal and external audits.
Employee Support
- Respond to employee payroll inquiries professionally and timely.
- Research questions related to earnings, deductions, taxes, vacation, direct deposits, and other payroll matters.
- Explain payroll calculations and adjustments clearly to employees.
- Escalate complex or sensitive payroll matters when appropriate.
- Maintain confidentiality of employee and payroll information.
Year-End Processing & Reporting
- Participate in Canadian payroll year-end activities.
- Assist with reconciliation and preparation of T4s, T4As, Records of Employment, taxable benefits, applicable provincial reporting, and other required payroll filings.
- Review employee information and payroll balances for accuracy.
- Research and correct discrepancies before year-end processing is finalized.
- Maintain year-end supporting documentation.
Process Documentation & Continuous Improvement
- Maintain current payroll procedures and work instructions for assigned responsibilities.
- Participate in cross-training to provide appropriate backup coverage.
- Identify opportunities to improve payroll accuracy and efficiency.
- Support standardized payroll processes across the Canada payroll team.
- Participate in payroll projects and process improvement initiatives as assigned.
Cross-Functional Partnership
- Work closely with the Payroll Director, Lead Payroll Administrator, other Payroll Administrators, Human Resources, Accounting and Finance, Operations, Benefits, union/employee relations resources, UKG implementation resources, and external payroll or system partners as required.
Required Qualifications
- 3+ years of Canadian payroll processing experience preferred.
- Hands-on experience processing Canadian payroll.
- Working knowledge of Canadian payroll practices and requirements.
- Experience processing multi-province payroll preferred.
- Union payroll experience is preferred.
- Understanding of payroll earnings, deductions, taxable benefits, statutory deductions, vacation, and payroll adjustments.
- Strong attention to detail and organizational skills.
- Strong reconciliation and problem-solving skills.
- Ability to independently research routine payroll discrepancies.
- Proficiency with Microsoft Excel and Microsoft Office.
- Experience working with payroll or HCM systems.
- Ability to manage multiple deadlines in a fast-paced payroll environment.
- Strong written and verbal communication skills.
Preferred Qualifications
- Payroll Compliance Professional (PCP) designation preferred or actively working toward designation.
- Experience with union payroll and collective bargaining requirements.
- UKG experience preferred.
- Experience with payroll system implementations, conversions, or testing is an asset.
- Experience with Canadian payroll year-end processing.
Core Competencies
Payroll Accuracy: Consistently processes payroll transactions accurately and identifies discrepancies before payroll completion.
Accountability: Takes ownership of assigned payroll responsibilities and follows issues through resolution.
Technical Learning: Develops and maintains knowledge of Canadian payroll requirements, systems, and assigned union provisions.
Problem Solving: Investigates payroll discrepancies and resolves routine issues independently before escalating more complex matters.
Attention to Detail: Maintains accurate payroll records, documentation, and reconciliations.
Time Management: Effectively manages recurring payroll deadlines and competing priorities.
Collaboration: Works effectively with Payroll, HR, Accounting, Operations, and other business partners.
Confidentiality: Maintains appropriate confidentiality and discretion when handling employee payroll information.
Measures of Success
- Accurate and timely completion of assigned payrolls.
- Consistent achievement of payroll deadlines.
- Reduction in processing errors and corrections.
- Accurate implementation of employee and union payroll changes.
- Timely reconciliation and resolution of payroll discrepancies.
- Compliance with established payroll procedures and controls.
- Accurate and complete payroll documentation.
- Effective response to employee payroll inquiries.
- Successful completion of year-end responsibilities.
- Active participation in cross-training and knowledge development.
- Accurate completion of UKG testing and validation assignments.
- Increasing ability to independently resolve routine payroll matters.
Pay Scale: 65,000 – 75,000 CAD annually DOE