Just Got Paid? Thank Your Payroll Administrator

Automated payroll processing and timekeeping systems have taken over many of the tasks of a payroll administrator, but there's still a need for that human touch.

Payroll administrators make sure that employees are paid the right amount at the right time. "I do a lot of cross-checking to ensure that the information our payroll service provider has is correct," says Patti Kappa, Payroll Coordinator for Bel Brands USA. Kappa has worked in payroll for 11 years. She started out as a part-time administrative worker and learned the ins and outs of payroll on the job.

Her role as administrator involves a lot more than just processing paychecks. As a U.S. subsidiary of a global company, Bel has employees in several states across the country. "There are a lot of federal and state laws that apply to payroll," notes Kappa. "As a payroll processor, you have to be aware of the laws and the constantly changing taxes."

Thankfully automated payroll systems like ADP monitor laws and taxes in each state and notify administrators like Kappa when there are changes. "The biggest changes seem to be in unemployment tax rates, which affect the employer, not the employees' paychecks," she adds.

Kappa says that payroll administrators also need to know the rules regarding pre-tax and post-tax deductions when it comes to employee benefits, as each needs to be set up differently within the payroll system. While she reports to the finance department, Kappa works very closely with human resources and employee benefits staff. In some companies, the payroll function reports through HR.

Confidentiality is of utmost importance to a job in payroll. So is being trustworthy. "It's the delicate nature of the department. I have access to how much everyone in the company makes. So to do this job, honesty, integrity and being trustworthy is so important," she notes.

Payroll administrators must also adhere to very strict deadlines. "There are certain days of the month where I have to be at work. I can't be sick or take vacation or our employees won't get their paychecks on time. There are also times of the year when I am extremely busy and simply can't take time off work," says Kappa.

When most people are relaxing during the holidays, Kappa is getting ready for the first pay date of the year. "At the end of the year, most people in payroll are working harder than ever," she comments. "Don't plan vacations, weddings or babies around these critical times of the year."  This is the time when the payroll processing staff is making sure that employee benefits elections are properly recorded and reflected in employees' paychecks. Payroll administrators are also required each year to process all W-2 forms by the end of January.

March and the end of the first quarter are also busy times for payroll administrators. Kappa notes, "We do all of our employee merit increases at the same time. This is also when we get the payout information for our employee incentive and bonus plans."

She concludes, "It is very rewarding for me knowing that employees don't have to worry about getting paid. I see to it that every payday the money is in the bank for them, without incident!"