Payroll Technician Ii

Type of Appointment:Full-Time, Long Term Temporary Appointment (6 month appointment)Job Classification:Payroll Technician IIAnticipated Hiring Range:$4,037 - $4,457 per monthWork Schedule:Monday- Friday 8:00am-5:00pmTHE DEPARTMENT:Payroll and Benefits Services is responsible for the administration of employment, payroll, benefits, and leave programs for all California State Polytechnic University, Pomona employees, including management, faculty, staff, lecturers, student employees, and auxiliary employee groups as applicable. The department maintains employment and payroll records within the Common Human Resources System (CHRS) and the State Controller's Office (SCO) Personnel Information Management System (PIMS), ensuring the integrity, accuracy, security, and compliance of employee data. Payroll Services administers the University's payroll operations, including payroll processing, time and labor, absence management, payroll accounting, employment transactions, tax reporting, retirement reporting, and compliance with applicable federal and state laws, CSU policies, State Controller's Office regulations, and collective bargaining agreements. Benefits Services administers a comprehensive employee benefits program, including medical, dental, vision, retirement, voluntary savings, flexible spending accounts, life insurance, disability programs, COBRA administration, and other employee benefit programs. The department also administers leave of absence programs, retirement processing, and employee wellness-related benefits while providing guidance to employees regarding benefit eligibility, enrollment, and regulatory compliance. Payroll and Benefits Services collaborates with Human Resources, Finance and Administrative Services, Academic Affairs, Information Technology, the State Controller's Office (SCO), the California Public Employees' Retirement System (CalPERS), and campus departments to ensure timely, accurate, and compliant payroll, benefits, and employment services. The department is committed to delivering exceptional customer service, safeguarding confidential employee information, supporting continuous process improvement, and maintaining the integrity of the University's employment and payroll systems.DUTIES AND RESPONSIBILITIES:Serves as the primary payroll resource for assigned employee groups, including management, staff, faculty, lecturers, graduate assistants, student assistants, special consultants, and rehired annuitants, with primary responsibility for administering Student Payroll and related employment transactions.Independently performs the full range of moderately complex payroll and personnel transactions requiring the interpretation and application of California State University (CSU) policies, collective bargaining agreements, applicable federal and state laws, education codes, and established campus procedures.Initiates, analyzes, processes, audits, and reconciles payroll and personnel transactions utilizing the Common Human Resources System (CHRS) and the State Controller's Office (SCO) Personnel Information Management System (PIMS).Transactions include personal and employment data updates; appointments and reappointments; intermittent, full-time, part-time, temporary, special consultant, summer session, and student employee appointments; promotions, reassignments, reclassifications, probationary status changes, salary actions, leaves with and without pay, retirements, resignations, dismissals, end of temporary appointments, mass employment actions, and retirement membership transactions, including eligibility determinations for the California Public Employees' Retirement System (CalPERS).Researches, interprets, and applies CSU policies, collective bargaining agreements, payroll regulations, education codes, and applicable federal and state laws to accurately process payroll and personnel transactions. Reviews supporting documentation for completeness and accuracy, researches historical employment and payroll records, and resolves discrepancies to ensure compliance with University, CSU, and State requirements.Serves as the campus payroll resource for Student Employment by coordinating student appointments, mass hires and separations, Federal Work-Study appointments, employment eligibility, academic term processing, and payroll compliance.Maintains the integrity of employee and payroll data while understanding the impact employment information has on downstream business processes including payroll, benefits administration, retirement reporting, labor cost distribution, financial reporting, identity management, and other integrated campus administrative systems.Independently analyzes, calculates, processes, and reconciles payroll transactions for all employee groups, including staff, faculty, lecturers, management personnel, rehired annuitants, graduate assistants, and student employees.Processes a wide variety of compensation transactions including regular pay, overtime, shift differential, stipends, excess hours, callback pay, retroactive salary adjustments, academic pay, final settlements, supplemental payments, and other compensation in accordance with the Fair Labor Standards Act (FLSA), CSU policies, and collective bargaining agreements.Reviews and reconciles payroll transactions to ensure the accuracy and completeness of payroll prior to payroll confirmation and release.Researches payroll discrepancies and initiates corrective actions, including supplemental payments, salary adjustments, payroll reversals, fund transfers, and accounts receivable, to ensure employees are paid accurately and timely.Processes payroll transactions related to disability leave, workers' compensation, and other leave programs in collaboration with Human Resources, Benefits, Leave Administration, and the State Controller's Office (SCO).Provides payroll guidance to employees and departments regarding payroll impacts associated with leave programs, retirement deductions, tax withholding, and payroll adjustments.Processes payroll-related transactions including direct deposit enrollments and changes, tax withholding elections, garnishments, tax levies, dock adjustments, salary advances, taxable fringe benefits, and voluntary payroll deductions.Reconciles salary advances, accounts receivable, payroll deductions, and other payroll reports to ensure compliance with University, CSU, and State requirements. Maintains an understanding of the impact payroll data has on Form W-2 reporting, labor cost distribution, retirement reporting, financial reporting, leave accounting, and other integrated campus systems.Reviews payroll records and financial transactions to identify discrepancies, researches root causes, and processes corrective actions to maintain payroll accuracy and data integrity.Independently administers time reporting and leave accounting in accordance with CSU policies, collective bargaining agreements, Fair Labor Standards Act (FLSA) requirements, and applicable federal and state regulations.Reviews, calculates, audits, reconciles, and processes leave accruals, overtime, compensatory time, state service dates, and employee work schedules.Processes leave transactions including vacation, sick leave, holidays, bereavement leave, jury duty, military leave, Family and Medical Leave Act (FMLA), California Family Rights Act (CFRA), Industrial Disability Leave (IDL), Non-Industrial Disability Leave (NDIL), catastrophic leave donations, leave without pay (LWOP), and other leave programs. Provides guidance to departmental timekeepers and managers regarding time reporting, leave eligibility, work schedules, and payroll deadlines. Reviews time reporting for accuracy, identifies discrepancies, notifies departments of required corrections, and processes exception time reporting on behalf of departments when appropriate.Calculates plus and minus pay periods for employees working irregular schedules.Monitors intermittent employee work hours to determine retirement eligibility under CalPERS and ensures compliance with employment limitations, payroll regulations, and CSU policies.Provides exceptional customer service by responding to payroll and personnel inquiries from employees, managers, departments, Human Resources, Benefits, Budget, Accounting, and external agencies.Interprets and explains payroll policies, procedures, collective bargaining agreements, and applicable regulations related to payroll processing, leave accruals, retirement eligibility, tax withholding, Social Security and Medicare, pay schedules, holidays, and employment status.Serves as a payroll resource for Student Employment by assisting departments with student hiring processes, employment eligibility, payroll deadlines, and compliance requirements.Coordinates employment verifications, unemployment insurance audits, payroll data requests, and other employment-related inquiries.Maintains employment documentation in accordance with CSU record retention requirements, including I-9 documentation, confidentiality agreements, data access forms, retirement forms, emergency contact information, employment surveys, and employee separation clearances.Develops, updates, and maintains payroll procedures, desk guides, and operational documentation to promote consistency, compliance, and continuous process improvement.Performs regular payroll audits utilizing the Common Human Resources System (CHRS), State Controller's Office (SCO) reporting tools, and other campus reporting systems to ensure payroll accuracy, data integrity, and compliance with University, CSU, and State requirements.Runs queries, analyzes reports, identifies trends, and recommends improvements to payroll processes and procedures.Participates in payroll system testing, upgrades, implementations, and operational projects.Provides payroll information and supporting documentation for audits and requests from campus departments and local, state, and federal agencies.Performs other duties as assigned in support of Payroll Services and departmental operations.QUALIFICATIONS:Any equivalent combination of education and experience which provides the required knowledge and abilities.Equivalent to two years of payroll and personnel experience which has provided the above knowledge and abilities.Ability to acquire working knowledge of, and independently select and apply, CSU policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements. Ability to, or acquire the skill to, use web browsers, electronic calendaring programs, ERP/HRIS, and data management systems. Ability to audit and reconcile data; interpret and apply written rules and regulations; establish and maintain effective working relationships with others; exercise tact, courtesy and good judgment in responding to others; use current computer word processing and spreadsheet software programs; perform mathematical calculations; accurately enter data; follow oral and written instructions; communicate effectively with others; and read and write at a level appropriate to the position.Thorough knowledge of general office methods, practices and procedures. Thorough knowledge of, or the ability to acquire quickly, policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements. In addition to the Payroll Technician I abilities, must be able to: select and apply a wide variety of moderately complex policies, procedures, programs, and applicable state and federal laws, educational codes, and collective bargaining agreements that are not clearly described in available guidelines; organize work, set priorities, and meet critical deadlines; establish and maintain effective working relationships with others; perform mathematical calculations; work independently; make sound decisions and recommendations regarding payroll activities; use current computer word processing and spreadsheet software programs, web browsers, electronic calendaring programs, ERP/HRIS, and data management systems; and read and write at a level appropriate to the position.PREFERRED QUALIFICATIONS:Equivalent of three to five years' experience in preparing and processing personnel/payroll documentation, preferably with California State University payroll.Demonstrated skills in an institutional/educational environment utilizing a customer oriented and service centered attitude.PeopleSoft Workforce Administration, Time and Labor, or Absence Management experience is also preferred.CPP certificationOut of State WorkThe California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy . Background CheckCal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy .Education Code ***** RequirementsApplicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.CSU Classification Salary RangeThis position is part of the California State University Employees Union bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,037 and maximum $5,881 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.Employment Eligibility VerificationCal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website . University Driving RequirementsPositions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver's license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to theAuthorized University Driver Policy.Child Abuse/Neglect Reporting Act (CANRA)The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order **** as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy .Security & Fire SafetyIn compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section *****, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and .Pay Transparency NondiscriminationAs a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .Reasonable AccommodationWe provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ******. For more information, go toEmployment Notices .Equal Employment OpportunityConsistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of ****, Title IX of the Education Amendments of ****, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.Other NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.#LI-DNP