Payroll Analyst II

Foreign National Payroll & Tax Coordinator As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Job Location: 175 Corporate Woods, Rochester, New York, United States of America, 14623 Opening: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 100992 Payroll & Tax - Finance Work Shift: UR - Day (United States of America) Range: UR URG 109 H Compensation Range: $27.16 - $38.03 The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations. Responsibilities: The Foreign National Payroll & Tax Coordinator is responsible for administering the University's foreign national payroll tax compliance program. The position ensures accurate tax residency determinations, treaty administration, payroll tax compliance, and year-end reporting for foreign national employees and students. The coordinator serves as the primary liaison between Payroll, the International Services Office (ISO), Human Resources, academic departments, and foreign national employees regarding payroll taxation and compliance. Essential Functions: Foreign National Tax Administration: Manage, review and maintain all foreign national records in Sprintax Calculus. Approve or deny Sprintax accounts based on IRS regulations and supporting documentation. Review immigration documentation and determine appropriate tax residency status. Monitor completed, pending, and incomplete Sprintax accounts and follow up as necessary. Maintain accurate records of all approved tax treaties and employee tax status. Monitor visa expiration dates and perform outreach to the University of Rochester community, Administrative Officers, HR Administrators, and affected individuals to educate them on reporting responsibilities of nonresident aliens and completing the Institute's tax determination processes to ensure compliance with Internal Revenue Service (IRS) regulations. Tax Treaty Administration: Manage, review, validate, and process Forms W-8BEN, 8233, and W-9. Determine tax treaty eligibility and ensure proper documentation is on file. Update Workday with approved treaty information and withholding elections. Monitor treaty renewals and maintain accurate records. Workday Administration Update Workday with residency status, citizenship, ICA exemption status, federal tax withholding, and approved treaty information. Reconcile Sprintax and Workday records and resolve discrepancies. Input social security numbers for foreign national non-student positions. Payroll Tax Compliance: Manages records and tracks correct taxation forms for foreign nationals that maintain complex or dynamic residency arrangements. Identify discrepancies related to FICA taxes and federal income tax withholding. Notify the Payroll Director of required payroll adjustments. Assist with FICA tax refunds and federal withholding corrections. Ensure compliance with IRS regulations and University policies. Payroll Reporting: Run and review Day 1 and Day 2 payroll audit reports, including Audit Report, FICA Audit Report, Tax withholding exception reports Payroll discrepancy reports, new hire employment. Investigate and resolve exceptions prior to payroll completion. Monthly uncashed check process. Investigate and resolve exceptions prior to payroll completion Year-End Responsibilities: Work with the Payroll Director to balance all foreign national payroll data. Prepare for year-end tax reporting and reconciliation. Process amended Forms 1042-S. Research and resolve year-end discrepancies. Identify wages that need to be reported to the state Perform additional outreach to resolve uncashed paychecks prior to state reporting Social Security Number Administration: Coordinate with ISO, HR, HR Data Services, the Registrar, and other departments to obtain and update Social Security Numbers. Monitor employees with missing or invalid SSNs. Customer Service and Communication: Monitor the Payroll shared inbox and respond to foreign national payroll questions. Escalate complex tax matters to the Payroll Director. Provide guidance on tax residency, treaties, and payroll taxation. Perform outreach to ensure that paychecks are cashed in within a timely manner or replaced. Acts as the primary payroll contact for the NRAs (including students, post-doctoral scholars, fellows, visiting scientists, and professors) and assists individuals to follow the Institute's policies and procedures that are consistent and in compliance with U.S. tax laws Collaboration: Partner with ISO, Human Resources, HR Data Services, Finance, Benefits, academic departments, and other campus offices. Facilitate meetings to resolve foreign national payroll and tax issues. Identify areas of weakness and collaborate to improve Other duties as assigned Minimum Education & Experience: Bachelor's degree with concentration in accounting, finance or business and 2 years of relevant experience required Or equivalent combination of education and experience Knowledge, Skills and Abilities: Knowledge of payroll practices, human resources information systems, accounting functions, and government regulations required Experience with personal computer applications preferred Knowledge of Workday and Sprintax preferred Independent judgement and strong attention to detail preferred Experience with a IRS, FN guidelines preferred The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law. University of Rochester