Payroll Specialist

About the Work Unit:

The People, Culture, and Belonging Division at Vanderbilt University is at the forefront of enriching employee experience, moments that matter, and pioneering learning and talent development practices. We aim to transform how our community learns, grows, thrives, and connects, nurturing a culture where innovation meets excellence and where every employee has a clear, data-informed pathway to grow and advance, supporting our university’s noble mission goal.

Key Functions and Expected Performance:

• Verify payroll-related file uploads, prepare review worksheets, and audit data for accuracy and completeness. Research discrepancies with departments and process corrections as needed.

• Process taxable charges through file uploads and manual entry within the payroll system. Receive taxable charge information from individual departments, ensuring all transactions are accurately entered and tracked using departmental worksheets.

• Maintain taxable charge tracking and recap worksheets, ensuring payroll records and supporting documentation remain current and accurate.

• Prepare and review multiple exempt leave reports during monthly payroll processing cycles to identify discrepancies and support accurate payroll outcomes. 

• Perform preliminary off-cycle check reviews and identify issues requiring further research or correction.

• Review payroll watchlists and investigate payroll exceptions, escalating or resolving issues as appropriate.

• Administer parking deduction activities, including parking rate changes and payroll deduction updates.

• Respond to payroll-related emails, service tickets, and departmental inquiries in a timely, professional, and customer-focused manner.

• Prepare and maintain payroll reports, including termination reports, employee address reports, and leave status reports.

• Provide operational support to the Payroll and Benefits teams by assisting with payroll research, issue resolution, testing activities, and other payroll-related projects.

• Maintain and audit Pay Run Worksheets during payroll processing, including verification of benefit deductions, watchlist items, terminations, and payroll exceptions.

• Track and monitor leave activity for weekly payroll processing and ensure identified issues are corrected prior to payroll completion.

• Identify payroll processing concerns, recommend corrective actions, and partner with departments and internal stakeholders to ensure accurate and timely payroll results.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Payroll Operations.

Education and Certifications:
• High school diploma or equivalent required. • Associate’s degree in Accounting, Business Administration, Human Resources, Finance, or a related field preferred. • Equivalent combination of education and relevant payroll or human resources experience may be considered in lieu of a degree.