Payroll Administrator

Widewaters
DeWitt, NY

Posted December 2, 2019

Payroll Administrator

Job summary

This position is responsible for monitoring and approving the Payroll Accounting activities for the Widewaters Group with a focus on hotel payroll processing.  These operational payroll and accounting functions & responsibilities include (but are not limited to) the following:

  • Hotel payroll accounting functions
  • Hotel payroll preparation
  • Hotel payroll disbursement audit and management
  • Reconcile monthly, quarterly and annual ADP payroll report to hotel general ledgers and hotel LLC general ledgers
  • Reconcile monthly General ledger account detail of benefit accruals
  • Reconcile Tip Reporting for each full service hotel
  • Reconcile and maintain 401k contributions funding and reporting
  • Monitor Payroll Tax Compliancy by reconciling weekly and monthly report
  • Maintain  Pre-Opening System Development
  • Training Hotel leadership on ADP scheduler and ADP time attendant modules

What you will be doing

Hotel Payroll Accounting Functions:

  • Maintain standard accounting classifications and accurate general ledger account codes for all positions within the Hotel properties
  • Evaluate appropriate distributions of weekly departmental labor
  • Prepare weekly & bi weekly payroll productivity and overtime reports
  • Ensure that all information is kept confidential.
  • Comply with Federal, State, and local legal requirements by studying existing and new legislation, enforcing adherence to requirements, advising management on needed actions.

Hotel Payroll Preparation:

  • Review weekly time keeping edits for all direct payroll properties
  • Prepare and balance weekly departmental payroll time edits and all supplemental earnings
  • Review and approve prior to submittal each property preliminary payroll. 
  • Verify accuracy of all employee changes weekly
  • Determine weekly & bi-weekly payroll funding required for each hotel.
  • Prepare weekly & bi weekly payroll journals
  • Partner with Human Resources to ensure system inputs including new hires, changes in salary, overtime, terminations, benefits, tax withholdings, annual elections, etc. for all salaried, hourly and Canadian employees are entered correctly.

Hotel Payroll Disbursement Audit and Management:

  • Verify payroll reporting accuracy prior to distribution of checks
  • Prepare weekly payroll time card verification reports for distribution with pay checks
  • Establish and monitor all payroll accumulators for relative data collection
  • Monitor all new hires to ensure pay rates match hotel property wage scales.
  • Monitor hotel properties to ensure that properties are appropriately terminating employees out of payroll system when there have been no hours reported for a period of time.
  • Monitor hotel properties to ensure that properties have associates properly classified as full time or part time status based on hours worked.
  • Monitor hotel properties to ensure employees are on proper leave status if needed and report to corporate Human Resources accordingly.
  • Monitor excessive overtime and ensure that all overtime pay regulations are met
  • Monitor all property ADP “Personnel Change Reports” provided with weekly ADP reports
  • Maintain orderly payroll records, time edit detail and payroll tax records for six years
  • Coordinate the implementation of semi-annual accounting payroll audit procedures
  • Monitor weekly tip reporting to for minimum wage requirements
  • Ensure pay rates meet requirements of Widewaters hotels wage scales & state and federal minimum wage requirements

Hotel Payroll Training:

  • Assist all properties by answering questions, and requests.
  • Provide new payroll reporting managers with proper training by performing in person or webinar training.
  • Review, monitor and write updated policies and payroll procedures.
  • Assist property payroll managers with payroll discrepancies as needed.
  • Monitor and educate hotel properties on paid time off tracking
  • Set up scheduling and time and attendance tools as needed for each property and train properties accordingly on all resources.
  • Ensure proper access is in place for all new managers.

Reporting and General Ledger Accruals:

  • Monitor weekly and monthly general ledger balances of the benefit accrual for vacation
  • Verify weekly balances of tips, commissions and gratuities through the POS and PMS systems
  • Provide detail weekly reporting to establish 401k funding requirements
  • Maintain weekly tracking worksheet of 401k contribution and funding to investment company
  • Works with Vice President of Human Resources with all work file budgetary wages scales information
  • Be a point person to generate regular payroll reports as requested by hotel properties and as needed by Widewaters Hotels corporate offices.
  • Prepare turnover reports as needed

Payroll Tax Compliancy:

  • Assist all properties to maintain and collect accurate tax documentation
  • Prepare quarterly disability reporting and record disability payments for third party sick pay.
  • Maintain matrix of compliance per state sales of employee/employer tax compliance obligation
  • Maintain and monitor all garnishments for compliancy with state and federal regulations
  • Set up new pay codes with ADP as new properties are introduced in a timely matter. 
  • Register in other states for those that are working out of a different state but living in another. 

Requirements

  • Bachelors Degree from a 4 year college or university; or four to five years progressive experience with automated payroll and accounting systems and/or training; or equivalent combination of education and experience.
  • Knowledge of ADP payroll systems preferred and previous work experience in a hospitality setting also preferred.

Widewaters is a vertically integrated real estate organization with over 30 years of development, construction, management and investment experience. Leveraging its entrepreneurial instincts, capital and expertise, Widewaters continues to develop and acquire quality real estate across North America.

Widewaters has developed or acquired over 11.2 million square feet of retail, office, residential, and hospitality projects totaling over $1.29 billion in value. Widewaters develops and manages all of its properties through its operating and management companies, The Widewaters Group, Inc. and Widewaters Hotels, LLC. Construction is performed through its affiliate Widewaters Construction, Inc.

Widewaters is based in Syracuse, New York with additional operations in the Charlotte, North Carolina and Salt Lake City, Utah areas. In house capabilities include: acquisitions, site selection, entitlements, feasibility, legal, leasing, financing, accounting, construction, property management, hotel management, and asset management.

Widewaters

Corporate Office

Key to Widewaters success has been the ability to develop and construct high quality projects that create long-term value.

Widewaters is a vertically integrated real estate organization with over 30 years of development, construction, management and investment experience. Leveraging its entrepreneurial instincts, capital and expertise, Widewaters continues to develop and acquire quality real estate across North America.

Widewaters has developed or acquired over 11.2 million square feet of retail, office, residential, and hospitality projects totaling over $1.29 billion in value. Widewaters develops and manages all of its properties through its operating and management companies, The Widewaters Group, Inc. and Widewaters Hotels, LLC. Construction is performed through its affiliate Widewaters Construction, Inc.

Widewaters is based in Syracuse, New York with additional operations in the Charlotte, North Carolina and Salt Lake City, Utah areas. In house capabilities include: aquisitions, site selection, entitlements, feasibility, legal, leasing, financing, accounting, construction, property management, hotel management, and asset management.