Payroll Manager

About the RoleAs the Payroll Manager, reporting directly to the Corporate Controller, you are responsible for overseeing all aspects of payroll administration, ensuring employees are paid accurately, on time, and in compliance with all applicable federal, state, and local regulations. This role manages payroll processes, maintains payroll systems, ensures compliance with tax and labor laws, administers payroll-related benefits and deductions, and partners closely with Human Resources, Accounting, and external payroll providers. This is a hands-on, high-impact role where you will have the unique opportunity to create scalable systems, establish best practices, and drive the development of a robust payroll infrastructure that positions Xaira for long-term success.

Key Responsibilities

Payroll Administration

• Manage the end-to-end payroll process for all employees, including regular payroll, bonuses, and off-cycle payments.
• Ensure timely and accurate processing of multi-state payroll.
• Review payroll registers and perform comprehensive reconciliations across US and UK jurisdictions prior to finalization.
• Maintain payroll calendars and ensure all deadlines are met.
• Process new hires, terminations, salary adjustments, promotions, and other payroll changes.
• Administer Leave of Absence (LOA) payroll calculations, ensuring accurate pay, benefit deductions, statutory leave payments, and return-to-work payroll adjustments in compliance with company policies and applicable federal, state, and local regulations.
• Respond to employee payroll inquiries professionally and confidentially.
• Resolve payroll discrepancies promptly.

Compliance

• Ensure compliance with all federal, state, and local payroll regulations and tax requirements.
• Maintain compliance with wage and hour laws, garnishments, tax levies, and court orders.
• Coordinate payroll tax filings and year-end reporting, including Forms W-2 and related tax documents.
• Support payroll audits and maintain complete payroll documentation.

Accounting & Financial Reporting

• Prepare payroll journal entries and account reconciliations.
• Reconcile payroll liabilities and benefit-related accounts.
• Partner with Accounting during month-end, quarter-end, and year-end close.
• Support internal and external financial audits.

Employee Expense Reimbursements

• Administer the employee expense reimbursement program and ensure timely reimbursement of approved business expenses.
• Review employee expense reports for compliance with company travel and expense policies.
• Verify supporting documentation, coding, receipts, and approvals before processing reimbursements.
• Partner with employees and managers to resolve expense report questions and exceptions.

Corporate Credit Card Administration

• Review corporate credit card transactions for policy compliance, appropriate business purpose, and required supporting documentation.
• Monitor outstanding expense reports and follow up on delinquent submissions.
• Coordinate new card issuance, credit limit changes, and card cancellations with the card provider.
• Investigate and resolve disputed or unauthorized transactions.
• Reconcile monthly corporate credit card statements and support month-end close activities.

Systems & Process Improvement

• Maintain payroll systems and ensure data integrity.
• Partner with Human Resource Team and Accounting teams to improve payroll workflows and automation.
• Recommend and implement process improvements to enhance efficiency and internal controls.
• Maintain payroll policies, procedures, and documentation.

Qualification

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field.
• 5+ years of payroll experience, including payroll administration in a multi-state environment.
• Experience administering employee expense reimbursement and corporate credit card programs.
• Strong knowledge of U.S. payroll tax regulations and wage and hour laws.
• Experience with payroll and expense management systems (e.g., ADP, UKG Ready, Concur, Ramp, or similar).
• Advanced Microsoft Excel skills.
• Excellent analytical, organizational, and problem-solving skills.
• Strong attention to detail and ability to handle confidential information.

• Experience with ERP systems such as NetSuite is preferred

Compensation

We offer a competitive compensation and benefits package, seeking to provide an open, flexible, and friendly work environment to empower employees and provide them with a platform to develop their long-term careers. A Summary of Benefits is available for all applicants. The base pay range for this position is expected to be $135,000 - $160,000 annually; however, the base pay offered may vary depending on the market, job-related knowledge, skills and capabilities, and experience.