Payroll Tax Lead

Summary

The Payroll Tax Lead is responsible for comprehensive oversight and management of payroll tax compliance across multiple entities, including six companies and over 45 state and local jurisdictions. This role manages the accurate integration and mapping of payroll tax data between UKG Pro and ADP Smart Compliance platforms, ensuring both systems are continuously updated with the latest compliance information.

Key responsibilities include the ongoing monitoring and updating of tax rates, handling quarterly and annual tax reconciliations, and resolving tax fallouts to maintain compliance accuracy. The lead is accountable for registering new tax jurisdictions and managing communications with the IRS, state, and local tax authorities to address and resolve tax notices, amendments, and compliance issues. This includes negotiating interest and penalty matters when necessary.

Collaborating cross-functionally with HR, Payroll, Accounting, Legal, and external vendors, the Payroll Tax Lead acts as a subject matter expert in payroll tax regulations, system configurations, and compliance standards. The role drives continuous process improvements to enhance accuracy, efficiency, and regulatory adherence while supporting audit readiness and strategic tax initiatives.

Responsibilities

• Review payroll output data in UKG Pro and ensures proper tax configuration before transmission.
• Monitor and validate the automated transmission of payroll tax files from UKG Pro to ADP Smart Compliance.
• Oversee and reconcile all federal, state, and local tax filings managed through ADP, ensuring timeliness, accuracy, and alignment with payroll activity.
• Perform detailed quarterly and year-end tax reconciliations, confirming that all liabilities, deposits, and filings match payroll records.
• Frequently review and update tax codes, jurisdiction assignments, and SUI rates within both systems.
• Manage the registration of new tax jurisdictions as business operations expand into new states or localities.
• Investigate and resolve tax fallouts, including rejections, incorrect filings, or late deposit alerts.
• Directly communicate with tax authorities (IRS, state, local) to address notices, request penalty abatements, or clarify regulation changes.
• Research, interpret, and apply jurisdictional tax changes, working closely with vendors (UKG, ADP) to implement updates in both platforms.
• Lead amendment filings when corrections to prior returns are needed and ensures historical data is adjusted accordingly.
• Establish internal procedures for payroll tax processing, reconciliation, and jurisdictional updates across all legal entities.
• Determine resolution paths for tax issues independently - including fallout investigations, missed deposits, rejected filings, or incorrect jurisdiction setups.
• Collaborate across multiple departments, such as: 
    - HR: for employee data, work location changes, and taxability of compensation.
    - Payroll team: to align earnings codes and ensure taxable wages are correctly classified. 
    - Accounting: to reconcile GL postings with tax remittances and verify financial accuracy.
    - Legal: to ensure compliance with federal and state labor and tax laws.
    - External stakeholders: including ADP, UKG, and government agencies (e.g., IRS, state/local tax departments).
• Make judgment calls on:
    - When to escalate issues to legal or leadership (e.g., unresolved IRS notices).
    - Whether interest/penalties should be disputed or paid.
    - When amendment filings are required and how to execute them properly.
• Ensure accuracy in tax filings, audit readiness, and legal compliance, significantly reducing organizational risk and maintaining employee trust.
• Oversee compliance for 6 legal entities across 45+ states and numerous local jurisdictions.
• Lead improvements in payroll tax processes including automation, system upgrades, and compliance reporting enhancements.
• Proactively recommend and implement process and system enhancements that improve accuracy and efficiency.
• Drives cross-functional improvements involving Payroll, Tax, Accounting, and HR to enhance compliance and reporting accuracy.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field.
• 15+ years progressively responsible experience in multi-state payroll tax compliance, tax reporting, and related accounting functions.
• Certified Payroll Professional (CPP) preferred.
• Strong knowledge of payroll systems (UKG, Workday, ADP, etc.) and federal, state, local tax regulations essential.
• Advanced expertise in federal, state, and local payroll tax laws, regulations, and compliance standards.
• Thorough understanding of multi-state tax complexities and IRS requirements.
• Applies knowledge independently and collaboratively to audit preparation, tax filings, risk management, and system configuration.

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