Subject Matter Expert - Payroll

Job Title:

Location:

Payroll Subject Matter Expert (SME)

This role requires expertise in payroll processes. The SME will also ensure onboarding and offboarding payroll documentation (with HR), mitigate payroll risks, maintain compliance with data protection laws, and stay updated with evolving federal and state/provincial payroll regulations.

Key Responsibility Area:

1. Payroll Processing & Management

• Manage and execute the complete payroll cycle for employees in the USA and Canada, ensuring accuracy, timeliness, and compliance.
• Validate employee salary calculations, overtime, bonuses, commissions and deductions as per company policy and legal requirements.
• Administer statutory and voluntary deductions, including taxes, insurance, social security, and retirement plans.
• Collaborate with Treasury and HR teams to ensure correct accounting, reconciliations, and reporting.

2. Compliance & Reporting

• Ensure compliance with

  federal, state/provincial, and local tax laws

  related to payroll.
• Prepare and file statutory reports and returns such as

  W-2, W-3, 1099-NEC, 941, 940 (US)

  and

  T4, T4A, ROE (Canada)

  .
• Maintain records for audits and ensure timely responses to government agency inquiries.
• Stay informed of changes in payroll legislation and implement required updates.

3. Onboarding & Offboarding Support

• Ensure payroll-related documentation is accurately collected, verified, and maintained during employee onboarding and offboarding.
• Coordinate with HR to validate employee data such as tax forms (W-4, State W-4, Form I-9, TD1, etc.), direct deposit details, and benefits enrollment.
• Process final settlements and issue necessary documentation in compliance with local labor laws.

4. Risk Mitigation & Process Controls

• Identify, assess, and mitigate payroll-related risks and errors.
• Establish internal control measures and standard operating procedures (SOPs) for payroll accuracy and audit readiness.
• Perform regular payroll audits and reconciliations to ensure data integrity.
• Work closely with internal and external auditors during payroll reviews.

5. Data Protection & Confidentiality

• Ensure compliance with

  data privacy laws

  such as PIPEDA (Personal Information Protection and Electronic Documents Act), and relevant U.S. state/-level/Federal regulations.
• Safeguard employee payroll information, ensuring strict confidentiality and secure data handling practices.

6. Continuous Improvement & Advisory

• Act as the subject matter expert for payroll policies, systems, and tools.
• Recommend process improvements and automation opportunities to enhance efficiency and compliance.

7. Monthly Closing & Reconciliations:

• Ensure accurate and timely monthly closing bookkeeping (Accounting) and Bank reconciliations for payrolling.

Qualifications & Skills Required:

• Education:

  Bachelor’s degree in accounting, Finance, HR, or related field (master’s preferred).

• Experience:

• Minimum 7–9 years of payroll experience with strong exposure to both

  U.S. and Canadian

  payroll operations.
• Prior experience as a Payroll Lead, Specialist, or SME in a multinational or regional setup preferred.

• Technical Skills:

• Proficiency in payroll systems such as

  Xero

  ,

  ADP & SAP

  .

• • Advanced MS Excel, PowerPoint, and data analysis skills.

• Soft Skills:

• Strong analytical ability and attention to detail.
• Excellent communication and stakeholder management skills.
• High integrity, confidentiality, and risk-awareness mindset.

Skills & Qualifications:

• Shift: 4:00 PM – 1:00 AM IST, To fully support employee and business operations in USA & Canada (EST Time Zone)
• Candidates must be comfortable working in this shift on a regular basis.