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POSITION TITLE                 Payroll Officer

UNIT/FACULTY                   Financial Services Unit


The Payroll Officers are responsible for administering the University’s Payroll System to ensure
that staff are paid in a timely and accurate manner. Officers are accountable for applying the
priorities of the Payroll Section, whilst maintaining a professional approach to communication with
clients and achieving agreed service levels.


Payroll Value (Total per annum)                $190 million
Payroll Deductions (Total per annum)           $5 million
Number of direct Deposits annually             100,000
Average number of staff paid per pay           3,500
Annual Payment Summaries                       7,500

The Financial Services Unit (FSU) provides financial advice and services to all University
Faculties and Divisions, UTS Management and external stakeholders, including DEST.



There are six Payroll Officers reporting to the Team Leader, each of whom is responsible for the
payment of a given group of employees within the University. The Team Leader in turn, reports to
the Payroll Manager,

No positions report to the Payroll Officer.

Collaboration and Communication

 Internal

The Payroll Officer is the key contact for colleagues in the Human Resources Unit (HRU) and is
the point of contact for all levels of University staff for information, expert advice and explanations
of Payroll issues.

 External

The incumbent liaises with officers of the Australian Taxation Office, Centrelink, various
Superannuation Boards and other organisations for which relevant deductions are made.

Payroll Officer – June 2009                                                                   1 of 5

1. Effective maintenance of the Payroll System to make certain it is fit for the purpose of
   meeting the University’s statutory requirements and corporate standards, ensuring:

     a) Integrity of data input and output
     b) Maintenance of data, including house-keeping of old data and creation of new employees
        on system
     c) Data security and access complies with University guidelines as well as Privacy and
        Freedom of Information legislation.

2. Effective management of routine Payroll processes to ensure accuracy and timeliness,

     a) All Paperwork received before official payroll deadline should be processed for current
     b) Any incorrect /unauthorised paperwork should be returned in a timely manner.
     c) All claims and contracts processed within fortnightly deadlines
     d) All ongoing documentation in order and filed at the end of each fortnight
     e) All routine transactions processed in accordance with University policies
     f) Generate end-of-pay reports
     g) Determine appropriate deadlines and manage workload for the relevant payroll subgroup.

3. Ensure all pay variations are calculated and processed accurately and in a timely manner for
   a specified group of clients, including:

     a) Identify and process the more complex pay variations (including termination payments,
        leave without pay, maternity leave, higher duties payments and long service leave
        applications), undertaking manual calculations where applicable
     b) Identify and apply the relevant requirements of the Enterprise Agreement and
        Superannuation and Taxation legislation
     c) Ensure all terminations and listings are countersigned by another Payroll Officer
     d) Calculate overpayments of salary and allowance and recommend and initiate recovery
     e) Recommend or reject requests for extraordinary salaries payments
     f) Process deductions to organisations such as health funds and unions
     g) Process shift penalties, overtime and petty cash reimbursements where applicable
     h) Calculate and process back pay calculations.

4. Undertake and advise on all salary related actions in regard to the employment and payment
   of casual academics, exam supervisors, and the payment of scholarships and practicums.

5. Effective Salary Maintenance to ensure accuracy in calculations, including:

     a)   Identify and monitor situations that have the potential to cause errors.
     b)   Advise Payroll Manager of issues and possible solutions
     c)   All incorrect salary payments documented and accounted for
     d)   Ensure overpayment procedure is adhered to when negotiating repayment and followed
          up on a regular basis

6. Act as liaison for payroll and salaries information, including:

     a) Respond within 24 hours to all queries or provide estimated time to resolve matter
     b) Provide formal and ad hoc communication with specified group of users

Payroll Officer – June 2009                                                              2 of 5
     c) Provide interpretation of the Enterprise Agreement to promote an understanding of its
        impact on staff
     d) Provision of taxation advice on, for example, issues related to leave without pay, leave on
        half pay and the completion of tax declaration forms
     e) Provide salaries-related budget advice regarding on-costs, superannuation and leave
     f) Provide explanations on the different implications of Commonwealth funded and grant
        funded accounts
     g) Promote increased use of Employee Self Service and Online Pay Claims by general staff,
        and Manager Self Service by Supervisors wishing to access staff information
     h) Provide advice and interpretation of the University’s leave policies, future projections of
        leave credits and amendment of existing applications.
     i) Answer staff queries on a daily basis, ensuring that all advice provided is of a high
        standard and that queries are dealt within a professional manner
     j) Provision of information to outside agencies such as Australian Tax Office (ATO) and
        Centrelink and for court orders
     k) Training of Faculty staff to utilise the Casual Academic Module
     l) Be aware and advise on the functionality of Employee Self Service and Online Pay

7. Contribute to the continued development and improvement of the Payroll System and
   services provided by the Payroll Team, including:

     a) Identify and assist in the implementation of amendments to systems and processes that
        improve efficiency and accuracy, which may involve participation in projects, testing of
        system / process amendments, updating the Payroll Manual, educating others
     b) Assist knowledge transfer within the Payroll Team through learning others’ duties and
        teaching / documenting own
     c) Be a valuable member of the Payroll Team, including helping colleagues when need
        arises and participating in meetings.

8. Take responsibility for own Personal and Professional Development, including:

     a)   Keep abreast of Payroll and financial issues
     b)   Identifying skill gaps and seek training to rectify
     c)   Keeping up to date with organisational issues
     d)   Undertaking duties for the Payroll Manager as required
     e)   Undertake other duties or projects as required.


The Payroll Section is responsible for input to, and maintenance of, the computerised Payroll
System, which includes the leave system and associated records required for payment of salaries
and wages to all full time and part time staff of the University, as well as the staff of the
independent company, 2SER-FM. Responsibility is also taken for miscellaneous pre-tax and post-
tax payroll deductions, PAYG Tax, superannuation and the implementation of salary packaging

The Payroll Officer manages high work volumes, inflexible deadlines, frequent interruptions and
competing demands, whilst maintaining maximum accuracy and professionalism in the eyes of
the broader University community.

Payroll Officer – June 2009                                                               3 of 5
It is imperative that the Payroll Officer builds excellent relationships with the staff who provide the
various input to the payroll service, and acts with professionalism at all times, understanding and
maintaining the confidentiality and security of personal and payroll data.


The Payroll Officer is given general direction by the Payroll Manager and is expected to fulfil the
role with minimal supervision whilst following and upholding the conditions of the Privacy Act and
University policy and procedures relating to Payroll and confidentiality.


Please see attached.

Payroll Officer – June 2009                                                                   4 of 5

POSITION:                     Payroll Officer

FACULTY/UNIT:                 Financial Services Unit

Skills and Attributes

         Demonstrated ability to provide high quality, accurate and responsive customer service.
         Ability to interpret and analyse policies, procedures, industrial awards and legislative
         Proven commitment to continuous improvement.
         Strong verbal and written communication, interpersonal and negotiation skills.
         Strong numeracy skills.
         Ability to work effectively in a flexible, multi-functional team environment.
         Demonstrated ability to process large volumes of work while meeting strict deadlines,
          meeting a high level of accuracy and service.


         Sound background and knowledge of payroll procedures, taxation and legislative
         Demonstrated proficiency in working with a range of computer software (i.e. MS Office,
          HRMS/Payroll applications).


Experience required

         Proven experience with Oracle is essential.
         Demonstrated Payroll Experience is essential.
         Experience within a university environment is favourable.

Payroll Officer – June 2009                                                                5 of 5

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