WHAT DOES AN HR PAYROLL ADMINISTRATOR DO?

Published: Jul 25, 2025 - The Human Resources (HR) Payroll Administrator ensures accurate and timely payroll processing, including calculating overtime, bonuses, and statutory deductions, while maintaining secure and up-to-date employee records. This position is responsible for preparing weekly and monthly payroll runs, handling payments related to terminations, and ensuring compliance with legal and auditing requirements. The administrator also supports HR functions such as benefits administration, document verification, and addressing employee or external queries, all while maintaining confidentiality and promoting a culture of continuous improvement.

A Review of Professional Skills and Functions for HR Payroll Administrator

1. HR Payroll Administrator Duties

  • Recruitment Coordination: Coordinate requisitions, internal and external job postings, applicant and candidate correspondence, interview schedules, job descriptions, references, offer letters, drug screens and background checks, requisition closeout, new employee set-up and onboarding.
  • Applicant Management: Manage correspondence between applicants, recruiting sources, and hiring managers.
  • HR Transactions: Process new hires, terminations, employee status change transactions, employment verifications, and other related tasks.
  • HR Reporting: Complete monthly HR metrics reports.
  • Event Coordination: Coordinate employee events including the annual holiday party, recognition and retirement events, volunteer activities, corporate giving campaign, and the wellness program.
  • Agency Liaison: Work with employment agencies to communicate company requirements in recruiting talent.
  • Invoice Approval: Approve monthly invoices for human resources-related billings including drug screens, background checks, and employment agencies.
  • Project Participation: Participate in special projects in performance management, onboarding, compensation, and training and development.
  • HR Research: Conduct research on human resources best practices.
  • Process Development: Assist in process development and implementation for a variety of human resources best practices.

2. HR Payroll Administrator Details

  • Payroll Management: Prepare and submit payroll for all hourly and salaried employees.
  • Garnishment Processing: Process and monitor garnishment orders and other issues that impact payroll specifications.
  • Payroll Records: Maintain and document all payroll records.
  • Payroll Audits: Conduct annual audits of all payroll records.
  • Vacation Tracking: Maintain vacation logs for hourly and salaried employees.
  • Payroll Documentation: Document all pay and time changes in the payroll system.
  • Employee Support: Respond to employee inquiries regarding payroll issues or concerns, including direct deposits, payroll deductions, garnishments, levies, federal and state tax, and issuance of W-2s.
  • Onboarding Assistance: Assist with the interview and onboarding process, including the coordination of pre-employment screenings, interviews, and orientation.
  • Orientation Setup: Set up new hire orientation packets and prepare employee personnel and training files.
  • HRIS Data Entry: Enter new hire information and documents into the HRIS system, including benefits information.
  • HRIS Maintenance: Ongoing maintenance of employee files and information in the HRIS system.
  • Temp Worker Tracking: Assist in tracking and maintaining temp worker start dates.
  • HR Support: Respond to employee inquiries regarding HR issues or concerns, including employee benefits and company policies.
  • Employee Engagement: Assist with employee engagement, communication, and retention programs.

3. HR Payroll Administrator Responsibilities

  • Payroll Collaboration: Work closely with the payroll team on related responsibilities.
  • Payroll Processing: Ensure assigned payroll is processed in a timely and accurate manner.
  • Time Record Review: Review non-exempt personnel time records submitted from timekeeping software or manual time records, in compliance with company policy, state, federal, and regulatory requirements.
  • Payroll Accuracy: Review computed wages and ensure the accuracy of payroll and all changes to payroll are processed correctly.
  • Data Entry: Enter accurate payroll data and related information into payroll software.
  • Record Maintenance: Maintain accurate payroll records and employee files, including manual check log and reconciliation of payroll account.
  • Payroll Reporting: Prepare various payroll reports.
  • Accounting Support: Assist with assigned accounting support tasks.
  • Accrual Management: Manage employee accruals, ensuring proper setup in payroll software and conducting audits.
  • Employment Verification: Work with external parties in completing employment verifications by following internal and legal protocols.
  • Unemployment Claims: Manage and complete relevant paperwork for employee unemployment claims through the CA EDD.

4. HR Payroll Administrator Job Summary

  • Payroll Processing: Under limited supervision, process the organisation's payroll accurately and on time.
  • Payment Preparation: Account for, distribute, and prepare payments, benefits, taxes, payroll deductions, overtime, shift payments, sales commissions, and bonuses while maintaining payroll records.
  • Payroll Scheduling: Prepare monthly and weekly payrolls, conducting necessary processes for salary components, overtime, and payments related to leavers and dismissals.
  • Statutory Payments: Responsible for payment of legal charges and statutory withholdings such as employee guarantee fund, social security, income tax, and labour dues.
  • Form Processing: Complete and check payroll-related forms and documents to ensure accurate and timely processing.
  • Record Maintenance: Maintain employee payroll records manually and/or electronically, ensuring accuracy and security, including personal information, job history, retirement and insurance documentation, leave accruals, illness, absences, transfers, and salary progression.
  • Compensation & Benefits: Contribute to or administer aspects of compensation, benefits, recruitment, organizational development, and employee relations programs.
  • HR Documentation: Complete, check, and process HR-related forms and documents according to guidelines for timely and accurate administration.
  • Team Support: Assist HR/Payroll team members with ad hoc administrative duties, queries, and telephone enquiries related to HR and payroll.
  • Security Controls: Ensure appropriate processing checks and reporting are in place to protect against theft and comply with auditing procedures.
  • Confidentiality: Handle confidential information and maintain secure records and files.
  • Enquiry Resolution: Resolve inquiries from employees, HMRC, and other parties.
  • Health & Safety: Work safely with a proactive approach to health, safety, and environmental issues.
  • Quality Improvement: Promote Total Quality Management and Continuous Improvement.
  • Flexibility: Be flexible to work additional hours as needed to meet deadlines.

5. HR Payroll Administrator Accountabilities

  • Payroll Management: Manage the NRS payroll according to the designated budget in a timely manner, in close coordination with the external accountant outsourcing company.
  • Benefits Administration: Administrate, coordinate, and monitor all NRS staff benefits programs such as vacations, pension, income tax, loans, and handle inquiries and complaints regarding them.
  • Payment Processing: Responsible for processing payments according to labor law, deadlines for government and private entities, staff and consultant taxes, retentions, pension contributions, and CTS in coordination with the finance team and external accountant.
  • Talent Management Support: Support the TM process by issuing letters for NRS staff regarding promotions, salary increases, position changes, and ensure proper implementation in payroll and HR systems.
  • HR Communication: Inform new staff about HR policies, handbook, and regulations.
  • Exit Procedure Administration: Administer and monitor the exit procedure for NRS staff, updating and registering in the system and relevant organizational areas.
  • HR System Maintenance: Ensure that information in the HR system (ERP) is up to date.
  • Costing Preparation: Prepare full costing for new positions to confirm fund availability with the Finance unit.
  • Policy Development: Participate in the development of the unit’s agenda and policies and provide recommendations in areas of responsibility.
  • Relationship Building: Build strong work relationships with NRS staff and HR BPs to assist with queries, requests, and employee issues.
  • Record Keeping: Maintain detailed records and documentation of payroll functions for audit purposes in accordance with legal requirements.
  • Audit Support: Provide and prepare information and support documentation for auditors.
  • KPI Reporting: Prepare KPI indicators and presentations for the Board and Managers.
  • Health & Safety Compliance: Comply with applicable health and safety CIP policies and procedures.

6. HR Payroll Administrator Functions

  • Payroll Preparation: Be responsible for preparing monthly payroll for European-based employees, ensuring all adjustments are reflected in payroll.
  • Payroll Coordination: Work closely with payroll providers to ensure the payroll process runs smoothly and accurately each month.
  • Employee Support: Support employees with questions regarding pay slips, income tax, social security law, and related topics.
  • Cross-Department Collaboration: Work closely with the Finance and Legal teams and outsource payroll providers to ensure clear communication between departments for efficient payroll service.
  • Benefits Management: Conduct market research on benefits and WorkLife program options, develop proposals, and manage their implementation.
  • Labour Advisory: Advise on local labour aspects, interpreting and explaining HR policies.
  • Employee Lifecycle Management: Manage the full employee lifecycle, including onboarding and offboarding documentation and all ad-hoc letters such as salary, position, and attestation.
  • HRIS Administration: Administrate HR info system BambooHR, file and monitor HR documentation.
  • Absence Monitoring: Monitor and report on absence levels across the business.
  • Invoice and Accrual Management: Manage HR invoices and monthly accruals.
  • Office Supplies Management: Manage office supplies inventory and place orders.
  • Mail Handling: Receive and sort incoming mail and deliveries, and manage outgoing mail.
  • Administrative Support: Provide any other administrative support to the HR team.
  • Employee Programs: Initiate and support employee programs and events.
  • Policy Support: Support the Head of People in designing and implementing HR policies and processes, reporting, and special HR projects.

7. HR Payroll Administrator Job Description

  • Payroll Preparation: Prepare and submit payroll for all hourly and salaried employees.
  • Garnishment Processing: Process and monitor garnishment orders and other issues that impact payroll specifications.
  • Payroll Records Maintenance: Maintain and document all payroll records.
  • Payroll Audits: Conduct annual audits of all payroll records.
  • Vacation Tracking: Maintain vacation logs for hourly and salaried employees.
  • Payroll Documentation: Document all pay and time changes in the payroll system.
  • Payroll Inquiry Response: Respond to employee inquiries regarding payroll issues or concerns, including direct deposits, payroll deductions, garnishments, levies, federal and state tax, and issuance of W-2s.
  • Onboarding Assistance: Assist with the interview and onboarding process, including coordination of pre-employment screenings, interviews, and orientation.
  • Orientation Setup: Set up new hire orientation packets and prepare employee personnel and training files.
  • HRIS Data Entry: Enter new hire information and documents into the HRIS system, including benefits information.
  • HRIS Maintenance: Ongoing maintenance of employee files and information in the HRIS system.
  • Temp Worker Tracking: Assist in tracking and maintaining temp worker start dates.
  • HR Inquiry Response: Respond to employee inquiries regarding HR issues or concerns, including employee benefits and company policies.
  • Employee Engagement Support: Assist with employee engagement, communication, and retention programs.

8. HR Payroll Administrator Overview

  • Payroll Processing: Processing bi-weekly payroll.
  • Employee Records Management: Maintaining employee files, HRMS, and other documentation with a focus on accuracy and ensuring compliance and confidentiality.
  • Culture Support: Support company initiatives, programs, and policy changes while enhancing the culture.
  • Audit Assistance: Assist with audit preparation.
  • Benefits Administration Support: Assist with benefits administration in conjunction with a broker.
  • Open Enrollment Coordination: Coordinate annual open enrollment meetings, benefits documentation, change reporting, and communicate benefits information to employees.
  • Onboarding and Offboarding: Assist with onboarding and offboarding tasks including preparation of offer letters, ordering background check reports, managing and filing pre-hire and first-day paperwork, email communications, first-day welcome tasks, and processing terminations.
  • Leave Program Administration: Administer various leave of absence programs including FMLA and Short Term Disability.
  • Claims Administration: Administer Unemployment and Workers' Compensation Claims processes.
  • Policy Documentation: Assist in updating documentation for HC policies and procedures.
  • Compliance Support: Assist in ensuring compliance with federal, state, and local employment and benefits laws and regulations.
  • Employee Inquiry Support: Act as day-to-day contact for basic employee inquiries regarding system access, PTO/leave policy, benefits eligibility, and other basic HC policies.
  • Year-End Support: Support the year-end process in all areas of HC.
  • Calendar Management: Help maintain the HC team's calendar including scheduling meetings, interviews, and HC events.
  • Event Facilitation: Help facilitate office events.

9. HR Payroll Administrator Roles

  • Employee Support: Supporting the HR Manager to facilitate and create a supportive environment where employees can achieve their potential.
  • Employee Relations: Managing or advising on employee relations, conflict management, disciplinaries, and grievances to ensure optimum efficiency for each office.
  • Recruitment Management: Recruiting the right people for vacancies across EMEA, managing the recruiting platform, filtering CVs, conducting telephone interviews, organizing face-to-face interviews, and liaising with agencies.
  • Payroll Management: Managing the payroll process for EMEA, liaising with outsourced payroll providers, and managing the in-house process for the UK.
  • HRIS Management: Updating the HRIS systems and liaising with US HR on global projects.
  • Administrative Support: Performing general admin duties including preparing contracts and addendums to record and acknowledge contractual changes.
  • Process Improvement: Supporting the HR Manager to drive change and continuously improve work processes.
  • Training Support: Supporting training and development for all staff by delivering online training courses and face-to-face coaching.
  • Onboarding Management: Managing the employee onboarding process including induction and probation monitoring to ensure correct recruitment and training by managers.

10. HR Payroll Administrator Additional Details

  • Payroll Processing: Process monthly payroll for employees.
  • Recruitment Communication: Communicate between Hiring Managers and Agencies to support recruitment needs.
  • Offer and Induction Management: Prepare and issue offer packages and conduct inductions.
  • Record Maintenance: Maintain HR records and employee files.
  • Audit Support: Support internal and external HR audits.
  • Recruitment Management: Manage the recruitment process and candidate selection strategies.
  • Job Description & Interview Preparation: Write job descriptions, prepare interview questions and application forms, conduct first-round interviews and phone screenings.
  • Documentation Compliance: Ensure all required documentation is issued to and received by new employees.
  • Onboarding Facilitation: Run onboarding inductions with each new addition to staff.
  • Personnel Records Maintenance: Maintain personnel records and ensure old records are safely archived or destroyed in compliance with GDPR standards.
  • Training Coordination: Schedule necessary training courses and update the tracking matrix.
  • Policy Review: Continuously monitor and review HR policies and the staff handbook.
  • Compliance Implementation: Implement changes to ensure compliance with relevant regulations and inform managers and employees.
  • International HR Support: Provide HR support for international travel and placements, including work permits and visas.

11. HR Payroll Administrator Role Purpose

  • Vacation and Sickness Tracking: Maintain vacation and sickness records.
  • Benefits Administration: Administrate benefits scheme for all staff.
  • Pension Plan Oversight: Oversee rollout, maintenance, and Opt-In arrangements of the company pension plan.
  • Contractor Documentation: Complete pre-qualification documents for contractors requiring HR information.
  • Timesheet Management: Responsible for timesheet accuracy and approval process via site records.
  • Payroll Processing: Run weekly and monthly payroll using Payworks.
  • Payroll Adjustments: Apply appropriate pay deductions and accruals such as union dues.
  • Compliance Reporting: Complete Records of Employment (ROEs) and annual returns (T4s).
  • Union Contributions: Oversee payment calculations for union contributions.
  • Stakeholder Liaison: Liaise with suppliers, clients, and contractors.
  • Travel Coordination: Book flights and accommodations for staff.
  • Document Management: Upload and file documents.
  • Office and PPE Supplies: Order supplies for the office and PPE room.
  • Accounting Support: Assist with transactional accounting occasionally.

12. HR Payroll Administrator General Responsibilities

  • Payroll Accuracy: Ensure the organization's payroll is accurate and on time.
  • Payroll Activities: Account for, distribute, and prepare payments, benefits, taxes, payroll deductions, calculate overtime, shift payments, sales commissions, bonuses, and maintain payroll records.
  • Payroll Preparation: Prepare monthly and weekly payroll, conducting necessary processes for salary components, overtime, and payments related to leavers and dismissals.
  • Statutory Payments: Responsible for payment of legal charges and statutory withholdings such as employee guarantee fund, social security, income tax, and labor dues.
  • Form Processing: Complete and check payroll-related forms and documents for accurate and timely processing.
  • Record Maintenance: Maintain employee payroll records manually and/or computerized to ensure accuracy and security, including personal information, job history, retirement and insurance documentation, leave accruals, illness, absences, transfers, and salary progression.
  • Compensation & Benefits: Contribute to or administer compensation, benefits, recruitment, organization development, and employee relations programs.
  • HR Documentation: Complete, check, and process HR-related forms and documents according to established guidelines for quick and accurate administration.
  • Administrative Support: Assist HR and Payroll team members with ad-hoc administrative duties and queries, including telephone inquiries.
  • Security Controls: Ensure processing checks and reporting are in place to protect against theft and comply with auditing procedures.
  • Confidentiality: Handle confidential information and maintain secure records and files.
  • Inquiry Resolution: Resolve inquiries from employees, HMRC, and others.
  • Health & Safety: Work safely and proactively approach health, safety, and environmental issues.
  • Quality Management: Promote Total Quality Management and Continuous Improvement.

13. HR Payroll Administrator Key Accountabilities

  • Payroll Processing: Supporting end-to-end monthly payroll processing.
  • Process Ownership: Taking ownership of key processes such as maternity, sickness, and commission.
  • Report Generation: Producing payroll reports using Excel.
  • Employee Support: Answering payroll queries from employees.
  • HR/Finance Support: Supporting HR and Finance teams with queries.
  • Query Management: Managing queries through a central solution with a strong customer mindset.
  • Payroll Teamwork: Collaborating with the team to process bi-weekly payroll for employees.
  • Data Maintenance: Updating employee data files including position changes and benefit accumulation.
  • Third-Party Requests: Responding to requests from third parties such as WorkSafeBC and Service Canada.

14. HR Payroll Administrator Responsibilities and Key Tasks

  • Customer Response: Responds quickly and accurately to questions from customers.
  • Documentation Accuracy: Ensures that employee documentation is complete and accurate.
  • Subject Matter Expertise: Acts as a Subject Matter Expert for customers and escalates issues as needed.
  • Training & Guidance: Provides training and guidance on policies, processes, and systems to customers and team members.
  • Communication Management: Creates and distributes standard communications.
  • Audit & Analysis: Audits and analyzes key findings.
  • Process Improvement: Leads process improvement initiatives and develops suggestions to maximize resource value.
  • Agency Payroll Preparation: Prepares the monthly agency payroll and advises staff on salary entitlements and obligations.
  • Payment Monitoring: Maintains a system to perform annual control and monitor continued entitlement to payments.
  • Temporary Staff Payroll: Processes salaries, fees, and compensations for all temporary staff, consultants, and interns, including reporting.
  • Payroll Validation: Undertakes regular validation of payroll data.
  • Documentation Maintenance: Produces and maintains up-to-date payroll documentation of processes, procedures, and in-house tools.
  • HR Lifecycle Administration: Ensures timely delivery of HR employee lifecycle administration in line with service level agreements (SLA).

15. HR Payroll Administrator Roles and Responsibilities

  • Payroll Processing: Review, process, and balance bi-weekly payroll for all company entities.
  • Tax Compliance: Ensure timely processing and accurate payments of State and Federal taxes.
  • HRIS Management: Own the technical payroll aspects of the company’s HRIS and payroll system.
  • Attendance & Compensation Oversight: Oversee the company’s time and attendance program, compensation and payroll administration, and reconciliations to General Ledger and other accounts.
  • Reporting: Complete related payroll and benefits reporting.
  • HR Support: Assist the Human Resources Team with cloud filing, employee status changes, training, employment verifications, and onboarding.
  • Professional Development: Continually seek training opportunities and stay up to date on industry and legal trends and changes.
  • Payroll Delivery: Deliver payroll functions for assigned employee groups.
  • Query Resolution: Investigate, resolve, and answer payroll-related queries from internal and external customers as the first point of contact.
  • Administrative Assistance: Assist with administrative functions, including preparation of routine reports such as PAYE, Labour Spend, Union Membership, and Training.
  • Parental Leave Follow-Up: Follow up with restaurant employees on parental leave applications and return-to-work dates.
  • Record Maintenance: Update and maintain employee records.
  • Customer Service: Ensure customers receive timely and professional service.

16. HR Payroll Administrator Duties

  • Time Review: Collect and review time and attendance forms for accuracy.
  • Data Compliance: Interpret time and attendance data to ensure compliance.
  • Payroll Simulation: Generate payroll simulation and compliance reports.
  • Query Handling: Review and resolve internal and employee queries.
  • Admin Support: Perform ad hoc admin tasks for the HR team.
  • Process Improvement: Identify and implement improvements.
  • Record Keeping: Organize and archive personnel records.
  • Database Update: Update the SAP database and provide reports.
  • Leave Info: Provide leave and work schedule information.
  • Collaboration: Work with HR, Finance, and management.

17. HR Payroll Administrator Functions

  • Personnel Administration: Ensure smooth, efficient, and high-quality personnel administration, data, and reporting processes.
  • Payroll Management: Oversee overall payroll process and manage interfaces with external providers and internal customers.
  • Contract Coordination: Coordinate employment contracts, modifications, and terminations.
  • Internal Communication: Communicate with colleagues and managers about administration, payroll, and time and attendance matters.
  • Third-Party Management: Manage contracts and invoices of third-party providers.
  • Payroll Support: Assist with weekly and monthly payroll processing for the site.
  • T&A Maintenance: Update and maintain the time and attendance system with new starters, holidays, and absences.
  • Query Resolution: Ensure all payroll queries are actioned, resolved, and escalated.
  • Administrative Duties: Maintain files and spreadsheets accurately and up to date.

18. HR Payroll Administrator Details and Accountabilities

  • Payroll Audit: Perform analytical pre/post payroll audits before and after transmission to ADP to ensure compliance with tax agencies and company policies.
  • Report Generation: Generate and review post-payroll reports for accuracy and compliance with other departments.
  • GL Reconciliation Support: Assist Payroll Manager with General Ledger reconciliation.
  • Garnishment Balancing: Balance garnishments using ADP reports and resolve discrepancies.
  • Tax Reconciliation: Assist Payroll Manager with payroll tax reconciliation monthly, quarterly, and annually.
  • Employee Support: Respond promptly to employee questions, information requests, and manual check processing.
  • Accounting Reconciliation: Prepare reconciliations including manual checks and payroll adjustments.
  • Payroll Processing: Manage various payroll runs.
  • Query Resolution: Respond to payroll queries from employees and managers.
  • Document Filing: Ensure all payroll documents are correctly filed.
  • Manager Training: Assist in coaching managers on payroll functions, SCTB policies, procedures, and legislation.
  • Staff Training: Assist in coaching staff on RosterOn and iChris/Chris21 Self-Service systems.

19. HR Payroll Administrator Additional Details

  • Global Payroll: Perform complete global payroll runs in foreign currencies and foreign banks.
  • System Transition: Play a key role in the work group managing the transition to a new system.
  • Data Quality: Ensure data quality in global IT systems such as Workday and Oracle.
  • HR Administration: Provide HR admin support including preparing employment contracts and addenda.
  • Employment Law Advice: Advise managers on employment law issues including terminations and warnings.
  • Project Participation: Contribute to HR operations projects like process and policy optimization.
  • Backup Support: Act as backup for colleagues during absences.
  • Inbox Management: Manage HR inbox, handling a wide range of HR and payroll queries and escalating when necessary.
  • Data Collation: Collate monthly data input to ensure accurate information is passed to payroll providers.
  • Record Maintenance: Maintain accurate employee records in HR systems and advise relevant departments of changes.
  • Payment Preparation: Prepare payment forms for monthly, ad hoc payroll, and invoice payments.

20. HR Payroll Administrator General Responsibilities

  • HR & Payroll Administration: Responsible for all HR and payroll administration.
  • Personnel File Maintenance: Maintain all staff personnel files and regularly update relevant HR documentation.
  • Leave Management: Ensure all leave forms are captured and sick claims are checked and submitted to the Motor Industry Council.
  • Report Preparation: Prepare and distribute various reports, including leave and sick leave reports.
  • Training Support: Assist with compiling monthly training information related to skills development and employment equity.
  • Payroll Assistance: Provide general assistance with payroll-related issues such as workmen's compensation claims, pension, medical aid, bank detail changes, status changes, and beneficiaries.
  • Payroll Management: Manage complete payroll and HR administration for all Beauty Consultants.
  • Payroll Liaison: Liaise with Payroll Bureaus (ADP and Softcom) to ensure timely and accurate payment of Beauty Consultants.
  • Process Improvement: Participate in improving processes, systems, and reporting to support the business.
Relevant Information
What Does A Payroll Administrator Do?