University of Charleston

Posted January 10, 2020

Payroll Clerk – Business Office

University of Charleston

The Payroll clerk will be responsible for processing the biweekly payroll, maintaining supporting documentation for all pay rate & position changes, preparing departmental reports, and maintaining personnel files.



  • Biweekly Payroll (summary)
    • Verify all required forms have been completed by new employees and process accordingly
    • Enter and set-up all wages and benefits for new employees
    • Make all employee changes
  1. Wages, Status, Title, Position changes
  2. Changes to direct deposits, addresses, benefits, taxes, city fee, parking changes, garnishments (calculate amount each pay on % garnishments)
  3. Pay careful attention when setting up adjunct or 9-10 month contracts – calculate number of pays for each (varies) and amount per pay and use correct code with correct end date
    • Enter stipends – make sure documentation is made for employee file
    • Update salaried employee leave
    • Enter time from timesheets, download time from TimeClock Plus and review for errors, question anything that does not appear to be correct
    • Check everything on payroll CALC, make changes and adjustments, etc.
    • Submit payroll direct deposit on Wednesday to post to employee accounts Friday morning
    • Cut, fold, sort and distribute paper checks (mail employee checks; student workers pick up checks from Student Solutions)
    • Ensure all vacation accrual is accurate and up-to-date after each payroll
    • Send reports to departments after payroll (Food Service, Advancement, CWS & Financial Aid)
  1. College Work Study paid information (LAER) to CWS
  2. Updated leave balances to Food Service and Facilities
  3. Annual Giving report to Advancement
    • Update Business Office & HR spreadsheets with payroll information after payroll is processed
  1. Document timesheets and leave reports received on tracking spreadsheet
  2. Run query for use by Business Office showing all deductions
  3. Update Master Employee Spreadsheet (add new hires & info, delete termed)
  4. Send out information on new hires and employees who have left to the

“New Hire List” for use in mailroom, security, IT, website employee list, etc.

5.      Update spreadsheet with benefit paid amounts for benefit tracking

    • Term employees in system when leaving employment and verify that all documents have been received before filing
    • Void checks as required with careful attention to month and quarter performed and document for W2 and 941 tax reconciliations
    • Research payroll errors, prepare manual checks if needed, prepare journal entries as needed.  Document errors for W2 and 941 tax reconciliations
    • Calculate payroll, vacation and benefit payouts, process manual checks as needed or process with regular payroll
  • Retirement
    • Provide report of biweekly payroll submission to HR administrative assistant
    • Assist employees with questions
  • Process and respond to Garnishment requests
  • Review New hire packet with new employees
  • International Students – help monitor work hours per week
  • All students working on campus – assist with payroll documents and other payroll related issues
  • Keep Personnel Files updated and maintained
  • Yearly pull of personnel files and timesheet files to be moved to historical files
  • Close out CWS year and obtain list of students that did not return to UC or graduated and pull student records for historical files
  • TimeClock Plus administration, assist with troubleshooting and employee set-up
  • Answer employee payroll and benefit questions as needed and assist with problems
  • Address needs of walk-in’s and assist or direct to correct person
  • Monthly department of labor payroll reporting
  • Yearly employee information for Unemployment Administrators to calculate cost/savings/usage, etc.
  • Employment verifications – past and present – verbal and written
  • Work with HR to order employee give-away items and new hire gifts
  • Participate in HR Colleague User group meetings
  • Assist HR with employee programs and functions.
  • Assist with Open Enrollment
  • Assist with special Business Office projects as needed.
  • Keep Payroll/HR office organized and filing cabinets locked at the end of each day.
  • Responsible for organization of historical personnel files and payroll records
  • Filing – all payroll and personnel items
  • Other duties assigned



  • Bachelor’s degree in business or accounting
  • 2 – 4 years of processing payroll for a large, multi-state employer
  • Knowledge of approved accounting procedures
  • Excellent communication and organization skills
  • Microsoft office product experience (Excel, Word)


Review of resumes will begin immediately and continue until the position is filled.


Interested applicants should submit a letter of interest, a current resume, and the names of three professional references with contact information (including email address if available) to:

University of Charleston
Attention: Nikki Phillips, Payroll Manager
2300 MacCorkle Ave. SE
Charleston, WV 25304



The University of Charleston is an Equal Opportunity Employer