Payroll Roles

The payroll department is responsible for processing and distributing payroll in a timely and accurate manner and coordinates with external vendors.

The payroll department is responsible for processing and distributing payroll in a timely and accurate manner and coordinates with external vendors including payroll processing platforms, payroll partners and PEOs and internal customers including PeopleOps, Tax, Legal and Accounting. The payroll department is responsible for reports, earnings information and other payroll data on a recurring basis as well as compliance with federal, state and local requirements.

Responsibilities

Provide prompt, courteous, and efficient customer service to inquiries from team members
Process multiple payrolls concurrently
Coordinate with internal customers including but not limited to PeopleOps, Tax, Legal and Accounting
Coordinate with external service providers including payroll partners, PEOs and benefit providers
Compliance with federal, state and local requirements
Support internal and external audits

Requirements

Working knowledge of payroll best practices
Knowledge of federal, state and local regulations
Proficient with Google sheets (formula, pivot tablet, vlookup etc.)
Strong work ethic and team player
High degree of professionalism
Ability to deal sensitive and confidential information
Strong verbal and written communication skills
Organization, multi-tasking, and prioritization skills
Demonstrate initiative and handle constantly evolving priorities and contending demands
Highly organized and attentive to detail when working within the constraint of tight deadlines
Ability to collaborate and establish relationships cross-functionally within GitLab
Ability to use GitLab

Job Grades

Payroll Specialist

The Payroll Specialist reports directly to the Manager, International Payroll (EMEA/APAC/LATAM).

Payroll Specialist Job Grade

The Payroll Specialist is a grade 5.

Payroll Specialist Responsibilities

Provide prompt, courteous, and efficient customer service to employees who have questions regarding their pay
Review and approve expense reports
Assists with Year-End process
Prepare ad hoc reports as needed
Assist in the development and documentation of payroll procedures designed to streamline the process and scale with the organization
Support internal and external payroll audit requests
Verify and audit data processed by external payroll providers
Provide timely and accurate response to team members’ payroll related queries

Payroll Specialist Requirements

Extends that of Payroll

Payroll Analyst, US

The Payroll Analyst, US reports directly to the Senior Manager, Global Payroll Operations.

Payroll Analyst, US Job Grade

The Payroll Analyst is a grade 6.

Payroll Analyst, US Responsibilities

Extends the Payroll Specialist Responsibilities
Own and process payroll, including tax changes, direct deposits, loan repayments, deductions, retroactive adjustments, prorated payments, bonuses, fringe benefits, special pays, etc.
Process 401(k) and benefit changes
Responsible for data integration between HRIS and payroll systems
Register new state/local/SUI tax withholding account with local tax agency
Responsible for Washington and Ohio worker compensation insurance on annual and quarterly basis
Ensuring compliance with all compensation and tax regulations
Responsible for quarterly tax reconciliations for federal, state, and local
Responsible for managing Family leave and Medical leave for states
Responsible for month end reports
Conduct regular audits on payroll procedures and records
Report to management on payroll issues and changes
Stay current on state, federal and local payroll and tax laws
Support year-end reporting tasks

Payroll Analyst, US Requirements

Extends the Payroll Specialist Requirements
3-5 years payroll processing experience
Decision-making, problem-solving, and analytical skills
Ability to collaborate and establish relationships cross-functionally

Payroll Analyst, EMEA/APAC,LATAM

The Payroll Analyst, EMEA/APAC/LATAM reports directly to the Manger, International Payroll (EMEA/APAC/LATAM).

Payroll Analyst, EMEA/APAC,LATAM Job Grade

The Payroll Analyst, EMEA/APAC/LATAM is a grade 6.

Payroll Analyst, EMEA/APAC,LATAM Responsibilities

Extends the Payroll Specialist Responsibilities
Own and process payroll and payment for 65+ countries and all non-US team members
Managing review and approval of PEO invoices on monthly basis
Partner with PeopleOps, Country conversion team on international expansion
Responsible for working with Accounting on payroll funding for non-US legal entities
Responsible for monthly payroll tax filing and payments for various countries
Ensure compliance with all compensation and tax regulations
Responsible for data integration between HRIS and payroll systems
Conduct regular audits on payroll procedures and records
Report to management on payroll issues and changes
Prepare ad hoc reports as needed
Stay up-to-date on countries payroll tax laws and regulations
Support with year-end tasks for all legal entities outside of the US
Flexibility in dealing with multiple payrolls concurrently

Payroll Analyst, EMEA/APAC/LATAM, Requirements

Extends the payroll specialist requirements
3-5 years payroll processing experience
Decision-making, problem-solving, and analytical skills
Ability to collaborate and establish relationships cross-functionally

Senior Payroll Analyst

The Senior Payroll Analyst reports directly to the Manger, International Payroll (EMEA, APAC, LATAM).

Senior Payroll Analyst Job Grade

The Senior Payroll Analyst is a grade 7.

Senior Payroll Analyst Responsibilities

Extends the Payroll Analyst Responsibilities
Coordinates global payroll processing operations. Currently the company runs payroll in five countries and has partners in another three countries that provide payroll solutions to contributors
Responsible for managing the relationship with all PEO providers
Ensure that all relevant data is processed and track through the applicable payroll systems
Responsible for working with local tax and legal advisors to ensure the company follows local regulations with respect to payroll
Work closely with GitLab contributors and the People Ops team to ensure timely response to questions and requests that have been processed
Complete filings for payroll subsidies, where applicable
Support with year end tasks for all legal entities outside of the US
Establish and enforce proper policies, processes and controls
Mentor payroll analysts and contribute to review and approval of their deliverables

Senior Payroll Analyst Requirements

Extends the Payroll Analyst Requirements
5 - 7 years experience in payroll administration

Manager, Payroll

The Manager, Payroll reports directly to the Senior Manager, Global Payroll Operations.

Manager, Payroll Job Grade

The Manager, Payroll is a grade 8.

Manager, Payroll Responsibilities

Extends the Senior Payroll Analyst Responsibilities
Lead, manage and develop direct reports
Ensure stock activity for team members is properly processed and reported for team member and tax reporting purposes
Own relationship with PeopleOps
Subject matter expert for payroll implementation projects
Ensure compliance with local compensation and tax regulations
Responsible for data integration between personnel records and payroll systems
Stay up-to-date on local payroll tax laws and regulations including working closely with local tax and legal advisors to ensure the company follows local regulations with respect to payroll
Work closely with GitLab contributors and the People Ops team to ensure timely response to questions and requests that have been processed
Primary ownership for management and external reporting
Development and implementation of processes and procedures to enhance and streamline the workflow of payments
Primary contact point for external audit with respect to payroll matters

Manager, Payroll Requirements

7+ years experience in payroll administration, including 3+ years experience in managing a payroll team
Experience with SOX compliance
Public company experience a plus
Proficient with google sheets
Detail-oriented, self-directed and able to effectively complete tasks with minimal supervision

Specialties

US Payroll

US Payroll Responsibilites

Own and process payroll and payment for all team members in US
Review payroll vendor invoices on a monthly basis. Ensure that all invoices are coded properly and submitted to Accounts Payable prior to month end close
Own relationship with payroll vendor, ADP
Responsible for working with Accounting and Treasury on payroll funding and forecasting for US payrolls
Responsible for managing the relationship with payroll vendor, ADP

US Payroll Requirements

Experience with full-cycle payroll
Experience with ADP and Workday preferred
Experience with payroll accounting
Experience with processing stock transactions (ISO, NSO, RSU, ESPP)

International Payroll (EMEA, APAC, LATAM)

International Payroll (EMEA, APAC, LATAM) Responsibilities

Own and process payroll and payment for 65+ countries and all team members outside of the US
Review and approve PEO invoices on monthly basis
Own relationship with PeopleOps, Country conversion team on international expansion
Responsible for working with Accounting on payroll funding for legal entities outside of the US
Responsible for managing the relationship with all PEO providers
Responsible for working with Accounting on payroll funding for non-US legal entities
Responsible for Worker Compensation Insurance compliance for entities outside of the US
Development and implementation of processes and procedures to enhance and streamline the workflow of payments

International Payroll (EMEA, APAC, LATAM) Requirements

Experience with international payroll
Experience with CloudPay a plus

Manager, Global Payroll Operations

The Manager, Global Payroll Operations reports directly to the Director, Global Payroll Operations.

Manager, Global Payroll Operations Job Grade

The Manager, Global Payroll Operations is a grade 8.

Manager, Global Payroll Operations Responsibilities

Manage global operations of payroll for an assigned number of countries
Provides oversight of Professional Employer Organization’s (“PEOs”) and partners with the People Team where necessary to hold them accountable to SLAs for payroll.
Helps resolve team member issues that arise with taxation treatment including of equity transactions
Proactive research of various tax treatment for payroll in new and existing countries including equity income reporting requirements Serves as a point person for country compensation/payroll audits and helps coordinate cross-functional responses to audit requests. Identifies and resolves discrepancies
In collaboration with the general ledger accounting team, helps streamline the payroll accounting process.
Contributes to the strategic direction for the payroll function while meeting key controls and payroll compliance
Partner with Legal, Tax, and Country conversion teams for international expansion projects
Project manager for payroll when changing PEOs in partnership with People Group
Develop internal relationships and vendor partnerships to improve process efficiencies
Ensure all operational processes are controlled from a risk perspective, and have built-in control plans and assessments to regularly review their effectiveness
Assist the International Payroll Manager as needed with the set up of payroll processes in new countries as we expand operations
Ensure stock activity is properly processed and reported
Serve as a subject matter expert and point of contact for escalations and various ad hoc requests
Be a role model for the team, and develop a strong sense of shared team vision
Maintains professional and technical knowledge by attending educational workshops and reviewing professional publications
Work with PeopleOps, Legal, Tax and Accounting to ensure compliance with all laws, tax reporting and other duties as needed

Manager, Global Payroll Operations Requirements

6+ years of experience in international payroll processing
Experience with global third party payroll providers
Payroll accounting experience

Senior Manager, Global Payroll Operations

The Senior Manager, Global Payroll Operations reports directly to the Director, Global Payroll Operations.

Senior Manager, Global Payroll Operations Job Grade

The Senior Manager, Global Payroll Operations is a grade 9.

Senior Manager, Global Payroll Operations Responsibilities

Extends the Manager, Global Payroll Operations responsibilities
Manage overall global operations of payroll for 65+ countries
Leads the strategic direction for the payroll processes while meeting key controls and payroll compliance
Manage and mentor the payroll team
Partner with Legal, Tax, and Country conversion teams for international expansion projects
Project manager for all payroll implementations
Develop internal relationships and vendor partnerships to improve process efficiencies
Develop and prioritize processes to improve the payroll experience for team members
Ensure all operational processes are controlled from a risk perspective, and have built-in control plans and assessments to regularly review their effectiveness
Evaluate, develop and enforce the use of audit tools which support the payroll process
Set up payroll processes in new countries as we expand operations
Lead significant systems and process changes in the payroll function
Support month end close activities
Responsible for Worker’s Compensation policies and audits for US and locations outside of the US
Review and analyze current payroll, benefits and tax procedures in order to recommend changes to Company policies resulting in best practices
Oversee payroll audit process and reporting aspects of internal and external audits; identifies and resolves discrepancies
Ensure that all monthly, quarterly and annual payroll tax filings are met; ensure all local statutory payroll and fringe benefit reporting requirements are met
Ensure stock activity for US and international employees is properly processed and reported for employee and tax reporting purposes
Maintain compliance with all federal, state, and local payroll tax laws
Responsible for all system year-end tasks including the reset of 401K, FSA, HSA limits per yearly IRS guidelines
Preparer and administrator of W-2’s for US entities and annual tax documents for non-US entities
Serve as a subject matter expert and point of contact for escalations and various ad hoc requests
Special projects as assigned
Be a role model for the team, and develop a strong sense of shared team vision
Maintains professional and technical knowledge by attending educational workshops and reviewing professional publications
Prepare and manage budget related to payroll programs
Work with PeopleOps, Legal, Tax and Accounting to ensure compliance with all laws, tax reporting and other duties as needed

Senior Manager, Global Payroll Operations Requirements

Extends the Manager, Global Payroll Operations requirements
8+ years of experience as a payroll administrator
Experience managing people
Experience with large payroll platforms such as ADP or Paychex
CPP a plus

Director, Global Payroll Operations

The Director, Global Payroll Operations is a grade 10.

Director, Global Payroll Operations Responsibilities

Serve as a key contributor to the development of the operational and system road map for Payroll
Responsible for leading Payroll system and process improvement across the organization
Exemplify a collaborative approach in the payroll organization and ensure issues are addressed timely with the appropriate sense of urgency
Bring the payroll accounting function fully into the payroll organization and partner with the wider accounting team to ensure reporting and audit deadlines are met timely
Ensure global payroll compliance tasks are understood, documented and addressed timely
Provide critical input to the VP, Corporate Controller, and other members of senior management regarding the operational performance of the Payroll team, including recommendations for action and collaboratively developing operating policies and procedures to enable the attainment of corporate and business objectives
Evaluate PEO relationships from a payroll perspective and collaborate cross-functionally to recommend improvements or changes where needed
Support all M&A finance operations integrations
Lead the efforts for international expansions for payroll
Leading, motivating, developing, and retaining a high-quality global Payroll team
Develop Payroll reporting KPIs, including operational and financial metrics, and PEO related metrics and SLAs
Serve as a strategic business advisor and prepare ad-hoc reports and special analyses to facilitate management’s ability to understand business issues and drivers
Implement internal controls and maintain SOX compliance related to global Payroll procedures and processes

Director, Global Payroll Operations Requirements

15+ years of progressive growth in a global payroll function with experience at high growth companies, Software/SaaS industry experience is preferred
7+ years of management experience
5+ years of payroll accounting experience
Knowledge of ADP and Workday preferred
Experience working predominantly within Slack highly preferred
You share our values, and work in accordance with those values
Leadership at GitLab
Ability to use GitLab

Performance Indicators

Career Ladder

The next step in the Payroll job family is to move to an Accounting leadership role such as Director, Accounting Operations or other undefined role.

Hiring Process

Candidates for this position can expect the hiring process to follow the order below. Please keep in mind that candidates can be declined from the position at any stage of the process. To learn more about someone who may be conducting the interview, find their title on our team page.

30 minute screening call with our Recruiters
50 minute interview with Hiring Manager
2 - 4 30 minute direct report and peer interviews
30 minute interview with our Senior Manager, Total Rewards
45 minute interview with an Executive for any Manager and above role

Additional details about our process can be found on our hiring page

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Last modified November 15, 2024: Finance HB side bar organization (cfc24c9a)

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