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Payroll Tax Specialist

Company: APN Software Services Inc
Location: Atlanta
Posted on: January 15, 2021

Job Description:

The Sr. Specialist supports client SUTA State Unemployment Tax Act compliance and reporting with the required state agencies. The Sr. Specialist also supports the client experience by streamlining and automating the onboarding process. In order to successfully complete all outstanding backlog, account state clean up, upcoming championship season, and heavy rate notice seasons will need the following additional head count over the next 6 months: 3 --- Contractors for 6 months to assist with over 40,000 rate notices projected to be mailed in from October-March. Currently 3 Full Time associates support this process along with 3 contractors and they will not be able sustain opening, scanning, and approving the notices into ANTS. -- Current backlog as of today in pending notices is 6034. An average of 600-700 a day can be reviewed and approved by the team of 3. -- The team is receiving and opening 4-6 bins of mail a day that can equal up to 2000 pieces of mail that has to be reviewed and distributed to various teams. 6 - (2 dedicated to Name and FEIN change and 4 to all other aspects of the account set-up workflow) --- Contractors for 6 months to assist with Account Set-Up, Name/FEIN changes, State Account Clean Up, POA review, Third Party Admin Set-Up, and PEO registrations and POA---s. Currently we have 9 Full Time Associates and 9 Temporary Associates supporting this process and the volume has not slowed down. -- Current Active Backlog --- Account Set-Up 7,841 and Name and FEIN changes --- 1,320. o New/Initiated --- 4504 which is resulting in 1400 Salesforce cases and this will continue to grow until we can get the New accounts processed and documents remitted and received back from customers. o Registrations/State Follow-Up --- 3,337 that need to either be registered, TPA set up, State communication follow up. o Other --- 1,172 --- miscellaneous actions or non-actions on account set up or waiting on account set up because of not meeting thresholds. o NFC - New/Initiated --- 898 which is resulting in 150 Salesforce cases. o NFC - Registrations/State Follow-Up --- 422 that need to either update the state, register the customer, or follow up with the state to ensure the changes have been accepted. -- State account clean up --- This is unable to be worked because of active workflow listed above. All of the items listed below are crucial to ensure compliance and remove risk from TriNet. We should not have access to accounts that are no longer contracted with TriNet, and we should not be accessing accounts that does not have a valid POA on file. o Currently we have over 300 internal salesforce cases that need account set-up actions completed on them. o Prior to mid-year 2017 POA---s were not collected as they should have been. There are many that are either missing, expired, or incorrectly completed. o Prior to mid-year 2019 accounts did not have TPA assigned properly which drives a tremendous amount of cases from Client Tax Reporting to have these accounts researched and set up properly after review has been completed. o Non-Profit customer accounts need to be reviewed to ensure they were set up properly. o Name and FEIN change discrepancies that are identified outside of the normal workflow. o State portal review to ensure all inactive or termed accounts have had their access removed. 3 --- Contractors for 6 months to assist with Off-boarding customers. Currently there are 3 permanent associates supporting this process. The off-boarding flow currently has 994 clients in the workflow with the majority in Pending QE reporting and QE Follow up which is disconnections. We are still receiving termination SO---s for 12/31/20. We are receiving a large number of rate and account number requires. There are also 7,058 current open notices in ANTS for terminated clients. Not all of these are assigned to Off-boarding at this time but they need to be reviewed and confirmed that the disconnections have been forwarded to the state. As additional rate notices are received, we will continue to see an influx. We also have documents saved on the drive that need to be moved to Ants or the sui record. These are back from when assistance was offered from other teams but the person assigned to work with us was unable to continue in the flow due their own workload. Additionally, the resources being requested will be able to assist in the daily workflow for off-boarding, while the permanent associates focus on updating all Federal and State taxing jurisdictions with the recent officer changes. The team is working every day to clear as much as they can in the current workflow. Some of the drivers for the rising backlog are as follows: -- Covid 19 --- Customers setting up new and existing WSE---s in remote work locations. -- FTE --- from 15 to 8 -- Time that is involved with chasing customer documents needed in order to register since 70% of the volume is for existing customers with new exposure. -- A full end to end process that takes longer because of registrations and Third Party Administration (linking). -- Various other teams cleaning up data and processes has a downstream impact on compliance to correct accounts and work with states to fix things that could have been done incorrectly. -- Name and FEIN changes have dramatically increased this year, and Unfortunately they are secondary to be worked on compared to new registrations -- Off-Boarding is the heaviest during January with customers terminating effective 12/31/2020. Job Requirements: 3 --- Contractors for 6 months to assist with Off-boarding customers. Currently there are 3 permanent associates supporting this process. The off-boarding flow currently has 994 clients in the workflow with the majority in Pending QE reporting and QE Follow up which is disconnections. We are still receiving termination SO---s for 12/31/20. We are receiving a large number of rate and account number requires. There are also 7,058 current open notices in ANTS for terminated clients. Not all of these are assigned to Off-boarding at this time but they need to be reviewed and confirmed that the disconnections have been forwarded to the state. As additional rate notices are received, we will continue to see an influx. We also have documents saved on the drive that need to be moved to Ants or the sui record. These are back from when assistance was offered from other teams but the person assigned to work with us was unable to continue in the flow due their own workload. Additionally, the resources being requested will be able to assist in the daily workflow for off-boarding, while the permanent associates focus on updating all Federal and State taxing jurisdictions with the recent officer changes. The team is working every day to clear as much as they can in the current workflow. Some of the drivers for the rising backlog are as follows: -- Covid 19 --- Customers setting up new and existing WSE---s in remote work locations. -- FTE --- from 15 to 8 -- Time that is involved with chasing customer documents needed in order to register since 70% of the volume is for existing customers with new exposure. -- A full end to end process that takes longer because of registrations and Third Party Administration (linking). -- Various other teams cleaning up data and processes has a downstream impact on compliance to correct accounts and work with states to fix things that could have been done incorrectly. -- Name and FEIN changes have dramatically increased this year, and Unfortunately they are secondary to be worked on compared to new registrations -- Off-Boarding is the heaviest during January with customers terminating effective 12/31/2020.

Keywords: APN Software Services Inc, Atlanta , Payroll Tax Specialist, Human Resources , Atlanta, Georgia

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