What a Payroll Specialist Does (Day-to-Day)

PCS ELEARN - BLOGS

What a Payroll Specialist Does (Day to Day)

A payroll specialist is the person who makes sure employees get paid accurately, on time, and in compliance with payroll and tax rules. Day to day, their work is a mix of math, systems, communication, and careful double-checking—because one small error can affect someone’s paycheck, benefits, or tax withholding.

A Typical Day-to-Day for a Payroll Specialist

1) Review timekeeping and attendance


Most days start with confirming hours worked are correct—especially for hourly teams. Payroll specialists:

  • Check timecards for missing punches, overtime, PTO, holidays, or shift differentials

  • Follow up with supervisors on approvals or corrections

  • Verify new schedules, job codes, and pay rates match what’s in the system

2) Update employee changes


Payroll is constantly changing. A payroll specialist may enter or verify:

  • New hires, terminations, and rehires

  • Pay rate changes, promotions, and department transfers

  • Benefit enrollments (health, retirement, HSA/FSA)

  • Garnishments (child support, tax levies) and other mandatory deductions

  • Direct deposit updates and address/name changes

3) Process the payroll run


On payroll processing days, the specialist typically:

  • Runs a pre-check report to spot errors (negative net pay, unusual overtime, missing hours)

  • Calculates gross-to-net pay (earnings minus taxes and deductions)

  • Confirms totals by department or cost center

  • Submits payroll for approval (if required)

  • Finalizes payroll and releases direct deposit or check files

4) Answer employee questions


Payroll specialists are a key support contact for employees. They commonly handle:

  • “My check is short” or “Why was my pay lower?”

  • Questions about tax withholding and W-4 changes

  • PTO balances and holiday pay

  • Benefit deductions and 401(k) contributions

  • Pay statement explanations (earnings, taxes, deductions)

5) Manage compliance and documentation


Payroll has strict rules and deadlines. Day to day includes:

  • Maintaining payroll records and audit trails

  • Protecting confidential data (SSNs, bank info, wages)

  • Following wage-and-hour rules and internal policies

  • Tracking deadlines for tax deposits and filings (often handled on a schedule)

6) Reconcile payroll and support accounting


Payroll isn’t done when employees are paid. Payroll specialists often:

  • Reconcile payroll registers to bank withdrawals

  • Balance payroll clearing accounts

  • Provide payroll journal entry information to accounting

  • Investigate and correct discrepancies (voids, reversals, adjustments)

Weekly, Biweekly, and Monthly Tasks

Depending on the company’s pay schedule, payroll specialists may also:

  • Prepare recurring reports for HR/Finance (labor costs, overtime, headcount)

  • Review benefit invoices vs. payroll deductions

  • Coordinate with HR on policy changes and employee status updates

  • Monitor garnishment payments and confirmations

Year-End Responsibilities

Toward the end of the year, payroll work ramps up with:

  • Verifying employee data (addresses, SSNs)

  • Preparing and correcting W-2s (and sometimes other year-end reporting)

  • Ensuring taxable benefits and fringe items are correctly reported

Why Payroll Specialists Matter

Payroll specialists protect both employees and the business. Employees rely on accurate paychecks, and employers rely on payroll to stay compliant, avoid penalties, and keep clean financial records. A strong payroll specialist is organized, detail-focused, discreet, and confident working with numbers and systems—every day.

For more information please visit: https://www.pontiscs.org/payroll-specialist-course