Best Payroll Certification Programs

A certificate program is a set of courses that prepare an individual to enter the workforce. These programs typically take around one year to complete. A degree program, such as an associate degree or a bachelor's degree, is comprised of more courses and would take considerably longer to complete. Certificate program courses focus on the skill set needed in the industry. A degree program does offer career-related content, but it also includes general education courses such as math and English. Some certificate programs are designed to count toward an associate degree, which can be helpful to those who intend to continue their studies at a later date.

Two of the most important skills necessary for an individual working in payroll are confidentiality and attention to detail. Excellent organizational skills are also important because a payroll clerk must be able to retrieve files and documentation quickly and efficiently. Good communication skills are essential when tasked with resolving payroll disputes. Job advancement opportunities are available should an individual be interested in a supervisory or specialist position.

It is important to note that the increasing availability of easy-to-use business software products, such as payroll software, does negatively impact the job outlook for this career. The number of positions in administrative support roles, including payroll clerk, projected to become available in the future are limited. The U.S. Bureau of Labor Statistics (BLS) predicts that the position of financial clerk will show little to no growth in the ten-year period between 2019 and 2029. This does not mean that jobs will be unavailable, however. Instead, it simply means that there likely will not be a large number of new payroll or finance clerk positions created in that time frame. Employees will still be needed to replace payroll clerks who retire or change jobs. The BLS projects approximately 126,000 job openings for financial clerks per year from 2019 to 2029.

A certificate program is a set of courses designed to build career skills in a particular field, such as payroll. Each course contains learning objectives that are essential to be able to successfully complete the tasks that a payroll clerk would face in their daily job duties.

A professional certification is an industry-recognized credential, or qualification, that informs employers that potential employees have mastered a competency exam developed by a reputable association or organization recognized for their knowledge of that industry. The exam is taken after the certificate program has been completed. Some certification exams, such as the Fundamental Payroll Certification (FPC) may be taken by individuals prior to earning job experience in the industry. Other certification exams, such as the Certified Payroll Professional (CPP) requires experience working in payroll prior to qualifying for the exam.

Licensure is a more extensive qualification than professional certification. It typically requires ongoing professional training of a set number of hours each year. The exam is multi-part, and the individual must have an associate degree or above, as well as job experience in order to qualify. The National Association of Certified Payroll Specialists awards a Certified Payroll Specialist (CPS) license to individuals who are able to meet these qualifications and perform successfully on the exam.

Payroll clerks work in the human resources or finance departments of every industry with paid staff. Their job is essential to ensuring workers receive a paycheck. Payroll clerks who have a personal interest in travel might seek a payroll position in a travel company. Individuals who love fashion might look for a payroll position in a fashion merchandising company. Car dealerships employ payroll personnel to manage their staff paychecks. The potential to match personal interest to the employment industry is one of the benefits of the payroll clerk position.

The nonprofit sector also utilizes payroll staff. Churches, for instance, employ payroll clerks to manage paychecks for the staff. Charitable, service, or research organizations such as the Red Cross or the American Cancer Society are also examples of nonprofit entities. Payroll specialists in a nonprofit setting have essentially the same duties as their coworkers in for-profit industries, however they must also be knowledgeable regarding the specialized tax rules unique to their setting.

Leadership and supervisory positions are available after the payroll clerk has acquired on the job experience in their position.

Payroll Implementation Specialist

Payroll Implementation Specialists help clients, such as businesses or corporations, determine the best payroll software program to meet the needs of their specific company. The specialist first meets with personnel from the company to develop a clear understanding of their needs. Next, they identify a payroll software product that will meet those needs. Finally, the specialist helps train the employees in how to implement and use their new software system.

For this position, a bachelor's degree in human resources or a finance-related field is generally preferred by employers, along with an industry certification such as the Certified Payroll Professional (CPP) qualification, which is awarded by the American Payroll Association, or the National Association of Certified Public Bookkeeper's Payroll Certification. Payscale.com reports that the average annual salary for a Payroll Implementation Specialist is $58,879.

Certified Payroll Administrator

Payroll staff seeking to advance their career may be interested in a position as a Certified Payroll Administrator. In addition to ensuring payroll processing is timely and accurate, the administrator also prepares payroll reports for the management team, updates policies when needed, coordinates with the human resources department on any benefit or payroll changes, and ensures the payroll department complies with best practices for the industry. Good skills in customer service, problem-solving, and communication are essential in this role. Most employers do prefer applicants with an associate degree or higher, along with 3 to 5 years of experience in a payroll department. An industry certification such as the Certified Payroll Professional (CPP) qualification also helps with marketability. Certified Payroll Administrators can expect to earn an average annual salary of $51,381, according to Payscale.com.

Payroll Supervisor

Payroll department employees with five or more years of experience may qualify for a position as a Payroll Supervisor. An associate degree in business, accounting, or a related field is preferred for this role, along with the Certified Payroll Professional qualification or a related industry-recognized certification. Payroll supervisors work cooperatively with other departments such as Human Resources and Technology on payroll related issues, conduct audits, oversee compliance processes, train departmental staff, handle administration of the payroll systems, track payroll deductions and exemptions, and oversee processing of all payroll runs. Payscale.com reports that payroll supervisors earn an average salary of $62,339 per year.

Individuals who are interested in career advancement, but do not yet have the five or more years of experience necessary to apply for payroll supervisor positions, may be interested in the position of payroll coordinator. These positions typically require one to three years of experience, have similar job duties, and earn an average annual salary of $49,339, according to Payscale.com.

It is important to look at the specific list of classes that are contained within an institution's course offerings to determine whether the certificate will provide training relevant to a payroll position, and adequately prepare the student to be successful on a certification exam such as the Certified Payroll Professional exam. Topics should include payroll accounting, financial accounting, bookkeeping, and a financial software class. Courses in benefits and compensation, business law, and human resources may also be a part of the payroll certificate curriculum.

Payroll Accounting

A thorough understanding of the legal regulations surrounding payroll taxes and wages is essential to the roles of a payroll clerk. The Payroll Accounting course introduces students to these regulations, along with instruction on calculating unemployment taxes, preparing tax forms, and posting transactions. Net pay, wage garnishments, and the effect of benefits on employee compensation are also topics commonly covered during this course. Additionally, students are taught how to create supporting documentation such as individual payroll records and payroll registers.

Accounting Software Applications

While there are a wide variety of software application systems available for payroll, they all share basic components that are considered industry standards. Accounting Software Applications teaches students the skills necessary to utilize any software program their place of business would elect to implement. Students will learn about payroll adjustments, correcting and closing entries, payroll data entry, and the backing up and restoration of files. This course generally includes computer simulations.

Certificate programs for payroll typically take between two and three semesters to complete, or approximately 12 to 18 months, depending on whether the student elects to attend during the summer term. Programs often require completion of between 16 and 18 credits on average.

Should the program summary indicate the coursework can be completed in a much shorter time frame, such as one to two months, a careful reading of the program details is necessary. Some programs that are labeled 'certificate' may actually be a set of certification exam review courses for a certification exam such as the Certified Payroll Professional credential, and not an actual post-secondary certificate program. One way to distinguish these review courses from a certificate program is to note if the requirements reflect credits or hours. In general, a course series that is labeled 30-hour, for example, would likely be a review course, while a listing of classes that total 17 credits would be more reflective of a certificate program. It is important to ask the college representative if students are awarded an official post-secondary certificate at the end of the coursework.

Preferred format is an important consideration when choosing which payroll certificate program to attend. If in-person classes work best for the student, local community colleges or technical schools are an excellent resource. For those who prefer to attend online, an internet search is a good starting point. Additionally, the American Payroll Association (APA) has local chapters in every state, with contact information available. Calling or emailing the local APA chapter could prove helpful in obtaining recommendations for quality payroll certificate programs, as well as establishing a professional network of peers within the industry.

Completion of an online application is the first step for enrolling in a payroll certificate program. A residency form is required by some colleges in order to determine tuition rates. Official transcripts showing the awarding of a high school diploma or GED must be submitted. Some programs have additional requirements referred to as technical standards. These industry standards are essential motor, tactile, and critical thinking skills necessary to meet safety standards for the training program. Placement testing of academic readiness and completion of the Free Application for Federal Student Aid (FAFSA) complete the application process.

Tuition costs may vary by program format and location. Payroll certificate program tuition rates tend to range from around $90 per credit hour for resident students to about $325 per credit hour for out-of-state students. The National Center for Education Statistics reports the total cost of attending a community college averaged $10,704 per year from 2017 to 2018. This amount reflects the overall bill a student would pay, including tuition, fees, room, and board.

Financial Aid and Scholarship Resources for Payroll Certificate Programs

A first step when seeking money for college is completion of the FAFSA. FAFSA stands for Free Application for Federal Student Aid. While the FAFSA determines a student's eligibility for federal financial aid, many colleges use it to determine eligibility for local aid and scholarships as well. Completion of the FAFSA is included in the application process at many colleges. However, the form is readily available online, and may be completed individually as well.

Scholarships are another excellent source of financial aid. Industry-related organizations or associations can be a good resource for locating educational grants or scholarships. For example, local chapters of the APA offer scholarships to student members.