Payroll Questions Flashcards
What is OTG?
Joint venture between Ferrovial Construction and Vini Construction to design and build Ontario Line Subway - South which is a subway tunnel from the Exhibition to Don Portal.
One above ground and two below ground stations to be integrated with an addition of four new stations (Exhibition, Osgoode, Queen, King/Bathurst)
The contract was awarded to OTG in 2023 and is expected to be completed in 2030.
Reduce rush hour crowding
Traffic congestion
Improve access to transit
More economy and community growth
DBF Model - Payments are made when milestones are met, majority risk is undertaken by project company
What are my greatest strengths?
From my experiences, my greatest strength would be attention to detail, financial transaction accuracy, ability to ensure compliance with company policy and industry regulations.
When working with Fintrac and ATF and AML compliance
Proficient in monetary transactions, reconciling accounts, processing payroll-related data, and ensuring strict confidentiality of records.
Not outside the regular pattern or scope of behavior
CRA for Smart Telecon
What is my greatest weakness
I tend to be highly detail-oriented, which means I sometimes spend extra time double-checking work to ensure accuracy. While this is beneficial in financial and payroll roles, I have been working on balancing efficiency with thoroughness by setting structured review processes and trusting automation tools to streamline my work without compromising accuracy.”
What would be an ideal role or career for me?
My ideal career would be in Payroll Administration, Financial Services, or Compliance, where I can leverage my strengths in financial transactions, data analysis, and regulatory compliance. A Payroll Coordinator, HR Payroll Specialist, or Compliance Officer role would be a great fit, as I enjoy working with numbers, ensuring accuracy in payroll and accounting processes, and helping organizations stay compliant with financial and labor regulations.
Long-term, I see myself advancing into Payroll or Finance Management, where I can contribute to policy development, process optimization, and strategic financial planning within an organization.”
What skills do I currently have?
Payroll Administration & Compliance (Wage & hour laws, labor law compliance)
Financial Transaction Processing (Deposits, withdrawals, account reconciliation)
Accounts Payable/Receivable Management
Banking Operations & Financial Product Sales
Cash Flow Management & Revenue Tracking
Confidential Records Management
Technical Skills:
Microsoft Office Suite (Excel, Word, Outlook) – Advanced Excel skills (pivot tables, data analysis)
Financial Reporting & Statement Preparation
Wire Transfers, Stop Payments & Account Transfers
Accounting & Payroll Software
Knowledge (based on experience in financial roles)
Interpersonal & Leadership Skills:
Customer Relationship Management (Banking & hospitality experience)
Problem-Solving & Conflict Resolution
Team Leadership & Employee
Training
Multi-Tasking & Time Management
Can you walk me through the steps of processing payroll from start to finish?
Certainly. The payroll process begins with collecting and verifying employee time records to ensure accuracy. Next, I input this data into the payroll system, accounting for regular hours, overtime, and any leave taken. I then apply necessary deductions, such as taxes, benefits, and garnishments, ensuring compliance with federal and provincial regulations. After calculating net pay, I process payments through direct deposits or checks. Finally, I generate payroll reports for record-keeping and conduct reconciliations to confirm accuracy before closing the payroll cycle.”
How do you handle payroll discrepancies caused by timesheet errors?
When a timesheet error is identified, I first compare the timesheet with attendance records to pinpoint the discrepancy. I then communicate with the respective employee and their supervisor to clarify and correct the information. Once the accurate data is obtained, I adjust the payroll records accordingly and process any necessary corrections promptly. To prevent future errors, I advocate for regular training on accurate timekeeping and implement checks to catch discrepancies early.”
How do you ensure the confidentiality and security of employee payroll information?
Maintaining confidentiality is paramount in payroll management. I ensure that all payroll data is stored securely, using encrypted systems with restricted access. Physical documents are kept in locked cabinets, accessible only to authorized personnel. I also adhere strictly to company policies and privacy laws, ensuring that sensitive information is shared only when necessary and with appropriate consent.”
Describe a challenging situation you faced while processing payroll and how you resolved it.
In a previous role, we encountered a situation where a system glitch caused multiple employees to receive incorrect pay amounts. Upon discovering the issue, I immediately investigated to identify the root cause and extent of the problem. I communicated transparently with the affected employees, explaining the situation and outlining the steps we were taking to rectify it. Working with the IT department, we resolved the system issue and processed the necessary payroll corrections promptly. This experience reinforced the importance of system checks and clear communication during unforeseen challenges.”
How do you ensure accuracy in year-end payroll processing (e.g., T4 preparation)?
Situation: At Smart Telecom, I assisted with financial statement preparation, ensuring payroll data accuracy for tax reporting.
Task: I was responsible for verifying payroll records and preparing T4 slips.
Action: I audited year-end payroll data, cross-checked tax deductions, and ensured all T4 slips matched CRA requirements before distribution.
Result: Employees received error-free T4 statements, avoiding corrections and tax-filing delays.
How do you ensure compliance with payroll laws and regulations?
Situation: At Smart Telecom, I handled financial records, payroll data verification, and compliance reporting.
Task: I needed to ensure payroll processes met Canadian tax laws (CRA), Ontario’s Employment Standards Act, and WSIB reporting requirements.
Action:
Regularly reviewed payroll tax laws and deductions (CPP, EI, WSIB premiums) to ensure proper withholding.
Conducted quarterly audits to ensure tax remittances were submitted correctly and on time.
Attended payroll compliance webinars to stay updated on regulatory changes and best practices.
Result: Maintained 100% payroll compliance, preventing penalties and ensuring smooth financial audits.
📌 Why this answer works: OTG operates in a highly regulated infrastructure industry. This answer demonstrates deep payroll compliance knowledge and proactive learning, which are critical for this role.
- Tell me about a time you handled an urgent payroll deadline.
Situation: At The Keg, an unexpected payroll system outage delayed processing. Employees expected on-time pay, and manual intervention was required.
Task: My responsibility was to quickly process payroll while ensuring accuracy despite the system failure.
Action:
Used manual payroll processing to verify hours, deductions, and net pay calculations.
Cross-checked payroll amounts using Excel pivot tables and batch reconciliation.
Worked with management to approve emergency payroll funding for affected employees.
Result: Ensured 100% payroll completion despite system downtime, avoiding late payments and employee dissatisfaction.
📌 Why this answer works: OTG requires handling high-volume payroll under tight deadlines. This answer highlights resilience, problem-solving, and emergency payroll execution.
- Describe a time you helped an employee with a payroll-related issue.
Situation: At Meridian Credit Union, an employee was confused about why their net pay was lower than expected after working overtime.
Task: I needed to explain the payroll deductions process while ensuring the employee understood the tax implications of overtime earnings.
Action:
Reviewed their pay stub, explaining how increased earnings pushed them into a higher tax bracket.
Provided them with resources on adjusting tax withholdings for future pay periods.
Result: The employee left with a clear understanding and adjusted their withholding options for better financial planning.
📌 Why this answer works: OTG’s Payroll Coordinator will handle employee payroll inquiries. This response shows patience, payroll expertise, and financial literacy.
General ICI Inquiries
Maintain all time records, job costing allocations, employment and payroll records for at least 12 months
International Union of Operating Engineers (IUOE) Local 793 and Amalgamated Transit Union (ATU) which represents transit unions Local 113
If you’re managing payroll under a CBA, you must:
✅ Apply contractually agreed wage rates and benefits
✅ Process overtime and shift differentials as per union agreements
✅ Follow payroll deadlines for union dues and remittances
✅ Ensure compliance with grievance procedures for payroll disputes
Salary Negotiation
Toronto average salary for paryoll coordinator for this role is $65,000 to $80,000. Melissa discussed various benefits including vacation, transportation stipend. Considering my experience I’d be open to any number within this range, I want to emphasize that I my biggest priority is to gain more professional experience and applying what I learned in school.
Tell me about yourself
At Meridian Credit Union, I managed a high volume of financial transactions, ensuring meticulous attention to detail and adherence to banking regulations. This role enhanced my proficiency in handling complex financial data and reinforced my commitment to accuracy.
In my tenure at Smart Telecom, I was responsible for financial record management, including payroll reconciliations and tax reporting. I ensured compliance with the Canada Revenue Agency (CRA) guidelines and the Employment Standards Act (ESA), which deepened my understanding of payroll regulations and compliance requirements.
While at The Keg Steakhouse & Bar, I played a pivotal role in tracking employee hours, managing gratuities, and ensuring compliance with Ontario wage laws. This experience provided me with valuable insights into payroll management within the hospitality industry and the importance of precise record-keeping.
Why did you choose OTG
I am particularly drawn to the Payroll Coordinator position at Ontario Transit Group because of OTG’s commitment to transforming Toronto’s transit infrastructure. I am inspired by your mission to connect communities and enhance mobility through the development of the Ontario Line South subway expansion.
I am eager to contribute my expertise in payroll management to support OTG’s vision of delivering a world-class subway system that enriches the commuter experience in Toronto.”
