Meet Alisia Ortiz, Payroll Coordinator

Today, we’re thrilled to spotlight Alisia Ortiz, our dedicated payroll coordinator who has been a vital part of FootBridge since 2015. Describing Alisia’s impact on managing payroll for hundreds of contractors nationwide barely scratches the surface of her contributions. Her daily tasks are a whirlwind of phone calls, resolving contractor inquiries, and upholding the high standards of our staffing services with every job placement. Beyond her professional duties, Alisia infuses the workplace with unparalleled positivity and joy. She is a staunch advocate for women and minorities in the workplace and an avid learner, currently pursuing her Master of Science in Accounting with a focus on Business Administration. Her role is not just about processing payroll but also about ensuring the satisfaction of our contract employees, a task she approaches with a customer-centric mindset. Continue reading to uncover more about Alisia’s exceptional payroll expertise and how she ensures the satisfaction of our contract employees.

Question: While you might operate behind the scenes at FootBridge, your role as a payroll coordinator is crucial in guaranteeing that contract employees receive timely payments. What does this process entail?

Alisia: Countless steps are implemented to ensure our payroll system operates seamlessly. While some tasks require manual intervention, the majority of our payroll process is automated to minimize errors – including a contractor log-in where contractors may record their hours worked. We also meticulously handle the onboarding process in collaboration with our administrative team, making sure that taxes, benefits, insurance, sick leave, PTO, and the correct state of employment are accurately entered into our database. 

Regarding my approach, I adopt a careful stance, mindful that inconsistencies can surface without warning. Take, for example, a contractor who might inadvertently provide two distinct addresses on their documentation. It’s crucial for us to log their permanent address correctly, as this is where tax forms are dispatched. On the subject of taxes, when registering to operate in a new state (we are authorized to work in all 50 states), we are also obligated to remit quarterly tax payments, so once a contract employee works for us, we notify the state. 

Question: Given that contract employees often operate across various locations, how important is open communication to the payroll process?

Alisia:  Effective communication is crucial for ensuring that contractors receive their payments. This process involves setting up direct deposits, issuing pay stubs, and mailing manual checks. Accuracy is constantly verified, as human errors can occur, such as a contractor entering the wrong week. Given the frequent onboarding of new hires, it’s vital to explain the time entry system and reassure them that support is always available.

Additionally, managing taxes is a significant responsibility. For instance, if a contract employee works out of state and receives a per diem, I inform them that this amount is non-taxable for the first year as a government incentive for working away from home, but it becomes taxable after that. We also handle various notifications, such as those related to child support, wage garnishments, tax levies, and pay discrepancies. Sometimes, contractors need to be made aware of these issues, necessitating clear and prompt communication.

Question: As the primary point of contact for inquiries regarding contract employees’ payroll, you must handle a wide range of questions. Could you share some of the most common ones you encounter?

Alisia:  Our engineers frequently find themselves working across multiple locations, conducting fieldwork at a plant before returning home to analyze data for an additional four weeks. Similarly, contractors might shift between sites while technically remaining on the same project. It is crucial to document these movements as they significantly affect tax considerations. For example, an individual might spend three months in New York and then relocate to New Jersey. Therefore, maintaining open communication between our sales and recruiting teams, along with the direct manager of the contract employees, is essential. Doing so ensures a smoother tax filing process in April for the contract employees, as having this information in advance prevents the need to open a case later.

Question: You’re on the verge of marking a decade with FootBridge! What aspects of your work bring you the greatest joy?

What I truly appreciate is the variety each day brings, accompanied by its unique challenges. Mondays are dedicated to preparing payroll and handling wage garnishments. When a new client comes on board, I guide them through entering hours and expenses. Tuesdays involve processing payroll, while Wednesdays are reserved for making journal entries. Additionally, I assist with closing the month’s financials. I am also grateful for the career growth opportunities at FootBridge and for having a manager who invests in my development rather than leaving me stagnant. It’s not always easy, but it’s always rewarding.

Question: Finally, given your enthusiasm for championing women and minorities in the workplace, what crucial insights do you wish to share with others?

Alisia: I wish for women across all cultures to understand that if they harbor a dream and possess the determination to pursue it, everything becomes possible. Equally crucial is the act of voicing one’s aspirations, as you never know what kind of opportunities might be waiting just around the corner. For example, I felt the need to enhance my tax and accounting expertise. Therefore, following numerous discussions with our CFO, Emily Ingersoll, and conversations with friends and family, I decided to enroll in Merrimack College’s online Fall 2024 curriculum to earn my Master of Science in Accounting with a focus on Business Administration.

As a minority, I also believe it is essential to make one’s voice heard. My ambition is to grow alongside FootBridge and remain a valuable asset to the team, but I couldn’t have done so if I never spoke up. Concurrently, I am committed to raising awareness about the importance of women and minorities in the workplace. I hope my journey can inspire others to achieve similar success, whether through internships at FootBridge or by engaging with underserved communities to host job fairs, skill-building workshops, and more.

On a personal note, when I confided in my daughter about my contemplation of pursuing a master’s degree, which had been on my mind for several years, she encouraged me with a heartfelt, “You can do it!” Her words have been a tremendous source of motivation, reminding me that everyone benefits from having a cheerleader in their corner. For instance, Emily and I often discuss the value I contribute to the company, and as I continue to grow personally and professionally, I anticipate numerous opportunities opening up for me at FootBridge. Achieving a managerial role would be a dream come true, and I am genuinely excited about the future that awaits.

Are you interested in a career at FootBridge? We’d love to hear from you! Contact Joe Squires at:  jsquires@footbridgecompany.com.