Payroll Specialist - US/Canada

Sardine; United States; Remote; USD 95,000 - 130,000; Full time

Benefits offered by this job

Remote-first culture

Generous compensation with equity

401k matching (US) / RRSP matching (C

MacBook Pro delivered to your door

Home office stipend

Monthly meal stipend

Learning stipend

Flexible paid time off

Job summary

Sardine is seeking a dedicated Payroll Specialist to manage payroll across our global workforce, including US, Canada, and Lithuania, via Rippling and Deel for contractors and EOR arrangements.

You will own end-to-end payroll processing, tax compliance, and benefits funding while partnering with People Ops, Finance, and vendors to ensure accurate, timely payments and regulatory adherence. This role supports a remote-first culture across time zones.

Qualifications

• 5+ years of payroll experience, including multi-state US payroll.
• Canadian payroll experience required; international experience is a plus.
• Experience with corrections, retroactive payments, tax notices, and year-end reporting.
• Experience with payroll platforms such as Rippling and Deel, and retirement plan vendors such as Fidelity or Wealthsimple.
• Strong knowledge of U.S. federal, state, and local payroll regulations and tax requirements.
• Strong understanding of payroll accounting, including accruals, liabilities, reconciliations, and year-end reporting.
• Experience supporting year-end financial statement audits and preparing payroll audit schedules.

Responsibilities

• Oversee and execute the end-to-end global payroll for US and international entities, including EOR and contractor arrangements.
• Process off-cycle and correction payroll runs, including retroactive pay, sign-on bonuses, commissions, garnishments, and disability payments.
• Manage relationships and SLAs with global payroll platforms (Rippling, Deel, Fidelity, Wealthsimple).
• Establish SOPs, internal controls, and variance reporting standards for payroll accuracy.
• Support annual payroll compliance reporting for the US, including W-2 preparation and audit.
• Oversee retirement program funding and compliance across US/Canada; handle regulatory/provider challenges.
• Manage payroll tax registrations, notices, amendments, unemployment claims, and year-end corrections.
• Assist with payroll accounting reconciliations and balance sheet accuracy; support audits.

Skills

Multi-state payroll

Payroll tax compliance

Canada payroll

US payroll regulations

Rippling

Deel

Wealthsimple

Fidelity

Attention to detail

Cross-functional collaboration

Deadline-driven

Confidential information handling

Tools

Rippling

Deel

Fidelity

Wealthsimple

Job description

Who we are:

Sardine is the leading agentic risk platform for fighting financial crime. Our integrated solution unifies data across risk teams to help organizations stop fraud in real time, prevent AI-driven attacks, and automate fraud and AML operations. Sardine’s platform is strengthened by one of the fastest-growing fraud consortiums in the market, spanning more than 6 billion profiled devices, 800 million consumers, and 3 million businesses worldwide. Leading companies including FIS, GoDaddy, Intuit, Edward Jones, ZoomInfo, and Checkout.com rely on Sardine to secure and grow trust in their products.

Our culture:

• We hire talented, self-motivated individuals with extreme ownership and high growth orientation.

• We value performance and not hours worked. We believe you shouldn't have to miss your family dinner, your kid's school play, friends get-together, or doctor's appointments for the sake of adhering to an arbitrary work schedule.

• We're a remote-first team spread across time zones, so no office to report to - work from wherever helps you do your best work. Just a couple of things to keep in mind: pay is based on where you're located, and you'll need to keep a home base in the country you're hired in. So while we love the "coffee shop today, mountains tomorrow" life, this isn't a passport-optional, work-from-anywhere-on-Earth kind of remote - think flexible within your country, not borderless.

Location:

Remote - US or Canada

About the Role

We are seeking a Payroll Specialist to manage payroll across our global workforce. You’ll handle payroll for employees in the United States, Canada, and Lithuania, as well as contractor and EOR payroll through Rippling and Deel. The ideal candidate will possess a solid understanding of payroll procedures and exceptional attention to detail.

You’ll also manage payroll taxes and state registrations, retirement plan funding, workers’ compensation coverage, and payroll corrections. You’ll work closely with People Operations, Finance, and our vendors to make sure employees are paid accurately and on time.

What You’ll Do

Global Payroll

• Oversee and execute the end-to-end global payroll across US and other global entities, as well as EOR and contractor arrangements worldwide.

• Process off-cycle and correction payroll runs, including retroactive pay, sign-on bonuses, commissions, garnishments, and short-term, long-term, and state disability payments.

• Manage relationships and SLA performance with global payroll, EOR, and benefits platforms (Rippling, Deel, Fidelity, Wealthsimple).

• Establish standard operating procedures (SOPs), internal controls, and variance reporting standards to ensure 100% precision in period-over-period payroll, off-cycle adjustments, and FX reconciliations.

• Support annual payroll compliance reporting for the US, including the preparation, review, and audit of W-2s.

• Manage payroll tax registrations, agency notices, quarterly amendments, unemployment claims, and year-end corrections.

• Oversee governance, funding, and reconciliation for domestic and international retirement programs (US 401k, Canadian RRSP), resolving complex regulatory or provider challenges.

• Partner with People Ops to ensure tax compliance for global equity awards, Carta transactions, sign-on bonuses, garnishments, and short-term/long-term/state disability disbursements.

Accounting Operations

• Manage employee stipends and expense reimbursements.

• Support accruals, including commissions, bonuses, payroll taxes, and benefits.

• Ensure accuracy of payroll-related balance sheet accounts and support monthly and year-end reconciliations.

What You’ll Need

• 5+ years of payroll experience, including independently processing multi-state US payroll.

• Experience with payroll tax compliance and working with state agencies. Canadian payroll experience is required; additional international experience is a plus.

• Experience with correction runs, retroactive payments, tax notices, and year-end reporting.

• Experience with payroll platforms such as Rippling and Deel, and retirement plan vendors such as Fidelity or Wealthsimple.

• Strong knowledge of U.S. federal, state, and local payroll regulations and tax requirements.

• Strong understanding of payroll accounting, including accruals, liabilities, reconciliations, and year-end reporting.

• Experience supporting year-end financial statement audits and preparing payroll audit schedules.

• Ability to analyze payroll data, identify discrepancies, and resolve complex issues.

• Strong attention to detail and commitment to accuracy.

• Ability to manage deadlines in a high-compliance, deadline-driven environment.

• High level of integrity, discretion, and professionalism in handling confidential information.

• Strong interpersonal skills and ability to work cross-functionally with People, Finance, IT, and international teams.

Benefits we offer:

• Generous compensation in cash and equity

• Early exercise for all options, including pre-vested

• Work from anywhere: Remote-first Culture

• Flexible paid time off and Year-end break

• Health insurance, dental, and vision coverage for employees and dependents - US and Canada specific

• 4% matching in 401k / RRSP - US and Canada specific

• MacBook Pro delivered to your door

• One-time stipend to set up a home office — desk, chair, screen, etc.

• Monthly meal stipend

• Monthly social meet-up stipend

• Annual health and wellness stipend

• Annual Learning stipend

Join a fast-growing company with world-class professionals from around the world. If you are seeking a meaningful career, you found the right place, and we would love to hear from you.

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