BP 11122023 129pm - Flipbook - Page 40
Payroll Software: Entity should be processed through Archdiocesan approved software.
Timesheets: Non-exempt employees should submit a timesheet to immediate supervisor for
approval/date each pay period. Accountant should track vacation, sick, and personal time for all
employees.
Approval of Payroll: The Leadership should approve payroll each pay period by reviewing and
initialing/dating the system generated pre-payroll report prior to payroll transmittal ensuring
proper amount and rate paid to each employee. Upon payment, Leadership should review and
initial/date post payroll report ensuring total payroll amount was correct.
Payroll Records Retention: The approved payroll register should be retained in accordance
with record retention guidelines. The payroll register should list the current and YTD earnings
for each employee.
Payroll Cycle: Employee paychecks should be generated bi-weekly, with a two-week pay period
lag. Contracted staff with the Office of Catholic Schools (principals, teachers, etc.) should be
paid according to the contract.
Method of Payment: Cash should never be used to pay for services rendered. It is recommended
that employees are paid via direct deposit through the payroll system; paper checks should be
discouraged. Diocesan clergy salaries are billed and paid to the Archdiocese, except for stipends,
which should be paid via check or Bill. Independent contractors should be paid via the accounts
payable process.
Payroll taxes: Payroll taxes should be withheld accurately and paid on time. Net payroll and
taxes should be traced to the bank statement. Accountant should review, print, initial, and date
the Paylocity prepared Form 941, Employer’s Quarterly Federal Tax Return, evidencing proper
tax liability has been calculated and paid.
Payroll Advances & Other Loans: Payroll advances and other loans should not be paid to
clergy, employees, independent contractors, parishioners, parents, etc., at the parish, mission, or
school level. Loan requests should be directed to the Office of Human Resources of the
Archdiocese and paid out of the Assistance Fund. Advances should be paid back within a twoyear period and will be deducted from the employee’s payroll check, to be remitted by the
location when invoiced by the Archdiocesan Finance Office. Contact the Chancery HR for other
financial benefits and/or resources that may be available to Archdiocese employees.
Religious Compensation Policy: Pastors, administrators, deacons, and religious receive the
appropriate compensation as stipulated by diocesan guidelines. Parish, mission, or school finance
or other councils/committees do not have the authority to approve compensation for pastors,
administrators, deacons, and religious. Contact the Archdiocesan Finance Office for more
additional guidelines.
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