Pastoral Documentation

What forms do I submit to the Human Resources Office when a new employee is hired?

Please submit a completed Disability Insurance Enrollment/Change Application and a completed Lay Employees Retirement Plan Enrollment Form for all employees.

What forms do I submit to the Human Resources Office when an employee terminates?

Please submit a completed Lay Employees Termination Form for all terminating employees. This form must also be faxed to DeGroot Management.

I’m having some construction work done at our Parish but the contractor I want to use says he is a “sole practitioner” and therefore isn’t required to carry Workers Compensation coverage by New York State. Can we waive the longstanding requirement that a contractor must show proof of Workers Compensation coverage in order to work on Church facilities?

The short answer is “No”.

Whether the contractor is required to carry WC Insurance or not is a matter strictly between him and the State of New York. However, whether a contractor without WC coverage is allowed to work on Diocesan premises is strictly a matter for us to decide and the decision should almost always be “no”.

What do I do if an employee is injured

When an employee is injured on the job the employer is required to file form C-2 (Employer’s Report of Injury) within 10 days. Once completed, the form is mailed to the Diocesan Risk Management Office (not the Workers’ Compensation Board). The form can be obtained through this office or from the Workers’ Compensation Board website @ www.wcb.state.ny.us.

Should you have questions while completing the form, please contact the Risk Management office and we will be more than happy to answer any questions and assist you in completing the form.

Do I have to wait until I fill out the Parish Financial Report at fiscal year end to see if I balance or can I do this on a monthly basis with my computerized printouts?

You can use your monthly financial statements (see previous question) to see if your parish is in balance. You will first need your Balance Sheet for June 30, 20XX from the previous fiscal year. The bank account balance minus any liabilities (payroll and accounts payable) will give you an adjusted bank balance (Cash on Hand), and then this adjusted bank balance will be added to your Profit and Loss Statement’s Total Income. Then take the period ending Balance Sheet bank account balance and subtract the liabilities (payroll and accounts payable), then add this adjusted bank balance (Cash on Hand) to your Profit & Loss Statements Total Expenses. These two new totals should agree with one another. Please see the following example:

Balance Sheet dated June 30, 2004 lists the following balances:
Parish Checking: $1,200.00
Payroll Liabilities: $300.00
Accounts Payable: $100.00
Balance Sheet dated October 31, 2004 lists the following balances:
Parish Checking: $1,700.00
Payroll Liabilities: $100.00
Accounts Payable: $0.00
The parishes Profit and Loss (Income) Statement for the period of July 1, 2004 to October 31, 2004 lists the following totals:
Total Revenue (Income): $30,100.00
Total Expenditures: $29,300.00

Using the above three reports, the following calculation would be performed to show the period of July 1, 2004 to October 31, 2004 is in balance:

1. Taking the parish checking account balance from the June 30, 2004 Balance Sheet and subtract the payroll liabilities and accounts payable from parish checking which will result in a total of $800.00 cash on hand.
2. Taking the parish checking account balance from the October 31, 2004 Balance Sheet and subtract the payroll liabilities and accounts payable from parish checking which will result in a total of $1,600.00 cash on hand.
3. Add the June 30, 2004 cash on hand of $800.00 to the total revenue of $30,100.00, which will result in $30,900.00 total cash receipts.
4. Add the October 31, 2004 cash on hand of $1,600.00 to the total expenditures of $29,300.00, which will result in $30,900.00 total cash expenditures.
5. See numbers 3 and 4 above results of the totals agree, which mean that the parish is in balance for the period. Now do the same for your Mass Stipend Account and Cemetery Account.

Do all of the lay employees (hourly and salaried) have to complete a time card, or do just the hourly employees?

Federal and New York State labor laws state, “All lay employees (hourly and salaried) must turn in a signed time card as a condition of employment.” The employee must sign these time cards, and their immediate supervisor signs and/or initials to verify hours worked. These time cards must be submitted to the supervisor the next business day after the pay period ends. Payroll should not be processed until the payroll clerk receives all signed time cards.

To properly document hours worked for hourly employees and to form the basis for preparation of the hourly payroll, it is suggested that hours worked by each employee be recorded on a daily basis. (Time in at start of work day, time out for lunch, time in from lunch and time out at the end of work day.) Time cards should also be retained for 3 years for future reference.

Any hourly wage employee working over 40 hours in a pay period must be paid at time and a half, or comp time for those hours must be taken in the same pay period. Salaried employees only need to indicate days worked on their time card, and a calendar could be used for this purpose by marking it with a (W) for days worked, (V) for vacation days and (S) for sick days. The salaried employee should print their name at the top of the calendar and a photocopy of the calendar time card needs to be signed at the end of each pay period. This photocopy needs to be turned into their supervisor for approval.

I need a new Chart of Account Number. Can I create a number on my own?

No. You can only add sub-accounts to the main accounts. Please contact the Parish Administrative Services Office.