Supply priests can be paid through accounts payable and 1099.

Any priest appointed by the Cardinal to a parish is not required to fill out an employment application. However, if the priest is not appointed by the Cardinal to fulfill the duties of the pastor or associate pastor at that parish, the individual should fill out an application.

ALL MONEY given to teachers, priests, etc as a bonus MUST go through payroll. Some business managers have called this money a “gift.” Regardless of what the money is called, it is still a bonus and should be taxed accordingly.

Priests who say mass occasionally or Bishops who perform services may be paid through accounts payable. They must receive a 1099 if the amount is $600 or greater.

Special collections are typically a one-time event, so it may be processed through accounts payable.

Gifts given to Bishops may go through Accounts payable, it is not required to go through payroll. If the Bishop is paid $600 or more, you need to issue them a 1099.

Visiting priests who are only coming in once or twice in a calendar year may be paid through Accounts Payable. If they recieve $600 or more, then they should be issued a 1099.

Tracking substitutes is not required by the Office of Catholic Schools. However, it is recommended that they be paid on a daily rate for a full day or half-day of work or on an hourly basis.

Tracking subs on a half-day or full day basis can also be used to track hours. If the school day is seven hours long, then a full day equals seven hours worked and a half-day equals three and one half hours worked.

Using one book to have employees sign in is not recommended. All employees should fill out a separate time sheet.

All additional monies collected for teachers must go through payroll. Examples include Christmas collections, special collections, etc.

If the CCD teacher is expected to receive monies, then the money must equal the minimum wage for the hours worked by the employee. ANY money expected by an employee at the time of hire consitutes a paid position that must meet all Federal and State payment guidelines.

If the employer and the individual being hired for the position agree upon an amount of money, then this individual is an employee. The money given to the individual MUST be greater then or equal to the current minimum wage when divided by the total number of hours the employee will work.

The employee should be paid half the day at an hourly rate and the other half should be paid at half the sub daily rate.

When an in-service day occurs and the secretaries or teachers aides are unable to enter the school, then they should be paid for the day. If they can still enter the school and perform their job, then they should be required to come in and perform their duties as usual.

Teachers’ aides and secretaries are non-exempt employees, NO EXCEPTIONS. This means that they are paid on an hourly basis and MUST be paid for the time they worked within the pay period. Their pay cannot be deferred until a later date. There are no circumstances were a non-exempt employee can have their pay split out. This violates Federal Law and could open the parish up to potential legal action.

Referees should be paid through accounts payable.

The social worker can be paid through accounts payable, since they are considered to be self employed, and should be issued a 1099 if they are paid an amount equal or greater then $600. However, if the social worker only works at your location and does not work at any other location or business, then they should be placed on payroll.

The musician may be paid through accounts payable if they play only once or twice per year.

1. If the event organizer pays the musician directly the musician is an independent contractor, does not have to be paid through payroll and the Church can stay out of the situation. This option will remove all tax liability from the Church since the transaction occurs between the musician and the organizer.

2. The event organizer can pay the Church and the Church can then pay the musician based on a pre approved amount agreed upon between the Church and musician for events such as funeral, weddings, etc. In this case, the musician would be serving as an employee and any fee for service paid, must be paid and taxed through payroll.

These are the ONLY acceptable options for paying musicians. If you have another method, you should switch to one of the two options listed above.

If a musician only works for the Archdiocese of Chicago, then the musician is an employee of the Archdiocese and should be placed on payroll. Also, if the musician is called from a list of musicians, they should be treated like a substitute teacher and placed on payroll.

The application online is available at the bottom of the log on page in Spanish and Polish.

ALL EMPLOYEES MUST FILL OUT AN APPLICATION, NO EXCEPTIONS! HR contacted the Office for Protecting God’s Children and was informed that the e-form as an application statement was a misunderstanding. The e-form should NOT be used as an application for employment.

Accounts payable.

Timesheets are used to track time off and are required by policy for all exempt and non-exempt employees. The Department of Labor requires time sheets for ALL non-exempt employees. Exempt employees should keep track of days present and absent for sick and vacation time tracking.

Employees who receive gift cards should check with their tax preparer to determine if they should report the card on their taxes. Otherwise, no 1099 is required.

I-9 forms for volunteers are not required because you are not paying them.

Volunteers do not need time sheets.

The benefits that the teacher is enrolled in will terminate on June 30th of the year they don't renew their contract.

Full-time and benefits-eligible part-time employees who are terminated as a result of closing, consolidation, elimination of their positions or other staff reduction programs will be eligible for 90 days continued health coverage under the same conditions as before they were terminated. Non-contractual employees having at least one full year of service will also be eligible for severance compensation equal to the greater of 2 weeks, or 1 week for every whole year of service, up to a maximum of 12 weeks. Other benefit options may also apply.

More information is available from the local administrator or the Office of Employee Services at the Pastoral Center. Full-time and benefits eligible part-time employees who are involuntarily reduced to regular part-time status will be eligible for 90 days continued health coverage under the same conditions as before their schedules were reduced, as well as pro-rata severance compensation.

Terminating employees are to be paid for any unused vacation days from the current benefit year, and for vacation days accrued for the next benefit year. Employees for whom vacation benefits were granted without a waiting period will be eligible only for unused days at time of termination. For benefits eligible part-time employees, vacation is calculated on a pro-rated basis. (i.e. if an employee works 26 hours per week, then the value of a vacation week is 26 hours.)

Terminating employees lose any sick and personal days. However, if you are rehired by the Archdiocese within 6 months of your termination, the sick days from your previous position will carry over to the new position.

If you get married and change your name you do need to fill out new forms for health insurance, life insurance, and pension. You can get these forms from your local administrator.

When the new employee has completed one full month of service their health insurance becomes effective. For example, if a new employee is hired on 6/8/2006 their coverage will begin on 8/1/2006 since July will count as their one full month of service. Insurance coverage begins on the first day of the month ad ends on the last day of the month. The only exception to this rule is when a new employee is hired on the first of the month. For example, if a new employee is hired on 6/1/2006 then their health coverage will become effective on 7/1/2006 since June is their first full month of service.

The new location picks up the benefits cost on July 1st of the year of transfer.

Terminated employees who are rehired by any parish, school or agency of the Archdiocese of Chicago, within 6 months, will be allowed to carry over to the new employing unit the same level of vacation benefits and the amount of accumulated sick days to which they had been entitled at the time of their termination from the previous employing unit.

If you have worked for the Archdiocese for five years you are fully vested in the pension plan and may leave for any length of time without affecting your pension standing. However, if you have not worked for five years within the Archdiocese then you have only one year from the date of your termination to be rehired into the Diocese. If you are rehired after one year, you will lose all previous pension credit.

The parish/school administrator may obtain the necessary information from existing employment records or visual observation if an employee declines to self-identify. Employment records and visual identification may be used only if an employee refuses to self-identify.

If the Religious Order doesn't send a regularly assigned Priest, then the Order should receive a check from the Parish written from the Mass Stipends Account (Accounts Payable).

The Archdiocese of Chicago worked with a consulting firm to find a Payroll Vendor that could house the required data, as the current provider was ineffective in doing so. IOI's Payroll system proved to be the least expensive and most compatible to suit the needs of the parishes/schools/pastoral center to work as a cohesive unit, when compared to Ceridian and the ADP Enterprise system which our current provider would have required that we upgrade to. IOI's system capabilities will enable us to generate accurate reports which are required for EEO, Dept. of Labor, pension, life/health/dental insurance and to identify part-time employees that are eligible for Benefits.

• Accurate Reporting = Greater bargaining power with insurance companies
• Accurate Reporting = Compliance with EEO Filing Requirements and other government agencies
• Accurate Reporting = Sensible standardization within the Archdiocese of Chicago

If the musician is paid by the funeral home, then the parish is not directly paying the musician at all. If the musician is paid by the parish, then he/she is paid on a "fee for service" basis via payroll.

• If the priest is employed within the Archdiocese of Chicago, then pay him through payroll. He can be found within the IOI system using the global search function.
• If the priest is from a Religious Community, and he is regularly scheduled, then he should be added to payroll, and the "mass stipends" earnings code would apply to him.

If the person worked as a contractor for a portion of the year, and was then hired by the Archdiocesan location, then that person should receive a 1099 for the portion of the year that he/she worked as a contractor and a W-2 for the portion of the year that he/she worked as an Archdiocesan employee.

Weekly hours

Mass Stipends

Stole fees

Divide the daily rate by the maximum number of hours they are expected to work (i.e. Substitute teacher is paid $80 per day, and there are 7 hours in a school day, then divide $80 by 7 hours to get the est. hourly rate of $11.42/hr.)

Part time teachers can be paid on salary. An excemption in the Department of Labor guidelines allows teachers to be paid on a salary.

For example: If a full time math teacher is paid $30,000 a year, a part time teacher can be paid half that rate or $15,000.

The Archdiocese of Chicago allows a continuous family or medical leave of absence of up to six months, within any calendar year, for all employees who meet the following conditions. The employee must:

1. have at least one full year of service

2. have worked at least 1,250 hours in the previous year

3. have been certified by a doctor to be unable to work due to medical reasons relating to themselves or an immediate family member as described below

4. require the leave of absence for the birth, adoption or foster care of a child

5. intend to return to work by the end of the approved leave

Family/medical leaves are granted for a maximum 6 months for any one qualifying event, and may not be extended beyond 6 months by nature of occurring at the end of one calendar year and the beginning of another. For purposes of administering this policy “immediate family member” is defined as an employee’s spouse, son, daughter or parent, as prescribed by the Family Medical Leave Act. A leave of absence is only available to those employees who intend to return to work. Intermittent leave for medical reasons (e.g. every Wednesday and Friday off for treatment) will be limited to the equivalent of 12 weeks of time off, on a cumulative basis, within any calendar year.

Employees are considered to be on family or medical leave continuously from the date of the qualifying event, to the earlier of their date of return or the date six months after the qualifying event. This applies whether or not employees would normally be scheduled to work during the entire leave period. (e.g., Family/Medical Leave may begin during the summer for a school employee, and the employee would be due back to work within 6 months of the qualifying event.)

Full-time and benefits eligible part-time employees on leave due to their own illness, or the illness of a family member as described above, will be paid to the extent they have accumulated sick days available. Employees on leave for reasons other than their own illness, or the illness of a family member, will not be eligible for sick day compensation. For example, if an employee requests a 6-month family/medical leave for maternity reasons, only that portion of the leave for which her attending physician states she is physically unable to return to work will be eligible for sick day compensation. The remainder of her leave will be considered non-medical, and sick day compensation will not apply.

Also, in keeping with the Archdiocese’s philosophy of encouraging adoption and supporting adoptive parents, employees requesting family/medical leave to adopt a child will also be eligible to use paid sick days, if available, for a portion of their leave. In such cases, an employee will be allowed to use up to six weeks of accumulated sick days. The remainder of the leave will be considered non-medical, and sick day compensation will not apply. Employees on a family/medical leave of absence may be required to use unused personal and/or vacation days at the employer’s option. Employees will not be compensated for holidays occurring while on family/medical leave, unless personal days or vacation days are used. No additional sick days, personal days, or vacation days will be allocated to employees while on a family/medical leave. However, if the employee returns to work on a full-time or benefits eligible part-time basis within the family/medical leave period, he or she will have allocated, upon return, such paid time-off benefits as would normally have been allocated during the family/medical leave period, except holidays.

During the family/medical leave period, the Archdiocese will continue to provide individual health coverage at minimal cost to the employee. However, the cost of providing family coverage, optional benefits or employee co-pay will remain the responsibility of the employee. Employees returning from a family/medical leave of absence, due to their own illness, are required to submit a written release from their doctor before reporting to work. Employees who return to work within the prescribed time and on the full-time or part-time basis as employed prior to taking a family/medical leave will be reinstated in the same or comparable position and at the same salary as before they left. Employees who fail to return to work by the specified date of their return from family/medical leave period shall be considered to have voluntarily resigned their position. In that event, the employee will have the same options as any other terminating employee with regard to continuing benefits.

Employees on leave due to their own illness, or the illness of a family member, are required to return to work when released by their doctor to do so, if earlier than the date specified on their leave of absence request. Family/Medical Leaves must be requested on an official Leave of Absence Request Form, available from the local administrator, and must be accompanied by the appropriate medical certification when appropriate. This applies even for medical leaves resulting from an on-the-job injury or illness for which a Worker’s Compensation claim has been filed. Leaves taken without proper documentation and/or medical certification will be considered unauthorized leave, and will be subject to disciplinary action, including discharge.

The Archdiocese encourages its employees to fulfill their civic responsibility when summoned to jury duty or subpoenaed to serve as a witness in a legal proceeding. Employees receiving a court summons for jury duty or a subpoena must notify their supervisor immediately so that necessary arrangements for substitute personnel can be made while they are serving.

Employees will be paid their regular salaries while serving on jury or witness duty. Part time, non-benefit eligible employees are not eligible for pay during jury duty. Employees are not required to submit their jury pay to the local administrator upon their return to work. While serving on jury or witness duty, employees shall report to work whenever they are released by the court early enough to do so.

No, you can not apply for unemployment Since teachers who have renewed their contracts they have a job and can not apply for unemployment during the summer. This is illegal and the money drawn from unemployment may have to be paid back.