Diocal Payroll Administration
Do you use this page frequently? The shortcut is www.diocal.org/pba
Click here for Diocal Employee Benefit
- 2024 Budget Planning Packet [costs associated with employee compensation & benefits, salary resolution, COLA & Assessment formula]
- 2024 Clergy Housing Allowance – in English & Spanish – [definition and sample resolutions, a “certificate of resolution” form is not necessary for payroll purposes]
- 2024 Payroll Calendar [pay periods, pay dates, due dates for onboarding new hires / reporting payroll changes & list of Holidays Observed by Diocesan House / Bishop’s Staff]
- 2023 Payroll Calendar & List of Holidays Observed by Diocesan House / Bishop’s Staff
- Payroll Worksheet to Report Hours or Wage Adjustments to Diocesan Payroll Service
- Previous Years Budget Planning Packets
New Hire / Change Forms
Below is a list of all payroll forms to establish a new hire or to make changes to existing employees. Please refer to the New Hire Paperwork Checklist for the required forms based on employee schedule and clergy/lay status.
- 2024 Payroll Authorization [to establish compensation rates for new hires or to update existing employee hourly rate / stipend / housing allowance]
- 2024 Employee Data & Benefits Eligibility Form
- 2024 Clergy RSVP or 403b Retirement Contribution Pre-Tax Payroll Deduction Authorization Form
- 2024 Lay Defined Contribution Retirement Plan Contribution Pre-Tax Payroll Deduction Authorization Form
- 2024 Health Insurance Reimbursement Pre-Tax Payroll Deduction Authorization Form
- Clergy Tax Withholding Request Form [to be used in lieu of W4 or EDD to specify voluntary withholding]
- Direct Deposit with Paperless Payroll Enrollment Form
- 2023 Employee Data & Benefits Eligibility Form
- 2023 Payroll Authorization [to establish compensation rates for new hires or to update existing employee hourly rate / stipend / housing allowance]
- Employment Eligibility Verification Form I-9 [Instructions for Form I-9 in English (PDF, 585.48 KB), Instructions for Form I-9 in Spanish (PDF, 402.84 KB)]
- 2023 Clergy Tax Withholding Request Form [to be used in lieu of W4 or EDD to specify voluntary withholding]
- 2023 Clergy RSVP or 403b Retirement Contributions Pre-Tax Payroll Deduction Authorization Form
- 2023 Lay Defined Contribution Retirement Plan Pre-Tax Payroll Deduction Authorization Form
- 2023 Health Insurance Reimbursement Pre-Tax Payroll Deduction Authorization Form
Optional tax forms for lay employees (not required since employees can now set their Fed/State taxes through www.PaychexFlex.com)
Retirement & Pension Plans
All new hires, eligible for a retirement or pension plan, will be entered into CPG’s Employee Roster (ER) and enrolled in the appropriate plan by the Diocesan Payroll & Benefits Coordinator. Once enrolled, the ongoing employee data management for retirement and pension plans is the responsibility of the employer’s assigned Senior Officer (typically the rector, vicar, or Ex. Dir.) or Administrative Officer (appointed by the local Sr. Officer). ER technical questions should be directed to CPG’s Client Services Team at (855) 594-2201, Monday–Friday, 8:30AM–8:00PM ET (excluding holidays) or admin-assist@cpg.org
Lay DC Retirement
Lay employees working at least 20 hours per week on a permanent basis (longer than 90days) will be enrolled in the retirement plan to receive employer’s base contribution equivalent to 5% of employee’s compensation to their plan. Employers will also match employee’s personal contributions, dollar to dollar, up to 4% of employee compensation.
Clergy Pension & Retirement Savings
Enrollment in the clergy pension plan is a canonical requirement for those who meet the rules outlined in the plan document. Clergy Pension Benefits are detailed online at www.cpg.org.
After the initial enrollment by the Diocese Administrator, ongoing data management is the shared responsibility of the employer and cleric.
Retirement Savings (RSVP) – Optional
The Episcopal Church Retirement Savings Plan (RSVP) is a 403(b) tax-deferred retirement savings plan that gives clergy the option of contributing their own money toward their retirement savings. If your employer does not currently participate, the employer should first complete the Employer Adoption Agreementand contact CPG at (866) 802-6333, Monday – Friday, 8:30AM – 8:00PM ET (excluding holidays).
RSVP Enrollment Form — to be sent directly by cleric/employer to CPG
Church Pension Group contact information: www.cpg.org or call 1.800.480.9967 M-F 5.30am-5pm Pacific
Flexible Spending Accounts
— 2024 FSA with Paychex
Employees on Diocese payroll working at least 20hrs/week are eligible to participate in the Health and Dependent Care FSA. By setting pre-tax money aside each paycheck for medical and dependent care expenses, employees can save an average of up to 40% a year on out-of-pocket expenses. Use this tool to calculate your annual election and explore tax savings.
New participants:
2024 FSA Enrollment Form (to be completed and returned to DioCal payroll office or log into your PaychexFlex account, click PBA Benefits Account button to enroll online)
More Information / Resources:
Paychex Enrollment Training – short video to learn about the great benefits of an FSA and steps to enroll
FSA Employee booklet
Full list of health FSA-eligible expenses
Full list of dependent care expenses
Call Paychex FSA employee support for assistance with FSA benefits: 1-877-244-1771.
Termination Process
Termination Packet (contains Notice to Terminate Payroll & Benefits to be sent to Diocese, Extension of Benefits and Salary Continuation information for departing employee)
The following supplemental information and forms are to be given to departing employee and/or saved in local personnel file as noted in following each link below.
- Final Paycheck Acknowledgement [to be signed and saved in employers on-site personnel files, not necessary to send to DioCA payroll office]
- Notice to Employee as to Change in Relationship– [Written notice must be given immediately to employees of their discharge, layoff, leave of absence, or change in employment status. Employer should keep a copy for on-site personnel records. No written notice is required if it is a voluntary quit, promotion or demotion, change in work assignment or location]
- State of CA EDD Programs for the Unemployed [to be given to every departing employee regardless of benefit eligibility]
- HIPP Notice [to be given to every departing employee regardless of benefits eligibility]
