Parish Administration (Finance, HR and Facilities)
Use of Sales Tax Letter
It is imperative that all employees and volunteers of the parish who make purchases on behalf of the parish/school do so using the sales tax exemption letter. Download a copy here. Please make sure that your ministry or classroom volunteers purchasing items for the parish or school has a copy of this letter. As per archdiocesan and parish policy, sales tax will not be reimbursed as part of the check request. This policy will be strictly enforced going forward. To view a copy of the archdiocesan policy regarding the use of this letter, download a copy here. Thank you for your adherence to this policy. Any questions should be directed to Geoff Pautsch, Director of Finance.
Important notes with regards to the new letter (certificate)
Illinois Sales Tax Exemption is now presented as a Certificate not in Letter Format
The Tax Exemption Identification Number is accurate (without the -07 at the end)
This exemption may not be used by individual members of the organization to make purchases for their personal use.
Any questions regarding the certificate - please contact the Office of Legal Services at: email@example.com
Online Payroll Access
To login to the online portal, go here. To create an account, go here. All the information needed to create an account is located on a recent paycheck. If you need assistance or are missing information, please contact Geoff (contact information below).
Any questions regarding this information or any other payroll or benefit-related information, please contact Geoff Pautsch, Director of Finance at firstname.lastname@example.org or at x5109.
Prudential (403b) Information
As you already know, the archdiocese recently switched providers for our 403b annuity and retirement accounts. The MassMutual investments created for employees based on potential retirement year will transition over to Prudential with no changes. The transition requires you to do nothing. However, Prudential has many new investment opportunities that were not available with MassMutual. You are encouraged to read through the linked document for more information about the program. You can also create an online account with Prudential to view your account status, balance information and investment choices. If you had an online account with MassMutual, this account will no longer be active
Request Tracking Forms (Checks, PCards, Deposits)
Parish Check Request Form (please print on green paper)
Parish PCard Receipt Submission Form (please print on blue paper)
Deposit Tracking Record (white paper)
Important Notes about the open enrollment period (see below), the fiscal year-end (on June 30), information for returning staff and information for non-returning staff
Outside of this open enrollment period, the only time an employee can add or drop coverage or dependents is through Qualifying Life Events which includes marriage, divorce, the birth or adoption of a child. For those of you covered under your parent’s insurance, your 26th birthday is considered a qualifying life event. This means if you turn 26 later this year, you do not need to sign up for coverage now. Rather, you can sign up a month before your 26th birthday. If you anticipate a benefit change due to marriage, new birth or adoption, drop of older children from coverage, please have a conversation with me.
For those of you not planning to return at the end of the school year, your coverage terminates on June 30. It does not extend through the summer months. Contact me if you need extended coverage for the summer months or have questions about the program and its costs. For those transferring to other archdiocesan parishes or schools, your benefits transfer to the new location on July 1.
For those of you renewing your contracts for next year, your coverage does continue through the summer months. However, please note: This is important! Should you at any time decide to leave and break your contract for the next school year, you are financially liable for ALL expenses associated with both payroll and benefit coverage after June 30. The parish cost for employee health insurance is $850 per month. You will be responsible for reimbursement to the parish for this amount along with any salary amounts paid after June 30 (starting with the July 13 payroll)
For those of you not already receiving health coverage through the archdiocese, please contact me to let me know your plans for the next year. We are currently revising our parish-wide budget for next year, and having the knowledge of how many employees will be added to our health plan makes a great deal of difference in our projections.
Disclaimer: certain morality clauses exist with our health plans, mainly in the areas of infertility and family planning. Those areas are NOT covered under our health care plan through the archdiocese.
Benefits Open Enrollment for July 1, 2018 through June 30, 2019
For eligible employees
Open Enrollment period started on Monday, May 14 and ends on Friday, June 8.
This year, the archdiocese is once again requiring a “positive enrollment” vs. “passive enrollment.” This means that whether or not you wish to make any changes to your plan coverage, ALL benefit-eligible employees are required to login to MyEnroll.com during this open enrollment period to verify coverage.
If you do not remember your username and password, or if you need assistance creating one, please review the mailing that was sent home to all benefits-eligible employees, or visit MyEnroll.com
Once logged in, you will need to go through a series of screens:
1) To get started click “Go” in the pink Annual Open Enrollment box
2) Read the information on the next screen and click “Begin Your Enrollment.”
3) Review and correct your demographic information. If you find incorrect information that cannot be changed by the user, please let me know since that information can only be changed by an administrator in the payroll system. Please be sure to add your e-mail address to the system, both a personal and your St. Benedict e-mails ideally. Also, be sure to double check your social security number.
4) Review, add or delete any dependents
5) Health Insurance page
6) Dental page
7) Supplement Life Insurance page – Please note: as a benefits-eligible employee, you already receive a one-time salary life benefit free of charge. This page is solely for supplement insurance. Therefore, adding 1x’s your salary is doubling your life insurance amount based on your current salary.
8) Short Term Disability – This is used in the event that you need to take a leave of absence.
9) Health Care and Dependent Care Flexible Spending Accounts – Please view the web links below showing what is covered under such plans. There are calculators online to assist you in determining what the best deduction amount would be.
Health Care – Link of approved expenses
Health Care – Tax savings
Contributions you make to your FSA are not subject to federal income taxes or social security taxes. In most instances, there are no state taxes taken out either. The amount you may save depends upon:
· The amount you put into your FSA
· The tax percentage you would normally pay on that money (tax bracket)
Let's say you want $2,000 taken out of your paycheck this year to put into your FSA. The money you direct to your FSA is taken out of your check before taxes are taken out. That reduces your taxable income by $2,000.
Let's say you normally pay 30 percent in federal, social security and state taxes on your income. In this example, you would enjoy a tax savings of 30 percent of the $2,000. In other words, you could get a $600 tax savings on the $2,000 you directed to your FSA.
Dependent Care – Link to tax benefits and guidelines
10) Pre-tax/Post-tax screen – always choose PRETAX. I cannot stress this enough, ALWAYS CHOOSE PRETAX.
11) Beneficiaries – Here you can name one person as a 100% beneficiary, or you can name multiple people with percentage breakdowns. For those with a will or a trust, you can name the trust as a primary or secondary beneficiary. It does not have to be an individual.
12) At the end, you can review and then accept your changes. If you wish to make changes, you can go back at any time, presuming it is before the end of the open enrollment period.
Every benefits-eligible employee will receive a packet from the archdiocese about open enrollment information. Should you have any questions or concerns at any time through this open enrollment period, I strongly urge you to talk with me. The information and selections that you make will remain in effect for the full year which means careful consideration needs to be made for these important possibly life-altering decisions.
Medical Benefit Plan ID Cards
Not all employees will receive new ID cards in the mail. If you do receive one, please discard any old cards. Be sure to show your new ID card when making your first doctor visit after July 1. If you need to request new ID cards, please contact Blue Cross Blue Shield directly.
Monthly Employee Contribution Rates
The archdiocese is pleased to announce that the monthly rates for HMO Illinois and Blue Advantage HMO will remain the same again this year. However, the PPO rate will be increasing, but still far below the national average increase. The rates for PPO single coverage will increase $5 from $98 to $103. PPO family coverage will increase $29 from $543 to $572. Dental and prescription coverage rates will also remain at the current pricing.
------------------------- Older Payroll and Parish Financial Information ---------------------------
Payroll Updates for 2018
I hope that 2018 will be a great year for everyone! Just a few quick notes as we enter into 2018:
1) For those of you expecting a huge tax break in 2018, you'll need to be patient. The information from the federal government has just recently been released. However, it will take payroll processing companies some time to implement the changes. The law requires that the changes be implemented by February 15, 2018. Therefore, your payroll for this week reflects the same tax rates as 2017.
Here is some additional information from the IRS:
2) For those employees who are benefits-eligible, please read the attached note from the HR office of the Archdiocese of Chicago. You will be receiving forms in the mail. These forms should be filed with your taxes. If the forms are lost or not received, you will also be able to download these necessary documents on MyEnroll.com in the next few weeks.
3) W2s for 2017 will be received in late January. They will be distributed as soon as I receive them. For those of you with online payroll access, you are able to download copies of your pay stubs as well as copies of past W2s. If you would like to sign up for online payroll access, please see the financial page on the dashboard:
If you need missing information to set-up an online payroll account, please contact me.
4) When you receive your W2 for 2017, it will indicate your status (single or married) and how many exemptions you elected for both state and federal. If you need to change your status or the number of exemptions, please contact me. Ideally, you should fill out a new W9 for our files. Any change to your exemptions or status can be made at any time throughout the year. This simply determines how much money is taken from your check in payroll taxes. It has no bearing on how you file, especially if you are recently married, etc.
5) Prudential Retirement - All employees regardless of benefit status are able to participate in the retirement plan of the archdiocese. Only benefit-eligible employees however receive a contribution match. Perhaps one of your new years' resolutions is to contribute to your 403b retirement plan or increase your level of contributions. This is the one benefit that I cannot assist with. However, there is information on the financial page of the dashboard on how to create an online account. Once your account is set-up, you can elect payroll contributions, see your account balance, and make investment choices.
Always feel free to contact me with any questions about payroll, benefits, the new tax law, etc. If I don't know the answer, I will make sure to direct you to the right place.
Paid Holiday Schedule for 2017-18
Tuesday, July 4, 2017 – Independence Day
Monday, September 4, 2017 – Labor Day
Thursday, November 23, 2017 – Thanksgiving Day
Friday, November 24, 2017 – Day after Thanksgiving
Monday, December 25, 2017 – Christmas Day
January 1, 2018 – New Years’ Day
March 30, 2018 – Good Friday
May 28, 2018 – Memorial Day
Additional holidays for “school-only” employees:
October 9, 2017 – Columbus Day
January 15, 2018 – Martin Luther King, Jr. Day
February 19, 2018 – President’s Day
Archdiocesan holiday policy: Paid holidays are made available to all benefit-eligible employees. Paid holidays are compensated in accordance with an employee’s regular schedule for the above dates (i.e. if you are not scheduled to work on Fridays, you will not be paid for any holidays that fall on a Friday). Employees who are required to work on a paid holiday are to be given an alternate date off with pay, within a given time frame, as determined by the Pastor