5.6.8 Paycheck Procedures
All locations shall administer their payroll through outside archdiocesan-approved payroll services. For a list of and information about the approved payroll services, contact the Archdiocesan Catholic Center's Financial Services Department.
See the Checklist for Payroll Services (HR intranet; username and password required).
All payments made to employees and independent contractors are:
Made using one of the authorized payroll services
Paid by check
Recorded in the appropriate payroll records
Reported on quarterly payroll tax returns and the annual Form W-2 or Form 1099
Employees must be given a pay stub or a separate written document with each paycheck that provides the following information:
The employee name
The last four digits of his or her Social Security number or an employee identification number other than a Social Security number
The name and address of the legal entity that is the employer
The inclusive dates of the period for which the employee is paid
The total hours worked (not required for salaried exempt employees)
All applicable hourly rates in effect during the pay period, and the corresponding number of hours worked at each hourly rate by the employee
Gross wages earned
Net wages earned
All deductions (all deductions made on written orders of the employee may be aggregated and shown as one item)
All overtime hours worked during the prior pay period that are paid in the current (following) paycheck, indicated as a "correction" to the number of hours worked in the prior pay period and giving the inclusive dates of the prior pay period
Accrued sick leave must be reflected on the pay stub, and an accurate record of days accrued and used should be kept and be made available to staff members. Sick leave is not considered a wage earned; therefore, it is not paid out upon termination.
Paid vacation or personal time off is considered a wage earned. All wages must be reflected on a pay stub; therefore, earned accrued vacation should be included on the pay stub. All deductions authorized by the employee must be reflected on the pay stub; therefore, all vacation time taken should be on the pay stub. Unused vacation must be paid out at time of termination. Note: State law does not mandate paid holidays, so these do not need to be reflected on the pay stub.
The state imposes multiple penalties for failure to meet pay and pay stub requirements, including a 30-day "waiting time" penalty, calculated at the employee's regular hourly rate (this includes salaried and exempt employees), and possible misdemeanor and civil fines for knowing and intentional failure to meet the pay stub requirements.