business manager resource
Thank you for the generous stewardship of time and talent.
Please include all of the following information with advance notice and email to Mary Jones: [email protected]
- Name of New Business Administrator
- Title, example Business Manager, Bookkeeper
- Work Email address (Please ensure this is correct)
- Work Phone number with extension
- Effective Date
- Paylocity ID# and names for all of the location access needed
- Family Name, example SE-7 Family, NE-1 Family, etc.
- If the new Business Administrator is to be the MAIN CONTACT in Paylocity
- Should they receive any deliveries?
- Are they replacing someone that needs to be removed? Effective date?
The Pastoral Center staff facilitates the copy or transfer of Paylocity records. When a Paylocity record is Copied – a new additional pay assignment is created at another location. When a Paylocity record is Transferred – it ends the current pay assignment and creates a new pay assignment in a new location.
Please complete the required fields on the request form below and submit. Once the copy or transfer task has been completed, notification will be sent via email.
NOTE: Once a copied/transferred record is created, it is the business manager’s responsibility to always very carefully double check the Paylocity record for accurate: Employment Type, Position, Benefit Class, Pay Rate, Pay Setup, Tax Setup, Direct Deposit, Work and Personal Email etc. A current I-9 should be requested and kept on file at the new location.
Paylocity Record – Copy or Transfer Request
The Paylocity Client Services Team is available Monday through Friday – 8:00 AM to 8:00 PM EST to help answer questions:
- Client Services Telephone Numbers:
- Toll Free: (888) 873-8205 – When prompted, enter your Paylocity Company ID# to be routed to the Diocese Support team
- Fax: (847) 956-1926
- Questions Email:
- [email protected] – Be sure to include your Paylocity Company ID# in the subject line
New Hire Template
- Utilize the New Hire Benefits & T&L UPDATED template
- Fields highlighted in green in the template are required
- Always include a Position to ensure proper set-up and correct custom calculations.
- To enter the correct Employment Type and Benefit Class – download, refer to this Lay Employee Classification Grid
- Do not add 401k or Healthcare Deductions into the New Hire Template – the deductions are fed into Paylocity through data file imports
- Do not add the Direct Deposit information in New Hire Template – after the new Paylocity record is created then go back to add Direct Deposit detail
- It is very important to enter the employee’s correct social security number, gender, birth date, work & personal email addresses and cell phone number. Having correct and comprehensive data entered for an employee is critical to the data flow and login for Paylocity, Empower Retirement & MyEnroll systems.
The earliest you can submit a payroll is the Saturday before the next bi-weekly check on Friday. Submissions earlier than six days before a payroll will cause your 401(k) activity to be omitted from the Empower integration file.
Use caution when importing Time & Labor into the batch to ensure the dates correspond to the correct payroll period.
Active Priest Salary Chart 2025-2026
Follow this link to download the Active Priests Salary chart
Active Archdiocesan Priest Extra Salary Compensation
Follow this link to download the Priest Extra Salary Compensation Worksheet.
Adding an Employee Back to the Pay Batch
An employee in the Occasional or Terminated status can be added back into the Pay Batch by following these steps:
- Select the Pay Detail screen
- Select No Batches from the Batch dropdown to see employees not currently in a batch
- Select All Emps from the Batch dropdown to see all employees
- Choose All from the Filter dropdown to display employees to add to the batch
- Select the employee from the Employee dropdown or use the Employee search box to select the employee to add to the batch
- Note that the employee will not populate within the batch if the employee is missing a hire date
- Select Add New Check
- Enter the employee’s payroll information
- Select Save
- Select the Pay Detail screen
Occasional Employees
Occasional employee – those not receiving a paycheck every payroll run; for example coaches, musicians, substitute teachers – should be in the Occasional status.
Do NOT reactivate them for payroll – as they can be added into the Pay Batch in order to process their compensation. Paylocity has agreed not to charge a fee for employees in the Occasional status, as long as we keep them in that status.
Please review your Occasional employees to ensure they have the correct status.
Pending Employee Changes
It is very important to check for any Pending Employee Changes PRIOR to starting the payroll process. HR & Payroll/ Approval TAB/Pending Employee Changes. Best Practice is to set up a calendar reminder every Monday morning and check Prior to payroll.
Employees can enter address changes, tax withholding changes, etc. through the employee portal that would have tax consequences on payroll. Any change of address warrants a Verify Tax Setup to ensure the correct taxes are being withheld.
HR & Payroll/ pull up employee Manage Tax Setup/ PAY TAB/ Tax Setup/ Verify Tax Setup
CAUTION: During the payroll process, do not automatically hit Release All and Save when there are Hold Conditions in the Payroll Audit. Please carefully review the Hold Conditions. The Hold Conditions could contain Pending Employee Changes as above, double-pay, missing taxes, etc.
Searching Employees
When searching for employees in the Occasional, Leave or Terminated status click on the X before Status to remove the Active filter.
401k – Data Files to Empower
A 401k feed file containing employee deferral and loan data information flows over from Paylocity to Empower.
This data feed file is scheduled to run early Thursday morning the week opposite payroll.
The updates from the feed file are loaded into Paylocity by the end of the day Thursday.
Data File to MyEnroll
There is a daily demographic data feed file that is sent from Paylocity to MyEnroll.
This daily feed file updates the MyEnroll benefit system in the following categories:
- new hire records
- updates salaries
- updates addresses
- updates email addresses
- terminates employees
When MyEnroll receives a new email address for an employee either due to a change or an addition, their system sends out
an email Verification message to the employee. The email Verification message is sent whether an employee
is eligible or not eligible for benefits. It is very important and helpful for employees who are benefit eligible
to be sure they follow the instructions to verify their email address.
Benefit Class Code
- The Benefit Class code in Paylocity drives the timing of the effective date and coverages to be offered to an eligible employee in the MyEnroll benefit admin system.
- The effective date of the Paylocity Benefit Class (Benefit tab/Setup) triggers MyEnroll to offer the coverages to be effective the first of the following month.
- For example an employee with an August 15th hire date should have the Paylocity Benefit Class effective date as August 15th so that coverages are effective September 1st.
Incorrect SSN/Corrected SSN
When an incorrect SSN is entered into an employee’s Paylocity record, the data flows over into Empower & MyEnroll. Then, when the SSN is corrected on the employee’s Paylocity record, the data flows again and a second record (duplicate) record is created in Empower & MyEnroll, creating future errors.
If an incorrect SSN is discovered, please correct in Paylocity and also notify Mary Jones via email [email protected] or call 513-263-3353. Mary will then process the corrections.
Employees must be in the Active status to be able to register themselves for a user account. (Occasional or Leave of Absence is considered an “inactive” status.)
Resolutions:
- Have the employee register for their login credentials shortly after the Business Manager enters the new hire information.
After registration is complete, the Business Manager can then change Status to Occasional or Leave of Absence. - The alternative would be to have the Business Manager/Bookkeeper create the user account for the employee. If admin
creates the account, the employee can still access their account if their user account is not deactivated, even if they are
terminated or in the Occasional or Leave of Absence status. - Employees are just not able to self-register if they are in an inactive status.
Once the user account is set up, the employee can access the account.
Below are the steps to set up login credentials for the Occasional employee that does NOT set up their own in a timely manner:
As you can see, it is ideal to have the employee set up their own credentials, but if they do NOT, this is the alternate method:.
- Go to HR & Payroll.
- Go to User Access. (Note the new position in the left hand drop down)
- Click on the User Accounts TAB.
- Click on Actions for the specific employee
- Click on Edit
- Uncheck Allow User Self-Registration
- Manually enter a Username (record for employee).
- Check Force User Password Change.
- Check Change Password.
- Manually enter a Username (record for employee).
- Check Enable Multi-Factor Authentication.
- Save
- Supply login credentials to employee and inform employee that they will be forced to change their password.
- If they do no login within 24 hours, you will need to reset their password.
- User Accounts/Reset User Password
Direct questions to Mary Jones, 513.263.3353
- Navigate to the Employee’s Paylocity Record
- Click on Employment tab then click on the Status & History link
- Click on the orange button titled Manage Status & Seniority
- Click on orange button titled Change Employee Status
- Under Select HR Action select Status Change Termination
- Under Employee Status (required) select Terminated
- Under Change Reason (required) select Terminated
- In the Note section box include additional details
- Additional information can be placed in the Notes box
- Under Termination Date (required) enter date of termination
FIVE-DAY BANKING RULE!
If you void a check that was issued more than five (5) banking days previous, PAYLOCITY WILL NOT generate an ACH to recover the amount of the net check. This results in a situation where your parish or school will have to collect the net amount from an employee. This procedure complies with
the National Automated Clearing House Association regulations.
How do employees obtain their W-2s?
- Employees that are signed up for paperless can print out their W-2 electronically by accessing Paylocity, Pay/Tax Forms.
- Business Manager can check to see which employees are signed up for paperless:
- Go to Reports & Analytics/Year End Dashboard/Printing and Delivery/Download PDF (Paperless)
- Employees NOT signed up for paperless: Paylocity sends the W2s in a sealed addressed envelope to the Location Contact (Business Manager) to distribute/mail out to the employees.
- Year End Dashboard also contains the Employer Copies of W-2 for location recordkeeping.
W-2 Tax Form Previews
Form W-2 previews allow you to review all data captured on the W-2 for accuracy before final forms are printed and filed on your company’s behalf with agencies. We recommend you verify all information and immediately contact your account manager if you need assistance making corrections.
We suggest comparing up to as many as 10 employees’ prior year W-2 information against their current W-2 preview to evaluate accuracy. Choose employees with various types of earnings or deductions, as well as a mix of hourly and salary employees, if available, to make your review
comprehensive. We also recommend comparing the amounts against one of our standard reports, such as the Year-to-Date Report, especially if you are a new Paylocity client or have added new earning or deduction codes this year.
Follow these simple steps to access your W-2 previews:
1. Log in to your company’s secured Paylocity website.
2. Hover over the Reports/Analytics menu.
3. Select the Year End Dashboard.
4. Defaults to Current Year to preview
5. To see previous year click on Finals, then dropdown for desired year
Also, download and retain a paper copy of W-2s for your location for 7 years from the date of tax filing per AOC Record Retention Policy.
If an employee with health insurance coverage is involuntarily terminated (other than for gross misconduct) or there is a reduction in force at an Archdiocesan location, the employee may be eligible for Continuation of Coverage for 12 months from the date that coverage terminates The terminated employee must pay the FULL COST of that coverage.
Contact Cheryl Engel, 513.263.5174 or Bill Maly, 513.263.3354 prior to terminating an employee that is to be offered continuation of coverage.
Parish/School administration