Dioc e se of Bisma r c k Pa r ish Se r vic e s Payroll Se rvic - - PDF document

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Dioc e se of Bisma r c k Pa r ish Se r vic e s Payroll Se rvic - - PDF document

May 18, 2023 160 likes •306 views

10/ 29/ 2019 Dioc e se Of Bisma r c k Dio c e se o f Bisma rc k Pa rish Busine ss Offic e F o rums Pa rish Busine ss Offic e F o rum Spring & F a ll Oc to b e r 24 & 25, 2019 2 L o c a tio ns Cre ssy Ab e rle T o ny Cha p

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SLIDE 1

10/ 29/ 2019 1

Pa rish Busine ss Offic e F

  • rum

Oc to b e r 24 & 25, 2019 Dioc e se Of Bisma r c k

Cre ssy Ab e rle T

  • ny Cha p

Dio c e se o f Bisma rc k Pa rish Busine ss Offic e F

  • rums

Spring & F a ll 2 L

  • c a tio ns

 97 Par

ishe s

–33 pa r ish c luste r s unde r

  • ne pa stor

/ par

  • c hial a dministr

a tor

  • 15 non-c luste r

e d pa r ishe s

 Me dia n pa r ish - 77 house holds (Ave r a g e 120 house holds)  L a r g e st pa r ish 2300 house holds  Sma lle st pa r ish 9 house holds  10 Pa r ishe s on 2 Na tive Ame r ic a n Re se r va tions

 15 Sc hools (11 E le me ntar y, 1 Middle , 3 High)

 3 Sc hool Syste ms (Bisma r c k, Dic kinson, Minot)  4 Pa r ish Sc hools

Dioc e se of Bisma r c k

 Payroll Se rvic e s  Ac c ounting/ bookke e ping Se rvic e s – 26 Parishe s  Chart of Ac c ounts  Affordable He ath Care Ac t (ACA) Complianc e  Parish Corporate Board Re solution Approval He lp  Work Close ly with Inte rnal Auditor – Parish Re vie ws  Support

 Supple me nta l Softwa re & Ac c ounting support  Othe r support i.e . L

e a se s, Pe rsonne l (HR), Prope rty, L e g a l, e tc .

 Ad Hoc E

ng a g e me nt – “he a ds up”

 We bsite Re sourc e s, Inte rna l Controls, Be st Pra c tic e s, Polic y, E

tc .

 Pa rish Me e ting s/ F

  • rums

Pa r ish Se r vic e s

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SLIDE 2

10/ 29/ 2019 2 Parish Closing of Fiscal Y ear and Accounting Periods

Targets

Operating M onth within 2-3 months of current – Importance: Council Reports Fiscal Year close by J uly 31 – Importance: Corporation M tgs, Annual Reports

Reminder: know the difference between Finance Council and Corporate Board

2015-2016

All parishes closed their accounting fiscal year by S eptember (Later became evident more than a few parishes closed prematurely)

2016-2017 and 2017-2018

  • 4 parishes each year closed after S

eptember 30th

2018-2019

  • All parishes closed by S

eptember 30th.

Parish Resolutions

2016-2017 – 37 resolutions approved - $57.4m

  • $5.4mm parish projects, $51.8m LOC projects, $1.25m campaigns
  • no alienations

2017-2018 – 44 resolutions approved - $8m

  • $4.25m in projects, $3.75mm in campaigns
  • alienations – S
  • t. Anthony Donnybrook church, S
  • ts. Peter & Paul

Hebron land, S

  • t. Patrick Dickinson house sale

2018-2019 – 73 resolutions approved - $12.25m

  • $5.5m in projects, $6.75m in campaigns and bid approvals
  • alienations 2 Corson County, S

D Cemeteries

Dioc e se We bsite

L inks to Re sourc e s a nd Informa tion unde r F ina nc e Offic e

  • Pa rish

Re sourc e s

  • Prope rtie s –

Insura nc e

  • Pa rish Post

Arc hive

Ac c o unting & Payro ll Suppo rt Parish We b- Base d F inanc ial So ftw are Pa rish F

  • rums

F ina nc ia l Be st Pra c tic e s, We b site Re so urc e s Parish Re vie ws & F

  • llo w U

p

Pa rish F isc a l Re spo nsib ility Assista nc e

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SLIDE 3

10/ 29/ 2019 3

Risk Ma na g e me nt & Insura nc e

Pro pe rty Co ve ra g e T ype s

  • *Re plac e me nt Co st (Re c o mme nd e d)
  • *Ac tua l Ca sh Va lue
  • Va ria b le Ag re e d Amo unt
  • L

ia b ility With De mo litio n

  • L

ia b ility Only

* Re vie w e d e a c h ye a r fo r c ha ng e s in va lue b a se d o n m a ny fa c to rs in e a c h zip c o de (i.e . pro pe rty va lue s, c o nstruc tio n c o sts, e tc .)

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SLIDE 4

10/ 29/ 2019 4

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SLIDE 5

10/ 29/ 2019 5

Outre a c h L ia b ility Re c o mme nda tio n

Ho te l Vo uc he rs – T

  • put pa rish in b e st

po sitio n fo r lia b ility ha ve a g re e me nt w ith ho te l tha t yo u w ill pa y fo r lo dg ing b ut w ill no t vo uc h fo r individua l. Re mind ho te l tha t the y ha ve rig ht to re fuse lo dg ing .

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SLIDE 6

10/ 29/ 2019 6

Synod Re sourc e Ma nua l

Upda te of 2011 Ma nua l

Should F inalize by E nd of 2019

F r . Josh E hli a nd L a ton L

  • hma nn

F ina nc e s

  • Cha rt of Ac c ounts
  • De dic a te d Ac c ounts
  • Softwa re T

ra ining

K E E P I T SI MPL E

Only c o nside r de pa rtme nts if individua ls ha ve de pa rtme nt b udg e t re spo nsib ility

  • the rw ise use sub -a c c o unts

Only use a c c o unts tha t a re impo rta nt to yo ur o rg a niza tio n Re vie w a t le a st a nnua lly a nd ta ke a c tio n – ina c tiva te o r de le te

Pa rish Ac c o unts

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SLIDE 7

10/ 29/ 2019 7

Mo difie d Ca sh Ba se d Ac c o unting

  • L

e ss Co mp lic a te d

  • L

e ss e mp ha sis fo r d o c ume nting b ills tha t a rrive within sa me a c c o unting mo nth (a c c rua l), ho we ve r must inc lud e ke y e xp e nse s no t p a id a c ro ss fisc a l ye a rs

  • L

e ss e mp ha sis o n fixe d a sse ts a nd d e p re c ia tio n

  • No t GAAP c o mp lia nt
  • REQUI

RES tha t rule s b e fo llo we d a nd e ntrie s b e ma d e fo r a c c ura c y o f re p o rting inc o me , e xp e nse s, c a sh, lia b ilitie s a nd re c e iva b le s

De dic a te d Ac c o unts

T ype s

  • Pa ss-thru
  • No t inte nd e d fo r p a rish
  • Sho uld no t a ffe c t a c tivity sta te me nt
  • O nly te mp o ra rily a ffe c ts fina nc ia l p o sitio n stmnt
  • Re stric te d
  • Sp e c ific inte nt o f d o no r
  • Must tra c k
  • Must re c o rd in inc o me w he n e xp e nse s fo r this

re stric tio n o c c urs

  • De sig na te d
  • By p a sto r/ c o unc il fo r p urp o se
  • I

mp o rta nt to re ta in und e rsta nd ing tha t this w a s no t d o no r re stric te d

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SLIDE 8

10/ 29/ 2019 8

Infor mation Shar ing Re minde r s

DF MC HI GHL I GHT S

(Dio c e sa n F isc a l Ma na g e me nt Co nfe re nc e )

Parish Re vie ws/ Aud its –

  • Bismarc k Dio c e se parish re vie w pro c e ss w as

hig hlig hte d in Chic ag o

  • At le ast 4 d io c e se s mo ve d to mand ating aud its fo r

all parishe s (parish c o st rang e $5k-$12k) F raud / Malfe asanc e

  • 1 in 10 Churc he s have had financ ial fraud
  • “ I

t c an’t happe n he re ”

  • Case s are no t d iminishing
  • “ We truste d that pe rso n to c o unt the o ffe ring .”
  • No t c ynic al but c o nsc io us and c o g nizant
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SLIDE 9

10/ 29/ 2019 9

E xpa nsio n F und Sta te me nts

  • Mo nthly – (b e g inning la st fisc a l ye a r)
  • Sa me a s b a nk a c c o unts
  • Re c o nc ile mo nthly

Othe r

  • Any prie sts tra ve lling to Mo nta na to

a tte nd the o rdina tio n fo r Bisho p-E le c t Ve tte r must:

  • Re q ue st a le tte r o f g o o d sta nd ing
  • T

ra ve l a t p e rso na l e xp e nse .

  • T

a mp e r-p ro o f b a g s a re no lo ng e r a va ila b le fro m the d io c e se . T a mp e r-p ro o f o p a q ue , se ria lize d b a g s (SECUR-PAK) a re a va ilab le in re a so na b ly lo w q ua ntitie s fro m lo c a l so urc e s

  • r o nline so urc e s suc h a s Ama zo n, De luxe ,

Je t, e tc .

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SLIDE 10

10/ 29/ 2019 10

E mplo ye e T e rmina tio ns COMMUNICAT E !!

  • Be fo re T

e rminatio n: T

  • Dio c e se o r Dio c e se le g al

c o unse l (for lia bility prote c tion)

  • Afte r te rminatio n
  • L
  • g info rmatio n into ParishSOF

T Payro ll E mplo ye e tab

  • No tify o n ne xt payro ll spre ad she e t as w ith

any o the r e mplo ye e ad d o r c hang e

AL SO

F

  • r Be ne fits e ntry E

mail te rminatio ns and ad d itio ns to Sarah Se ibe l.

Be ne fits

Be ne fits 401K

  • E

xisting E mplo ye e s L

  • o kb a c k e a c h ye a r o n a ve ra ge

we e kly ho urs fo r e lig ib ility e a c h Ma y fo r July 1

  • I

f e mplo ye e wa s no t e nro lle d, b ut wa s e lig ib le , lo c a tio n is no t o nly lia b le fo r re tro a c tive pa yme nts b ut lo c a tio n is a lso re spo nsib le to pa y fo r g a ins

  • ve r tha t pe rio d o ff b o th e mplo ye e a nd e mplo ye r

c o ntrib utio ns.

  • Co nside ra tio n is b e ing disc usse d fo r pla n c ha ng e to

inc e nt e mplo ye e c o ntrib utio ns

L a ura Hube r Sa ra h Se ibe l

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SLIDE 11

10/ 29/ 2019 11

Dio c e sa n Be ne fits Co o rd ina to r:

Sa ra h Se ib e l

701.204.7193

sse ib e l@ b isma rc kdio c e se .c o m

Dio c e sa n Be ne fits Co o rdina to r Ro le :

(this is a pa rt-time po sitio n)

  • 1. Ema i

l Co mmuni c a tio ns re ga rd i ng up d a te s, p ro c e sse s, & a d mi

  • n. sup p o rt
  • 2. Assi

st Pa ri sh Be ne fi ts Ad mi ni stra to rs w i th te c hni c a l i ssue s a nd unusua l q ue sti

  • ns/ si

tua tio ns

  • 3. Co mmuni

c a ti

  • ns & Ap p ro va l o f L

i fe Eve nt c ha nge s

  • 4. Co o rd i

na te a nd p ro c e ss w e llne ss p ro gra m b e ne fi ts

  • 5. Re so urc e to p o i

nt yo u i n the ri ght d i re c ti

  • n fo r thi

ngs suc h a s w he re to lo o k fo r a nsw e rs to q ue sti

  • ns a b o ut b e ne fi

ts p ro c e sse s & ma na ge me nt

  • 6. Co o rd i

na te s Op e n Enro llme nt

F AQ’ s:

1) Wha t a re the a d va nta ge s o f ha vi ng a n HSA p o li c y vs. PPO? Answe r : *Mo ne y a n e mp lo ye e p uts i nto the a c c o unt go e s i n ta x-fre e *Mo ne y i n a c c t., o nc e a c c umula te d , c a n b e use d fo r a p p ro ve d me d i c a l, d e nta l, a nd vi si

  • n e xp e nse s

*Mo ne y sta ys i n a c c o unt unti l use d *Pa ri sh Emp lo ye e Inc o me Ad d -o n (to o ffse t the c o st d i ffe re nc e fro m PPO p la n) 2) Ho w d o the HSA p la n d e d uc ti b le s w o rk? Answe r : Fo r a n i nd i vi d ua l o nly p la n….d e d uc ti b le i s $1,500/ c ale ndar ye ar Fo r a n Emp lo ye e +1 or Emp lo ye e +2 p la n….d e d uc ti b le i s $3,000/ c ale ndar ye ar

3) Wha t is a n F SA a nd ho w do e s it wo rk? Answe r : An F SA is a F le xib le Spe nding Ac c t. I t is “ use it o r lo se it” within the F isc a l ye a r. E mplo ye e c ho o se s a mo unt to put into the F SA ta x fre e up to the a llo we d limit. Mo ne y c a n b e spe nt o n a ppro ve d me dic a l, de nta l, a nd visio n e xpe nse s. E mplo ye e sho uld no t ha ve a n F SA Ac c t. in a dditio n to a n HSA a c c o unt. 4) Are the re diffe re nt pre sc riptio n c o mpa nie s unde r RE T A? Answe r : Ye s. T he re a re two pre sc riptio n c o mpa nie s. *E nvision Rx- fo r PPO pla n me mb e rs (use o ld c ard / se parate

c ard)

*Ing e nio Rx- fo r HSA pla n me mb e rs

(c ard same as He alth insur. Card)

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SLIDE 12

10/ 29/ 2019 12

  • 5. Ca n a me mbe r g e t mo re tha n 30 d a ys sup p ly o f

the ir p re sc riptio ns a t lo c a l re ta il p ha rmac y? Answe r: ONL

Y PPO me mb e rs c a n

*PPO plan – a llo ws fo r 90 d a ys sup p ly e ithe r fro m lo c a l re ta il p ha rma c y o r b y ma il-o rd e r *HSA plan – a llo ws fo r 30 d a ys sup p ly a t lo c a l re ta il p ha rma c y o r 90 d a ys b y ma il-o rde r. T his is d ue to the c urre nt c o ntra c ts tha t a re in p la c e with the d iffe re nt p re sc riptio n p ro vide r s.

Up c o ming (p a sswo rd p ro te c te d ) Be ne fits link

  • n Dio c e sa n we b site to inc lud e links to :

1) Ra te She e t - *Par ish Be ne fits A dministr ato r s to have se c o ndar y passwo r d 2) L i st o f Co nta c t Pho ne Numb e rs & We b si te s 3) PPO He a lth Insura nc e p la n 4) HSA He a lth Insura nc e p la n 5) Bri d ge He a lth 6) De lta De nta l Insura nc e 7) VSP – Vi si

  • n Insura nc e

8) Envi si

  • n Rx Pla n – fo r PPO

9) Inge ni

  • Rx Pla n – fo r HSA

10) FSA – Fle xi b le Sp e nd i ng Ac c o unts

L ife E ve nts:

> Ap p ro va l ha s shi fte d to T rusto rs….Sa ra h Se i b e l a p p ro ve s o ur L i fe Eve nts > Pro c e ss fo r L i fe Eve nts (L E): 1) E mplo ye e s L

  • g -O n to RE

T A we b site to sub mit L ife E v e nt unde r Q uic k L inks 2) E mplo ye e fills o ut fo rms o nline & ha s to a tta c h suppo rting do c s. 3) Sa ra h- g e ts no tific a tio n tha t L E is e nte re d in RE T A *c a nno t a ppro v e L E until the suppo rting do c s a re uplo a de d 4) Sa ra h will se nd E ma il to E mplo ye e & Be ne fits Admin. a sking fo r suppo rting do c s to b e uplo a de d to c o mple te L E **IMPORT ANT : It is the E mplo ye e ’ s re spo nsib ility to ma ke sure tha t the ir L E is c o mple te d in RE T A & the y pro v ide the pro pe r do c s. Pa rish Be ne fits Admins. c a n a ssist with the pro c e ss. 5) Sa ra h will c he c k L E we e kly to se e if L ife E v e nts c a n b e a ppro v e d 6) L E must be c o mple te d by Emplo ye e and A PPRO VED by Sar ah within 30 days o f the L E

Q & A Se ssio n

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SLIDE 13

10/ 29/ 2019 13

T ha nk Yo u

F

  • r a ll tha t yo u do fo r

yo ur pa rishe s & fo r a tte nding to da y’ s fo rum.