Manager's Toolkit - Deanery Employees

Personnel Files

Most deaneries pay their employees through one of the parish payrolls. Even though the supervisory responsibility may not be with the individual parish, the bookkeeper/administrator is still responsible for maintaining a file with all of the legal payroll (or source of salary) requirements. These include:

• Employment Eligibility Form I-9
• W-4
• Washington State Department of Social and Health Services new hire reporting
• Background check (date is entered into the Date 13 field in ADP)
• Educational/credential verification (if a regular employee)
• Employment agreement (including rate of pay) and timesheets if applicable
• Leave reports (if benefit eligible)
• Parish Human Resources Policies of the Archdiocese of Seattle sign off sheet
• Church Personnel Agreement for safe environment policies and guidelines
• Documentation of current safe environment training

The following elements of the personnel file may be kept with the supervisor:

• Job description
• Annual evaluations
• Application and reference documentation
• Any other corrective action or performance related documentation
• Emergency contact information

Supervisor

• Each deanery employee must have one designated, consistent supervisor;
• The Office of Human Resources will work with deaneries to determine supervisory structure if desired;
• Employees shared among deaneries may be supervised by appropriate Chancery office designee;
• All deanery employees are subject to parish human resource policies;
• Deanery parishes assume responsibility for any employment-related liability to be allocated using the same formula as is used for funding of the position.