The United Church of Canada
L’Église Unie du Canada
PASTORAL CHARGE PAYROLL SERVICE
Guide for New ADP Administrators
Pastoral Charge Payroll Service
An orientation to ADP…you will learn about:
Becoming an authorized contact
Payroll frequency options
Payroll processing options
Payroll reports
Payroll changes
Year end / new year tasks
Payroll Service - overview
The Payroll Service is mandatory for all United Church ministry personnel with an annual salary of $5,000 or more; optional for non-ministry personnel. For each payroll cycle, ADP:
Contacts the pastoral charge for changes
Calculates pay, Canada Revenue and United Church remittances
Debits the pastoral charge bank account
Direct deposits pay to employee bank account
Makes payments to CRA (tax, CPP, EI) and UC (pension & benefits)
Produces payroll reports, including Pay Statement
Prepares Record of Employment (ROE) at time of change
Payroll Service - overview
ADP Fees
Fees are updated annually, and can be obtained by contacting:
ADP Customer Service : 1-877-377-4784, or
Ministry and Employment unit: 1-800-268-3781, or by email
[email protected]
Becoming an Authorized Contact
Because of privacy legislation, ADP can only speak with individuals
who are “authorized contacts”.
To become an authorized contact, the current contact must complete,
sign, and fax to ADP the ‘Designated Contact Authorization’ & ‘User
ID set-up’ forms; to obtain the forms, call ADP Client Services
(1-877-377-4784).
It is advisable to have two authorized contacts, should one become ill
or not be available to administer the payroll.
If you need to become an authorized contact, and your current contact
is not available to sign the forms, call the Payroll Service Information
Line at National Office (1-800-268-3781, press 1).
Payroll Frequency Options
ADP can process your payroll monthly, semi-monthly, or
biweekly.
Call ADP Client Services to:
Learn what processing frequency has been selected for your
pastoral charge
Change your current payroll frequency, if you wish (note payroll
frequencies can only be changed in January; ADP requires two
weeks notice prior to your scheduled January pay date and a
service fee applies)
Payroll Processing Options
In order for ADP to obtain payroll related information prior to
each pay processed, there are 3 options:
ADP schedules a regular “input” call with the ADP administrator prior
to each pay date
ADP receives a fax from the ADP administrator prior to each pay date ADP runs the payroll “as is” and no fax or input call is required; often
selected in situations where there are few changes to the payroll
Call ADP Client Services to:
Learn what option has been selected for your pastoral charge, and details
of that option
Payroll Reports
ADP generates several reports each time your payroll is processed.
These reports contain detailed information regarding the breakdown of the payroll amount being deducted from the pastoral charge bank account including:
Canada Revenue remittances (CPP, EI, and Tax)
United Church pension & benefit remittances (employer and
employee portions)
Employee pay processed and deposited ADP service fees
The ADP reports can be accessed through the internet (Reports on
Internet-ROI) or by mail; there is no cost for payroll reports obtained via ROI, payroll reports obtained via mail are subject to postage fees
Payroll Reports
The Statement of Earnings and Deductions (Pay Statement) is a report generated by ADP; the treasurer must pass this on to the employee after each pay is processed.
Call ADP Client Services to:
Learn what payroll reports option has been selected for your pastoral
charge, and details of that option
Change your current payroll reports option, if you wish
It is highly recommended that you review “Understanding the Payroll Reports” - a very useful tool to help you decipher the payroll reports generated by ADP. To get this:
Go to www.united-church.ca (search and select: Understanding
Making Payroll Changes
Use of the ‘New/Change Employee Sheet’ is required, when
notifying ADP of payroll changes, such as:
Adding/terminating a new employee
Making an employee inactive
Changing the salary and/or hours
Changing the employee’s address
Year End / New Year
Year end is a busy time of year for the ADP payroll
administrator; to help prioritize and provide detail regarding
tasks that need to be completed, important information is sent
to all pastoral charges. Towards the end of October, look for:
Year End Schedule
Contact Information
ADP Client Services
phone: 1-877-377-4784, fax: 1-877-701-7329
United Church Benefits Centre
1-866-859-5025
United Church National Office
Payroll Service Information Line 1-800-268-3781, press 1
Resources
www.united-church.ca
ADP payroll reports guide
(
search ‘understanding payroll reports’) Financial Handbook for Congregations
(search ‘financial handbook’), Chapter 4 covers payroll
Minimum salaries for ministry personnel
(search ‘minimum salaries for ministry personnel’)
