Less time updating records. More time connecting with people.
Keeping track of your church family shouldn’t mean chasing spreadsheets, searching through separate systems or wondering whether someone followed up.
Finance checklist
Church payroll checklist
A scannable cadence for treasurers and bookkeepers — from new hire paperwork to year-end forms. Customize with your CPA and payroll provider.
Cadence
New hire / role change
- Confirm employee vs contractor with counsel
- Collect W-4, I-9, direct deposit, and contact info
- Document job title, hours, and pay rate in writing
- If clergy: board-approved housing designation on file
- Add worker to payroll system and chart-of-accounts mapping
- Schedule first-pay dry run with bookkeeper or provider
Cadence
Each pay period
- Approve hours / salary for the period
- Review housing and benefit amounts before submit
- Run payroll and confirm bank funding
- Spot-check one stub for taxes and net pay
- Post payroll expense to the correct funds
- Store reports where treasurer and CPA can find them
Cadence
Quarterly
- Confirm tax deposits and returns with provider/CPA
- Reconcile payroll liability accounts
- Review overtime or contractor spend spikes
- Update board on YTD compensation vs budget
Cadence
Annually
- Renew pastor housing designations before the new year
- Issue W-2 and 1099 forms on schedule
- Reconcile payroll totals to the general ledger
- Archive year-end reports and board minutes
- Meet with CPA on clergy dual-status setup for next year