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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
Related guides
Checklist FAQ
Keep payroll tidy and giving clean
Use this checklist alongside free ChurchRaise Giving so donation and people data stay organized.