Robert (Rob) J. Reid, J.D.
Margaret (Meg) Paul, PHR, SPHR
100 East Eighth Street
Cincinnati, Ohio 45202
(513) 421-3131 ext. 2860
Fax: (513) 421-6225
The Department of Human Resources offers the highest quality of service by developing with its partners a work environment that is built on trust and respect for each individual.
The Department of Human Resources provides development, oversight, support and direct services in the area of Human Resources for archdiocesan offices, parishes, schools and other archdiocesan institutions while insuring compliance with its mission, the values of the Catholic Church, and relevant governmental regulations and professional standards.
SPOTLIGHT OF THE MONTH
FORM W4 – 2018
In response to changes made as part of the Tax Cuts and Jobs Act, the IRS has released an updated version of the Employee’s Withholding Allowance Certificate, Form W-4.
The IRS has maintained the same withholding allowance structure in Form W-4 for 2018, despite the elimination of personal exemptions in the recent tax law. Employees are encouraged to use the new W-4 worksheets, and updated IRS withholding calculator, to determine the correct number of withholding allowances to claim in 2018. The agency reiterated that the Tax Cuts and Jobs Act does not require all employees to complete a new form W-4. Only those employees who were exempt from federal withholding in 2017, and who expect to be exempt again in 2018, are required to submit a new W-4 to their employers. However, the IRS recommends that employees complete a quick “paycheck checkup” using the IRS calculator to prevent over or under withholding for 2018.
Parish Business Managers Association Meetings
The Department of Human Resources will be presenting at the upcoming 2018 Parish Business Managers Association (PBMA) meetings on March 21 and May 16.
Scheduled HR topics include Interviewing and Hiring, and Harassment/Discrimination.
To ensure proper procedure is followed, the Department of Human Resources wants to remind all Schools of the Archdiocese of Cincinnati considering a reduction in force or non-renewal of staff, to review the guidelines that are in place.
Schools of the Archdiocese of Cincinnati strive to provide the highest level of instruction to all students. However, should economics, decrease in school enrollment, or other conditions necessitate a reduction for non-renewal of staff, school administrators will provide a standard and objective approach for reducing the size and/or composition of their teaching staff consistent with student educational needs and teacher reduction and non-renewal guidelines. A reduction in force report must be prepared by the school administrator and sent to the Director of Human Resources and the School Office Regional Director for review. Parishes considering a reduction in force of non-school employees should only send a report to the Director of Human Resources.
For all non-teaching employees (called “at-will” employees), it is very important to put their employment status and employment specifics in writing (i.e. job title, salary/hourly rate, benefits eligibility, full or part-time, exempt/non-exempt, etc.). For new employees, the offer letter would serve this purpose. For current employees, we recommend a Memo of Understanding that is signed by both you and the employee. For both of these documents, in addition to basic employment information and confirmation of at-will employment status, of particular importance is the necessity to put in writing that both new and continued employment are conditioned upon a clear background check, that the initial VIRTUS/Child Protection Training is successfully completed, and finally, the employee remain current with monthly VIRTUS Bulletins.
There is a sample offer letter on the Human Resources webpage to which you can refer.
NON-EXEMPT EMPLOYEES and OVERNIGHT WORK
With continued attention from the Department of Labor (DOL) on the correct classification of employees as exempt or non-exempt, we want to clarify how wages are paid for a non-exempt, hourly employee when going on an overnight retreat (or reasonable facsimile); for example, a CRE or Youth Minister accompanying a group of high school students on an overnight Kairos retreat.
When a non-exempt employee is required to be “on duty” for 24 hours or more, the employer may exclude a scheduled “sleeping period” of not more than eight hours from hours worked. This means 16 of the 24 hours would be paid.
Additionally, the DOL requires that the employee be provided with a notice prior to the overnight event that outlines how the upcoming hours will be paid. This should be signed by both employer and employee then filed in their personnel folder.
For those times when a non-exempt employee is required to work more than their regular schedule, but less than 24 hours, no sleeping period is allowed; all of these hours must be paid even if the employee is allowed time to sleep. For example, a CRE or Youth Minister arrives at the retreat at dinner time, participates in evening activities, stays overnight, then leaves the next morning.