Courtesy Payroll Instructions

The following are the procedures for utilizing the courtesy payroll services of the Ohio Conference office. Print the form and mail or fax it to the office:
PO Box 1230, Mt. Vernon, OH 43050            Fax: (740) 397-1648.

Procedures for New Employees

1. Employer & Employee:  Complete the “COURTESY PAYROLL AGREEMENT” form, which is designed to clarify the expectations of all parties. Keep a copy for your files.  Remember every employee must be paid at least minimum wage, which is presently $7.30.  Courtesy Payroll Agreement Form

2. Employee:  Complete the W-4 and IT-4 forms, which will provide us with the information necessary to withhold the proper amount of Federal and State taxes.
Federal W-4 Form       State IT-4 Form

3. Employer & Employee:  Employee: Complete and sign section 1 of the I-9 form.  Employer: Complete section 2 of the I-9 form.  Examine the appropriate original documents (see back of form) of each employee, and then attach copies of these documents to the form when you return it to us.  The INS requires this form must be filled out and dated within 3 days of employment.              Federal I-9 Form

4. Employee:  Teacher’s Assistants, Teacher’s Subs, or any other person working around children must also submit fingerprints. (Click on link Fingerprinting for information.)

5. Employee:  Every new employee must fill in an Ohio new hire form.             Ohio New Hire Form

6. Retirement Plan:  If your employee is over the age of 20 and works ½ time (20 hours/week) on a regular basis he (she) is eligible for retirement benefits.  It is then mandatory for the employee to fill out a Salary Reduction Agreement/Beneficiary Designation Form.  The conference will bill the employer for retirement expense of 5% wages plus up to 1.25% of wages for matching funds if the employee elects to contribute 2.5% or more.           Retirement Enrollment Form

7. Direct Deposit: Your check will be directly deposited into your bank account by providing the following information. Direct Deposit Form

MONTHLY REPORTING PROCEDURES:

Submit a completed “COURTESY PAYROLL REPORT” form to the payroll department once each month.  This report MUST BE IN OUR OFFICE NO LATER THAN THE DATE INDICATED ON THE CURRENT PAYROLL CALENDER in order for it to be included in the payroll for the current month.  Late reports will be held and processed the following month.  If, due to a late report, an employee does not get paid and needs an advance on his/her earnings, it is the responsibility of the local employer to contact the Conference for this advance.  The conference will only issue an advance if they receive a payroll report.  The Conference will then deduct the advance from the employee when he/she is paid by the Conference.

Each report must include a record of the days and hours worked.  Only employees in clearly supervisory or managerial positions are exempt from this hourly reporting requirement.

The employee must sign the form (preferably just below the calendar grid), attesting to the accuracy of the hours being reported.

The employer must then authorize the report by signing it.