Church payroll. Simplified.

Payroll Additions & Revisions

Add new staff, update employee or banking details, and send year-end adjustments. Pick the task below that matches what you need to do.

Questions about a change?Call (888) 421-0101Email payroll@clergyfinancial.comMon–Fri, 8:30 am – 5 pm Central

What do you need to do?

!Timing matters: submit changes at least 3 business days before payday so they apply to that payroll. Changes we receive later are applied to the following payroll. Payday near a holiday? Check the bank holiday schedule.
Year-end deadline: W-2 income and manual adjustments for 2026 are due Monday, December 28, 2026.Submit adjustments →
New staff

Add someone to payroll

Not sure which form fits? Compare the three options below. The right classification affects how taxes are withheld and reported.

Clergy employee

Ministers on staff who are ordained, licensed, or commissioned.

  • Holds ministerial credentials
  • Performs ministry duties for the church
  • May receive a housing allowance

Have ready: legal name, address, email, SSN, date of birth, hire date, pay and pay frequency, work location, housing allowance amount, and any deductions or benefit contributions.

Not sure? Check clergy status firstAdd a clergy employee

Non-clergy employee

Secular staff with an ongoing role at the church.

  • Has a job description
  • Paid hourly or by salary
  • Ongoing relationship with the church

Have ready: legal name, address, email, SSN, pay rate (hourly or salary), pay schedule, a completed federal W-4 and state withholding form, deductions, and time-tracking needs.

Add a non-clergy employee

Independent contractor

People paid by contract for occasional or project work.

  • Irregular or one-time work
  • No job description
  • Paid by contract only

Have ready: name or business name, address, SSN or EIN (from a Form W-9), what you’ll pay this year, and any amounts already paid outside payroll.

Add a contractor

Existing staff

Update employee records

Employee changes

Pay rate, address, title, withholding, or housing allowance for someone already on payroll.

Have ready: your verification code, the employee’s name, what’s changing, and the payday it should start. For a W-4 change, have the new W-4.

Update an employee

Direct deposit

Add or change where an employee’s or contractor’s pay is deposited.

Have ready: your verification code, routing and account numbers (a voided check or bank letter), and the amount for each account if pay is split.

Fraud check: confirm every deposit change with the employee by phone or in person, not by email alone.

One personSeveral people at once

Someone leaving payroll

Resigned, retired, terminated, or going on unpaid leave? Use the employee form and choose Terminated or Inactive. They’ll still receive a 2026 W-2.

Have ready: your verification code, the employee’s name, and their final payday (include any final or unused-PTO pay with that payroll).

Remove or deactivate an employee

Verification code: change forms ask for your church’s 6-digit verification code, which protects your payroll from unauthorized changes. Don’t have one? Set one up.

Church information

Change the church’s payroll bank account

Switched banks? Update the account we draw payroll from.

Have ready: your verification code, bank name, routing and account numbers, the principal officer’s name and date of birth, and a recent bank statement to upload. Pending payrolls and tax payments must clear before the switch.

Please submit at least 4 business days before your next payroll date so funding isn’t interrupted.

Update church bank account
Year-end

2026 W-2 adjustments

Report any income or manual adjustments that need to appear on employees’ 2026 W-2 forms.

Have ready: your verification code and, for each employee, items paid outside payroll: bonuses or handwritten checks, personal use of a church vehicle, HSA or QSEHRA contributions, group-term life over $50,000, and other taxable fringe benefits. Late submissions may be subject to a late fee.

DUE BYMon, Dec 28, 2026
Submit year-end adjustments
Documents

Send us a document securely

W-4s, voided checks, signed forms, or anything else we’ve requested. Please don’t email sensitive documents.

Upload documents

What happens after you submit

  1. 1You submit the formForms open in a new tab and are sent securely.
  2. 2We review and confirmOur payroll team reaches out within 1 business day if anything is missing.
  3. 3Changes take effectUpdates apply starting with the next payroll after processing.
FAQ

Common questions

How do I know my change went through?
Our payroll team reviews every submission and contacts you within 1 business day if anything is missing. The change then applies starting with the next payroll after processing. For a specific submission, call (888) 421-0101 or email payroll@clergyfinancial.com.
What if I need to fix a payroll that already ran?
Call us as soon as possible at (888) 421-0101. Corrections to a completed payroll are handled case by case, and the sooner we know, the more options there are.
What is the verification code and how do I get one?
It’s a 6-digit code your church sets up so only authorized people can change payroll information. Change forms ask for it. Don’t have one yet? Set up your verification code.
Why do you ask me to confirm direct deposit changes by phone?
Scammers often email churches pretending to be an employee who wants pay sent to a new account. Confirming the change in person or by phone with the employee protects their paycheck.
What if I miss the year-end deadline?
Submit your adjustments as soon as you can; submissions after the deadline may be subject to a late fee. If a W-2 has already been filed and needs a correction, we can file a W-2c. See W-2, W-2c & 1099 reporting.

Questions? Talk to a clergy payroll advisor.

Our payroll team can help with any change, worker classification, or deadline.

Call payrollChoose a task