Deceased Employee Situation

[antioch-alexandria]

One of our musicians recently passed and was issued his final paycheck in October. How do I handle this situation in Powerchurch, especially the payroll module? He was not a member of our church.

[NeilZ]

One of our musicians recently passed and was issued his final paycheck in October. How do I handle this situation in Powerchurch, especially the payroll module? He was not a member of our church.

Simple.
I'm going to give you a quick list of things to do in Payroll. If he's listed in the membership section of Powerchurch, you would do the same for that record as you would do for any other person who was deceased.

1. If you haven't done so yet, create a new 'Pay Group' by heading to Accounting -> Payroll -> Setup -> Maintain Pay Groups. Add a new group for Former Employees. FWIW .. if you don't use groups, skip this step.

2. Head to Accounting -> Payroll -> Setup -> Maintain List of Employees. Select the employee's record.

3. At the top of the Maintain List of Employees window, change the First Name to this, using the name David as an example:
The Estate of David. This is because at the end of the year, you will still need to send a W2 to whomever survived him, or the executor of any estate, and the address will then list at the top: [i}The Estate of David Jones[/i]

4. Under Pay Group change that to the Former Employees group. This will eliminate the record from any other group. Again .. if you don't use groups, skip this step.

5. Under End of employment list the date of death, or the date of his last check, whichever is later.

The employee will not appear in any further 'process payroll' actions. However, when its time to print W2s in 2020, if you do use groups, make sure that the Former Employee group is selected to process the W2. Only those former employees who actually worked in 2019 will have W2s created.

Finally, I did this but I don't believe its needed. At the end of the next year (2020) I deleted all the pay items for the employees.

Hope this helps.

[antioch-alexandria]

Neil, thanks so much for your help. I certainly appreciate it and Happy Thanksgiving!