Procedures for New Employees

The following forms need to be filled out when a parish hires a new employee:

Click here to download the New Employee Paperwork Checklist.

Employee’s Withholding Allowance Certificate (W-4): This form is filled out by the employee. It gives the employer the information needed to withhold the correct amount of federal income tax from the employee’s paychecks. This form should go into the parish personnel file; if the employee is claiming exemption from withholding, a copy of the form also needs to be sent to Department of Revenue, Mail Station 4450, St. Paul MN 55146-4450. Whenever an employee wants a change made to his/her tax withholding, that person will need to complete a new form. This form can be obtained at www.irs.gov.

Employment Eligibility Verification (I-9): This form is filled out by both the employee and the employer. This form verifies the employment eligibility of the employee. It must be completed within 3 business days of the date employment begins. The form must be kept in the parish’s personnel file for three years after the date of hire or one year after the date employment ends, whichever is later. This form can be obtained at www.uscis.gov.

Minnesota New Hire Reporting Form: This form is filled out by the employer. Federal law requires employers to report new hires and rehires to the state to assist in the collection of child support. This report must be made within 20 days after the employee is hired, rehired, or returns to work. One copy of the form is sent to the Minnesota New Hire Reporting Center and one copy is kept in the parish personnel file. For more information, including information on how to file electronically, go to http://newhire-reporting.com/MN-Newhire/default.aspx.

Information Sheet for New Employees: This form is filled out by the employer. It provides information needed to start getting the employee signed up for all applicable benefits. One copy of the Information Sheet should be sent to the OPA, and one copy should go into the parish personnel file.

Notice of Change/New Participant Enrollment Form: This form is filled out by the employer, and only applies to full-time employees. It is the application for the diocesan pension plan. One copy of the form is sent to the Office of Parish Administration, and one copy goes into the parish personnel file.

Group Employee Enrollment and Change Form: This form only applies to full-time employees. This is the application for the employee’s term life, long-term disability, medical, and dental insurance plans. The employee completes sections A, B, C, E, and F of this form; section D is completed by the Office of Parish Administration. If the employee is waiving medical and/or dental insurance, this should be indicated in section C. This form must be returned to the Office of Parish Administration within 30 days of the employee’s start date or there may be problems with the employee’s insurance, and the parish could face significant financial liability because of this. Contact the Office of Parish Administration to get this form.

Acknowledgement and Consent Form for Employees: This form is filled out by the employee. It contains a background questionnaire concerning sexual abuse and an acknowledgement that that the person has received, read, and understands the Safe Environment Policy. It also authorizes the parish, parish school, and diocese to do a background check on the person; once the parish receives this form from a new employee, they should order a criminal background check on that person (if the parish has a school, a background check must also be ordered through the Minnesota Bureau of Criminal Apprehension). The form must be completed at the time of hire, and on an annual basis thereafter. A copy of the form signed at the time of hire is sent to the Safe Environment Office, but the annual form does not need to be sent. The original and annual forms must be kept in the parish’s file.

Employment Background Check: This form is filled out by the employee. It authorizes the diocese to do an employment background check with the person’s previous or other current employer. If the new employee was unemployed or self-employed prior to this job, go back three years from the date the person begins employment with the parish; if the person has not had a previous employer within that time period, then no employment check is needed and the employee should just write “N/A” on the form. Once the parish receives this form, they should send a copy to the previous or other current employer, along with a Response by Employer form and a stamped envelope addressed to the Diocese of Crookston, Attn: Safe Environment Office. One copy of the Employment Background Check form should be sent to the Safe Environment Office, and one copy should go into the parish’s file.