Workers' Compensation Submission Due by February 28th

Workers' Compensation Submission Due by February 28th

Ross Williams


Dear Treasurers, Finance Chairs and Preschools (copy to Pastors):
(This communication is also being sent via U.S. mail to ensure receipt)

As you may know, the Conference uses an online collection system for payroll data, which streamlines the process of issuing accurate bills for Workers' Compensation insurance. 

It is now time for churches, charges, parishes and church-controlled schools, nurseries and camps to report their final 2019 wages by February 28th using this system.  Even if you have zero payroll, we need you to submit your information  (NEW: if you are part of a charge or parish that handles payroll for your church, the charge or parish will indicate that they disburse all payroll, eliminating the need for your church to make a submission). 

Some Background:
All churches, church-controlled schools, nurseries and camps are required to be included in the master Workers' Compensation policy of the Conference.  To correctly bill premiums, we need to provide payroll data to the insurer for each covered entity.  We use this data once per year to: a) issue "true-up" premium bills based upon actual payroll for the preceding year (2019), and b) issue estimated premium bills for the current year (2020).  Since bills will always be “trued-up” based upon actual payroll, the church is assured of paying the correct premium regardless of increases or decreases in staff.

Cooperative Parishes and Charges - only the entity that disburses the payroll directly to the employee should report payroll.  If a church pays an amount to a Cooperative Parish or another church in the Charge for “salaries,” they should not report payroll for Worker’s Compensation purposes.  Instead, the Cooperative Parish or the church directly paying the individual submits the payroll since they are the legal “payroll agent” and employer.  We now have a checkbox on the form so you can let us know if the churches in the charge or parish do not disburse payroll themselves – this will save us from having to reach out to those member churches.

Church-controlled schools, nurseries and camps that want to be billed separately from the church need to make a separate submission of their payroll information. Those that want a combined invoice can submit their payroll within the church submission.

At the bottom of this e-mail is a link to a “Frequently Asked Questions” document about Workers' Compensation, the online system and who to contact with questions.

Listed below are instructions for submitting data.

Please ensure that you submit this data by Friday, February 28th.

If you have technical issues while completing the form, please contact Barbara Eastman at

If you have questions about what data to enter, please contact me at

If you have any general questions about Workers Compensation, please feel free to call me.

Sincerely,  Ross

1) Click on one of the two following links, depending upon whether your church is located in NY or CT:

For NY Churches/Charges/Parishes, schools, nurseries, & day camps:

For CT Churches/Charges, schools, nurseries & day camps:

2) Enter the contact details for the person completing the form. This information is essential in case we need to contact you for questions or clarifications on your submission.

3) Choose the name of your church, charge or parish from the drop-down lists.  If you do not see it listed, please contact Barbara Eastman at

4) In the next section, click one of the three options depending upon whether you are submitting for only the church/charge/parish or the school/nursery/day camp or both. Churches with church-controlled schools that want separate invoices for the school and the church must complete separate submissions.

5) Insert the Federal Taxpayer ID Number where requested for the church/charge/parish,school,camp you are submitting payroll for.

6) Enter the requested payroll and other data into the various categories listed.

7) Click on “Submit Form”

You will then receive an e-mail confirmation that we have received your submission.  If you need to make changes to your submission, please click on the link in the confirmation email instead of completing a new form. Remember to click “Submit form” at the bottom after your changes have been made.