This document provides an overview of pastor payroll and taxation. It discusses key topics such as the classification of workers as employees or non-employees, who qualifies as a pastor, the concept of "dual status" for pastors, housing allowances, and reporting pastor compensation. It aims to address common misconceptions around issues like churches reimbursing pastors' FICA taxes and pastors' ability to have taxes withheld from their pay.
EPANDING THE CONTENT OF AN OUTLINE using notes.pptx
Understanding Pastor Payroll
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Understanding Pastor Payroll
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8. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
9. Pastor
Treasurer/Board
Member/Leadership
Bookkeeper –
Employee of Church
Outside Bookkeeper
or Accountant
Other
What is your
role at your
House of
Worship?
@2023 Barbara L Starley, CPA. All Rights Reserved
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10. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
11. QuickBooks Made Easy for Houses of Worship Webinar
Classification of Workers
EMPLOYEE
Works for the HOW
HOW hires (and can fire) the
employee
Employment Agreement
HOW controls schedule
HOW trains/supervises
HOW provides facilities,
equipment, tools
HOW reimburses expenses
HOW determines pay rates &
schedule
Entitled to benefits
NON-EMPLOYEE
NEC has their own business
Independent biz owner offering
services to the public
Contractual Agreement
NEC controls schedule
NEC knows what/how to do work
NEC provides own tools; pays own
expenses
NEC has potential profit & risk of loss
NEC determines pricing & invoices for
work done
NEC provides own insurance coverage
@2023 Barbara L Starley, CPA. All Rights Reserved
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Key Factors = Employee or Non-EE?
@2023 Barbara L Starley, CPA. All Rights Reserved
CONTROL
FINANCIAL
TIME &
SUPERVISION
RELATIONSHIP
13. QuickBooks Made Easy for Houses of Worship Webinar
Reporting Payments
Employees Non-Employees
https://www.irs.gov/pub/irs-pdf/f1099nec.pdf
https://www.irs.gov/pub/irs-pdf/fw2.pdf
@2023 Barbara L Starley, CPA. All Rights Reserved
14. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
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Who Can Be a Pastor?
https://www.irs.gov/pub/irs-utl/ministers.pdf
@2023 Barbara L Starley, CPA. All Rights Reserved
Licensed, ordained, or commissioned
by a church or denomination
Common law employee of a religious
body – church or denomination
• Administer sacerdotal functions
• Conduct religious worship
• Management responsibility in the control,
conduct, or maintenance of a church or
denomination
• Considered a religious leader by a church or
denomination
• Administer sacerdotal functions
• Conduct religious worship
• Management responsibility in the control,
conduct, or maintenance of a church or
denomination
• Considered a religious leader by a church or
denomination
Worker performs ministerial duties
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Why being a Pastor is important?
https://www.irs.gov/pub/irs-utl/ministers.pdf
@2023 Barbara L Starley, CPA. All Rights Reserved
Classification determines how a minister
prepares his/her tax return for income tax
and social security/Medicare purposes.
Potential double benefit of
mortgage interest & real estate
taxes as itemized deductions and
as excludable housing expenses
Exemption from
mandatory income
tax withholding
Voluntary
withholding of
income taxes
to cover Fed & SECA
Housing
Allowance is*
excluded from
income taxes
Exemption
from SE tax under
VERY LIMITED
circumstances
*Portion of housing
allowance may not
be excluded.
17. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
18. QuickBooks Made Easy for Houses of Worship Webinar
What does “dual status” mean?
Status of EMPLOYEE
for Income Tax purposes
Status of SELF-EMPLOYED
for Social Security & Medicare purposes
@2023 Barbara L Starley, CPA. All Rights Reserved
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Which form does a Pastor get?
@2023 Barbara L Starley, CPA. All Rights Reserved
Employees
Non-Employees
20. W-2
1099-NEC
Both: W-2 for Salary;
1099 for Housing
Either one will work
No clue
Which form
should a
Pastor
receive?
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Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor – and why does it matter?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
22. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Compensation
Housing
Benefits
Salary
Excluded from federal
(and most state)
income tax; but
subject to SE tax
MAY be taxable for both
income tax and SE tax
Included in income
for income tax and
SE tax
@2023 Barbara L Starley, CPA. All Rights Reserved
23. QuickBooks Made Easy for Houses of Worship Webinar
Housing Allowances
A minister's housing allowance
(sometimes called a parsonage allowance or a rental allowance)
is excludable from gross income
for income tax purposes
but NOT excludable
for self-employment tax purposes.
https://www.irs.gov/faqs/interest-dividends-other-types-of-income/ministers-compensation-housing-allowance/ministers-compensation-housing-allowance
@2023 Barbara L Starley, CPA. All Rights Reserved
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Housing - The Lesser of Three
Board
Designated
Fair
Rental
Value
Actual
Expenses
Mortgage
Principal &
Interest
RE Taxes
Home/Renter
Insurance
HOA Fees
Utilities
Repairs
Yard
Maintenance
Furniture
Appliances
Down Pmt in
Yr of
Purchase
Furnished
Utilities
Dollar
Amount
or
Percentage of
Income
@2023 Barbara L Starley, CPA. All Rights Reserved
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Approval of Housing Allowance
@2023 Barbara L Starley, CPA. All Rights Reserved
Suggestions
Document approval in writing.
Include a safe harbor clause to continue
allowance beyond year.
Don’t become your Pastor’s tax advisor.
Seek guidance from a qualified realtor
regarding fair rental value.
Sign and date the form, and record in
Board minutes.
Make appropriate adjustments with your
payroll service.
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REMINDERS
Housing Allowances must be:
Formally designated and
approved in advance
May NOT be established or
changed retroactively
@2023 Barbara L Starley, CPA. All Rights Reserved
27. QuickBooks Made Easy for Houses of Worship Webinar
Exception to Housing Exclusion
If your housing allowance
exceeds the lesser of
your reasonable compensation,
the fair rental value of the home,
or your actual expenses directly relating
to providing the home,
you must include the
amount of the excess in income.
https://www.irs.gov/taxtopics/tc417 Note: It is ultimately the Pastor’s responsibility
to determine any excess housing allowance.
@2023 Barbara L Starley, CPA. All Rights Reserved
Housing
Allowance is*
excluded from
income taxes
28. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Concerns & Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
29. QuickBooks Made Easy for Houses of Worship Webinar
Pastor’s W2
Boxes 3, 4, 5 & 6
Blank (or $0) for pastors
Box 14 = Housing Allowance
Box 16 = Generally the same
as Box 1 unless housing
allowance is taxable for state
income taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
Box 1 = Total Compensation,
NOT including housing allowance
Exemption from
mandatory income
tax withholding
30. QuickBooks Made Easy for Houses of Worship Webinar
What’s included in Box 1 income?
Salary &
Bonuses
Cash &
Gift Cards
Reimbursed
FICA/Pers Ins
Non-Accountable
Allowances
Moving
Expenses
Honorariums
Pastor Appreciation
Love Offerings
Des
Fund
@2023 Barbara L Starley, CPA. All Rights Reserved
31. No
Yes, a
few
Yes, a
bunch
Way too
many
Does your
House of
Worship
collect
Designated/
Restricted
Funds?
@2023 Barbara L Starley, CPA. All Rights Reserved
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32. QuickBooks Made Easy for Houses of Worship Webinar
Pastor Payroll – Agenda
Classification of Workers
Who can be a Pastor?
What does “dual status” mean?
Housing Allowances
Reporting Pastor Compensation
Common Misconceptions about Pastor Taxes
@2023 Barbara L Starley, CPA. All Rights Reserved
33. Common Misconceptions about
Pastor Taxes
QuickBooks Made Easy for Houses of Worship Webinar
Churches Can Pay (or Reimburse) Pastor’s FICA
Pastors Cannot Have Any Taxes Withheld
Pastor Must File a Form 4361; otherwise, Soc Sec &
Medicare Taxes Will Be Withheld
@2023 Barbara L Starley, CPA. All Rights Reserved
34. Common Misconceptions about
Pastor Taxes
QuickBooks Made Easy for Houses of Worship Webinar
Churches Can Pay (or Reimburse) Pastor’s FICA
• “Reimbursements” are always considered additional compensation to the
Pastor and show up on W2 – Box 1
• Pastors must pay SECA taxes personally
@2023 Barbara L Starley, CPA. All Rights Reserved
35. QuickBooks Made Easy for Houses of Worship Webinar
What’s included in Box 1 income?
Salary &
Bonuses
Cash &
Gift Cards
Reimbursed
FICA/Pers Ins
Non-Accountable
Allowances
Moving
Expenses
Honorariums
Pastor Appreciation
Love Offerings
@2023 Barbara L Starley, CPA. All Rights Reserved
36. Pastors Pay SE Taxes Personally
@2023 Barbara L. Starley, CPA. All rights reserved.
QuickBooks Made Easy for Houses of Worship Webinar
37. Common Misconceptions about
Pastor Taxes
QuickBooks Made Easy for Houses of Worship Webinar
@2023 Barbara L Starley, CPA. All Rights Reserved
Pastors Cannot Have Any Taxes Withheld
• If no withholdings, Pastors make quarterly estimated tax payments
• Pastors CAN have Extra FWT to cover both sides of SS & Medicare tax (SE
Tax) – but all taxes appear in Box 2 - never shown in Box 3,4,5,6
38. QuickBooks Made Easy for Houses of Worship Webinar
@2023 Barbara L Starley, CPA. All Rights Reserved
Estimated Taxes Due “Quarterly”
Pay online at
www.irs.gov/etpay
39. QuickBooks Made Easy for Houses of Worship Webinar
Pastors CAN Have Extra FWT
States have a similar form that
will allow Pastors to withhold
state taxes as well.
@2023 Barbara L Starley, CPA. All Rights Reserved
Voluntary
withholding of
income taxes
to cover Fed & SECA
40. Common Misconceptions about
Pastor Taxes
QuickBooks Made Easy for Houses of Worship Webinar
Pastor Must File a Form 4361; otherwise, Soc Sec & Medicare
Taxes Will Be Withheld
• Form 4361 has no bearing on withholding; SS & Medicare are never
withheld from a Pastor’s payroll check
• Form 4361 is about conscientious objection to the acceptance of public
insurance; cannot be filed for economic reasons; is irrevocable
@2023 Barbara L Starley, CPA. All Rights Reserved
41. QuickBooks Made Easy for Houses of Worship Webinar
Form 4361 – Exemption from SE Tax
Can NOT opt out for economic reasons.
@2023 Barbara L Starley, CPA. All Rights Reserved
Exemption
from SE tax under
VERY LIMITED
circumstances
This form creates an IRREVOCABLE election between the Pastor & the IRS.
42. Filing for Exemption of SE Tax
Receive Receive approved copy of Form 4361 from IRS
Verify Verify grounds for exemption, under penalties of perjury.
Can NOT be for economic reasons.
Inform Inform your church/licensing body of church of conscientious opposition.
File File IRS Form 4361 prior to timing deadline
Certify
Conscientious opposition to the ACCEPTANCE of any public insurance
that makes payments in the event of death, disability, old age, or
retirement; or that makes payments toward the cost of, or provides
services for, medical care (includes Social Security & Medicare)
@2023 Barbara L Starley, CPA. All Rights Reserved
QuickBooks Made Easy for Houses of Worship Webinar
43. Common Misconceptions about
Pastor Taxes
QuickBooks Made Easy for Houses of Worship Webinar
Churches Can Pay (or Reimburse) Pastor’s FICA
• “Reimbursements” are always considered additional compensation to the
Pastor
• Pastors must pay SECA taxes personally
Pastors Cannot Have Any Taxes Withheld
• If no withholdings, Pastors make quarterly estimated tax payments
• Pastors CAN have Extra FWT to cover both sides of SS & Medicare tax (SE
Tax) – but all taxes appear in Box 2 - never shown in Box 3,4,5,6
Pastor Must File a Form 4361; otherwise, Soc Sec & Medicare
Taxes Will Be Withheld
• Form 4361 has no bearing on withholding; SS & Medicare are never
withheld from a Pastor’s payroll check
• Form 4361 is about conscientious objection to the acceptance of public
insurance; cannot be filed for economic reasons; is irrevocable
@2023 Barbara L Starley, CPA. All Rights Reserved
44. QuickBooks Made Easy for Houses of Worship Webinar
Useful Resources
Ministers Audit Techniques Guide
https://www.irs.gov/pub/irs-utl/ministers.pdf
Publication 517
https://www.irs.gov/pub/irs-pdf/p517.pdf
@2023 Barbara L Starley, CPA. All Rights Reserved
45. QuickBooks Made Easy for Houses of Worship Webinar
More Webinars to be Announced!!
Upcoming Webinar Series
QuickBooks for Houses of Worship
2-Day Webinar Series
$249 with $50 off coupon code: TS50OFF (reg. $299)
FOR QUICKBOOKS DESKTOP USERS
Wed, Sept 20 - Thurs, Sept 21
2:00 – 4:30pm ET
https://quickbooksmadeeasy.com/event/
how-webinar-series-sept-desktop/
FOR QUICKBOOKS ONLINE USERS
Wed, Sept 27 – Thurs, Sept 28
2:00 – 4:30pm ET
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@2023 Barbara L Starley, CPA. All Rights Reserved
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Special Offer!
Ends 8/19/2023 at 11:59PM PT
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The material covers both basic and advanced topics of using
QuickBooks for houses of worship and churches.
Normally: $299
Code: TS30OFF
Tech Support for 1 Year $299
Normally: $499.00
Code: TSTS299
@2023 Barbara L Starley, CPA. All Rights Reserved
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