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Episcopal Diocese of Southern Virginia
11827 Canon Blvd., Suite 101
Newport News, VA 23606-3071
757-423-8287 Main
800-582-8292 Toll Free
757-595-0783 Fax

Click here to contact us.

Click here for staff.

The diocesan offices are open Monday through Friday from 8 a.m. to 4 p.m.

Click here for directions to the diocesan office.

Resources for Parish Administrators

 

Administrators & Treasurers Email Listserv

Diosova Admin is an online community (email listserv) for parish treasurers and administrators in the Episcopal Diocese of Southern Virginia. You can share ideas, ask questions and join in conversations relating to the financial and administrative work that you do for your parish. To learn more or to be added to the listserv, contact Communications Officer Ann Turner, aturner@diosova.org.
 

Administrators & Treasurers Lunch Groups

This is a wonderful opportunity to meet with other parish administrators and treasurers to talk about common issues. Bring your own lunch; beverages will be provided. There's no agenda for this gathering - just an opportunity to get together, share, encourage, support, and ask questions. Currently, lunches are held every other month at the Diocesan office in Newport News. Scheduled lunches are listed on the Upcoming Events page.
 

Administrators & Treasurers Conference

Resources and materials presented at the Sept. 15, 2016 conference:

Church Facilities: Recapturing Costs, Presented by Henry Conde, Galilee, Virginia Beach

Mileage Reimbursement Form

Agencies providing assistance, by Convocation Compiled by Norfolk Urban Outreach Ministry
 

Church Facilities Management: A Stewardship Imperative

This two-hour seminar focused on facilities maintenance and costs affecting all houses of worship in Virginia and shared 8 strategies on how to “Recapture Costs”, many of which require no or little capital investment.  Some of the topics presented include: Current Replacement Value (CRV); Maintenance Costs; Costs of Utilities; Janitorial; “Green” Sustainable facilities is NOT a Fad; Preventive Maintenance. Led by Henry Conde, parish administrator at Galilee, Virginia Beach. Presentation in PowerPoint format. Presentation in PDF format.
 

Online giving platforms

American Church (same folks that make offering envelopes)

Tithely

EasyTithe

Givelify

PushPay

PayPal

SecureGive

Churches that use ACS accounting software can set up an online giving platform through ACS. Other church accounting software systems likely offer the same type on on-line giving platforms.

 


Church Pension Group: Where do I sign in?

With MyCPG Accounts, every member can now access all their CPG Products and Benefits in one place.

Mycpg sign in: https://www.cpg.org/account/sign-in

Mycpg.org tutorial



Important dates for parish administration

Click here for a list of important dates for parish administration, including submitting your Parochial Report, Open Enrollment, Parish Pledge and others.
 

Health and Dental plans

Medical Insurance

For information on rates and a summary of the plans, follow the links below. In order for you to enroll, you must be employed by the diocese or a parish or mission of this Diocese as an exempt employee or an hourly employee working 1,500 hours or more a year. If you are interested in enrolling, please contact The Rev. Canon Ed Tracy, 757-213-3378 or etracy@diosova.org.

2020 Health & Dental Plan Comparisions

2020 Health & Dental Plan costs

Disability Claims

Effective January 1, 2020, Zurich is the new insurer for the short and long-term disability plans offered by The Church Pension Group. New disability claims must be reported directly to Zurich by visiting https://mybenefits.zurichna.com/s/ or calling Zurich at 1-800-206-8826, M-F, 8 a.m. to 8 p.m. Eastern time.

If you have questions or concerns, contact CPG at 855-215-5990, Monday to Friday, 8:30 a.m. to 8:00 p.m. (excluding holidays) or email admin-assist@cpg.org.
 

2020 Parish Pledge Form

The 2020 Diocesan Pledge forms have been mailed to each church. Pledges are due December 1, 2019. Click here for a 2020 pledge form.
 

Parochial Report, Journal Information Form, and Salary Survey

2019 parochial reports should be filed by March 1, 2020. Click here for important information.

Additionally, for diocesan use, the following two forms need to be completed by each church and returned to the diocese by March 1, 2020:

Open and SAVE the forms on your computer. Then you can complete, save, and email them to Susan Allen at sallen@diosova.org. Alternatively, you may print, fill out by hand, and mail the forms to us at 11827 Canon Blvd., Suite 101, Newport News, VA 23606-3071. The salary survey may be submitted on an Excel spreadsheet instead of using the form above. This spreadsheet can be saved and updated each year, making the process a little easier for you. If you have questions, please contact Susan Allen at 757-213-3391 or sallen@diosova.org.
 

What to do when someone is hired or leaves their job

When someone is hired or leaves their job, has a change in their compensation or a change in their personal status, your employees' pensions, retirement plans and benefits are impacted. CPG has developed "What To Do When"  guides and checklists to help you complete the work as quickly and accurately as possible, and ensure your employees' benefits are properly managed.
 

Pension & Health

Lay Pension

Lay Defined Contribution Plan Guide

Lay Defined Benefit Plan Guide

The Episcopal Church Retirement Savings Plan Employee Application

Defined Contribution Retirement Plan: Employee Application

Defined Benefit Retirement Plan: Employee Application

Clergy Pension

Guide to Benefits under the Clergy Pension Plan

Church Pension Group: New assignment notice for clergy

Health

Employee Group Medical and Dental Enrollment Form

Employee Assistance Program
EAP is a free, confidential resource for counseling, support and life event assistance. It is available to all members of the plan and their household members, regardless of medical coverage –  if you have coverage with Church Medical Trust, you have access to the EAP.

Group Life and Disability Data Collection Form


Employment Forms

W-4

W-9

VA-4

Virginia New Hire Form

Form I-9, Employment Eligibility Verification


Background Checks

Episcopal churches have the option for background check services under a negotiated plan between Church Pension Group and Praesidium (www.praesidiuminc.com), the creators of Safeguarding Online Safe Church Training. There is no monthly fee or setup cost, the church only pays for the actual background check, and most results are available within 3 business days.  For more information, or to set up an account, contact Praesidium at 800-743-6354 or praesidium@praesidiuminc.com.

Churches can also use the Virginia State Police Criminal History Records Check found here. Results are typically received in 15-20 business days.
 

Standard Mileage Rate

The Internal Revenue Service has announced the new standard mileage rates for 2020. Starting on January 1, 2020, the standard mileage rates for the use of a car, van, pickup, or panel truck will be:

  • 57.5 cents for every mile of business travel driven, down one half of a cent from the 2019 rate
  • 17 cents per mile driven for medical or moving purposes, down three cents from the 2019 rate
  • 14 cents per mile driven in service of charitable organizations
     

Helpful Publications

Manual of Business Methods for Church Affairs

IRS Tax Guide for Churches & Religious Organizations

IRS Employers Supplemental Tax Guide

IRS Publication 517: Social Security and Other Information for Members of the Clergy and Religious Workers

What factors determine if an employee is exempt or non-exempt?

Safety & Insurance Handbook by Church Insurance Corp.

Letter of Transfer form

The diocese provides insurance plans for all diocesan employees and for clergy and lay employees of those congregations that have elected to participate in the diocesan plans.
Our Canons, and the national church’s Canons, require every parish and mission to provide the diocesan treasurer with a copy of their audit report by September 1 following the calendar year audited.