Virtual Congregational Meeting Guidelines
In response to several inquiries from churches about congregational meetings during the period when COVID-19 pandemic church assembly and social distancing restrictions are in effect from the Bishop, protocols have been developed and approved by the Executive Board. Click here for the guidelines.
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
Important dates for parish administration
Click here for a list of important dates for parish administration, including submitting your Parochial Report, Annual Enrollment, Parish Pledge and others.
Church Property Insurance
Churches in the Diocese of Southern Virginia are required to meet minimum insurance requirements. If your church is insured with the Church Insurance Company you have already met these requirements.
If you are not insured through the Church Insurance Company please check if your current policy meets these requirements. Click here to view the current minimum insurance requirements.
Health and Dental plans
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.
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 Susan Allen, 757-213-3391 or sallen@diosova.org.
Summaries of Benefits and Coverage and Plan Document Handbooks containing more information about the available plans may be found on the Church Pension Group website at www.cpg.org/mtdocs.
2023 Health & Dental Plan Comparisons
2023 Health & Dental Plan Costs
Diocese of Southern Virginia Cafeteria Plan
The Diocese of Southern Virginia’s cafeteria plan allows employees of our churches and their affiliates to pay for health insurance (medical insurance and dental insurance) with a portion of their pay before taxes are withheld, saving money for both employee and employer. Click here for details.
Disability Claims
Aflac is the insurer for the group short-term disability and long-term disability insurance policies offered by The Church Pension Group. To file a claim use Aflac's online portal or call 800-206-8826. If you have questions or concerns, contact CPG at 800-480-9967, or email mtcustserv@cpg.org.
Short Term Disability & Clergy Maternity Leave
When a cleric gives birth they are immediately covered by short-term disability for 12 weeks. There is no elimination period or waiting period in this situation. This assumes the parish continues to pay the cleric's salary at 100%. Upon doing so, the parish receives 70% of the cleric's compensation for the 12 weeks. Before the birth takes place the cleric may contact Aflac and let them know of the circumstances. Aflac will discuss the process from there. Please note that the clergy maternity leave policy is different from that of lay employees.
2023 Parish Pledge Form
The 2023 Diocesan Pledge forms have been mailed to each church. Pledges are due December 1, 2022. Click here for a 2023 pledge form.
Parochial Report, Journal Information Form, and Salary Survey
2022 Parochial Report
The instructions for the 2022 Parochial Report are now available on the General Convention website here. Churches can file their reports online here. To view a copy of the informational email that The Episcopal Church sends to all congregations, click here. Filing of 2022 reports opens January 3, 2023 and closes March 1, 2023.
Journal Information Form & Salary Survey
The following two forms need to be completed by each church and returned to the diocese by March 1, 2023:
Open and SAVE the forms on your computer. Then you can complete, save, and email them to Shauna Daley at sdaley@diosova.org. Alternatively, you may print, fill out by hand, and mail the forms to us at 11832 Rock Landing Dr., Suite 100, Newport News, VA 23606-4231. 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 Shauna Daley at 757-213-3378 or sdaley@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
Beginning on January 1, 2023, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 65.5 cents per mile driven for business use,
- 22 cents per mile driven for deductible medical or moving purposes for active-duty members of the military, and
- 14 cents per mile driven in service of charitable organizations (this rate is set by statute and remains unchanged).
Helpful Publications
Manual of Business Methods in 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
