Diocese to implement common payroll, HR software

By RENEE WEBB
Content and Design Coordinator

When the Diocese of Sioux City was looking for new payroll software, it found a web-based program that offered not only more features but also the ability for use across the diocese.

According to Denise Kneifl, parish accounting and payroll specialist for the diocese, earlier this month the diocese implemented a new software program called Paylocity that is used in about 60 dioceses across the country.

“We are doing this in waves,” she explained. “We are not tackling the entire diocese at one time. We are doing the chancery and a few select parishes this quarter and then every quarter through October of 2026 we will be adding parishes and schools.”

This program helps to automate and streamline not only payroll but HR (human resources) processes. 

She said they are referring to it as a “common” payroll program rather than “centralized” because it is not taking away responsibilities at any of the locations, “we’re just enhancing our ability to help them.” 

“Paylocity allows us to not only do payroll, but all of the other things that we normally do in paper,” said Kneifl. “We anticipate seeing time savings in going to this electronic system.”

She pointed out that prior to offering Paylocity the chancery and all diocesan locations had been using electronic payroll for some time but a common program was not used. Eight different payroll software programs with limited features were used throughout the diocese.

“We are bringing all of the parishes onto Paylocity, all of the K-8 (Catholic) schools and the chancery (Central Catholic Offices),” explained the payroll specialist. “The K-12 schools and the nursing homes have been given the option because they potentially have contracts with their suppliers. They will have the option to come on with us in the future.” 

Within a year, an estimated 1,200 employees of the diocese’s 1,700 will use Paylocity for payroll, HR and more.

Regardless if a location uses Paylocity for payroll, Juli Singer, diocesan director of human resources, said all employees at every location including the K-12 schools and nursing homes will use the system for benefits.

“For the benefits aspect, all of the locations will come on at once. We are aiming for Jan. 1. Our goal is for the next open enrollment period we will not use any paper, all of it will be online,” she said. “This will simplify the enrollment process for everybody – for the employee, the administrators at each location and for us here at the diocese.”

This feature was not available in the past as the diocese’s former program only managed payroll and did not provide HR features. 

“The benefits platform is completely brand new for us. In the past, we used paper forms for all of the open enrollment meetings – that will all be done online next year,” said Singer.

Paperwork for benefits that will be completed through an electronic process this coming year include medical, dental, vision, health savings accounts, flexible spending accounts and allocations for 401k accounts.

“Currently, we have paperwork for all of the full-time employees who have benefits. So this for me is wonderful because it will eliminate all of that paper,” said Singer, which will offer not only time savings but space savings. 

There will be some wizards (tutorials) available in Paylocity that will help guide employees through the process.

A big benefit by using Paylocity, noted Kneifl, is that it allows employees to log into the secure, self-service portals to access information and make changes 24/7. While there is much autonomy to this system, a checks and balances process remains such as supervisors continue to approve requested paid time off (PTO).

“One of the examples they gave us when we were learning about Paylocity was you go to a car dealership to buy a new car and you want to take out a loan so they want to see your paystubs. You can now access your paystubs on your phone, download them and email them to loan office. You don’t have to call, wait or dig through your papers,” she said.

A few of the tasks employees will utilize Paylocity on a regular basis include punching in and out electronically for hourly employees, viewing paystubs and requesting time off. Employees can make changes or updates to home addresses, the amount of tax withholdings or even add a new dependent to insurance and much more. The exception to the 24/7 access is with the punching in and out, which is done onsite.

“I think the employees will really benefit from the self-service portal,” said Singer. “Even with something like making your own address change. Currently, you have to fill out a paper and the form comes here and we update the address. This will be faster for the employee and they will be able to control it.”

While payroll and benefit processes are some of the primary functions that will be used on a regular basis, the women noted that Paylocity also offers other features for use with such things onboarding and recruiting. 

“It starts with hiring. At no additional cost to us, it will put out all of the open positions on Indeed.com which is fabulous because that is quite costly,” said Singer.

The chancery and the various entities within the diocese will have the ability to post jobs to Paylocity, which not only provides access to Indeed but also Zip Recruiter.

New employees hired through the recruiting process, noted Singer, could be onboarded through Paylocity.

“They would fill out electronic forms instead of paper forms,” said Kneifl. “They would be able to select their benefits online and they would be able to do this prior to their start date – so when they walk in, they are in the system and ready to go.”

In regard to having a common payroll program throughout the diocese, she noted that there can be various benefits. For instance, in the past if a bookkeeper was on vacation or out sick during time when payroll should go out there could have been delays or special arrangements made to make it happen. With Paylocity, it’s possible for the Office of Parish Accounting to assist with special circumstances.

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