As the holiday season approaches, ministry staff members often take on additional responsibilities. Choir rehearsals, Christmas productions, outreach events, additional worship services, and community programs can dramatically increase workloads.
Now is the perfect time to review your HR practices to ensure your ministry is prepared.
Prepare for Seasonal Hiring
Many churches bring on temporary help during the holidays, including:
- Nursery workers
- Childcare staff
- Hospitality workers
- Security personnel
- Musicians
- Administrative support
Before hiring begins, make sure your ministry has:
- Updated employment applications
- Current Form I-9 procedures
- New hire paperwork ready
- Background check procedures in place
- Current federal and state tax forms
Being prepared helps new employees start serving more quickly.
Review Volunteer vs. Employee Status
Holiday events often involve many people serving the ministry.
It’s important to remember that not everyone providing services qualifies as a volunteer. Individuals who are paid for their services or who perform work under an employment relationship may need to be classified as employees.
Proper classification helps avoid payroll tax issues and wage and hour concerns.
Plan for Holiday Time Off
Many employees request vacation around Thanksgiving and Christmas.
Ministry leaders should:
- Review PTO balances.
- Establish deadlines for requesting time off.
- Ensure adequate office coverage.
- Communicate expectations to staff.
Advance planning helps maintain ministry operations while allowing employees to enjoy time with their families.
Review Overtime Practices
Holiday events often require employees to work evenings, weekends, and multiple services.
Before the busy season begins, review:
- Timekeeping procedures
- Overtime approval processes
- Employee classifications
- Accurate recording of hours worked
Proper documentation helps avoid payroll errors and compliance concerns.
Strong Preparation Leads to Strong Ministry
Preparing your staff before the holidays allows everyone to focus on ministry rather than administrative challenges. Taking time now to review hiring, scheduling, and payroll procedures will help your ministry operate more smoothly during its busiest season.
Next Week: We’ll look at year-end payroll and tax preparation so your ministry can enter the new year with confidence.
This information is provided with the understanding that Payroll Partners is not rendering legal, human resources, or other professional advice or service. Professional advice on specific issues should be sought from a lawyer, HR consultant or other professional.
