Employee Handbook
2014 Version
Approved at January 20, 2015
Business Meeting
(Church Name)
(Street Address)
(City, County, State, Zip Code)
www.mscc.com
About This Handbook
This Employee Handbook is intended for the orientation of all staff. It includes general rules of
conduct, policies, procedures, and discipline rules that are subject to revision, additions, or
deletions with the approval of the Board of Deacons of
(Name of Church)
(hereinafter referred to as the Church )
Nothing in this Handbook or in any verbal statement should be construed as creating any type of
employment contract either express or implied. Also, nothing contained in this Handbook is
intended to restrict the employer’s right to unilaterally change the policies and procedures
described therein. The Board of Deacons shall have final authority in all matters concerning
employment.
You are employed with the Church at will 1
, and nothing contained in this Handbook is
intended to promise or guarantee employment for any specific period of time. Any questions that
you may have concerning employment should be referred to a member of the Board of Deacons.
Table of Contents 2
Welcome
Welcome, new staff member! On behalf of your colleagues and the congregation, we welcome
you to the staff of and wish the Lord’s richest blessings
(Name of Church)
1
Under the employment at will doctrine, the employer has historically been
allowed to terminate the contract at any time for any reason or for no reason.
2
A table of contents provides a sequential list of a book's organizational structure -- most commonly
denoting each chapter's number, title and starting page location. The chapter titles listed in the table of
contents can help guide readers in finding specific sections; when the chapter titles don't provide specific
enough detail, readers may need to consult the index found in the back of the publication.
Employee Handbook Page 1 of 20
on your new ministry. We exist to spread a passion for the supremacy of God in all things for the
joy of all peoples through Jesus Christ. By God’s grace, we have an extraordinary team of
servants on staff. Each one, no matter the role played, has a unique set of skills and gifts that lend
themselves to the advancement of this mission statement for the glory of our Lord Jesus Christ.
Thank you for making your God-given skills available to this Church. We are eager to see how
God graces us all through you. Our prayer for you is that your labor, hour by hour, year by year,
decade by decade, will come from faith, be grounded in the Word, done in His strength in humble
helplessness, for the glory of the Lord.
CORE VALUES
Worship
Because we praise God as the Supreme Creator of our universe, thank Him for His immeasurable
gift of grace through Jesus Christ our Savior, and love Him who first loved us, we desire to
worship Him with our hearts, minds, and souls in all that we say and do.
Prayer
Because God allows us free communication with Him in every circumstance, we desire to call on
Him for repentance, confession, praise, and thanksgiving with a complete assurance that He will
respond with our willingness to listen and accept His perfect answer.
Bible Knowledge
Because we believe the Bible is the divinely inspired word of God designed to teach us truth and
draw us closer to Him, we desire to study the scriptures diligently, on our own and together,
careful always to seek God’s will in every word and obediently respond.
Mobilized Laity
Because God blesses each of us with unique gifts and provides us with opportunities to use these
gifts for Him, we desire to seek ways to grow in Christ until we reach unity and maturity and
stand firmly in the faith so we might share our gifts within the church, our community, and the
world, realizing that no gift is too small when wholly dedicated to God.
Evangelism/World Missions
Because God gave us the Great Commission to take His message of love to all the world, and
because we believe that Jesus is the only way to God, we desire to devote our time, talents,
prayers, and resources to share Jesus with others in our community and the world regardless of
their race, nationality, age, wealth, or culture.
God’s Family/Relationships
Because our love of others should be second only to our love of God and because God holds a
special place in His heart for the community of believers, we desire to foster an atmosphere that
will nurture love and respect within all relationships as we work together to share God’s love,
through Jesus, with the world. Everything we do is part of the work of God happening in and
through this congregation, and that gives us high expectations and high hopes. As an employee,
you are part of an effort that truly matters. Lives are changed by our work. Welcome!
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Orientation Procedures
Employment at Will Statement
Your employment relationship with the Church is of an “at will” nature, which means that you
can resign at any time and the church can discharge you at any time with or without cause. It is
further understood that this “at will” employment relationship cannot be changed by any
document or by any conduct without written approval from the Board of Deacons.
Equal Employment Opportunity
Employment is granted to qualified persons without regard to race, sex, age, national origin,
physical or mental handicap, veteran’s status or marital status. To deny a qualified person the
chance to contribute to our ministries because he/she is a member of a minority group is unfair to
everyone and is not consistent with scriptural principles. It is our intent and desire to provide
equal opportunities in employment, promotion, wages, benefits, and all the privileges, and terms
and conditions of employment. The Church does, however, reserve the right to employ persons
who have a Christian background and philosophy of ministry and who, in the opinion of the
Board of Deacons have a work history and a lifestyle which is consistent with the scriptural
principles of
the Church. All employment decisions are made in compliance with applicable law.
Job Description & Evaluation Process
Your duties are defined in a job description. Your job description is given to you during
orientation. This job description serves as the base document for the annual evaluation. The job
description is developed and revised annually during the evaluation process to maintain its
accuracy and appropriateness.
You will receive an evaluation within your first 60-days of employment, subsequent evaluations
are completed as needed, and you will receive an annual evaluation.
During the evaluation process accomplishments - strengths, weaknesses, and other work-related
topics are discussed in a frank, friendly, and open atmosphere. You are expected along with your
evaluator to sign the evaluation form to confirm the completion of the evaluation.
Church resources, your performance, and length-of-service provide the process for potential
compensation changes. The Board of Deacons reviews staff compensation each year.
Pre-employment Drug Testing/Physical Examination/Random Testing
Along with other background checks, the Church can make the offer of employment contingent
on passing a physical examination (including drug screening). Also, if an employee is suspected
or accused of impairment due to drugs/alcohol/illegal substance, the employee must agree to a
drug test and exam upon demand. Otherwise, the employee will face disciplinary actions which
can include separation of employment.
New Employee Checklist: As you complete the orientation process, check off the
areas below. Make sure that all your questions are answered. Upon completion of orientation you
are required to sign and date a similar checklist for the Church Administrator - who places the
document in your permanent personnel file.
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I have a copy and have read the Church’s Employee Handbook.
I have a copy and have read the Church’s Operations Manual (Policies & Procedures).
I have a copy of the Church’s organizational chart.
I have a copy of my job description and understand what is expected of me.
I have been informed about the benefit provisions offered through my employer
and have filed in writing my choices with respect to these benefits, to the degree that
such choices are offered.
I have read and signed the Employment At Will Notice form.
Office Equipment Procedures/Operation/Documentation:
Telephone System
Computer System
Fax Machine(s)
Copier(s)
Front Door Buzzer
Other:
Office Hours/Work Schedule have been discussed and assigned.
Exterior Door Policy
Attendance Policy has been discussed.
Telephone Call Policy has been discussed.
Payroll and pay period information have been discussed, payroll direct deposit
forms are completed.
Check request for business reimbursement policy has been discussed.
Building and Grounds Procedures.
Member Request Procedures.
Building Access/Facility & Equipment Procedures.
Publications.
Food Service Procedures.
Church Vehicle Procedures.
Emergency Evacuation/Safety Plan.
Tour of Facilities.
I have completed I-9, tax forms, and insurance enrollment forms if applicable.
An employee data form with emergency contact information is completed and on
file.
Introduction to Staff.
Computer & Systems: Staff members are encouraged to use the Internet and E-mail to their
fullest potential to further the Church’s mission, to provide service of the highest quality to its
members and seekers and to promote staff development. Staff members have an obligation to use
their access to the Internet and E-mail in a responsible and informed way, conforming to network
etiquette, customs, courtesies, and any or all applicable laws or regulations. As with other forms
of publications, copyright restrictions/regulations shall be observed. Limited personal use is
acceptable.
Staff shall be aware that their conduct or the information which they publish could reflect on the
reputation of First Baptist Church. Therefore, professionalism in all communications is of the
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utmost importance. Staff shall represent themselves accurately and honestly through electronic
information or service content.
Monitoring tools are in place to monitor staff’s use of E-mail and the Internet if needed. Staff
members shall have no expectation of privacy associated with E-mail transmissions and the
information they publish/store on Church equipment, however, E-mail/data is not routinely
accessed unless requested by a Supervisor. In summary, Church staff should use the Internet and
E-mail, when appropriate, to accomplish job responsibilities more effectively and to enrich their
performance skills. The Internet and E-mail afford unprecedented opportunities for conducting
research and disseminating (publishing) job related information. However, excessive personal use
of the church’s E-mail or Internet resource shall lead to loss of privilege to use them.
Unacceptable Uses: The Internet and E-mail constitute an uncensored worldwide network of
networks which provides for peer-to-peer communications between participants and as such, they
also have great potential for misuse. Use of the Internet of the Church and E-mail resources is a
privilege which may be revoked at any time for
inappropriate conduct.
Examples of inappropriate conduct include, but are not limited to:
The distribution, downloading, uploading or sharing of any material, software, data,
document, sound, picture or any other file that is specified as illegal by any federal or state
law, statute, proclamation, order or decree. Additionally, any of the above that are considered
proprietary, privileged, private or otherwise vital to the operation of Church; including, but
not limited to, personnel, student, financial or strategic records and documents.
Use of the Internet and E-mail for personal gain or personal business activities as defined in a
commercial sense such as buying or selling of commodities or services with a profit motive.
Engaging in illegal activities including malicious use, spreading of viruses, practical jokes,
and hacking. (Hacking means gaining or attempting to gain the unauthorized access to any
computers, computer networks, databases, data or electronically stored information.)
Transmitting statements, language, images or other materials that are reasonably likely to be
perceived as offensive or disparaging of others based on race, national origin, sex, sexual
orientation, age disability, religious or political beliefs.
Use of abusive or objectionable language in either public or private messages.
Knowingly visiting pornographic or illegal sites, disseminating, soliciting or storing sexually
oriented messages or images.
Misrepresentation of oneself or the Church.
Sending or forwarding chain letters.
Distributing or forwarding unsolicited commercial E-mail.
Soliciting money for political causes or advocating political opinions.
Using official dissemination tools to distribute personal information to include any
information that constitutes an unwarranted invasion of personal privacy.
Copying, disseminating or printing copyrighted materials in violation of copyright laws.
Other activities and non-business related activities that will cause congestion and disruption of
networks and systems includes, but are not limited to, Internet games, online gaming,
unnecessary subscriptions and E-mail attachments, and chat rooms.
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Office Phones, Voicemail and Other Electronic Equipment: Office phone equipment,
receptionist console, and all lines to the phones are to be used for work related purposes.
Information transmitted by, received from, or stored in these systems is the sole property of the
Church. Staff members may not send or disseminate voice mail messages that are vulgar,
harassing, intimidating, or defamatory toward or about anyone. Harassment or disparagement of
others based upon their race, color, national origin, faith, gender, etc. is strictly prohibited.
General Employee Responsibilities
Dress Code: The Church maintains a business-casual dress code. Dress should always be
respectable and appropriate to meet the demands of the job service task at hand.
Energy Conservation: Turn off lights in areas not in use. Please report any dripping faucets or
running toilets or leaks to the Facility Manager. With everyone’s cooperation, the Church can
save significantly with simple energy conservation.
Church Data: Membership data is confidential. The membership data of the Church is not for
public dissemination and is not for the use of anyone to use for any business in the for-profit
sector. Therefore, our membership information, pictorial directory, and access to certain data on
the website are limited to members, regular attendees, and staff. In most of these areas a password
is required for access.
Church & Equipment: Any keys, pagers, cell phones, uniforms, or other equipment that are
issued to perform your job remain the property of the Church. It is your responsibility that these
items are used by you for the purpose for which they are issued. These items must be returned to
the Church Administrator at the time of termination/separation or upon demand; otherwise, the
cost of the item(s) is deducted from your paycheck. Replacement cost of such items is the
responsibility of the employee.
Individual/Personal Responsibility: Employees must conduct personal and professional lives in
a fashion that assures their reputation and Church’s ministries and reputation are not jeopardized
and that ethical/moral questions do not arise with respect to their association or work with the
Church.
Personnel Records: Notify the Church Administrator within fifteen (15) days of any changes
in the following:
Address and telephone number;
Marital status (for insurance and tax withholding);
Name;
Beneficiary as listed on employer-paid life insurance;
Number of dependents listed on employee medical insurance;
Person(s) to notify in case of an emergency.
In addition, inform your Supervisor about the completion of any educational, training,
enrichment, or certification courses.
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Children at Work: Children of employees or children of those who you have custodial
responsibility should not remain with the employee during working hours. If you have difficulty
with obtaining appropriate childcare, contact your supervisor for approval.
Resignation: If you decide to resign, please give the Officer Manager at least a two (2) week
notice. This courtesy is voluntary due to the “Employment at Will” relationship that you have
with Church. It would provide a minimum time to adjust work schedules and/or begin a search for
a successor. Upon leaving employment with Church for any reason, your final paycheck is
available to you on the next regular pay date. However, your final paycheck is not released until
all Church property is returned and/or replaced. Upon leaving employment with Church, the
Board of Deacons may request an exit interview.
Confidential requirements described later in this Handbook remain in effect even after your
resignation/separation from the Church Staff.
All Staff: Employees are requested to attend the weekly staff meeting, unless the Officer
Manager approves their absence. This is a time for sharing information, prayer requests, and
general announcements.
Worship Planning: Those requested are expected to attend the weekly worship planning
meeting. This is a time of planning worship for current and future services.
Cell Phone: Some employees utilize cell phones to help facilitate their employment
responsibilities. For these staff members, Church has the option to reimburse towards the
purchase of cell phone/equipment and reimburse each month towards the cell phone monthly talk
time.
Employee Classifications & Employee Types
Employee Classifications: Employee classifications are listed below.
Exempt: Those who manage the workplace, supervise the work of others, and exercise
discretion. Full-time Ministerial Staff and Program Staff (Directors and Managers) are exempt
employees. Exempt employees do not have a regular eight (8) hour workday. These
employees are vital to the church programs and membership; therefore, it is necessary that
they work whenever and however the need arises.
Part-time exempt: employees are required to use a time clock system in order
to comply with Wage & Labor regulations.
Non-Exempt : Those employees who are on a 40-hour workweek and/or any part-
time employee (regardless of classification) who must receive additional pay for all hours
worked over 40 hours in a workweek. The Support Staff (Administrative
Assistants/Secretaries, Custodians, Kitchen workers, Childcare workers, and other non-
ministerial staff) are non-exempt. Program Staff that are part-time are treated as nonexempt
for payroll reasons in order to comply with Wage & Labor regulations. Nonexempt employees
are required to use a time clock system.
Employee Types: Employment types at Church are listed below.
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Regular Full-time: Employee who works a minimum of 40 hours per workweek each week
of the calendar year. This employee can be either exempt or non-exempt and is the only type
that receives full-employee benefits.
Regular Part-time: Employee works 39 hours or less in a workweek and is exempt.
Temporary Full-time: Employee who works a minimum of 40 hours per workweek for a
period of time not to exceed 12 consecutive months.
Temporary Part-time: Employee who works 39 hours or less in a workweek for a period of
time not to exceed 12 consecutive months.
Contract/On-call as Needed: Employee who works on a specific defined timeframe
and/or as needed.
NOTE: Employment benefits are contingent on your employment type. If your employment
changes to regular full-time, the effective date for benefits is the same as the effective date of
fulltime status, applying any waiting periods already established.
Church Office Hours: Regular Church office hours are 9:00 a.m. to 5:00 p.m. Monday through
Friday.
Employee Workday: Your workday begins when you arrive at Church. Your specific hours are
subject to the Church Administrator. Obviously, exceptions can occur to the “regular” working
hours when deadlines approach or when special circumstances exist. If such exceptions are
expected/occur, you must receive Church Administrator approval before deviating from your
specific hours. Problems in communication and
coordination occur when employees arrive very late or leave very early.
Workweek: A workweek consists of seven (7) consecutive days or 168 hours (24 hours x 7
days). Church’s workweek begins on Sunday and ends on Saturday. While it is not required by
state law to start or end on any particular day of the calendar week, the starting day cannot be
changed as means of avoiding payment of overtime to non-exempt employees. Once the
beginning time of an employee’s workweek is established, it must remain fixed, regardless of the
schedule of hours the employee works.
Overtime Pay: If you are a full-time employee that is non-exempt or a part-time employee
(regardless of classification), should your duties require more than 40 hours during a workweek,
you receive overtime pay equal to time and one-half for the excess hours over 42.5 and straight
time for hours worked between 40 hours and 42.5 hours. The Church Administrator has the option
to send you home early in any workweek to provide appropriate time away without overtime pay.
Flex Time: If you are a full-time employee that is exempt, should your duties require a sixth
and/or seventh day of service during a workweek; “flex time” can be granted through your
Supervisor.
Lunch/Dinner Break: All full-time employees are encouraged to take a lunch/dinner break each
day. You can take an hour break. Check with the Church Administrator to see when others are
taking lunch. Everyone cannot (as a general rule) be gone at the same time. If the Church
Administrator instructs you on a given day to work through lunch/dinner, you will be
Employee Handbook Page 8 of 20
compensated or allowed to leave early that day or to come in later than your regular start time the
next day.
Attendance: Your contribution to Church’s work efforts is very important; therefore, you are
expected to be here. Each regular full-time employee is expected to work at least 40 hours per
workweek and each part-time employee is expected to work the hours as agreed. If you are unable
to come to work at your assigned hours, you must contact the Church Administrator at least one
(1) hour prior to your normal start time. If you must be away from the office during regular work
hours (for example a doctor appointment), always let the Church Administrator and the church
office know when you leave and when
you plan to return.
Absenteeism: It is essential that accurate records be kept with regard to absenteeism. An
employee’s failure to request pre-approval or to report his/her absence as discussed above, results
in the absence being recorded as unexcused. If an employee’s attendance record indicates frequent
absence, he/she is required to document the reasons for subsequent absences in writing and is
subject to disciplinary actions.
Payroll/Pay Period: Church pays all staff bi-weekly (26 pay periods in a calendar year) . A
payroll service deposits payroll automatically into your bank. All employees must use the
automatic-deposit system. If the regular payroll date occurs on a weekend or holiday, you receive
your paycheck on the regular work day prior to the weekend or holiday.
Time Clock Requirements: Per Church Policy and compliance with Wage & Labor regulations,
all non-exempt employees (those paid on an hourly basis) and all part-time employees (regardless
of classification) are required to use a time-clock system. See the Church Administrator for your
logon ID and for instructions.
Deductions: The following is a list of required deductions that the Church will withhold from
your paycheck:
Federal income tax
FICA
State income tax
City/municipal earnings tax
School income tax
Other tax as may become law.
Optional deductions that the Church will withhold, with your instructions, and deduct
through the Church Pre-Tax Premium Only Plan from your paycheck:
Voluntary retirement plan
Voluntary disability plan
Dependent health insurance plan
Additional income tax
Other options which become legally and/or administratively available.
Wage Assignment and Garnishments: It is the employee’s responsibility to conduct his/her
personal finances in such a way as to avoid wage assessment or garnishment. The employee
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should make immediate arrangements for settlement of any account in question. The Church
Office will comply with the appropriate agency/organization and legal notification to assign
and/or garnish wages.
Staff Organizational Chart / Reporting Structure: The following Organizational Chart
represents the reporting structure.
Staff Liaison Assignments: The following flowchart identifies staff liaison assignments to each
committee / organization / team.
Officers/Representatives
Moderator, Asst. Moderator
Church Clerk, Asst. Church Clerk
Treasurer, Asst. Treasurer
Parliamentarian, Asst. Parliamentarian
Trustees
Committees/Councils
Baptism
Children’s Council
College Council
Constitution & Bylaws
Deacon Nominating
Decorating Committee
Disaster Relief Committee
Discipleship Council
Estate Planning
Finance Committee
Greeters
Grounds Committee
History Committee
Learning Center
Long Range Planning
Lord’s Supper
Marriage & Family Council
Media Center Committee
Men’s Ministry Council
Missions Committee
Money Counting
Music Council
Nominating Committee
Personnel Committee
Preschool & Children’s Ministry Council
Property Committee
Property Acquisition Ad Hoc Committee
Recreation Committee
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Safety & Security Committee
Shut-In Ministry
Sr. Adult Council
Single Adult Council
Socials Committee
Sound
Stewardship Committee
Sunday School Council
Technology Committee
Transportation
Ushers
Wedding Committee
Women’s Ministry Council
Youth Committee
Employee Benefits Program: All regular full-time employees receive employer-paid benefits.
Some part-time staff are eligible for pro-rated benefit of specific paid time away. Although the
benefits described below are currently available, the benefits can be adjusted through written
action of the Board of Deacons. Considerations that may lead to an adjustment in benefits include,
but are not limited to, an increase in the costs of the benefits and/or the decrease of funds or
contributions received by Church that may have an adverse effect on the fiscal integrity of
Church’s financial position. Highlights of the benefit plan are below. For more details on the
benefits provided through the Church plan, consult the Treasurer of the Board of Deacons.
Vacations: Because we recognize the importance of vacation time in providing the opportunity
for rest, recreation, and personal activities, the Church grants annual, paid vacations to its full-
time regular and part-time regular employees. The amount of vacation to which you are entitled
depends on your status as an exempt or nonexempt employee (as defined earlier in this handbook)
and on your length of service as of your anniversary date, as follows:
Full-Time Regular Nonexempt Employees
Years of Service as Annual Vacation Allowance Monthly Accrual Schedule
of Anniversary Date
1 through 4 10 days 5/6 day
5 through 9 15 days 1 1/4 days
10 or more 20 days 1 2/3 days
Full-Time Regular Exempt Employees
Years of Service as Annual Vacation Allowance Monthly Accrual Schedule of
Anniversary Date
1 through 4 15 days 1 1/4 days
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5 or more 20 days 1 2/3 days
Part-time regular employees accrue vacation on schedules proportionate to these but are paid
only for the number of hours they would normally be scheduled to work during the vacation
period. For example, after completing three years of service, a nonexempt part-time regular
employee who is regularly scheduled to work twenty hours per week is entitled to ten days or two
weeks of vacation time, and based on the employee's regular schedule of twenty hours per week is
paid for twenty hours for each week of vacation.
Newly hired full-time regular and part-time regular employees may take one half of their first
year's vacation entitlement after completing six months of employment.
VACATION CARRYOVER: Vacation may be taken as time accrues at any point during the
year. However, you may not carry over any vacation time beyond your next anniversary date.
For example, if you are eligible for ten days of vacation on your first anniversary date of service
with the Church, you must use this vacation time before your second anniversary dated, and so
on.
PAY IN LIEU OF VACATION : Employees are required to take their earned vacation. No
payments will be made in lieu of taking vacation, except for accrued unused vacation at the time
of termination.
HOLIDAY WITHIN VACATION PERIOD : In the event that a holiday observed by the
Church falls within a scheduled vacation period, you will be granted an alternate day of vacation
at a later date.
VACATION SCHEDULING : Vacations may be taken as weekly period or as individual days as
long as the periods chosen meet the approval of the Church Administrator. You should submit a
vacation request form to the Administrator at least two weeks before the date you wish your
vacation to begin.
VACATION PAY ADVANCES: If you wish to receive vacation pay before a scheduled
vacation, you must indicate this in the appropriate section of the vacation request form when you
submit this form to the Church Administrator at least two weeks before the start of your
scheduled vacation.
VACATION FOR TERMINATING EMPLOYEES: Employees terminating employment for
any reason are entitled to payment for all accrued unused vacation time, calculated on a pro rata
basis.
HOLIDAYS: The Church usually provides paid time off to all full-time regular and part-time
regular employees on the following holidays:
New Year's Day
Labor Day
Martin Luther King's Birthday
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Veterans Day
Presidents Day
Thanksgiving Day
Memorial Day
Day after Thanksgiving Day
Independence Day
Christmas Day
Holidays falling on a Saturday are normally observed on the preceding Friday. Holidays falling
on a Sunday are normally observed on the following Monday. You are notified prior to the
beginning of each calendar year of the actual dates on which each of these holidays is observed.
In order to be eligible to receive holiday pay, you are required to work your regularly scheduled
hours the workday preceding and workday following the holiday. In accordance with Church
policy, an approved vacation day or any other excused and pay day off is considered a day
worked for purposes of holiday pay eligibility.
PERSONAL DAYS : In addition to providing paid time off for Church-designated holidays, the
Church permits full-time regular employees to take up to three paid personal days annually for
personal business that cannot be taken care of outside regular business hours and for religious
observances, ethnic holidays, and other events of personal significance. Personal days may also
be used by employees with disabilities for the purpose of securing necessary treatment. Note that
personal days may not be used to extend scheduled vacations. At the discretion of the Church
Administrator, part-time regular and temporary employees may also be granted time off for
personal reasons without pay.
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Full-time regular employees accrue one personal day for every four months actually worked
during the calendar year. Newly hired full-time regular employees are eligible for personal days
during the calendar year in which they were hired in accordance with the following schedule:
Date Employed Personal Day Entitlement
January 1 -- March 31 3 days
April 1 -- June 30 2 days
July 1 -- September 30 1 day
You must give the Church Administrator written notice of intent to use a personal day at least
one week before taking that day off except in emergency situations. Your supervisor considers
workload priorities in determining whether to approve such requests; however, full consideration
is given to requests for holidays of religious significance where reasonable accommodation is
possible.
Personal days may be taken only after they have been accrued, and they must be used during the
calendar year. There shall be no carryover of personal days from year to year, and there shall be
no payment for unused personal days at the end of any calendar year or in the event of
termination.
SICK DAYS: The Church recognizes that inability to work because of illness or injury may
cause economic hardship. The Church also recognizes that employees may require time off to
secure necessary treatment for disabilities. For these reasons, the Church provides paid sick days
to full-time regular employees.
Eligible employees accrue sick days at the rate of one-half day per month to a maximum of six
days per calendar year. Sick days may not be carried over from one calendar year to the next, and
no payments are made for accrued unused sick days at the end of any calendar year or in the
event of termination. Long-term illnesses are covered under the Church’s salary continuation
and long-term disability plans.
RETIREMENT PLAN: The Church has established a retirement program to assist you in your
postemployment years. You are encouraged to begin planning for retirement early in your career
so that Church retirement benefits, benefits from the federal government's social security
program, and income from your personal investments can grow together to provide future
financial security.
The Church’s retirement plan, which is funded solely by the Church contributions, is designed to
provide you with monthly benefits when you retire. The amount of benefits you receive when
you retire depends on, among other things, your years of credited service with the Church and
your income. You are eligible to become a member in our plan after you have completed one
year of service and have attained the age of 21. You are fully vested in our plan after completing
five years of credited service. Once you are eligible to participate in the plan, you will receive a
summary plan description booklet titled "Your Retirement Benefits," describing the plan in more
detail. Questions regarding our retirement plan should be directed to the Church Administrator
Major Medical Insurance: All regular full-time employees are provided employee coverage
through the Church’s Major Medical Insurance plan. Full time employees
Staff are eligible for paid-family coverage.
FAMILY AND MEDICAL LEAVES OF ABSENCE: The Church w ill grant a leave of
absence to regular full-time and regular part-time employees (who meet the requirements
described below) for the care of a child after birth or adoption or placement with the employee
for foster care, the care of a family member (spouse, child, or parent) with a serious health
condition, or in the event of an employee's own serious health condition. Leaves will be granted
for a period of up to twelve weeks in any twelve-month period.
An employee must have completed at least one full year of service with the Church and have
worked a minimum of 1,250 hours in the twelve-month period preceding the leave to be eligible
for such leave.
Child/Family Care Leave: If you request a leave of absence to care for a child after birth,
adoption, or placement in your home for foster care or to care for a covered family member with
a serious health condition, you will be granted unpaid leave under the following conditions:
If the leave is planned in advance, you must provide the Church with at least thirty days'
notice prior to the anticipated leave date, using the Church’s official Leave-of-Absence
Request Form.
If the leave is unexpected, you should notify the Church Administrator by filing the Leave-
of-Absence Request Form as far in advance of the anticipated leave date as is practicable.
(Normally, this should be within two business days of when you become aware of your need
for the leave.)
All benefits of the Church that operate on an accrual basis (e.g., vacation, sick, and personal
days) will cease to accrue during the leave period. You will be required to use all accrued,
unused vacation and personal days during the leave period. Once such benefits are
exhausted, the balance of the leave will be without pay.
All group health benefits will continue during the leave provided you continue regular
employee contributions to these plans.
Employees requesting a leave to care for a covered family member with a serious health
condition may be required to provide medical certification from the family member's physician
attesting to the nature of the serious health condition, probable length of time treatment will be
required, and the reasons that the employee is required to care for this family member.
Employees may also be required to provide additional physician's statements at the Church’s
request. Further, the family member may be required to submit to medical examination by
physicians designated by the Church at its discretion and at the Church’s expense.
Leave for Employee's Serious Health Condition: If you request a leave of absence for your
own serious health condition, you will be granted leave under the following conditions:
If the leave is planned in advance, you must provide us with at least thirty days' notice prior
to the anticipated leave date, using the Church’s official Leave-of-Absence Form.
If the leave is unexpected, you should notify the Church Administrator by filing the Leave-
of-Absence Request Form as in advance of the anticipated leave date as is practicable.
(Normally, this should be within two business days of when you become aware of your need
for the leave.)
Any time that you expect to be or are absent for more than five consecutive work days as a
result of your own serious health condition (including pregnancy), you will be required to
submit appropriate medical certification from your physician. Such certification must include
at a minimum, the date the disability began, a diagnosis, and the probable date of your return
to work.
All of the benefits that operate on an accrual basis (e.g., vacation, sick, and personal days)
will cease to accrue during your leave period.
You will be required to use all accrued, unused sick, vacation, and personal days during your
leave, prior to being eligible for any benefits under the Church’s salary continuation plan.
Once such accrued benefits are exhausted, the balance of your leave will be without pay.
All group health benefits will continue during the leave provided you continue regular
employee contributions to these plans.
During your leave, you may also be required to provide the Church with additional
physician's statements on request from the Church. You may also be required to submit to
medical examinations by physicians designated by the Church at its discretion and at the
expense of the Church, at the beginning of, during, or at the end of your leave period, and to
provide with access to your medical records as required.
Before you will be permitted to return from medical leave, you will be required to present
the Church with a note from your physician indicating that you are capable of returning to
work and performing the essential functions of your position with or without reasonable
accommodation. Where required, the Church will consider making reasonable
accommodation for any disability you may have in accordance with applicable laws.
Leave Entitlement : Eligible employees are entitled to leave for up to twelve weeks in any
twelve-month period (or longer if required by applicable state or local law or, in the case of a
leave for an employee's serious health condition, where a leave extension is requested and
approved). Leave taken to care for a child after birth, adoption, or placement in your home for
foster care must be taken in consecutive workweeks. Leave taken for the employee's or a
covered family member's serious health condition may be taken consecutively, intermittently, or
on a reduced work/leave schedule based on certified medical necessity. In such instances, the
Church will follow applicable federal and state laws in reviewing and approving such leave
requests.
Reinstatement Rights: Eligible employees are entitled on return from leave to be reinstated to
their former position or an equivalent position with equivalent employment benefits, pay, and
other terms and conditions of employment. Exceptions to this provision may apply if business
circumstances have changed (e.g., if the employee's position is no longer available due to a job
elimination). Exceptions may also apply for certain highly compensated employees under
certain conditions. In addition, employees on a leave extension are not guaranteed reinstatement.
Leaves for Employees Who Do Not Meet the Minimum Service Requirements: Full-time
regular and part-time regular employees who have less than one year of service and/or who have
not worked a minimum of 1,250 hours during the twelve-month period prior to their leave may
also request leaves of absence for the care of a child after birth or adoption or placement with the
employee for foster care, the care of a family member (spouse, child, or parent) with a serious
health condition, or in the event of an employee's own serious health condition, subject to the
following terms and conditions:
Leave requests must be made at least thirty days in advance of the date the employee would
like the leave to begin or, in emergency situations, with as much advance notice as is
practicable, using the Church’s official Leave-of Absence Request Form. (Normally, this
should be within two business days of when the need for the leave becomes known to the
employee.)
The certification requirements and the conditions for required use of accrued time off,
benefits accrual, and continuation of group health insurance during leave set forth in above
shall apply to all leave requests.
Unless applicable state or local law requires otherwise, leaves will be limited to a thirty-day
maximum duration, except leaves for the employee's own serious health condition, which
may be granted for up to a twelve-week period and which may be taken intermittently.
Unless applicable state or local law requires otherwise, reinstatement will not be guaranteed
to any employee requesting a leave. However, the Church will endeavor to place employees
returning from leave in their former position or a position comparable in status and pay,
subject to budgetary restrictions and the needs of the Church to fill vacancies its ability to
find qualified temporary replacements.
All questions regarding leaves of absence should be directed to the Church Administrator’s
office. Leave-of-Absence Request Forms are also available from the Administrator’s office.
MILITARY LEAVES OF ABSENCE: Leaves of absence without pay for military or Reserve
duty are granted to full-time regular and part-time regular employees. If you are called to active
military duty or to Reserve or National Guard training, or if you volunteer for the same, you
should submit copies of your military orders to your supervisor as soon as is practicable. You
will be granted a military leave of absence without pay for the period of military service, in
accordance with applicable federal and state laws. If you are a reservist or a member of the
National Guard, you are granted time off without pay for required military training. Your
eligibility for reinstatement after your military duty or training is completed is determined in
accordance with applicable federal and state laws.
BEREAVEMENT LEAVE: If you are a full-time regular or part-time regular employee and a
death occurs in your family, you will be compensated for time lost from your regular work
schedule in accordance with the following guidelines.
You will be granted up to five days off from work with pay in the event of the death of your
spouse, child, parent, or sibling; up to three days in the event of the death of your
grandparents, father-in-law, mother-in-law, son-in-law, or daughter-in-law; and one day in
the event of the death of a relative not a member of your immediate family as defined above.
Requests for bereavement leave should be made to the Church Administrator.
JURY AND WITNESS DUTY LEAVE: f you are a full-time regular employee who is
summoned to jury duty, the Church will continue your salary during your active period of jury
duty for up to a maximum of fifteen working days per calendar year. You are also permitted to
retain the allowance you receive from the court for such service. If you are not a full-time
regular employee, you are given time off without pay while serving jury duty.
All employees are allowed unpaid time off if summoned to appear in court as a witness.
To qualify for jury or witness duty leave, you must submit to the Church Administrator a
copy of the summons served on you as soon as it is received. In addition, proof of service
must be submitted to Church Administrator when your period of jury or witness duty is
completed.
The Church will make no attempt to have your service on a jury postponed except when
business actions necessitate such action.
Reimbursement of Expenses and Travel Policies: Employees who incur expenses on behalf of
the Church such as travel, approved training courses, or office supplies may receive
reimbursement by forwarding a description of the type of expense and reason it was incurred
along with all receipts to the Church Administrator who will review the accuracy and
completeness of the report and sign off before submitting the request to be paid.
Building Access Procedures: Approval for key possession rests with the Board of Deacons.
Keys to the Church office will be issued to Church staff (e.g., Minister, Youth Director,
Choir/Music Director and Church Administrator). Members of the Board of Deacons and others
(ushers for example) who need regular access to the Church office to conduct the business of the
Church will also be given keys. Persons who are issued keys (key holders) are responsible for the
cost of replacing lost keys and must sign the key log at the beginning of each Church year or
return their keys if they no longer need access.
FACILITY AND BUILDING USE: To fulfill the Christian commitment to serve, the Church
will make its facilities available to church and service groups both inside and outside of our
congregation. The facilities may be used by non-member groups and individuals as outlined in
this policy. The Church regards this non-member use as part of the Church’s service to the
community. The Church Administrator reserves the right to consult with the Board of Deacons
as to whether or not a group may use its facilities. Use of Church facilities by outside groups on a
regular basis must receive the approval of the Diaconate.
Building, Grounds and Equipment Use: Any Church owned property and/or equipment (i.e.
keys, credit cards, cell phones, uniforms, laptop computers, desktop computers, computer
equipment, sound equipment, A/V equipment, postage meter, telephone/fax/internet access,
grounds equipment, etc.) that are issued or available on Church premises to perform your job
remain the property of Church. It is your responsibility that these items are used by you for the
purpose for which they are issued.
Event Planning Procedures: Anyone planning an event at the Church is required to use the
appropriate guidelines and policies. For example, a wedding event is required to use the
Wedding Policies. All requests and reservations for use of Church facilities or equipment must
be made with the Church Administrator. To request use:
A representative from the interested group must complete a building/facility use
application.
User must agree to the fees structure if fees are applicable.
Certain requests require approval of the Board of Deacons.
Once a request is approved, the Church Administrator completes the application by assigning
a permit number and distributes it to the group representative.
The Restriction of Political Campaign Intervention by Section 501(c)(3) Tax-Exempt
Organizations: Under the Internal Revenue Code, all section 501(c)(3) organizations are
absolutely prohibited from directly or indirectly participating in, or intervening in, any political
campaign on behalf of (or in opposition to) any candidate for elective public office.
Contributions to political campaign funds or public statements of position (verbal or written)
made on behalf of the organization in favor of or in opposition to any candidate for public office
clearly violate the prohibition against political campaign activity. Violating this prohibition may
result in denial or revocation of tax-exempt status and the imposition of certain excise taxes .
Certain activities or expenditures may not be prohibited depending on the facts and
circumstances. For example, certain voter education activities (including presenting public
forums and publishing voter education guides) conducted in a non-partisan manner do not
constitute prohibited political campaign activity. In addition, other activities intended to
encourage people to participate in the electoral process, such as voter registration and get-out-
the-vote drives, would not be prohibited political campaign activity if conducted in a non-
partisan manner.
On the other hand, voter education or registration activities with evidence of bias that (a) would
favor one candidate over another; (b) oppose a candidate in some manner; or (c) have the effect
of favoring a candidate or group of candidates, will constitute prohibited participation or
intervention.
Confidentiality Agreement. This is to certify that I, (Name of Employee), an Employee, or
Board Member of Main Street Community Church understand that any information (written,
verbal or other form) obtained during the performance of my duties must remain confidential.
Even the act of insinuating that I know private information of an individual/family is not
acceptable. I understand that any unauthorized release or carelessness in the handling of this
confidential information is considered a breach of the duty to maintain confidentiality. I further
understand that any breach of this duty to maintain confidentiality could be grounds for
immediate dismissal and/or possible liability in any legal action arising from such violation.
I understand that the information in this Handbook represents guidelines only and that the
Church reserves the right to modify this Handbook or amend or terminate any policies,
procedures, or employee benefit programs whether or not described in this Handbook at any
time, or to require and/or increase contributions toward these benefit programs.
I understand that this Handbook is not a contract of employment, express or implied, between me
and the Church and that I should not view it as such, or as a guarantee of employment for any
specific duration.
I further understand that no representative of the Church other than the President of the Board of
Deacons has any authority to enter into any agreement guaranteeing employment for any
specified period of time. I also understand that any such agreement, if made, shall not be
enforceable unless it is in a formal written agreement signed by both me and the (e.g., President).
___________________________________ ________________________
Employee's Signature DATE
Employees Printed Name
The undersigned , hereby
(Name) (Relationship to Church)
certifies that he/she delivered this Handbook to on this
(Name of Employee)
, and did witness the signature of as
(Date) (Name of Employee)
shown above.
______________________________________ ______________________
Officer’s Signature Date
Officer’s Printed Name
