St Paul Evangelical Lutheran Church
Employee Hendbook
Adopted by council 11/18/02
Introductory Statements
Statement of Welcome
Overall Employment Policy
Applicability of Policies
Equal Employment Opportunity
Hiring
Employment Eligibility Verification
Employment Status Categories
Personnel Records
Sexual Harassment
Drug Free Workplace
Smoking Policy
Job Descriptions
Work Schedule
Attendance and Notification of Absence
Performance Evaluation
Standards of Conduct
Progressive Discipline
Termination/Resignation
Building Security
Salary Administration
Pay Practices
Vacation
Personal Days
Holidays
Sick Leave
Bereavement Leave
Jury Duty Leave
Short-Term Disability and Maternity/Paternity/Adoption Leave
Medical and Dental Insurance
Long-Term Disability Insurance
Pension Plan
Worker’s Compensation
Unemployment Compensation
Job Related Expense Reimbursement
I hope that you, as an integral part of our ministry here, will find your association with us pleasant and rewarding. We are an open, affirming, and inclusive church welcoming all who seek God. In the name of Jesus, the congregation strives to follow the Biblical call - to do justice, love kindness and to walk humbly with God. Nevertheless, in order to function effectively, St. Paul requires certain policies and procedures to insure smooth operation and fair treatment of our employees.
This handbook is intended to be a helpful guide to questions you may have about your employment at St. Paul. It is not a comprehensive manual of all policies and procedures, but will hopefully answer many basic questions and direct you to the right sources of additional information.
The Employee Handbook is subject to change from time to time at the discretion of the organization. If you have any questions about the Employee Handbook, please direct them to the Senior Pastor.
Thanks for being part of our ministry!
Introductory Statements
Overall Employment Policy - This handbook has been prepared to provide employees of St. Paul with information about the conditions, policies and benefits affecting them as employees. The goals of the personnel policies described below are to facilitate satisfying working conditions and to inspire collaborative relationships.
THE ST. PAUL EMPLOYEE HANDBOOK REPRESENTS A GENERAL STATEMENT OF POLICIES AND BENEFITS AND A GENERAL OVERVIEW OF THE RESPONSIBILITIES AND OBLIGATIONS OF EMPLOYEES. THE HANDBOOK IS NOT A CONTRACT OF ANY KIND, AND THE POLICIES CONTAINED IN THIS HANDBOOK CAN BE CHANGED AT ANY TIME BY ST. PAUL WITHOUT NOTICE. EMPLOYMENT WITH ST. PAUL IS AT WILL.
NOTHING CONTAINED IN THIS HANDBOOK IS INTENDED TO CREATE, NOR WILL IT BE CONSTRUED AS CREATING, AN EXPRESSED OR IMPLIED CONTRACT OR GUARANTEE OF EMPLOYMENT FOR A DEFINITE OR INDEFINITE TERM. BECAUSE EMPLOYMENT WITH ST. PAUL IS AT WILL, EMPLOYEES CAN TERMINATE EMPLOYMENT WITH ST. PAUL AT ANY TIME FOR ANY REASON AND ST. PAUL CAN TERMINATE EMPLOYEES’ EMPLOYMENT AT ANY TIME FOR ANY REASON.
Applicability of Policies - These policies are for all personnel working at St. Paul except for pastors, deacons, and associates in ministry. However, it is understood that pastors, deacons, and associates in ministry may have different provisions because of the special nature of their ministry. These special provisions will be clarified in the employment contracts developed when they begin their ministry at St. Paul.
Equal Employment Opportunity - St. Paul is committed to a policy of equal opportunity in all of its employment practices. As such, the church endorses all efforts to eliminate and prevent discrimination on the basis of race, color, religion, sex, sexual orientation, age, national origin, marital status, disability, or veteran status.
Hiring - St. Paul is an Equal Opportunity Employer and hires individuals solely upon the basis of their qualifications for the job to be filled. Unless otherwise provided in writing, employment with St. Paul is considered to be at-will, so that either party may terminate the relationship at any time and for any lawful reason.
Employment Eligibility Verification - Prior to starting employment, each employee must sign the Employment Eligibility Verification Form (I-9) and the employer is required to examine documents establishing each prospective employee’s work eligibility and identity and to attest to such verification. The I-9 is kept in the employee's personnel file.
Employment Status Categories - Employees are classified as full-time, regular part-time, or other part-time – for purposes of eligibility for benefits.
Full-time: Employees who are regularly scheduled to work at least 37.5 hours per week and 1,950 hours per year are eligible to receive full benefits.
Regular part-time: Employees regularly scheduled to work at least 20 hours per week (1,040 hours per year) are eligible to receive vacation, holiday, and sick leave, at the rate of half of a full-time employee, but are not eligible to receive retirement or health benefits.
Other part-time: Employees who work any number of hours per week but less than 1,040 hours in a calendar year are not eligible to receive paid benefits unless specifically provided in the employee contract. Another part-time employee who works 1,040 or more hours in a calendar year will be reclassified as full-time or regular part-time as appropriate.
For purposes of paying overtime and maintaining timekeeping records, positions have been classified as exempt or nonexempt according to the guidelines of the Fair Labor Standard Act. An exempt employee is a salaried professional employee, administrative employee, or other employee who is legally exempt from the overtime provisions of the wage and hour laws. A nonexempt employee is entitled to overtime compensation for each hour over 40 hours of actual work in a given week.
Personnel Records - A permanent personnel file will be maintained for each employee and will be handled in a confidential manner. The Senior Pastor maintains performance appraisal documents while the Administrative Assistant maintains payroll, tax, and benefit documents.
Requests for information about employees will be handled with discretion. Only the name, employment dates, and position titles will be provided unless the employee authorizes additional release of information in writing. Reference checks authorized in writing will be directed to the Senior Pastor. In addition, factual information needed to secure a loan will only be released with a written authorization signed by the employee.
It is important that all employees promptly inform the Administrative Assistant of any change in address, telephone number, marital status, or number of dependents. Personnel files are available to employees provided they make a timely and reasonable request and that the viewing of the file is done during regular business hours.
Drug-Free Workplace - It is the policy of St. Paul to operate in a drug-free environment. We are committed to the health, well-being and safety of our employees and property, which means that all employees have a responsibility to report and remain at work in a fit condition.
The use, possession, or distribution of alcohol or illegal drugs is not permitted anywhere on our premises. Our policy prohibits reporting for work or engaging in work under the influence of alcohol or illegal drugs.
Smoking Policy - Although “No Smoking” signs are not posted within the building, smoking is not permitted anywhere within the church or church office building.
Sexual Harassment - St. Paul is committed to providing its employees with a work environment free from all forms of discrimination, including sexual harassment.
Sexual harassment includes any unwelcome verbal or physical sexual advance, requests for sexual favors, sexually motivated physical conduct or communication of a sexual nature which is offensive to the recipient or which interferes with the recipient's job performance or staff relationships. It is considered to be sexual harassment when:
submission to such conduct is made either implicitly or explicitly a term or condition of the individual’s employment;
submission to or rejection of such conduct by an individual is used as a factor in decision affecting that individual; and
such conduct has the purpose or effect of either unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive employment environment.
Any employee engaging in sexual harassment is subject to immediate discipline, up to and including discharge.
Procedures - Any employee who believes that he or she has been the subject of sexual harassment should make a complaint to the Senior Pastor. The Senior Pastor will promptly investigate the alleged harassment and proceed to do whatever is necessary to resolve the complaint. Actions may include any or all of the following:
Investigation of the complaint by interviews with the parties involved;
If facts warrant, the perpetrator will face termination from employment;
The investigation will be conducted and a resolution of the issue will normally be submitted within thirty days of a formal written allegation; and
All Information will be held in confidence until and if a decision is made that a person will be disciplined. At that time, it may be necessary to provide information as to the alleged conduct to, but only to, those individuals who are required to know of the allegations.
Any employee who is not satisfied with the resolution of the matter may contact the Executive Committee of the Church Council who will investigate the complaint and provide a final resolution within thirty days.
If the harassment involves any member of the pastoral staff rostered by the Evangelical Lutheran Church of America (ELCA), the employee should report the alleged act immediately to the Bishop of the Metropolitan Synod of the ELCA
Job Performance and Work Expectations
Job Descriptions - Job descriptions are developed for each job in the organization and summarize each job’s basic purpose and responsibilities in a general manner. It is impossible for job descriptions to cover every task or responsibility assigned, and hence they do not limit the supervisor’s right to assign additional duties as needed.
Employees are encouraged to review and suggest changes to their job descriptions. St. Paul reserves the right to transfer duties from one position to another to preserve the effectiveness of the organization, irrespective of any particular job description.
Work Schedule - The normal workweek for a full-time employee is 37.5 hours within the period of Sunday through Saturday. Core church office hours are normally 8:00 a.m. to 4:00 p.m. Monday through Friday.
Attendance and Notification of Absence - Employees are expected to maintain good attendance records. When absent from work on a scheduled workday, the employee must notify the immediate supervisor or the Senior Pastor of the reason for their absence at the beginning of the workday. Absence for three consecutive days without notifying the supervisor is considered a voluntary termination.
Performance Evaluations - Formal performance evaluations are conducted approximately 90 days after an employee’s initial period in a new position. Additional formal performance evaluations are conducted annually. These evaluations provide the opportunity to discuss the employee’s job performance, attainment of previously set objectives and goals, job description, and performance goals for the next evaluation period. Performance evaluations become part of the personnel file.
Standards of Conduct - In any organization, there are rules and responsibilities that contribute to a harmonious work environment for all employees. Although it is impossible to define every responsibility or expected standard of conduct, the following will assist in understanding an employee’s role at St. Paul. Employees are expected to:
Act in an honest and forthright manner in all St. Paul concerns;
Treat co-workers, supervisor, volunteers, and other parishioners with respect;
Attempt to initially resolve any problems with co-workers directly;
Be attentive to issues involving sensitive or confidential information;
Perform their job as indicated in their job descriptions and avoid excessive or unnecessary absences; and
Conduct themselves in a moral and ethical manner.
Progressive Discipline - Whenever appropriate, supervisors will offer feedback to employees to correct performance deficiencies or workplace behavior problems. In doing so, they will follow a generally progressive series of steps.
Verbal Warning A counseling or corrective interview will be held by the supervisor with the employee to explain the basis of the need for corrective action. The supervisor will document this verbal warning.
Disciplinary Interview/Written Warning If the oral reprimand does not correct the problem, the supervisor will conduct a disciplinary interview. A written record of the interview will be given to the employee and a copy will be placed in the employee’s personnel file. This interview record will contain a description of the employee’s conduct or job performance, the change of conduct required of the employee, and the consequences if the problem is not corrected within a specified period of time.
Dismissal If improvement is not evidenced within the noted time frame, disciplinary action, including suspension without pay or dismissal, will be taken.
Certain performance or behavior problems, including conduct unbecoming a church employee or inconsistent with the faith, morals, or laws of the church, may be considered serious enough to warrant immediate disciplinary action or dismissal.
The employee may reply to his/her written disciplinary statement, with a copy placed in that employee’s personnel file.
THE PROGRESSIVE DISCIPLINE PROCEDURES ARE GUIDELINES ONLY. ST. PAUL RESERVES THE RIGHT TO CHANGE, AMEND, OR ELIMINATE THESE PROCEDURES AT ANY TIME WITH OR WITHOUT NOTICE. NOTHING IN THESE PROCEDURES WILL ALTER THE EMPLOYMENT-AT-WILL RELATIONSHIP BETWEEN THE EMPLOYEE AND ST. PAUL.
Termination of Employment - Employees are requested to give written notice of their intent to resign to their supervisor. Occasionally it may be necessary to dismiss an employee for reasons including but not limited to unsatisfactory work performance or misconduct. Dismissal usually occurs only after the employee has been warned in writing. Occasionally, however, an infraction may be sufficiently serious to warrant immediate dismissal.
Terminating employees receive payment for accumulated, unused vacation time but not for accumulated, unused sick days.
Building Security - Keys are provided to employees to have access to the building outside of regular hours. Upon termination of employment, all keys must be returned to the Senior Pastor.
Compensation
Salary Administration - All wage and salary policy decisions must take into consideration St. Paul’s overall economic position. All employees' wages or salaries are to be reviewed by the Senior Pastor at least annually.
Pay Practices - Employees are paid twice a month, on the 15th and the last day of the month. If a payday falls on a weekend, paychecks will normally be issued the preceding Friday. St. Paul is required by law to make deductions from paychecks for federal and state income taxes, Social Security, and Medicare.
Vacation - St. Paul provides vacations with pay, based on length of service, to all full-time and regular part-time employees, according to the following schedule:
Weeks of Vacation Per Year Years of Employment
Two 1 through 5
Three 6 through 11
Four 12+
Employees’ anniversary dates of employment are the basis for the amount of vacation. Vacation time cannot be carried over to the following year except in unusual circumstances and with the approval of the Senior Pastor. Paid vacation may not be taken during the first six months of employment.
All vacation requests must be submitted to the Senior Pastor and approved in advance. When employment is terminated, employees will receive vacation pay for any unused vacation accrued at the time of termination.
Personal Days - Each full-time employee earns two personal days per year. Regular part-time employees earn one personal day per year. Personal time may be used for any reason, with the only stipulation being to obtain advance approval of the person’s supervisor. Personal days must be taken within the calendar year and cannot be carried over to the following year. Personal days must be used prior to the last day of employment.
Holidays - The following eight days are recognized as holidays by St. Paul for which full-time and regular part-time employees are entitled to time off with pay:
New Year's Day
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
When the observed holiday falls on a Saturday, it will be observed on the preceding Friday; if the holiday falls on a Sunday, it will be observed on the following Monday.
Sick Leave - Full-time employees are eligible for five paid sick days per year. Regular part-time employees are eligible for three paid sick days per year. Other part-time employees are not eligible for sick leave benefits. Sick leave cannot be carried over to the next year and is not payable to the employee upon termination of employment.
Sick days are specifically restricted to employee illness and may not be used because of absence due to the illness of family members or other reasons. A physician’s statement may be required in any case exceeding three working days of absence.
Bereavement Leave - In case of a death in the immediate family, an employee can take up to three working days off with pay as bereavement leave. Immediate family is defined as spouse, children, parents, grandparents, brothers, sisters, and parents of the spouse.
Jury Duty Leave - St. Paul encourages its employees to cooperate in performing their civic responsibilities by serving in the jury system when requested. Employees will be paid their regular salaries while serving on jury duty, up to a maximum of two weeks.
Short-Term Disability and Maternity/Paternity/Adoption leave – A six-week paid leave of absence for a bona fide medical condition which prevents the employee from working is available to a full-time employee with one or more years of service. Medical certifications may be required as well as examination by a physician of St. Paul’s choosing.
In order to enable parents bringing newborn children into their homes the opportunity for time together before returning to work, a six-week paid leave of absence is available to a full-time employee who has completed one year of employment, commencing with the birth or adoption of the child.
During the leave period, St. Paul provides the employee with heath and dental insurance coverage and 50% of their normal salary. Upon return within the six-week leave period, employees will be returned to their former job or a position with similar responsibilities, compensation level and benefits. A maximum of six weeks in a one-year period is available for both types of leaves combined, commencing at the time of the first event.
Health and Dental Insurance - St. Paul provides health and dental insurance coverage for full-time employees and their eligible dependents at the employer’s expense. Details of the plans will be found in the applicable brochures.
Long-Term Disability Insurance - Full time employees are automatically covered by a long-term disability plan as of the date of employment. St. Paul pays the entire cost of the program and benefits begin with the third month of disability. The plan provides monthly income to employees who become totally disabled. Further details of the plan will be found in the applicable brochure.
Pension Plan - St. Paul provides a pension program on behalf of each full-time employee. Contributions to the plan are paid entirely by St. Paul in the manner prescribed by the plan. Details on the program can be obtained from the Senior Pastor.
Worker’s Compensation - St. Paul provides Workers’ Compensation Insurance for all staff and volunteers. All on-the-job-related accidents or illnesses must be reported immediately to the Senior Pastor.
I have read and understand the provisions of the St. Paul Lutheran Church Employee Handbook dated 11/18/02, and I understand that this manual replaces all other St. Paul Lutheran Church Employee Handbooks issued in the past.
I understand and agree that this handbook and any other manuals, handbooks or other personnel related materials I may receive from St. Paul Lutheran Church are for informational purposes only, may be modified or replaced at any time by St. Paul Lutheran Church and do not create any employment rights or constitute a contract or terms of employment.
I also understand that employment by St. Paul Lutheran Church is at will and is not under any contract, either written or oral, express or implied, is not for any set period of time or upon any set conditions, and is terminable at any time by St. Paul Lutheran Church or myself for any reason. No representatives of St. Paul Lutheran Church have the authority to make any promise or agreement contrary to the foregoing unless it is in writing and signed by the President of the Church Council.
Signature of Employee: ______________________________
Date: _____________________________________________
Signature of Administrator/Supervisor: _______________________________________
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