LAY STAFF POLICIES
(1996)
St. John's Lutheran
Church
I. General
A. Work Schedules and Payroll Procedures
Upon employment the application will become part of
the permanent, confidential personnel record to which
employees shall have access upon reasonable notice to the
Office Manager.
1. Work Schedules
The normal work week is 40 hours. Because
of the nature of the work and the fact that church
activities often take place seven days per week
including nights, flexible schedules (including
nights, Saturdays and Sundays) will be worked out
with your supervisor and/or in staff meetings. The
work week begins at 6:00 AM on Sunday and ends at
6:00 AM the following Sunday.
Each entity/department has different work
schedules and you will be instructed by your
supervisor as to the hours you will be expected to
work. A 20 minute daily rest period with pay is
provided for employees who work six hours or more a
day as well as a half-hour lunch break without pay.
If you work less than six hours a day, you will be
provided a 10 minute rest period with pay. These
times will be arranged for you by your
supervisor.
Employees may take a paid lunch break instead of
rest breaks with supervisor approval.
Any change in regular work schedule, meal or
rest periods, must have prior written approval of
your supervisor 24 hours in advance of change. This
includes exchanging shifts with another employee.
If you are unable to report to work or must leave
prior to end of your scheduled work time, you are
expected to notify your supervisor as soon as
possible. If you do not report for your scheduled
work time, disciplinary action will be taken which
may include dismissal from your job.
For custodial and maintenance staff, providing
custodial service for weddings and non-church
events will be paid by that party and voluntarily
scheduled ahead of time. These hours will not be
part of the work week. There will be no extra pay
for funeral coverage, such time will be part of the
normal work week.
2. Compensatory Time System
A compensatory time system is used for the
employee to bank hours during peak periods (e.g.
church holidays) and to draw upon these banked
hours during slow times (e.g. summer). Employees
must be willing to work over forty hours per week
during peak times and be compensated by working
fewer hours during slow times.
Every effort is made to "break even" by the end
of each calendar year. Your supervisor may approve
the carry-forward of a set number of banked hours
to be used within the next calendar year (not to
exceed 40 hours). Such an agreement shall be
communicated to the Office Manager in writing.
3. Overtime
Present practice is NOT to pay overtime.
The Compensatory Time system described above is
used to balance the work load over the calendar
year.
4. Holidays
Employees who are scheduled and work the
following holidays will receive compensatory time
for hours worked: Christmas Day, New Years Day,
Memorial Day, Independence Day, Labor Day,
Thanksgiving Day.
The church office is normally closed on the
above holidays including the designated holiday
(e.g. Monday, July 5th). Employees that may need to
work on holidays to cover church services or
activities will receive compensatory
time.
5. Time Cards
It is important that accurate records of
your hours worked are kept so your compensatory
time records and pay will be correct. Most
employees are required to accurately record their
time each work day. To aid us in properly
processing your compensatory time and pay, observe
the following rules:
(a) Each employee must complete his/her
own time card indicating day/date worked, time
beginning shift, time out/in for lunch, time
ending shift.
(b) Each employee will be required to verify
that the hours on his/her time card are accurate
by signing the time card.
(c) Time cards must be legible.
(d) Your supervisor must sign your time
card.
6. Attendance
Your individual contribution is important
to the functioning of the organization.
Your attendance for scheduled work is expected.
It is your responsibility to be on the job, on
time, fully able and ready to work when scheduled.
Although there are justifiable reasons to take off
from work, employment assumes the availability for
work and excessive or unexcused absenteeism and/or
excessive tardiness may lead to discipline up to
and including discharge.
If you must be absent or late for any work day,
please notify your supervisor as early as possible.
If you are absent due to accident or illness, your
supervisor may request a release for your return to
work, signed by a licensed physician.
7. Pay Dates
Pay dates are the 15th and the last day of
each month.
8. Staff Meeting Attendance
Attendance at staff meetings is normally
required.
9. Death in the Family
In the event of the death of a relative,
the Church grants paid days off according to the
following table:
5 days off for death of spouse,
children or parents;
3 days off for death of grandchildren,
children's spouse, spouse's parents;
1 paid day off may be granted by the senior
pastor for other relatives.
B. Resignation
The employee wishing to resign from the
Church will be expected to give a minimum, written
notice as follows:
Supervisory/Program Staff - 1 month
Non-supervisory Staff - 2 weeks
Resigning employees who have not given the
above-required notice may not receive accrued Paid
Time Off (PTO).
C. Separation
Employment with the Church may be ended by
designated administrative personnel to whom the
authority to employ and discharge has been delegated.
D. Performance Evaluation
Employees shall participate with their
supervisor in the development of annual written
performance evaluations. These evaluations shall
consist of five parts:
1. Accomplishment of previously agreed upon
objectives.
2. Accomplishments outside the realm of previously
agreed upon objectives.
3. Overall assessment of performance; and
4. Suggestions relative to professional
development.
5. Establish objectives for the next period.
Periodic evaluations are an important part of the
employment relationship. This is an opportunity to let
each employee know how he/she is doing, how
performance may be improved and to receive input from
the employee concerning any job difficulties that may
be occurring.
Each non-supervisory employee will be evaluated
within three months of employment and at least
annually after that. Supervisory and program employees
will be evaluated within six months of employment and
at least annually after that. Supervisors may schedule
additional evaluations as they feel necessary.
Failure to meet expected job performance may be
grounds for dismissal.
N. Dismissal Due to Misconduct
In cases of misconduct, separation of
employment shall be immediate.
The following types of conduct are unacceptable in
our work place and will not be tolerated. Because it
is impossible to list every conceivable infraction;
this list is not exhaustive and is a guideline
only.
- Undermining or defaming St. John's Lutheran
Church and its generally accepted doctrines and
beliefs
- Disclosing of confidential Church or
member/visitor information, including donation
information
- Theft or misappropriation of Church, employee,
or member/visitor property
- Falsifying records or information
- Intentionally recording on another employee's
time card or falsifying a time-card
- Refusal to follow direct order of a
supervisor
- Use or possession of drugs or alcoholic
beverages on the Church premises or off Church
premises while on duty, except in conjunction with
communion
- Reporting for work under the influence of drugs
or alcoholic beverages
- Excessive absenteeism
- Failure to report absence
- Repeated tardiness
- Leaving job without permission
- Excessive time at break periods
- Engaging in conduct or activities which serve
to lengthen the healing period for a work-related
injury
- Failure to promptly report defective equipment
or safety hazard
- Unauthorized leave
- Failure to report injury or accident
immediately
- Engaging in conduct which creates an unsafe
work environment
- Abusive behavior: violation of the rights of
others
- Improper communication: failure to proceed from
supervisor to Senior Pastor
- Non-attendance at mandatory
meetings/inservices
- Noncompliance with Employee Manual
The Church at its sole discretion may choose to
assist an employee or administer warnings or suspend
without pay prior to the termination of the employee.
The Church expressly deserves the right to cease said
assistance at any time for any reason.
II. Compensation and Benefits
A. Salary/Wages
Starting salaries or wage rates shall be set
according to the current Salary Schedule based on the
applicable pay grade and step. New employees will be
hired at the beginning or middle steps depending upon
prior related experience. Salary adjustments to the
next step shall be based on annual performance
evaluations and are at the sole discretion of the
Church. The salary schedule may be adjusted from time
to time.
Step increases, based on performance evaluations,
will normally occur on January 1 of each year. New
employees hired before July 1 will advance to the next
step the following January 1. Those hired from July 1
through September 30 will advance to the next step
based upon the agreement made at the time of hiring;
in the absence of such agreement, the Personnel
Committee may make a determination at a later date.
Those hired after September 30 will NOT advance to the
next step on January 1.
B. Health Insurance Eligibility and Premiums
Our "employer designated health insurance
plan", as of _____________, is the Valley Health Plan
of Eau Claire, WI. A lay staff employee will agree
upon one of the following options with the hiring
committee:
1. Individual coverage by the present
employer designated health insurance plan. Family
coverage may be chosen, with the difference in
premium withheld from his/her check.
2. Coverage by another carrier. St. John's will
provide up to the Valley Individual Rate towards
that coverage. Payment of the premium will be made
by the Church; any excess would be withheld from
his/her check.
3. In the event of a lay staff employee having
other health coverage, making St. John's health
coverage superfluous, the employee may elect to
receive in cash, in lieu of the Valley Individual
Rate, the deductible portion of "other coverage"
reimbursements for health services up to the annual
premium for the Valley Individual Rate.
If the employee elects option 2 or 3 above, payment
shall be made by separate check, designated as "heath
insurance premium" from a special line item in the
congregation's operating budget (Such payment would be
deemed excludable from gross income under Section
105(b) of the Internal Revenue Code. See attached
Proprietor's Resolution".)
3. Any full-time lay staff employee may
make application to the Personnel Committee for a
health insurance adjustment to the above policy to
address individual need. If passed by the Personnel
Committee, the adjustment must be approved by the
Congregation Council.
C. Leaves of Absence
1. Paid Time Off (PTO)
PTO is offered as a combined sick leave
and vacation leave program.
Full-time employees shall receive (accrue) 8
hours per month of PTO during their first two years
of employment. Employees with three through five
years of service shall receive 12 hours per month
and employees with six or more years of service
shall receive 16 hours per month.
Part-time employees shall receive 8, 12 or 16
hours of PTO (depending on the length of service)
for every 175 hours worked. A year of service shall
be based on 2080 hours per year for purposes of
calculating PTO.
Employees may carry over, if unused, from one
calendar year to the next 1.5 times the number of
PTO hours received in the past year.
|
Years of Service
|
PTO for ONE Year
|
Max. PTO Carry Over
|
|
1 - 2
|
12 days
|
18 days
|
|
3 - 5
|
18 days
|
27 days
|
|
> 6
|
24 days
|
36 days
|
The PTO formula will be
applied retroactively to employees in place prior
the implementation of this policy on January 1,
1994.
Employees who resign or are terminated in good
standing and with the required notice shall be paid
for any unused PTO.
2. Illness/Injury Leave
If an employee suffers an extended illness
or non-work related injury, which requires absence
from work, the following stipulations and
procedures apply:
a. The illness/injury must have a
duration of at least 2 consecutive weeks.
b. A medical certification from the treating
health care provider must be provided which
includes date the condition began; probable
duration of the condition; appropriate medical
facts regarding the condition.
c. If the leave is foreseeable, a 30 day
minimum advance notice is required. If the 30
days minimum notice is not possible,
notification should be as soon as possible.
d. Employee must use all accrued PTO prior to
being eligible to receive paid illness/injury
leave.
e. To receive pay, employee must provide
supervisor with a physician's report every two
weeks, using "Attending Physician's Return to
Work Recommendations" form.
f. Maximum pay per calendar year is 10 (8
hour) scheduled work days for employees during
their first two years of employment, pro-rated
based on normal work schedule. Similarly
employees with three through five years of
service shall receive a maximum of 20 days,
employees with six through ten years of
employment shall receive a maximum of 30 days
and employees with eleven or more years of
service shall receive a maximum of 40 days per
year. However there is a 50-day "lifetime"
maximum per employee.
|
Years Employed
|
Days of Leave
|
|
0-2
|
10
|
|
3-5
|
20
|
|
6-10
|
30
|
|
>= 11
|
40
|
g. An employee who is required to be away
from work beyond the available hours, must
request a Leave of Absence without pay.
h. After using all PTO and additional paid
illness/injury leave referred to above, your
position will become vacant or you may apply for
Leave Without Pay referred to below.
3. Professional Development
Leave for professional development may be
granted with pay and reimbursement of expenses as
authorized by immediate supervisors.
4. Without Pay
Leave without pay may be authorized by
immediate supervisors for periods normally not to
exceed two weeks or until the next Church council
meeting. Continued leave, up to a total of 90 days,
may be authorized by the Church council.
You will retain your original employment date
while on leave, but no benefits will accrue during
this time period. Leave must be requested in
writing with a definite start and end date and
prior written approval from your supervisor must be
received. A minimum of 30 days advance notice is
required. You will be entitled to your old position
if there is a vacancy in that position when the
leave expires or it is required by law.
Unauthorized leave will result in disciplinary
action.
5. Disability
Disability is defined as the inability to
work as indicated by physician. The Church may
require updated reports by physician. Employees
disabled by a pregnancy are treated the same as any
other disabled employees.
Policies/procedures for illness/injury leave and
leave without pay are applicable to disabled
employees.
D. Retirement Plan
The Church has a 403(b) Tax Sheltered Annuity
Plan available for eligible employees subject to the
requirements of that plan.
Employees become eligible to participate on the
first day of the month following the employees' date
of employment.
E. Governmentally Required Benefits
1. Military, Family and Medical Leave
Leave is granted in accordance with
existing federal and state laws.
2. Jury Duty
Leave is granted with pay for the
differential between regular pay and jury duty pay.
The Church encourages all employees to be civic
minded. If you receive notification to serve on a
jury, you must notify your supervisor
immediately.
It is required that the employee present
authorized evidence to your supervisor of jury duty
attendance and the payment received.
3. Social Security
The Church participates in the social
security system and makes payments in accordance
with the Federal Insurance Contributions Act.
In addition to the amount you contribute to
Social Security (FICA) through payroll tax
deductions, the Church contributes an equal amount
on each pay period. A full description of your
eligibility for Social Security benefits is
available through the Social Security
Administration.
4. Workers Compensation
The Church participates in the workers
compensation insurance system as required by law.
Workers Compensation is a form of accident and
disability insurance to protect you in the event of
a job related injury or illness. Income
contribution and medical benefits are provided.
Premiums for this insurance are solely paid by the
Church.
Upon return to work from a work related injury,
you will be required to provide certification from
your treating physician verifying that you are able
to safely perform your regular job functions.
In the event your treating physician identifies
temporary restrictions and/or limitations on your
ability to perform your job duties, the Church will
attempt to provide a temporary light duty position.
In providing such a position, it is the Church's
intent to facilitate recovery and reduce the time
away from work.
Temporary light duty position is paid at the
minimum wage rate of pay. Workers Compensation
carrier will pay the difference between workers
compensation benefit rate and minimum wage which is
paid by the Church.
5. Unemployment Compensation
The Church does NOT participate in any
unemployment compensation insurance program,
therefore, employees are not eligible to collect
any unemployment benefits.
9/26/96
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