(The following manual is a proposed draft that was not submitted for formal approval by the congregation. Due to other factors, we decided to use it as a set of guidelines instead of a binding document. Portions of the manual were not finalized. I include it here as a reference document for those who have a need or an interest in an employee manual. This manual was posted on the internet in its original form and was free of charge. You may check out the source website at www.workplacetoolbox.com. JMJ)
First Apostolic Church
EMPLOYEE MANUAL
Revised August 24, 2001
Second Revision, February 21, 2002
TABLE OF CONTENTS
SECTION 1 - INTRODUCTION
1.1 CHANGES IN POLICY
1.2 EMPLOYMENT APPLICATIONS
1.3 EMPLOYMENT RELATIONSHIP
SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS
“EMPLOYEES” DEFINED
SECTION 3 - EMPLOYMENT POLICIES
3.1 NON-DISCRIMINATION
3.2 NON-DISCLOSURE/CONFIDENTIALITY
3.3 PROBATIONARY PERIOD FOR NEW EMPLOYEES
3.4 OFFICE HOURS
3.5 LUNCH PERIODS
3.6 BREAK PERIODS
3.7 PERSONNEL FILES
3.8 PERSONNEL DATA CHANGES
3.9 INCLEMENT WEATHER/EMERGENCY CLOSINGS
3.10 PERFORMANCE REVIEW AND PLANNING SESSIONS
3.11 OUTSIDE EMPLOYMENT
3.12 CORRECTIVE ACTION
3.13 EMPLOYMENT TERMINATION
3.14 SAFETY
3.15 HEALTH RELATED ISSUES
3.16 EMPLOYEE REQUIRING MEDICAL ATTENTION
3.17 BUILDING SECURITY
3.18 INSURANCE ON PERSONAL EFFECTS
3.19 SUPPLIES; EXPENDITURES; OBLIGATING THE CHURCH
3.20 EXPENSE REIMBURSEMENT
3.22 VISITORS IN THE WORKPLACE
3.23 IMMIGRATION LAW COMPLIANCE
SECTION 4 - STANDARDS OF CONDUCT
4.1 ATTENDANCE/PUNCTUALITY
4.2 ABSENCE WITHOUT NOTICE
4.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT
4.4 TELEPHONE USE
4.5 PUBLIC IMAGE
4.6 SUBSTANCE ABUSE
4.7 TOBACCO PRODUCTS
4.8 INTERNET USE
SECTION 5 - WAGE AND SALARY POLICIES
5.1 WAGE OR SALARY INCREASES
5.2 TIMEKEEPING
5.3 OVERTIME
5.4 PAYDAYS
SECTION 6 - BENEFITS AND SERVICES
6.1 INSURANCE
6.2 COBRA BENEFITS
6.3 SOCIAL SECURITY/MEDICARE
6.5 VACATION
6.6 RECORD KEEPING
6.7 HOLIDAYS
6.8 JURY DUTY/MILITARY LEAVE
6.9 EDUCATIONAL ASSISTANCE
6.10 TRAINING AND PROFESSIONAL DEVELOPMENT
SECTION 7 - EMPLOYEE COMMUNICATIONS
7.1 STAFF MEETINGS
7.2 BULLETIN BOARDS
7.3 SUGGESTION BOX
7.4 PROCEDURE FOR HANDLING COMPLAINTS
SECTION 1
INTRODUCTION
This Manual is designed to acquaint you with First Apostolic Church and provide you with information about working conditions, benefits, and the policies affecting your employment.
The information contained in this Manual applies to all employees of First Apostolic Church . However, though adherence to the policies described in this Manual is considered a condition of continued employment, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between the Church and any of its employees. The Manual is only a summary of our policies, which are presented here only as a matter of information.
You are responsible for reading, understanding, and complying with the provisions of this Manual. First Apostolic Church ’s objective is to provide you with a work environment that is constructive to both personal and professional growth.
1.1 CHANGES IN POLICY
This Manual supersedes all previous employee manuals, as well as any management memos that may have been issued from time to time on subjects covered within this Manual.
However, since our business and our organization are subject to change, First Apostolic Church reserves the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of its policies, procedures, and benefits, including those covered in this Manual, at any time. We will notify all employees of these changes by appropriate means. Changes will be effective on the dates determined by the Church, and after those dates all superseded policies will be null.
No supervisor or manager other than the [Executive Staff] has any authority to change policies at any time.
If you are uncertain about any policy or procedure, speak with your direct supervisor.
1.2 EMPLOYMENT APPLICATIONS
First Apostolic Church relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. All applications will be maintained and kept on file for a period of at least six (6) months.
1.3 EMPLOYMENT RELATIONSHIP
Your employment with the Church is entered into voluntarily, and you are free to resign at any time for any reason or no reason. Similarly, First Apostolic Church is free to conclude its relationship with any employee at any time for any reason or no reason. Following the probationary period, employees are required to follow the Employment Termination Policy (See Section 3.13).
SECTION 2
DEFINITIONS OF EMPLOYEES STATUS
“EMPLOYEES” DEFINED
An “employee” of First Apostolic Church is a person who regularly works for First Apostolic Church on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the Church who are subject to the control and direction of First Apostolic Church in the performance of their duties.
EXEMPT
Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.
NON-EXEMPT
Employees whose positions do not meet FLSA criteria and who are paid one and one-half their regular rate of pay for hours worked in excess of 40 hours per week.
REGULAR FULL-TIME
Employees who have completed the [90-day] probationary period and who are regularly scheduled to work [39.5] or more hours per week. Generally, they are eligible for the Church’s benefit package, subject to the terms, conditions, and limitations of each benefit program.
REGULAR PART-TIME
Employees who have completed the [90-day] probationary period and who are regularly scheduled to work less than [24-39.5] hours per week. [Regular part-time employees are eligible for some benefits sponsored by the Church, subject to the terms, conditions, and limitations of each benefit program.]
TEMPORARY (FULL-TIME or PART-TIME)
Those whose performance is being evaluated to determine whether further employment in a specific position or with the Church is appropriate or individuals who are hired as interim replacements to assist in the completion of a specific project or for vacation relief. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status until they are notified of a change. They are not eligible for any of the Church’s benefit programs.
PROBATIONARY PERIOD FOR NEW EMPLOYEES
A new employee whose performance is being evaluated to determine whether further employment in a specific position or with First Apostolic Church is appropriate. When an employee completes the probationary period, the employee will be notified of his/her new status with First Apostolic Church .
SECTION 3
EMPLOYMENT POLICIES
3.1 NON-DISCRIMINATION
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at First Apostolic Church will be based on merit, qualifications, and abilities. First Apostolic Church does not discriminate in employment opportunities or practices because of race, color, sex, national origin, age or disability.
First Apostolic Church will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.
3.1.5 SPECIAL REQUIREMENTS
First Apostolic Church is primarily a religious organization with definitive doctrinal beliefs. Employees of the church, by virtue of their position, represent the body of beliefs as taught by the church. As such, we require each employee to adhere to the tenets of faith as prescribed in the by-laws of the church. We further require that each employee comply with the church’s standards of dress and behavior. These codes may also be found in the church by-laws. Employees who violate these standards will face disciplinary action and/or termination.
3.2 NON-DISCLOSURE/CONFIDENTIALITY
The protection of confidential business information and trade secrets is vital to the interests and success of First Apostolic Church . Such confidential information includes, but is not limited to, the following examples:
Compensation data,
Financial information,
Personnel/Payroll records, and
Conversations between any persons associated with the Church.
All employees are required to sign a non-disclosure agreement as a condition of employment.
Employees who improperly use or disclose confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information.
3.3 PROBATIONARY PERIOD FOR NEW EMPLOYEES
The probationary period for regular full-time and regular part-time employees lasts up to [90 days] from date of hire. During this time, employees have the opportunity to evaluate our Church as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the Church have the right to terminate employment without advance notice.
Upon satisfactory completion of the probationary period, a [90-day] review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain Church standards for job performance and behavior (See Section 4, Standards of Conduct).
3.4 OFFICE HOURS
First Apostolic Church office is open for business from [ 8 a.m. to 4:30 p.m. Monday through Friday] , except for Holidays (See Section 6.7, Holidays).
The standard workweek is [40] hours of work (see Section 5.3, Overtime). In the computation of various employee benefits, the employee workweek is considered to begin on [Sunday (starting at 12:01 a.m. ) through Saturday (ending at 12:00 a.m. )] , unless a supervisor makes prior other arrangement with the employee.
3.5 LUNCH PERIODS
Employees are allowed a one-hour lunch break. Lunch breaks generally are taken between the hours of [ 11 a.m. and 2:00 p.m. ] on a staggered schedule so that your absence does not create a problem for co-workers or clients.
3.6 BREAK PERIODS
First Apostolic Church provides for full-time employees to have two fifteen minute breaks during regular hours. Part-time employees may have one fifteen minute break after 5-6 hours.
If employees have unexpected personal business to take care of, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time.
Employees who do not adhere to the break policy will be subject to disciplinary action, including termination.
3.7 PERSONNEL FILES
Employee personnel files include the following: [job application, job title or description, résumé, records of participation in training events, salary history, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring.]
Personnel files are the property of First Apostolic Church , and access to the information is restricted. Management personnel of First Apostolic Church who have a legitimate reason to review the file are allowed to do so.
Employees who wish to review their own file should contact their supervisor [or Human Resources Representative] . With reasonable advance notice, the employee may review his/her personnel file in Church’s office and in the presence of their supervisor [or Human Resources Representative] .
3.8 PERSONNEL DATA CHANGES
It is the responsibility of each employee to promptly notify their supervisor or Human Resources Department] of any changes in personnel data such as:
Mailing address,
Telephone numbers,
Name and number of dependents, and
Individuals to be contacted in the event of an emergency.
An employee’s personnel data should be accurate and current at all times.
3.9 INCLEMENT WEATHER/EMERGENCY CLOSINGS
(The following are recommendations of WorkplaceToolbox. Revise as appropriate for your Church.)
At times, emergencies such as severe weather, fires, or power failures can disrupt Church operations. The decision to close the office will be made by the [Executive Staff] .
When the decision is made to close the office, employees will receive official notification from their supervisors.
Time off from scheduled work due to emergency closings will be unpaid for all non-exempt employees. However, if employees would like to be paid, they are permitted to use vacation time if it is available to them.
3.10 EMPLOYEE PERFORMANCE REVIEW AND PLANNING SESSIONS
Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees after [six months] of service. Supervisors may conduct informal performance reviews and planning sessions more often if they choose.
Performance reviews and planning sessions are designed for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills.
The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.
First Apostolic Church directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully.
New employees will be reviewed at the end of their probationary periods (see Section 3.3, Probationary Period for New Employees). After the initial review, the employee will be reviewed according to the regular [semi-annual] schedule.
3.11 OUTSIDE EMPLOYMENT
Employees may hold outside jobs in non-related businesses or professions as long as the employee meets the performance standards of their job description with First Apostolic Church . Unless an alternative work schedule has been approved by First Apostolic Church , employees will be subject to the Church’s scheduling demands, regardless of any existing outside work assignments.
First Apostolic Church ’s office space, equipment, and materials are not to be used for outside employment.
3.12 CORRECTIVE ACTION
First Apostolic Church holds each of its employees to certain work rules and standards of conduct (see Section 4). When an employee deviates from these rules and standards, First Apostolic Church expects the employee’s supervisor to take corrective action.
Corrective action at First Apostolic Church is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.
Though committed to a progressive approach to corrective action, First Apostolic Church considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of Church property, being on Church property during non-business hours, the use of Church equipment and/or Church vehicles without prior authorization by [Executive Staff] , untruthfulness about personal work history, skills, or training, divulging Church business practices, and misrepresentations of First Apostolic Church to a customer, a prospective customer, the general public, or an employee.
3.13 EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:
Resignation – voluntary employment termination initiated by an employee.
Termination – involuntary employment termination initiated by First Apostolic Church .
Layoff – involuntary employment termination initiated by First Apostolic Church for non-disciplinary reasons.
When a non-exempt employee intends to terminate his/her employment with First Apostolic Church , he/she shall give First Apostolic Church at least [two (2) weeks] written notice. Exempt employees shall give at least [four (4) weeks] written notice.
Since employment with First Apostolic Church is based on mutual consent, both the employee and First Apostolic Church have the right to terminate employment at will, with or without cause during the Introductory/Probationary Period for New Employees (See Section 3.3, Introductory/Probationary Period for New Employees).
Any employee who terminates employment with First Apostolic Church shall return all files, records, keys, and any other materials that are property of First Apostolic Church . No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to First Apostolic Church will also be deducted from the employee’s final check.
Employee’s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense (See Section 5, Benefits) if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.
3.14 SAFETY
Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.
In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their supervisor (See Section 3.16, Employee Requiring Medical Attention).
3.15 HEALTH-RELATED ISSUES
Employees who become aware of any health-related issue, including pregnancy, should notify their supervisor of health status. This policy has been instituted strictly to protect the employee.
A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.
A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor.
3.16 EMPLOYEE REQUIRING MEDICAL ATTENTION
In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges. Furthermore, First Apostolic Church ’s employees will not be responsible for transportation of another employee due to liabilities that may occur.
A physician’s “return to work” notice may be required.
3.17 BUILDING SECURITY
All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign a Building Key Disbursement form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on Church property after hours without prior authorization from the [Executive Staff] .
3.18 INSURANCE ON PERSONAL EFFECTS
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. First Apostolic Church assumes no risk for any loss or damage to personal property.
3.19 SUPPLIES; EXPENDITURES; OBLIGATING THE CHURCH
Only authorized persons may purchase supplies in the name of First Apostolic Church . No employee whose regular duties do not include purchasing shall incur any expense on behalf of First Apostolic Church or bind First Apostolic Church by any promise or representation without written approval.
3.20 EXPENSE REIMBURSEMENT
Expenses incurred by an employee must have prior approval by a supervisor. Reimbursements under [$25.00] will be included in the employee’s next regular paycheck. An example of such an expense would include mileage. If the amount is more than [$25.00] , the reimbursement request will be processed like an invoice. All completed reimbursement request forms should be turned in to [Accounts Payable/Payroll Department] .
3.21 PARKING
Employees must park their cars in areas indicated and provided by the Church.
3.22 VISITORS IN THE WORKPLACE
To provide for the safety and security of employees, visitors, and the facilities, First Apostolic Church , imposes certain limitations on visitors in the workplace. Persons are not allowed to loiter in the workplace, cause distractions or interfere with normal operations. Restricting unauthorized visitors helps ensure security, decreases insurance liability, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.
[All visitors must enter through the main reception area and check in at the front desk. First Apostolic Church has the right to authorize visitors, escort them to their destination and accompany them with an employee at all times.]
3.23 IMMIGRATION LAW COMPLIANCE
First Apostolic Church employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.
Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with First Apostolic Church within the past three years or if their previous I-9 is no longer retained or valid.
SECTION 4
STANDARDS OF CONDUCT
The work rules and standards of conduct for First Apostolic Church are important, and the Church regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Church’s business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment (see Section 3.12, Corrective Action).
While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.
- Theft or inappropriate removal or possession of property;
- Falsification of timekeeping records (See Section 5.2, Timekeeping);
- Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance Abuse);
- Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace (See Section 4.6, Substance Abuse);
- Fighting or threatening violence in the workplace;
- Boisterous or disruptive activity in the workplace;
- Negligence or improper conduct leading to damage of Church-owned or customer-owned property;
- Insubordination or other disrespectful conduct;
- Violation of safety or health rules;
- Smoking in the workplace;
- Sexual or other unlawful or unwelcome harassment (See Section 4.3, Harassment, Including Sexual Harassment);
- Excessive absenteeism or any absence without notice (See also, Section 4.1 Attendance/Punctuality and 4.2, Absence without Notice);
- Unauthorized use of telephones, or other Church-owned equipment (See Section 4.4, Telephone Use);
- Using Church equipment for purposes other than business (i.e. playing games on computers or personal Internet usage);
- Unauthorized disclosure of business “secrets” or confidential information;
- Violation of personnel policies; and
- Unsatisfactory performance or conduct.
4.1 ATTENDANCE/PUNCTUALITY
The Church expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the Church.
If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. The Church phone number is (419)885-4888 .
Should undue tardiness become apparent, disciplinary action may be required.
If there comes a time when you see that you will need to work some hours other than those that make up your usual work week, notify your supervisor at least [seven working days] in advance. Each request for special work hours will be considered separately, in light of the employee’s needs and the needs of the Church. Such requests may or may not be granted.
4.2 ABSENCE WITHOUT NOTICE
When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow the Church to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the Church is not notified of your status, it will be assumed after two consecutive days of absence that you have resigned, and you will be removed from the payroll.
If you become ill while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation [and check out with the receptionist] .
4.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT
First Apostolic Church is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.
If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.
Any supervisor who becomes aware of possible harassment should promptly advise their supervisor [or the Human Resources Representative] who will handle the matter in a timely and confidential manner. The First Apostolic Church is bound by law to cooperate with authorities in the investigation of any serious complaint.
First Apostolic Church expects that employees will make every attempt to keep domestic or personal disputes away from the workplace.
4.4 TELEPHONE USE
First Apostolic Church telephones are intended for the use of serving our customers and in conducting the Church’s business.
Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on church telephone lines.
To respect the rights of all employees and to avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during working hours.
If an employee is found to be deviating from this policy, he/she will be subject to disciplinary action (See Section 3.12, Corrective Action).
Cellular phones may be used, but with the same requirements for brevity, non-interference with work activity and limits on personal calls during work hours as with church phones.
4.5 PUBLIC IMAGE
A professional appearance is important anytime that you come in contact with customers or potential customers. Employees should be well groomed and dressed appropriately for our business and for their position in particular.
The following items are considered inappropriate working attire for First Apostolic Church :
- [Open-toed sandals]
- [Spaghetti-strapped shirts]
- [Tank tops or revealing shirts/blouses]
- [Short mini skirts]
- [Sheer clothing]
- [T-shirts with inappropriate or offensive gestures or advertising]
- [When meeting with a client, the dress code is more business-oriented, including attire such as:]
- [Dress or skirt and blouse]
If management occasionally designates “casual days,” appropriate guidelines will be provided to you.
Consult your supervisor if you have any questions about appropriate business attire.
4.6 SUBSTANCE ABUSE
The Church is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Church while they are on Church premises or elsewhere on Church business.
- The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Church property is prohibited.
- Being under the influence of illegal drugs, alcohol, or substances of abuse on Church property is prohibited.
- Working while under the influence of prescription drugs that impair performance is prohibited.
So that there is no question about what these rules signify, please note the following definitions:
- Church property: All Church owned or leased property used by employees.
- Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.
- Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.
- Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.
- Illegal drug:
a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation.
b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician.
c. Inhalants used illegally.
- Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.
Consistent with the rules listed above, any of the following actions constitutes a violation of the Church’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.
Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.
Working or reporting to work, conducting Church business or being on Church property while under the influence of an illegal drug or alcohol, or in an impaired condition.
4.7 TOBACCO PRODUCTS
[The use of tobacco products is not permitted anywhere on the Church’s premises.]
4.8 INTERNET USE
First Apostolic Church employees are allowed use of the Internet and e-mail when necessary to serve our customers and conduct the Church’s business.
Employees may use the Internet when appropriate to access information needed to conduct business of the Church. Employees may use e-mail when appropriate for Church business correspondence.
Use of the Internet must not disrupt operation of the Church computer network. Use of the Internet must not interfere with an employee’s productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.
Internet messages are public and not private. First Apostolic Church reserves the right to access and monitor all files and messages on its systems.
SECTION 5
WAGE AND SALARY POLICIES
5.1 WAGE OR SALARY INCREASES
[Each employee’s hourly wage or annual salary will be reviewed at least once each year. The employee’s review date will usually be conducted on or about the anniversary date of employment or the date of the previous compensation review. Such reviews may be conducted more frequently for a newly created position, or based on a recent promotion.]
[Increases will be determined on the basis of performance, adherence to Church policies and procedures, and ability to meet or exceed duties per job description and achieve performance goals (See Section 3.10, Performance Review/ Planning Sessions).]
Although the Church’s salary ranges and hourly wage schedules will be adjusted on an ongoing basis, First Apostolic Church does not grant “cost of living” increases. Performance is the key to wage increases in the Church.
5.2 TIMEKEEPING
Accurately recording time worked is the responsibility of every non-exempt employee. Time worked is the time actually spent on a job(s) performing assigned duties. [Each client job is assigned a job number as posted in the Employee Message Center . Employees are responsible for accurately documenting their time spent on individual jobs.]
First Apostolic Church does not pay for extended breaks or time spent on personal matters.
The time clock is a legal instrument. Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.
Authorized personnel will review time records each week. Any changes to an employee’s time record must be approved by his/her supervisor [or appropriate person] . Questions regarding the timekeeping system or time cards should be directed to the [appropriate person] .
Time Cards – Non-exempt employees will be issued a time card on their first day of employment. The employee will be given thorough instructions on usage and instructions on what to do should a problem occur.
5.3 OVERTIME
First Apostolic Church is open for business 42.5 hours per week. Overtime compensation is paid to non-exempt employees in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over [40] per week at a rate of one and one-half times the non-exempt employee’s regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime. In addition, vacation time does not constitute hours worked.
All overtime work performed by an hourly employee must receive the [supervisor’s] prior authorization. Overtime worked without prior authorization from the [supervisor] may result in disciplinary action. [The supervisor’s] signature on a timesheet authorizes pay for overtime hours worked.
5.4 PAYDAYS
All employees are paid twice monthly (on the 15th and 30th of the month) . In the event that a regularly scheduled payday falls on a weekend or holiday, employees will receive pay [on the next day of operation] .
If a regular payday falls during an employee’s vacation, the employee’s paycheck will be available upon his/her return from vacation.
[If the employee is not at work when paychecks are distributed and does not receive the paycheck, the paycheck will be kept at the reception desk through the rest of the payday. If an employee is unable to pick up his or her check on payday, he or she will need to see the Church Bookkeeper or Human Resources Representative].
Paychecks will not, under any circumstances, be given to any person other than the employee without written authorization. Paychecks may also be mailed to the employee’s address or deposited directly into an employee’s bank account upon request. In case of a dispute regarding any aspect of the paycheck, no person other than the employee may receive the check.
SECTION 6
BENEFITS AND SERVICES
First Apostolic Church offers a benefits program for its [regular full-time] and [regular part-time] employees. However, the existence of these programs does not signify that an employee will necessarily be employed for the required time necessary to qualify for the benefits included in and administered through these programs.
6.1 GROUP INSURANCE
[The First Apostolic Church offers the following health and life insurance programs for REGULAR FULL-TIME employees (as determined by the carrier of the policies).]
HEALTH INSURANCE
(Include the following as appropriate)
[when coverage begins]
[percentage of premium your employer pays]
[percentage of premium employee pays]
[how employee pays premium, i.e., payroll deduction]
6.2 COBRA BENEFITS
(COBRA is the legislation that provides employees and their covered dependents the right to continue their group health care coverage after a qualifying event. COBRA legislation applies to employers with 20 or more employees. http://www.dol.gov/dol/pwba/public/pubs/dislocl.htm
If your Church provides COBRA benefits, include the following:)
[The Federal Consolidated Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the First Apostolic Church ’s health plan when a “qualifying event” would normally result in the loss of eligibility.]
Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or leave of absence, divorce or legal separation and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at First Apostolic Church ’s group rates plus an administration fee. First Apostolic Church provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under First Apostolic Church ’s health insurance plan. The notice contains important information about the employee’s rights and obligations.
6.3 SOCIAL SECURITY/MEDICARE
First Apostolic Church withholds income tax from all employees’ earnings and participates in FICA (Social Security) and Medicare withholding and matching programs as required by law.
6.5 VACATION
[Paid vacation is available to regular full-time and regular part-time employees following their first-year anniversary with First Apostolic Church and is provided based on the following calculations:
During the first 2 (two) years of employment, vacation time will be earned at the rate of .0192 hours per hour worked. Earned vacation can be taken after 1 (one) year continuous employment. (Example: 52 weeks at 40 per week x .0192 = 39.936 hours of vacation.)
During the 3rd (third) through 5th (fifth) years of employment, paid vacation time will be earned at the rate of .0384 hours per hour worked.
During the 6th (sixth) and following years of employment, vacation time will be earned at the rate of .0586 hours per hour worked.]
NOTES:
The vacation policy applies to all regular full-time [and part-time] employees.
Paid vacation time of regular [part-time] employees will be earned on a fractional basis. Fractional vacation weeks will correspond to the average number of hours worked during the preceding year.
Example: Employee “A” works 25 hours per week for 52 continuous weeks
25 x 52 = 1,300 hours
Earned vacation equals 1,300 hours worked x .0192 = 25 hours
Earned vacation leave cannot be taken before it is accrued and approved.
Vacation may be taken in half-day increments of time.
Upon termination, unused earned vacation will be paid in a lump sum in the employee’s final paycheck.
A maximum of one week paid vacation may be carried over from one calendar year to the next. However, no more than one week of vacation may be taken at one time, except under extraordinary circumstances. Requests for more than one week of vacation should be in writing at least ninety [90] days prior to the beginning of the requested vacation period.
(The following paragraph is optional depending on the nature of your business.)
First Apostolic Church encourages all employees to make the most of their vacation time. Regular breaks from daily work make everyone more productive. However, because circumstances do not always permit everyone to take vacation time when it is requested, First Apostolic Church will offer employees the option of taking the dollar equivalent of their earned vacation hours at their regular hourly rate. Arrangements to take earned vacation pay should be made at least (1) one payroll period in advance.]
6.6 RECORD KEEPING
The [Human Resources Department] maintains vacation days accrued and used. Each employee is responsible for verifying his/her pay stub to make sure the correct amount of hours appear.
6.7 HOLIDAYS
First Apostolic Church observes the following [non-] paid holidays per year for all [non-exempt] employees:
- [New Year’s Day]
- [Memorial Day]
- [Independence Day]
- [Labor Day]
- [Thanksgiving Day]
- [Day after Thanksgiving Day]
- [Christmas Day]
6.8 JURY DUTY/MILITARY LEAVE
Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees both full-time or part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.
6.9 EDUCATIONAL ASSISTANCE
First Apostolic Church recognizes that the skills and knowledge of its employees are critical to the success of the Church. First Apostolic Church offers limited [educational assistance programs, the GED Program and tuition reimbursement] to salaried workers. First Apostolic Church offers educational assistance programs to encourage personal development, improve job-related skills and enhance an employee’s ability to compete for reasonably attainable jobs in the Church]
6.10 TRAINING AND PROFESSIONAL DEVELOPMENT
First Apostolic Church recognizes the value of professional development and personal growth for employees. Therefore, First Apostolic Church encourages its employees who are interested in continuing education and job specific training to research these further and get approval before signing up for the seminars or courses.]
SECTION 7
EMPLOYEE COMMUNICATIONS
[7.1 STAFF MEETINGS]
Monthly staff meetings will be held at 6:45 pm the last Wednesday of the month . These informative meetings allow employees to be informed on recent Church activities, changes in the workplace and employee recognition.
[7.2 BULLETIN BOARDS]
Bulletin boards placed in [designated areas] provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.
[7.3 SUGGESTION BOX ]
First Apostolic Church encourages employees who have suggestions that they do not want to offer orally or in person to write them down and leave them [in the suggestion box located in the production center] . If this is done anonymously, every care will be taken to preserve the employee’s privacy. [A member of the Executive Staff] checks the box on a regular basis.
[7.4 PROCEDURE FOR HANDLING COMPLAINTS]
Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, First Apostolic Church encourages employees to contact the [Human Resources Representative.]
Tuesday, September 18, 2012 at 09:08AM