GENERAL INFORMATION	POLICY NUMBER 100

101	Welcome to XYZ Baptist Church	1
102	Employment	1
102.1	Employment of Church Members	1
103	Personnel Policies	1
104	Principles by Which We Work	2
104.1		Harassment	5
105	Supervision	5
106	Pay Day	6
106.1		Full-time Salaried	6
106.2		Hourly Employees	6
106.3		Ministerial Housing Allowance	6
106.4		Ministerial Non-Accountable Auto Allowance/
Accountable Reimbursement Plan	7
107	Question About Pay	7
108	Payroll Deductions	8
109	Work Week/Hours	8
109.1		Ministerial Staff	8
109.2		Full-Time Exempt Employees	9
109.3		Hourly Paid Employees	9
109.4		Time Journals	10
110	Overtime	10
111	Holidays	11
112	Paid Absences	12
112.1		Illness	12
112.1.1	Sick Leave Provisions	12
112.1.2	Short-Term Disability Plan	13
112.1.3	Long Term Disability Contract	13
112.1.4	Sick Leave General Requirements	13
112.1.5	Sick Leave May Be Used For	14
112.1.6	Sick Leave May Not Be Used For	14
112.1.7	Reporting While On Sick Leave	14
112.1.8	Unused Sick Leave Time	14

112.1.9	Abuse Of Sick Leave Benefit	15
112.1.10	Records	15
112.2		Bereavement Pay	15
112.2.1	Eligibility	15
112.2.2	Definition	15
112.2.3	Evidence of Reason for Absences	16
112.3		Tardiness	16
112.3.1	General	16
112.3.2	Definitions	16
112.3.3	Administration	16
112.4		Vacation	17
112.4.1	Policy Statement	17
112.4.2	Eligibility	17
112.4.3	Scheduling of Vacation	18
112.4.4	Holiday Within Vacation Period	19
112.4.5	Carryover Vacation	19
112.4.6	Vacation Pay Upon Separation from Payroll	19
112.5		Ministerial Leave, Conference, Attendance,
Ldshp, Revivals, Retreats, and Other Meetings	20
112.5.1	Scheduling of Leave	20
112.6		Conferences/Seminars/Revivals	21
112.7		Pulpit Supply	21
112.8		Educational	21
112.9		Personal	21
        112.10		Staff Retreat/Renewal	21
113	Jury Duty	22
114	Leave of Absence	23
114.1		Introduction	23
114.2		Policy Guideline	23
114.3		Procedure	23
115	Inclement Weather & Civil Emergency	24
116	Retirement Age	25
117	Termination	25
117.1		Recommendations and References	26

118	Maternity Leave	26

EMPLOYMENT	POLICY NUMBER 200

201	Orientation	1
201.1		Finance Office	1
201.1.1	Employee Benefits	1
201.1.2	Forms to be completed	1
201.1.3	Pay Procedures	2
201.2		Supervisor	2
201.2.1	First Day	2
201.2.2	Church Rules and Regulations	2
201.2.3	Hours of Work	3
202	Employee Status Definitions	3
202.1.1	Salaried Full-Time Employees	3
202.1.2	Regular Part-Time Employees	3
202.1.3	Temporary Employees	3
203	Probationary Period	4
204	Employment of Relatives	5
205	Contract Labor & Consultants	5
205.1		Statement of Policy	5
205.2		Definitions	5

EMPLOYEE BENEFITS	POLICY NUMBER 300

301	General Policy	1
302	Specific Benefits	1
302.1		Health Insurance	1
302.2		Dental Reimbursement Plan	1
302.3		Life Insurance	2
302.4		Short & Long Term Disability Plan	2
302.5		Retirement/Annuity	2

303	Workman's Comp Insurance	3
304	Social Security	3
305	Business Travel Expenses	3
305.1		Travel Policy	3
305.1.1	Travel Time	3
305.1.2	Use of Personal Auto	4
305.2		Travel Expenses Reimbursement	4
305.2.1	Mileage Allowance	4
305.2.2	Travel Expenses	4
305.3		Travel Advance	5

MISCELLANEOUS	POLICY NUMBER 400

401	Keeping Current	1
402	Working Together	1
403	If You Leave Us	2
404	Code of Conduct	2
405	Phone Calls and Mail	2
406	Safety Regulations	3
407	Entertainment Expenses	3
408	Reporting Absences	4
409	Service Recognition	4
410	Lost & Found	4
411	Dress Code	4

ADDENDUM A	POLICY NUMBER 500

501	New Employee Information Form
502	Notice of Compensation Adjustment Form
503	Ministerial Request for Housing Allowance Form
504	Terms of Employment Form
505	Form W-4
506	Form I-9
507	Form Mileage Reimbursement Log

508	Time Journal (Lotus 123 form)
509	Employee Evaluation Form

ADDENDUM B	POLICY NUMBER 600

601	XYZ CHURCH Organizational Chart

 	ADDENDUM C	POLICY NUMBER 700

701	Weekday Preschool Staff Handbook

ADDENDUM D	POLICY NUMBER 800

801	Family Medical Leave Act

100		General Information

101		Welcome to XYZ Baptist Church

In joining XYZ Baptist Church, you have become part of a group who is dedicated to serving the Lord.  Each one of us is important and necessary and we must all work together in a spirit of love and cooperation in order to further His work.

This booklet has been prepared to give you information relative to your employment and to let you know the church's policies.  Your supervisor, the Staff Coordinator, or the Church Administrator are willing to answer any other questions you may have.

Weekday Preschool teachers should refer to the Weekday Preschool Teacher's Handbook for specific guidelines, rules and policies for that ministry, as a supplement to this handbook.

102		Employment

At XYZ Baptist Church we try to select the most qualified candidates available for employment with us.  We pay special attention to matching the applicant's interests, aptitudes, skills and experience with our requirements.  Our employees are hired on the basis of their qualifications.

Except as provided in 204, policy prohibits employment of the spouse, child, mother, father, sister, brother, or in-law counterparts of one of our employees.

102.1		Employment of Church Members

It shall be the policy of the church to employ only non-church members for all positions below the associate/assistant ministerial level.  This policy does not necessarily apply to parttime employment.

103		Personnel Policies

The purpose of this handbook is to provide a general overview of what is expected from you and what you may expect from us.   From time to time, amendments, changes or deletions may be made by the Personnel Committee.  New handbooks will be prepared periodically to address changes made.  Any suggestions you may have relating to these policies should be forwarded to your supervisor and/or the Staff Coordinator.

104		Principles By Which We Work

We Work For Christ.  Therefore, our major aim is to see people saved and grow toward maturity in their Christian experience.  Every individual is of major importance.

We Work For Others.  Ours is the blessed privilege of doing vocationally what the Lord has commanded all Christians to do.  Thus, we work for others.  We are their agents.  We become their helpers by making the task easier by our planning, our encouragement, our day by day labor in the vineyard.  We are here to serve, not to be served.

We Work As A Team.  "Each for the other - all for God."  We have no single stars in our program.  Each individual plays his part to the best of his ability.  Each team member is important to the working of all.  It is expected that each member of the team will assume a full share of the work to be done.  There will be times when  all of us pitch in to help another member of the team.  When criticism, or praise comes to the staff, it comes to all!  Therefore, it is of vital importance that we learn and practice the marvelous concept of being team members working for the same goal.  Fellowship of the community begins with the Church Staff.

We Work As Good Stewards.   Time is a trust.  Each member of the team should learn to be a good steward of his time.  We should strive to be found faithful, generous, and helpful at all times.

We Work Together With Complete Loyalty.  Many times the temptation will come to be disloyal to one another.  This is one thing that will not be accepted, for it quickly breaks down trust and sincerity.  As a team, we strive to help one another; we stick together in the face of criticism, hardship, problems and misunderstanding.  If criticism is due, it will be handled face to face, honestly, politely, quickly, and in Christian love.  The loyalty of members of the team to Jesus, to each other, and to XYZ Baptist Church should never to be in question by another member, or an outsider.  There is no place on the Church Staff for disloyalty, petty jealousy, factionalism, or any other unchristian behavior.

We Work As Trained Specialists.  Each member of the team has been chosen for a particular task, and because of specific talents and abilities.  We come together to plan our total program and to receive specific assignments and responsibilities.  The "How" of the task and the details of operation are left to the individual team member.  The pastor will make suggestions at any time, but does not serve as a supervisor for every detail.

We Work As Assistants To The Pastor In The Ministry Of The Church.  In many churches, the staff consists of only the pastor.  In our church, we have many helpers on the team.  It is still the same task.  The Pastor is held responsible by the Church for the work accomplished.  The team makes themselves most valuable when they strive with the Pastor to do each task most effectively.  Strive not to carry every detail, every rumor, every tale to the Pastor.  Do your best to correct misunderstanding.  It is imperative that each member of the Staff keep the Staff Coordinator thoroughly informed of all vital information.

General Statements

Members of the church staff shall be expected to keep in mind at all times, the spiritual nature of church work and to conduct themselves accordingly.  It is very important that strictest confidence be maintained in all matters of church business and other information which comes to knowledge at the church.

A STAFF MEMBER SHOULD:

1.	Be God-called and dedicated.

2.	Accept his/her position as a place of trust and an opportunity for service.

3.	Realize his/her need for spiritual power and, therefore, make time to study God's Word daily and "pray without ceasing."

4.	Be diligent in reading, studying, and keeping abreast of the plans Southern Baptists offer.

5.	Resolve to seek "first the kingdom of God and His righteousness."

6.	Be a true steward of life's resources and lead others to practice the same.  (This, of course, includes tithing which is a must for a staff member.)

7.	Live a life above question and reproach.  (Avoid the very "appearance of evil".)

8.	Be honest in word and deed.

9.	Live within his/her means and pay all financial obligations promptly.

10.	Cooperate fully with his/her pastor, recognizing his leadership of the entire church program.

11.	Cooperate with fellow staff members in planning and developing a correlated program of work.

12.	Have a thorough understanding of the total work of the church and relate his/her plans effectively to it.

13.	Recognize his/her responsibility to the members of the church and give them first consideration in carrying out their plans.

14.	Be zealous for world missions and share in any way to the promotion of missionary endeavors at all times.

15.	Use every opportunity to win the unsaved to a saving faith in Jesus Christ.

16.	Direct his/her energies toward strengthening the total work of the church and avoid building a program that centers around himself.

17.	Participate in denominational meetings and work.

18.	Give of his/her time unselfishly, many times with personal sacrifice.

19.	Develop the qualities of patience, tact, diplomacy, and impartiality.

20.	Be alert to all needs of the church members and keep the pastor informed of illnesses, members hospitalized, deaths, etc.

21.	Guard with fervency the showing of partiality to individuals, regardless of any friendship ties.

The Church Office is on an "Open House" basis at all times, and visits by members and visitors may be expected at all times.  They would expect to see an orderly work area and interest and attention being shown to the work at hand.  In dealing with the general public and church members, keep in mind that as far as they are concerned, "You are the church."  Friendliness and cordiality in a business-like manner will help them have a good attitude toward you and the church.

104.1.	Harassment

It is the policy of XYZ Baptist Church that all employees, regardless of sex, must be allowed to work in an environment free from the negative influence of sexual harassment.  It is the policy of XYZ Baptist Church that unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a physical nature are strictly prohibited.  In addition, XYZ Baptist Church strongly disapproves of offensive racial, religious, age-related or ethnic remarks, jokes or other conduct which may be offensive to other employees.

Any employee who is subjected to such conduct or who observes such conduct must report it immediately.  Such report should be made either to the employee's immediate supervisor or if the employee is uncomfortable reporting to that supervisor, to the Pastor or to the chairman of the Personnel Committee.

XYZ Baptist Church will investigate immediately all reports of alleged harassment and take appropriate corrective action, including disciplinary measures when justified, to remedy all violations of this policy.

105		Supervision

When you were hired and assigned to a job, your supervisor was the first person you met.  He/she is responsible for helping you learn and progress on your job.  Your supervisor will monitor your progress and meet with you frequently so that you may learn and grow with your new position.

Your supervisor is kept up to date on all church policies and procedures - so look to them for guidance.

106		Pay Day

106.1		Full Time Salaried Employees

Full time salaried employees and weekday preschool teachers are paid bimonthly on the 15th and last day of the month.  The pay period begins on the first day of the month and the 16th day of the month.  A pay check received on the 15th day of the month is for the 1st through the 15th day, and a pay check received on the last day of the month is for the 16th through the last day of the month.  

106.2		Hourly Employees

Hourly employees are required to maintain a time card or time sheet.  The pay period begins each Friday morning and concludes on Thursday evening.  New time cards and sheets are to be used each Friday morning.  Payment for this work period is received weekly, on each Friday for the preceding work week.  Time card guidelines stated in these policies are to be followed.  (See Sec. 109.3.)

106.3		Ministerial Housing Allowances

   	Ordained ministers who receive a housing allowance receive this check on the first day of each month (1/12th of the annual amount declared by the minister and approved by the Personnel Committee).  The Personnel Committee requires each minister to complete an annual request for approval of housing allowances.  This minister is free to seek professional advice on how to compute the housing allowance and is responsible for his own calculations.  The minister is totally responsible for insuring that the use of the approved allowance meets IRS guidelines.  An IRS approved housing allowance must have church and Personnel Committee approval, but neither the church nor the committee bear any responsibility in the calculation or use of the allowance, according to IRS code.  Frequently used forms are available from the Administrator (See Addendum 503).  Tax laws state that the minister must declare in advance of the tax year the housing allowance amount, which in turn must be approved by the church or designated committee (Personnel Committee).  Therefore, such declarations for approval must be received by the Personnel Committee no later that December 1 each year.  During the tax year changes can be declared and approved in housing allowances, however they cannot be retroactive.  All change requests must be submitted, as the original declaration was made, to the Personnel Committee for approval.  The staff minister should understand that, with the exception of compensation increases awarded by the Personnel Committee, all housing allowance changes must be accompanied by an opposite equal change in salary, total compensation remaining the same.

106.4		Ministerial Non-Accountable Auto Allowances / Accountable Reimbursement Plan

Ordained ministers who receive an auto allowance receive this amount in conjunction with the housing allowance on the first day of each month (1/12th of the total amount declared by the Personnel Committee).  This amount is combined in one check with the housing allowance.

  Ministers are allowed to receive cash reimbursements in lieu of an auto allowance, up to the amount of the individual ministerial auto allowance established annually by the Personnel Committee.  Mileage log reimbursement forms are required to be maintained and submitted monthly to the Finance office for reimbursement (See Addendum 507).  The reimbursement rate shall always be the business mileage reimbursement rate allowed by the IRS.  There are tax advantages to using the reimbursement plan as opposed to receiving a non-accountable allowance each month.  The Administrator can counsel ministers on these advantages.

107		Questions About Pay

Please check the amount of your pay carefully.  Even though we take the utmost care when we prepare our payroll, occasionally errors are made.

If you have any questions concerning the computation of your pay, be certain that you see the Finance Assistant or your supervisor immediately.

If you should lose your check, report it immediately to the Finance Office.  If you are absent on pay day, see the Finance Assistant for your paycheck when you return to work, or you may have your check mailed to you.

108		Payroll Deductions

Certain deductions from your earnings, such as Federal income taxes (and state income taxes should the state of Tennessee pass such laws) and Social Security payments are required by law.  The amount of these required deductions may change since they are affected by changes in the number of your dependents and the law.

The Church offers you the opportunity to authorize voluntary deductions for other things such as dependent health insurance, and retirement and annuity plans.  We hope you will explore the many options we have available for you with the Administrator and with the Finance Office.

109		Work Week/Hours

The church office shall be open Monday through Friday, 8:00 am through 5:00 pm, except on the holidays noted in these policies.  Members of the secretarial staff shall be scheduled on a 8:00 am - 4:30 pm schedule, or 8:30 am - 5:00 pm schedule.  This schedule shall include two 15 minute breaks to be taken one each, in the morning and the afternoon.  It shall also include a one hour lunch period.  All breaks and lunch periods are to be scheduled by the Administrative Assistant.

109.1		Ministerial Staff (includes Associates)

The full time ministerial staff of the church is expected to keep regular office hours.  Whereas ministerial responsibilities include evening meetings, retreats, weekend seminars and other events, ministers are expected to maintain integrity in regard to their office hours.

When it is necessary for a ministerial staff member to be away from the office during regular office hours, the receptionist and minister's support person should know where he/she may be located and the expected time of return to the office.

The ministerial staff work week shall include a schedule to meet the needs of the program and responsibilities of the staff person, yet allow the minister a day off.  Therefore, members of the ministerial staff are allowed one weekday (Monday through Friday) per week off.  This day off is to be scheduled with the Staff Coordinator, who will coordinate all days off for all ministers.  This day off shall be the same day each week, unless the Staff Coordinator approves a different day for a particular week.

Due to the fact that the church office is closed on Saturdays, the ministerial staff is not required to maintain office hours on Saturday.  However, some programs and job responsibilities will require attendance and/or attention on Saturdays and each minister is required to exercise integrity in handling these duties.

Weekday Preschool teachers shall be required to perform their duties as outlined in the Weekday Preschool Teacher's Handbook.

109.2		Full-Time Exempt Employees

Exempt employees are not required to record their daily attendance on time cards.  It is suggested, however, that supervisors record their daily attendance.  This will serve as a daily record of attendance or absence with reason and also as a record of trips made, conference held or attended, etc.

109.3		Hourly Paid Employees

Each employee is assigned a time card number.  The time card must be personally punched in at the start of work and punched out when leaving work.  A new time card will be distributed every Friday Morning.

Federal and state record keeping requirements place an obligation on the Church to maintain accurate records and to enforce certain regulations.  The following rules must be observed:

1.	Employees must punch only their own time cards.  Failure to observe this rule may subject the violators to immediate dismissal.

2.	Time cards must be punched out and in at noon lunch breaks.  They must be punched out upon cessation of work and they must be punched in when returning to work.  Punching a card out and in at the same time is not allowed.

3.	Time cards must be punched in when the employee is ready to start working.  The practice of leaving the car parked outside the door to punch your card and then returning to park the car is forbidden.

4.	Any errors or accidental omissions on the time card which require correction must be signed by the supervisor, not by the employee.

5.	Tardiness, and this includes returning to work after lunch, will be considered on the same basis as absenteeism and may result in disciplinary action.

6.	Time cards may not be punched any earlier than 15 minutes before starting time.

7.	Employees leaving the premises during working hours for reasons other than church business must punch out when leaving and punch in when returning.

109.4.	Time Journals

In order to comply with the Fair Labor Standards Act, all non-exempt employees are required to complete and sign a weekly time journal reflecting the hours worked.  Non-exempt employees will record the time they begin and end their work day.  They will also record the time they leave and return to their work station for lunch.  At the conclusion of work week the employee will sign the journal and forward to their direct supervisor.  Direct supervisors will be responsible for totaling hours, signing the time journal, and forwarding the journal to the administrative assistant each week.  Non-exempt employees are paid based on a 40 hour work week and no non-exempt employee is authorized to work any overtime hours, unless specifically preauthorized by the employee's direct supervisor.  See Addendum 508 for sample time journal.

110		Overtime

Non-exempt employees are paid based on a 40 hour work week and no non-exempt employee is authorized to work any overtime hours, unless specifically preauthorized by the employee's direct supervisor.

Overtime for hourly paid workers will be worked only when necessary, and only with the permission of your supervisor.  The work will be distributed as equitably as possible among those qualified to do the work in a department.

When overtime pay is approved, it will be calculated at one and one-half the basic straight-time hourly work.  It will be paid for all hours worked over 40 hours in a regular pay period.

111		Holidays

The church shall recognize ten (10) paid holidays for each calendar year as follows:

New Year's Day
Good Friday

Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Day
Memorial Day
Two (2) Christmas Holidays (in addition to Christmas Day)  As scheduled by the Pastor and Staff Coordinator in consultation with the ministerial Staff.
One (1) "Employee Choice" Day.  Upon employee request as approved by the employee's supervisor and the staff coordinator.

When any holiday falls on Saturday or Sunday, either the preceding Friday or the following Monday shall be observed as the holiday.  This decision will be made, based upon church activities, by the Pastor and Staff Coordinator in consultation with the Ministerial Staff.  The Staff Coordinator will notify the employees, as far in advance as possible, concerning the day to be observed as the holiday.

If, due to circumstances, it becomes necessary for an employee to work on a given holiday, the employee shall be granted compensatory time equal to the time worked on the holiday.  Compensatory time shall be used at a later date agreed upon by the employee's supervisor, the employee, and the Staff Coordinator.

If a holiday should fall during an employee's scheduled vacation, the holiday must be used and the vacation day will be taken at a later date agreed upon by the employee's supervisor, the employee, and the staff coordinator.

If an employee is absent on a given holiday on authorized sick leave, the holiday must be used for the sick day.

The paid holiday will not be allowed if the employee did not work and was not excused the last scheduled work day before and the next scheduled work day after the holiday.

A record of holiday leave for each employee will be placed in the employee's personnel file held in the church Administrator's office and maintained by the Staff Coordinator or designee (Church Administrator).

112		Paid Absences

112.1		Illness

On occasion, legitimate illnesses occur which incapacitate employees to the extent that they are unable to report to work as scheduled.  XYZ Baptist Church grants to their, full-time employees sick leave benefits.  No temporary, part-time/hourly, or weekday preschool teachers are included in the provisions of this policy.

112.1.1	Sick Leave Provisions

The church will provide on January 1st of each calendar year five (5) paid sick leave days for all full-time employees (including those in their initial probationary period).  The five (5) days of fully paid sick leave cannot be used by the probationary employee until the employee has completed the probationary period.  In addition, neither the Short nor Long-Term Disability Contracts provided by the church for its full-time employees become effective until the employee has been employed three (3) months with the church.  The benefits of the Short and/or Long-Term Disability Contracts are available to the probationary employee at the same point in time as the non-probationary employee.  If the probationary employee needs to be absent from work because of illness or injury before the five days of sick leave granted by the church or the provisions of the Short or Long-Term Disability Contracts apply, the employee will be docked in pay for all time lost.

112.1.2	Short-Term Disability Plan

When it becomes necessary for an employee to use more than the five (5) work days provided by the church for illness or injury, the Short-Term Disability Plan provided by the church for its employees will prevail.  Therefore, beginning with the sixth (6th) day of illness, the employee will receive sixty percent (60%) of the base pay, to a maximum amount which depends upon the employee's classification as defined by the provisions of the Short-Term Disability plan.

All employees will fall into one of the three classifications as follows:
Classification I - 60 percent of base pay to maximum of $500/week.
Classification II - 60 percent of base pay to maximum of $250/week.
Classification III - 60 percent of base pay to a maximum of $150/week.

In the case of illness that results from injury, the Short-Term Disability Plan provided by the church begins on the first day of absence because of injury.  For the first five (5) days of absence because of injury, the Short-Term Disability Contract will provide sixty percent (60%) of the employee's base pay and the church will provide the other forth percent (40%).  On the sixth (6th) day of injury, the employee will begin receiving sixty percent (60%) of the base pay to the maximum set forth in the Short-Term Disability Contract for the employee's appropriate classification.

112.1.3	Long Term Disability Contract

Beginning with the thirteenth (13th) week of illness, the Long-Term Disability Contract provided by the church for its employees will prevail.  The affected employee will continue to receive sixty percent (60%) of the base pay for total disability, as defined under the terms of the long-Term Disability Contract, to the age of 65.  The individual certificate provided to each employee sets forth complete explanation of these coverages.

112.1.4	Sick Leave General Requirements

Sick leave benefits cannot be used in any increments less than one-half of a full work day.

Sick leave benefits cannot be advanced to any employee before it has been earned, and the five (5) day provision of sick leave days given by the church cannot be carried over from one calendar period to another.

Holidays that occur while an employee is on approved sick leave will not be charged as sick leave, but as a holiday, except in the case when the employee is under the provisions of either the Short-Term Plan or Long-Term Disability Contract.  In these cases, the provisions of the appropriate disability plan/contract will prevail.

At the time any disability benefit provided by the church for its employees becomes effective, the employee's regular compensation will be reduced by that amount.

112.1.5	Sick Leave May Be Used For

Illness which incapacitates employees to the extent they are unable to perform their assigned duties.

Physical and dentist appointments.

112.1.6	Sick Leave May Not Be Used For

Illness of any person other than the employee who has been granted the sick leave time.

Any purpose other than illness.

112.1.7	Reporting While On Sick Leave

Employees who are absent on sick leave are required to report their condition and convalescent location to their designated supervisor on a daily basis unless alternate instructions are given by the employee's designated supervisor.

112.1.8	Unused Sick Leave Time

Employees leaving the employment of XYZ Baptist Church will not be compensated for any unused sick leave time.

112.1.9	Abuse of Sick Leave Benefit

Abuse of the sick leave benefits will result in disciplinary action up to and including termination.  Abuse includes such patterns as using sick leave as extra vacation, extending weekends or vacations by using sick day, and using sick leave for any other purpose than defined by the guidelines on this policy of the provisions of the Short and/or Long-Term Disability Contracts.

112.1.10	Records

A record of the employee's unused sick leave time and used sick leave time will be maintained in the employee's personnel folder. 

A copy of the Short-Term Plan and Long-Term Disability Contract are available in the church Administrator's office.

112.2		Bereavement Pay

When death occurs in the staff member's immediate family, such staff member shall be granted reasonable absence with pay, up to 3 days, by the appropriate supervisor.  Any time beyond 3 working days will be charged to vacation or taken without pay.  The policy relating to such absences is as follows:

112.2.1	Eligibility

An employee must have completed the probationary period in order to qualify for bereavement leave. This benefit does not apply if death in the immediate family occurs while the employee is on a leave of absence, layoff, or absent for any other reason.

112.2.2	Definition

Immediate family:

Spouse, children, parents, guardians, mother-in-law, father-in-law, grandchildren, grandparents, brothers-in-law, sisters-in-law. 

Time off granted in accordance with this article shall not be credited as time worked for the purpose of computing overtime.

112.2.3	Evidence of Reason for Absences

The Church may request verification of the absence (i.e., death certificate, newspaper article) prior to granting bereavement pay.

112.3		Tardiness

112.3.1	General

The Church pays employees for a full day's work.  The needs of the church dictate that employees be present and ready to begin work at their normal starting time and, with the exception of their scheduled lunch period, remain for their normal hours of work.  Occasionally, situations may arise that will delay an employee in his effort to get to work at the proper starting time.  This procedure is intended to outline the course of action to be taken by the Church in order to pay all full-time employees for lateness arising out of such situations.

112.3.2	Definitions

"Lateness" is defined as reporting to work 15 minutes or more after normal starting time or leaving five minutes or more before regular closing time.  "Absence" is defined as leaving for a defined period of time during the work day.

Employees who, because of personal business, must be absent from work for an hour or more should arrange with their Supervisor or Manager to be excused.

112.3.3	Administration

All full-time employees may be excused for good cause by their Supervisor up to a maximum of five (5) lateness or absences per calendar year.

This procedure is in no way intended to condone tardiness or absences.  The maximum number of lateness or absences allowed under this procedure should more than cover the number of emergency situations that would cause the average conscientious employee to be late for work.  Supervisors, however, are not obligated to approve payment for any lateness if, in their opinion, the reason for lateness is not acceptable.

112.4		Vacation

112.4.1	Policy Statement

XYZ Baptist Church provides its full-time employees who have continuous service with a paid vacation benefit for the purposes of rest and relaxation.  Temporary, part-time/hourly, and weekday preschool teachers are not eligible to receive this benefit.

All vacation requests should be submitted in writing to the immediate supervisor, with a copy to the Administrator (or his designee).  A formal leave request showing days used and requested will then be prepared and attached to the written request.  This formal request will then go to the supervisor for approval and then to the Staff Coordinator for final approval and calendaring.

112.4.2	Eligibility

Full-time employees become eligible for vacation each year on the anniversary of their original date of employment.   

New employees are not eligible to use vacation time until they have completed six (6) months of continuous service at which time they are eligible for five (5) days (7 days for ministerial staff) of vacation which must be taken before their first year anniversary date.

From the first (1st) through the fifth (5th) year of service, employees will be eligible to receive on their anniversary date 10 (14 days for ministerial staff) days of paid vacation.

Beginning with the sixth (6th) year of service, employees will be eligible to receive five (5) (7 days for ministerial staff) additional vacation days for a maximum of 15 days of paid vacation leave (21 days for ministerial staff).

Beginning with the eleventh (11th) year of service, employees will be eligible to receive five (5) (7 days for ministerial staff) additional vacation days for a maximum of 20 days of paid vacation leave (28 for ministerial staff).

Ministerial level personnel are entitled to portable benefits pertaining to vacation leave.  Therefore, the length of time which has been served as a full-time minister in other churches or denominational agencies may be used in determining vacation leave eligibility, rather than just the period of employment at XYZ Baptist Church.

The Ministerial Staff work week is considered to be 7 days in length, therefore affording a vacation week of 7 days.  These days are to be requested without regard to any regularly scheduled day off.  When the Ministerial Staff designates their vacation request, they must declare the first day through the last day including any regularly scheduled day off or Saturday as vacation days, if they fall between the first day and the last day requested.

112.4.3	Scheduling of Vacation Time

At least one-half of the employee's vacation leave time must be taken on consecutive days.  The remaining vacation leave time may be scheduled to be taken either on consecutive days or on individual days by the supervisor and the employee for the benefit of the church and the employee.

At the first of each calendar year, an employee should apply in advance for vacation leave stating a first and second choice of time.  Failure to comply will put your vacation request in jeopardy.  Every effort will be made to grant vacations in accordance with the employee seniority, preference, and the work schedule of the church.  However, vacations must be scheduled by the Staff Coordinator in such a manner so that an adequate number of staff members in all classifications are present at all times for the church's on-going programs.

The request for vacation leave must be approved by the employee's supervisor and submitted by the supervisor to the Staff Coordinator.  Upon the Staff Coordinator's approval, the leave request will be officially entered on record and the staff member will be notified by the Administrator.  No vacation leave may be taken unless this procedure is completed.

112.4.4	Holiday Within Vacation Period

If a holiday should fall during an employee's scheduled vacation, the holiday must be used and the vacation day will be taken at a later date agreed upon by the employee's supervisor, the employee, and the Staff Coordinator.

112.4.5	Carryover Vacation

It is incumbent on each supervisor to schedule employees to receive their vacation time during the 12 month period between the employee's anniversary dates.  Vacation time may not be carried over from one anniversary period to another.  A vacation may be postponed to the following anniversary period with the prior approval of the Pastor of the church and the Personnel Committee, and only for the convenience of the church and not the individual employee.

Vacation days not used by the employee within the 12 month period between the anniversary dates will be forfeited.  An employee may not be given additional pay in lieu of vacation days not used.

If the Pastor of the church and the Personnel Committee deem it necessary to postpone an employee's vacation to their next anniversary period, the vacation must be taken by the employee during the first quarter of the following anniversary period.

112.4.6	Vacation Pay Upon Separation From Payroll

When an employee leaves church employment, the employee shall receive pay for any vacation days earned but not used during their present anniversary period.

If an employee is terminated for gross misconduct, this provision does not apply.

A record of vacation leave for each employee will be placed in the employee's personnel file held in the church office, and maintained by the Staff Coordinator or designee.

Vacation pay shall be calculated as a multiple of one week of vacation accrued and unused upon separation from employment (i.e., 9 days of unused vacation as a multiple of 10 days accrued would compute to a vacation pay multiple of 9/5 or 1.8 weeks, based on a 5 day work week).  The annual salary of the employee shall be divided by 52 weeks to obtain a weekly amount.  Based on the category of the employee's vacation classification (7 day work week for ministerial, and 5 day work week for all others) the multiple will be applied to the salary calculation for one week to arrive at the vacation pay due the employee.  This pay is due the employee within 5 working days after the last day of work.

Example:	A salaried full-time secretary leaves the employment of the church.  She has 15 days of accrued vacation leave with 6 days unused as of her last day of employment.  The employees work week is classified as 5 days.  The multiple of unused vacation is calculated as 6/5 or 1.2 weeks.  Her annual salary of $10,400 is divided by 52 for a weekly multiplier of $200.  $200 @ 6/5 or 1.2 weeks calculates to $240 vacation pay due to the employee for unused accrued vacation days.  This pay is due the employee within 5 working days after the last day of work.

112.5		Ministerial Leave for Conferences Attendance and Leadership, Revival Leadership, Retreats, and other Meetings (Leave with Pay / Ministerial Leave)

It is recognized that in the case of the church Ministerial Staff, certain leaves of absence, other than vacation leave and sick leave, must be granted.  No temporary or part-time Ministerial Staff are included in the provisions of this policy.

It is also recognized that the on-going programs of XYZ Baptist Church are of primary importance and must be considered before any other needs.

The purpose of this policy is to define other leave categories that will be granted to the church Ministerial Staff and the amount of time away from XYZ Baptist Church that will be allowed for participation in the defined categories. 

Due to the nature of the demands of his job, the Pastor may be granted additional leave as requested of and approved by the Chairman of the Personnel Committee.

112.5.1	Scheduling of Leave

Requests from the Ministerial Staff for leave must be submitted in advance to the church Staff Coordinator who will submit requests to the Pastor for final approval.  It is incumbent upon the Staff Coordinator to submit only those requests for leave and time away from individual ministerial responsibilities which comply with the guidelines of this policy.

Leave must be scheduled by the Staff Coordinator in such a manner as to ensure that an adequate number of Ministerial Staff are present at all times to carry on the church's on-going programs.

No Ministerial Staff member is free to accept any invitation which will take the Minister away from the field of XYZ Baptist Church until they have received final approval for that leave from the pastor (or his designee).

112.6		Conferences/Seminars/Revivals

The Ministerial Staff is encouraged to use up to 14 days per calendar year to participate in seminars / conferences that will enrich their personal spiritual growth and to respond to invitations from other churches or denominational agencies to lead revivals / conferences / seminars.  These 14 days may be scheduled consecutively or broken into segments and can include Sundays and Wednesdays of the same week.  See Sec. 305.1 for explanation of expense reimbursement for travel and related conference expenses.

112.7		Pulpit Supply

The Ministerial Staff will be granted up to two (2) days per calendar year for pulpit supply.  Sundays and Wednesdays may be included, but not in the same week.

112.8		Educational

Upon completion of the fifth (5) year of continuous service, a member of the Ministerial Staff may request leave for continuing their education.  The Pastor (or his designee) will review the request and bring his recommendation to the Personnel and Finance Committee for final approval.  Educational leave will be considered in relation to the program schedule of the church, as well as the wishes of the employee.

Any exception to the Educational Leave provisions may be granted only upon recommendation of the Pastor to the Chairman of the Personnel Committee who has final approval.

112.9		Personal

There are occasions when leave for personal reasons occur.  The request for this type of leave must go directly to the Pastor and his approval will be final.

112.10	Staff Retreat/Renewal

The Pastor may, at his discretion, schedule four (4) days during one calendar year for staff retreat or renewal.  Travel time is included in the four-day period.  These four days may be scheduled consecutively or broken into any segments that the Pastor deems necessary to be productive.  The church Staff Coordinator shall give to the Chairman of the Personnel Committee, a copy of the planned agenda that will be followed at the staff retreat.

It is the responsibility of the Staff Coordinator, in advance of a period when the entire Ministerial Staff is to be absent on retreat, to work with the Ministers to be certain that in their absence all on-going programs of the church are properly directed and overseen by the appropriate lay people of the church.  It is also the responsibility of the staff coordinator to present to the chairman of the Deacons and the Chairman of the Personnel Committee, a typed church agenda for those affected days that includes the names of the lay leaders who will be in charge of each program during this period.

113		Jury Duty

The Church believes it is the civic duty of its employees to accept jury duty service when called.  Therefore, postponements of jury duty shall be requested by the Church only in exceptional circumstances when it is determined that the employee's continuous efforts on a critical project are required to ensure the success of the project.

Requests for postponement of jury duty service must be approved by the Staff Coordinator conjunction with the Supervisor.

When a full-time non-probationary employee of the Church is called and does serve on jury duty, he or she shall be allowed paid time off for jury examination and service as required by the court.

To be eligible for excused absence for jury duty, the employee must notify the Church immediately upon receipt of the notice to serve.  Furthermore, he or she must report back to work if released by the court while a reasonable amount of time is left to the end of the work day or shift.

Hourly paid employees shall be compensated for jury duty on an hourly basis equal to their average hours worked per day for the previous 30 work days, not to exceed 7 hours per day.  A written request from the employee to the church administrator for such compensation is required.

In all cases of jury duty where the church has compensated the employee for time away, it is requested that the employee sign over to the church any reimbursement received from the government agency to offset the church's compensation to the employee for jury duty days.

114		Leave of Absence

114.1		Introduction

This policy is designed to provide a guideline for those employees who desire a leave of absence, but who expect to return to work at the end of such leave.  A leave of absence might be requested for a number of reasons; however, leaves of absence are not designed for the employee who is terminating employment or not intending to return to work.

The duration of the leave request is one deciding factor when considering a leave of absence versus termination of employment.  A second factor is the availability of a qualified replacement to fill in while the employee is on leave.  The third factor is the overall work record and the final factor is any applicable statute.  An employee under any type of probationary status will not normally be eligible for a leave of absence.

114.2		Policy Guideline

A leave of absence may be requested by any non-probationary employee.  The type of leave and the duration of leave will be determined by the department supervisor in conjunction with the Staff Coordinator, Pastor, and Personnel Committee.  Normally, leaves of absence will be on an unpaid basis.  However, provisions of benefits enrollment will remain in effect for the duration of the leave of absence.

Leaves of absence will normally not be granted to an employee who has less than one year of service.  This additional requirement would be waived under emergency circumstances.

When considering a request for a leave of absence, the Supervisor will also determine if the employee has any remaining vacation credit.  All vacation eligibility should be exhausted prior to requesting a leave of absence.

114.3		Procedure

Supervisor:

1.	Upon receiving a request for a leave of absence, obtain all pertinent information.

2.	Determine whether the request and duration of leave will adversely affect operations.

3.	Determine whether a replacement employee is available.

4.	Make a recommendation concerning approval or rejection of the leave, bearing in mind the employee's overall work record.
Staff Coordinator and Pastor:

1.	Working with the supervisor, determine whether the leave of absence will be granted.

2.	If a leave is approved, thoroughly discuss benefits continuation and method of payment while on leave.

115		Inclement Weather and Civil Emergency

In the event of inclement weather or civil emergency every effort will be made to open the church offices.  Church employees shall make their own decision concerning any risks of driving to the church for work.  Under these circumstances an employee is not required to come to work.  Should any employee choose to not report to work that day, or to report later in the day, they must report this decision to their supervisor by 8 am.

To receive pay for time away related to inclement weather or civil emergency, employees may use vacation or personal day leave time available.  Otherwise, time away without pay, prorated for any partial day worked shall be applied to the next pay period.  Employees should notify their supervisor in writing of their decision as to how to classify their time away as soon as they report back to work from being away.  The supervisor shall forward a copy of this written notification to the Administrator for proper paid time away posting or time away without pay.

Sick leave cannot be used to cover an absence caused by inclement weather or emergencies, however, sick leave many be used in case of illness which happens to occur during inclement weather and emergencies.  The sick day reporting policies shall apply in this case.

It is recognized that there is a possibility, due to the severity of the inclement weather, civil emergency, or power outages, that the church offices would be closed a full or partial day.  In that case, salaried full-time employees will receive pay for the time off, pro-rated for any partial day the office was open.

It is incumbent upon the employee, if in doubt as to whether or not the church offices are open or closed, to telephone their immediate supervisor for proper information and notification.

In the case of inclement weather or civil emergency, a decision may be made by the Pastor, Staff Coordinator, and the Administrator to delay the opening of the church offices to later in the day, to allow for improved travel conditions.  In that case, the decision will be made by 6:30 am, and a phone chain will be initiated for communication to all church employees.  Should an employee still choose not to report to work that day, they must notify their supervisor by the delayed opening time.  Any vacation or time off taken without pay shall be pro-rated for the delayed office opening time.

116		Retirement Age

It is recommended that all employees consider retirement from XYZ Baptist Church at age sixty five (65).  Even though this is an individual employee's decision, health and productivity should be considered.

117		Termination

Employment by XYZ Baptist Church conveys no special rights or privileges. The church or the employee may terminate employment without cause, at any time. (See Addendum 504.)

All full-time employees who resign or are terminated will receive payment for any earned unused vacation allowance for that calendar year provided six months of service have been completed and, if a resignation, two weeks' notice was given.

117.1		Recommendations/References

It is the policy of XYZ Baptist Church, when requested to provide a letter of recommendation or reference to a prospective employer of a former employee, to provide only the dates of employment and the position the employee held while employed at XYZ Baptist Church.  No information will be released relative to the employee's performance nor will a recommendation positive or negative in nature be given.

118		Maternity Leave

Provided a full-time employee notifies the church in writing, thirty (30) days prior to their anticipated delivery date, of their intent to return to their job following the birth of their child, employer will hold the employee's position open for a period of four (4) weeks from the date of delivery.  During this period, the employee shall be considered on an unpaid approved leave of absence.  This policy applies only to female employees.

200		Employment

201		Orientation

201.1		Finance Office

The Finance Office will convey information in the following areas on the new employee's first day of employment:

201.1.1	Employee benefits (refer to policy and plan booklets)

A.	Medical insurance plans (Note:  If a new employee does not wish to participate, a written statement to this effect must be signed.)  (See Section 302.)

B.	Dental Reimbursement Plan

C.	Group life and accidental death insurance plans (written declination required).  See Section 302.1.)

D.	Short and Long-Term Disability plan.  (See Sections 302.3; 112.1.2; 112.1.3)

E.	Retirement and Annuity plans.  See Section 302.5.

F.	Vacations and Holidays.  See Sections 111 and 112.4.

G.	Sick Leave.  See Section 112.1.1.

H.	Bereavement Leave.  See Section 112.2.

201.1.2	Forms to be completed:

A.	By the employee (Withholding Exemption Certificate {W-4} and Form I-9 and Terms of Employment).  (See Addendums 504, 505, and 506.)

B.	By the Staff Coordinator and Personal Committee  (New Employee Information form and Notice of Compensation Adjustment form).  See Addendum 501 and 502.

201.1.3	Pay procedures

A.	Distribution of paychecks.  (See Section 106.)
B.	Deductions (explain).  (See Section 108.)

C.	Overtime calculation and rates.  (See Section 110.)

201.2		Supervisor

It is the new employee's supervisor's responsibility to conduct the following orientation and evaluation activities:

201.2.1	First day

A.	Review job description with new employee

B.	Give new employee a tour of the Church and any instruction pertaining to the job that may be necessary for him/her to get started

C.	Provide the new employee with a "coach" or experienced fellow worker to whom he/she can come with questions and/or for advice

201.2.2	Church rules and regulations

A.	Reporting absences.  (See Section 408.)

B.	Use of company telephone and mail services.  (See Section 405.)

201.2.3	Hours of work

A.	Starting time, quitting time, use of time clocks, break and lunch periods.  (See Section 109.)

B.	Attendance records.

202		Employee Status Definitions

The following definitions have been established in order to standardize terminology and provide common understanding in our references to employees:

202.1		Employee

A person who receives wages or salaries from our Church.

202.1.1	Salaried Full-Time Employees

Those employees who work a minimum of forty hours weekly and who maintain continuous regular employment status.

Salaried full-time employees are eligible for all Church benefits.

202.1.2	Regular Part-Time Employees

Those employees who work less than 40 weekly hours and who maintain continuous regular part-time employee status and are compensated weekly.  Regular part-time employees are not provided benefits, except those prescribed by law.

202.1.3	Temporary Employees

Those employees whose services are intended to be of limited duration (i.e., filling in for illness, vacations, summer months, etc. and who work the customary number of full-time hours required).  

Temporary employees are not eligible for Church benefits.  However, if subsequently hired as a regular or part-time employee, length of service will be determined by the most recent hire date.

202.1.4	Weekday Preschool Teachers

Those employees specifically assigned teaching responsibilities within the Weekday Preschool Program administered by the church.  Weekday Preschool Teachers shall be classified as exempt employees and shall not be eligible for or provided benefits, except those prescribed by law.  Weekday Preschool Teachers shall be salaried employees and paid according to section 106.1 of this handbook.

203		Probationary Period

The Church recognizes two separate conditions which result in employees being placed on probation.

The first condition is brought about as a result of the employment process itself.  Employees are hired on a three-month probationary period.  This period is set up to accommodate the employee and the supervisor.  It is a period of adjustment and adaptation on both the personal level and the job requirement level.  The employee is expected to meet or exceed the initial demands of the position during this time period. Also, it is a time period for adjustment to the Church's overall policies and work rules.  If, during this time period, the employee fails to adapt successfully to the requirements of the position, or the church as a whole, employment will be terminated.  This determination will be made by the supervisor, in concert with the Staff Coordinator and Church Administrator.  Discussion and counseling will be employed before termination is recommended.  The employee is made aware of probation via the hire letter issued to each employee.  Probationary periods are also discussed during orientation.  

The second condition which causes probation is performance inadequacy during employment, but after the three-month probationary period.  An employee may be placed on probation for a designated period of time if it is recognized that serious performance deficiencies exist, but are within the employee's ability and desires to correct after the progressive disciplinary procedures have been exhausted.  This is designed as the last step.  It is a course of action which delays or avoids the discharge of the employee.  It should be used sparingly and only where the supervisor sees evidence of a sincere desire from the employee to try to work things out.  A form placing the employee on probation should be given to the employee and filed in the personnel file of the employee for the time period in question.  Specific areas of improvement should be delineated in the form and a performance review prepared at the end of the period if the staff member is to be retained.  Salary increases should not be granted during a probationary period.  

Certain insurance contracts also require a waiting period before enrolling an employee in benefit plans.  The contract shall be followed in this event and this period shall be classified as a "waiting period" for benefit coverage.

204		Employment of Relatives

A.	No spouse of any employed person shall be hired.

B.	If two persons should marry while both are employed, they both may continue their employment provided section C and D below are not violated.
C.	Husbands and wives who are employed in salaried or management positions may not work in the same department.

D.	No close relative (husband, wife, son, daughter, mother, father, sister, brother, or in-laws) shall be hired or promoted into a position that would place him or her in a supervisory relationship with another close relative.

E.	Parttime employment is exempt from this policy, except that no employee may directly or indirectly supervise a relative.

205		Contract Labor and Consultants

205.1		Statement of Policy

It is the Church's policy to utilize its own personnel for all Church operations.  When it is determined that it is necessary to hire on a temporary basis from outside, the Church will allow the use of Contract Labor or Casual Labor and Consultants under the guidelines below.

205.2		Definitions

A.	Contract Labor - Temporary persons who render services while under contract to an employment contractor.  Also includes a contract with an individual or company to supply a specific service, utilizing their own tools, and under only general supervision by the Church.
Examples are:  lawn-care services, painters, proofreaders, or typing services.

All fees for Contract Labor are paid directly to the contractor and are not subject to FICA, federal and state withholding, workers' compensation, unemployment insurance, or any of the benefits received by the full-time employees.

B. 	Consultants - Temporary persons who render services as an expert in a certain area under evaluation or study, or fill a need in some capacity of staff work.

All fees for Consultants are paid directly to the consultant and are not subject to FICA, federal and state withholding, workers' compensation, unemployment insurance, or any of the benefits received by the full-time employees. 

300		Employee Benefits

301		General Policy

One of the greatest assets of any church is its employees, their efforts and cooperation.  In recognition of this, together with our interest in the welfare of each employee, certain benefit programs have been established.  Our benefit program is outlined below for salaried, full-time employees of the church.

302		Specific Benefits

The Church maintains a comprehensive insurance program which provides Life, Accidental Death & Dismemberment, Dental, and Health coverage for the benefit and protection of all eligible employees.   Disability Insurance, and Retirement and Annuity Programs benefit programs are also maintained.

Complete details of these benefits are provided in your insurance booklets.  Any questions pertaining to these benefits should be directed to the Administrator.

302.1		Health Insurance Plans

All salaried full-time employees are entitled to coverage under the Church's Group Insurance Plans.  Coverage will begin upon enrollment and approval by the insurance company for coverage, which may include a waiting period dictated by the contract with the insurance company.  Dependents may be enrolled and paid for through payroll deduction.

302.2		Dental Reimbursement Plan

Salaried full-time employees participating in health care coverage will be reimbursed for dental expenses at the following amounts:  80% for routine dental exams and procedures up to $250 or $750 in one year prescribed by health care coverage participation.  Orthodontic work will be reimbursed at 80% with a total benefit limit of $1500 during an employee's tenure as an employee of the church.  Employees are to complete a dental claim request with paid receipts attached, and submit to the Finance office for reimbursement.  These forms are available through the Finance office.  These reimbursements are totally dependant upon any participation in the health coverage plan.

302.3		Life Insurance

A salaried full-time employee's life is insured under our group life insurance plan for an approximate amount of the employee's annual salary.  You may name anyone as your beneficiary for this insurance and may change your beneficiary at any time.  Payments may be arranged as a cash settlement, a monthly income, or as a combination of the two.

302.4		Short and Long Term Disability

Salaried full-time employees are covered under short-term and long term disability plans.  Please refer to the sick leave policy for a full explanation of these benefits.  (See Section 112.1.1.)

302.5		Retirement and Annuity Plans

Salaried full-time employees are eligible for retirement and annuity plans after two years (24 months) of consecutive employment by the church.  The plan guidelines are as follows:

A.	Beginning in the year 1999, the church will contribute 7% (8.5% in 2000, and 10% in 2001) of a salaried full-time employee's annual salary to the retirement/annuity plan per year (1/12th per month).

B.	The employee may elect to contribute additional "before tax" dollars through payroll deduction to the plan up to the maximum limits established by the IRS.

The church participates in the Southern Baptist Annuity Board retirement plan.  This plan is a vested plan that pays at retirement age.  The church also provides a tax sheltered annuity plan in which credited contributions are available for withdrawal and personal loans and other flexibilities detailed in the annuity contract.

303		Workman's Comp Insurance

This insurance is provided for all employees and the benefits are as prescribed by state law.

304		Social Security

This benefit is provided for all non-ordained employees and the benefits are as prescribed by federal law.  

305	Business Travel Expenses

The Personnel Committee may, at their discretion, allocate an expense allowance to a minister for the purpose of paying travel expenses, lodging, meals, and other expenses incurred in attending conferences and meetings.  This allowance may also be used to pay professional dues and conference registration fees (See Section 112.6.)

The Personnel Committee may also request from each staff member, in advance of budget preparations, a statement of plans for attending meetings and conferences and the expenses relative to such.  

305.1		Travel Policy

When attending conferences and meetings certain criteria must be met for the use of the expense allowance allocated by the Personnel Committee.  (See Section 112.5. for time away allowed and 305.2.2 for expenses allowed.)

It is also recognized that certain employees are required to travel in order to satisfy the responsibilities of their jobs.  The Church has therefore established the following policy regarding travel, travel expenses, and related matters.

305.1.1	Travel Time

All travel and time away must approved by the Staff Coordinator.  Time away shall follow the policies for time away allowed.

305.1.2	Use of Personal Auto

It is the Church Administrator's responsibility to ensure that all employees who utilize their personal vehicles for business use are properly notified of certain conditions and requirements as reflected in this policy.  (Notification may be accomplished by means of issuing a copy of this policy to those employees who have occasions to travel.)

1.	Voluntary Use
The use of a personal automobile in the performance of Church business is entirely voluntary.

305.2		Travel Expense Reimbursement

305.2.1	Mileage Allowance

Employees using their personal cars will be reimbursed at the rate approved for IRS Business rate for miles traveled on Church business.  In addition, all tolls and parking charges will be reimbursed.  A travel log reimbursement form must be completed, approved by the immediate supervisor, and submitted to the Finance office for reimbursement.  Only one mileage allowance per car is allowed.  Mileage shall be judged in light of the most logical route with no excess mileage allowed.  (See Addendum 507.)

305.2.2	Travel Expenses

Executive and Ministerial staff members attending out-of-town meetings must obtain approval from the Staff Coordinator.  Reimbursements or cash advances can only be made for approved travel and time away.  Except as directed by the Pastor and Personnel Committee, these travel expenses will be limited to convention/meeting expense allowances set by the Personnel Committee.

It is the policy of the Church to reimburse employees for the following actual out-of-pocket expenses incurred while away from home on an overnight business trip:

1.	Lodging - Receipt required

2.	Meals (including gratuities) - Receipt required for all reimbursements.  If a guest is being entertained or a business meeting held, the guest's name, affiliation, place of meeting, or entertainment and business reason must be included.

3.	Transportation -

Personal Auto - log required, mileage allowance as per section 305.2.1.  (See Addendum 507.)

Air fare - Standard coach accommodations only.  Receipt required

Car rental - Receipt required

Cab fares, limousines, porters - No receipt required

4.	Valet charges for extended stays (more than seven (7) days) - Receipt required

5.	Telephone

All expenses shall be supported by receipts.  Reimbursement requests shall be made by purchase order with attached receipts limited to amounts specified by the Personnel Committee for convention/meeting expense allowances.

Use of personal credit cards while on Church business is considered a matter of personal convenience.  Employees using such cards will be reimbursed for business expenses in the normal manner, and no obligation by the Church to the credit card company is recognized.  Copies of all credit card receipts must be submitted as prescribed for reimbursement.

305.3		Travel Advance

Employees receiving a temporary cash travel advance are required to submit a Travel Expense Report within one week (7 days) following completion of the business travel for which the funds were requested.  This report shall detail each expenditure and contain a receipt documenting each expenditure.  Unused cash shall be returned with the report.  The Finance office provides a special report envelope for this purpose which is distributed with the cash advance check.  Cash advances will be limited to the approximate amount of anticipated cash expenditures.

400		Miscellaneous

401		Keeping Current

It is important to you that your employment records are kept current.  Be sure to notify the Finance Office as soon as possible of any changes in the following:

1.	Your name;
2.	Change in home address;
3.	Change in home telephone number;
4.	Change in a number where you can be reached in case of emergency;
5.	Change in your marital status;
6.	Change in your beneficiary for your group insurance;
7.	Change in number of dependents; and
8.	Correction to your social security number.

402		Working Together - Talking It Over

New work and new surroundings can mean new opportunities for you.  It may also mean new problems for you.  Misunderstandings or honest differences of opinion do occur occasionally.  They may prevent you from working effectively, or they may affect your relationship with other employees.  Most of the time, these problems can be solved when they are brought out into the open and talked over frankly.

If you have any questions concerning your working conditions, or about a church rule or procedure, please do the following:

1.	Discuss the matter with your supervisor;
2.	If you don't understand your supervisor's explanation or if his answer does not solve our problem, then refer the problem to the Staff Coordinator.

3.	Minister's job related grievances that cannot be settled satisfactorily by one's supervisor or by the Staff Coordinator should be brought to the attention of the Pastor and/or the chairman of the Personnel Committee.  Secretaries' grievances that cannot be settled satisfactorily by one's supervisor should be brought to the attention of the Pastor's Executive Assistant.

403		If You Leave Us . . .

Please try to give your supervisor at least two weeks notice.  This is standard practice as well as a courtesy to us.  It will help us to secure a replacement for you before you leave.

An exit interview may be conducted by representatives of the Personnel Committee with each Minister and also with each secretary who leaves the employment of XYZ Baptist Church.

404		Rules and Regulations:  Code Of Conduct

Our Church must be a safe, healthy and orderly place to work.  We therefore publish the following actions which are prohibited and may subject you to disciplinary action or dismissal:

1.	Abuse or destruction of our property or the property of others;
2.	Removal from our premises any church property, records or materials without prior permission;
3.	Falsification of church records;
4.	Possession, use, or sale of alcohol or drugs;
5.	Possession of weapons;
6.	Illegal, immoral, or indecent conduct or language;
7.	Deliberately restricting or interfering with your work or the work of other employees;
8.	Insubordinate conduct toward your supervisor; or
9.	Conducting personal business during working hours.

405		Rules and Regulations:  Phone Calls and Mail

Because of the heavy load of business calls, and because there are so many of us working here, personal phone calls should be limited to emergencies and to very important matters.

Because of the large volume of Church mail which must be processed each day, personal mail should not be sent to you in care of the Church.

406		Rules and Regulations:  Safety Regulations

Safety regulations are for your protection and for the general well-being of all.  All safety regulations are as follows:

1.	All injuries, no matter how slight, should be reported immediately to your immediate supervisor.  First aid should be received immediately.  Infection, pain and lost time can result from neglecting a simple injury - even a paper cut or a scratch.  If a serious injury occurs, have a co-worker notify a supervisor and get immediate treatment.

2.	Watch where you walk; running in any area is prohibited.  Be concerned for others, particularly when pushing open doors leading from the second floor stairway.  Use handrails when on the stairs.

3.	Do not leave desk drawers or file cabinets open for others to trip over.  Fully extended top file drawers can tip over files.  Extend only one drawer at a time.

4.	Do not attempt to lift or move objects which are too heavy.  Ask for assistance when it is needed.  Lift the safe way, using leg muscles with your back held erect.

5.	Good housekeeping is as important to safety as it is to efficient operations.  Disposal units are provided for empty beverage cups, candy and gum wrappers, etc.

6.	Report all safety hazards to your supervisor.

Because everyone may have good ideas from time to time, we welcome your suggestions.  We are always interested in ways to improve.  Suggestions may be submitted by giving them to your supervisor.

407		Rules and Regulations:  Entertainment Expenses

Occasionally, it may be necessary for a member of the Ministerial staff to pay the expenses of the guest of the church for meals incurred while on church business.  Reimbursements for such expenses and gratuities shall be limited to the staff member and the guest of the church.  The church budget is intended to underwrite the cost of the ministry and operating expenses of the church.  All requests for reimbursement for entertainment expenses shall be reviewed by the Staff Coordinator and Administrator to verify this stewardship.

408		Rules and Regulations:  Reporting Absences

An employee should report a needed absence as soon in the work day as possible.  In the event of illness, the immediate supervisor should be phoned by 8 am.  Other absences should be reported as soon as possible.

409		Service Recognition

To give recognition of and to show sincere appreciation for long, loyal service, the Church recognizes employees who have completed five, ten, fifteen, twenty and twenty-five years of service by submitting an article for inclusion in the church publication, "At Home".

410		Lost and Found

If you find any article of value, such as keys, wallet, glasses, etc., on or near our premises, please take it to the Main Office.  Such articles will be returned to the owner when properly identified.  Loss of any item of value should be reported promptly to the Main Office.

411		Dress Code

This code is under revision (June 10, 1998)

The church office is considered a place of professional Christian code and conduct.  Office attire should reflect this professional atmosphere.  

For ladies, appropriate office attire shall consist of traditional business dress including dresses of a conservative length truly representing a Christian atmosphere, pants and blouses, pant suits, and seasonal wear consistent with professional business attire.  Tight fitting and/or revealing apparel such as stretch pants and tops are discouraged.

For men, appropriate office attire shall consist of traditional business dress including slacks and shirt representing a Christian atmosphere.  Coats and ties are not required on a daily basis, however, are considered appropriate for church related roles where applicable such as meetings, church services, funerals and other more formal church-related events. 

Certain activities for certain ministers, male and female, will require sports and/or hot weather attire.  This attire shall be acceptable in the office environment during these times and events.  However, the normal attire will be Aappropriate@ attire described above.  

Interns who maintain office schedules shall conform to the above dress codes.

Each Friday the professional dress code will be relaxed to provide for casual wear.  The minimum standard attire for this day shall be jeans with appropriate tops/shirts.  Clean sports shoes are also acceptable for this day.  Should the Friday workday include church activities and/or duties worshipful in nature or an above average number of visitors to the church office, then the individuals involved should revert to the Aappropriate@ attire standard for all other days.

500		Addendum A

501	New Employee Information Form
502	Notice of Compensation Adjustment Form
503	Ministerial Request for Housing Allowance Form
504	Terms of Employment Form
505	Form W-4
506	Form I-9
507	Form Mileage Reimbursement Log
508	Time Journal (Lotus 123 Form)
509	Employee Evaluation Form

600	Addendum B

601	Organization Chart