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EMPLOYEE POLICY MANUAL
“For there is a proper time and procedure for every matter . . .”
Ecclesiastes 8:6
First United Methodist Church Of
Clermont
Revised September, 2013
FOREWORD
"Finally, brothers, whatever is true, whatever is noble, whatever is right, whatever is
pure, whatever is lovely, whatever is admirable--if anything is excellent or praiseworthy-
-think about such things. Whatever you have learned or received or heard from me, or
seen in me--put it into practice. And the God of peace will be with you." Philippians 4:8,9
(A comment from Paul, in prison, encouraging excellence in ministry through his
example.)
TO: ALL EMPLOYEES
The following pages contain policies and procedures established for individuals employed
by First United Methodist Church of Clermont.
Please read this employee policy manual carefully. Although this does not constitute a
contractual agreement, it is provided for guidance and to answer your questions. Any further
questions may be directed to the Executive Director of Operations.
May God bless you in all you do.
TABLE OF CONTENTS
Paragraph Page
SECTION 1.000: INTRODUCTION Welcome! ..................................................................................................... 1.100 2
Introductory Statement ................................................................................ 1.200 2
Church Statements ...................................................................................... 1.300 3
CDC Preschool Statements ........................................................................... 1.400 3
Delegation of Authority ................................................................................ 1.500 3
SECTION 2.000: EMPLOYMENT Employment ................................................................................................ 2.100 4
Employment at will ………………………………………………………………………… 2.105 4
Equal Employment Opportunity ................................................................... 2.110 4
Background Checks ……………………………………………………………………….. 2.115 4
Immigration Reform and Control Act of 1986 ................................................ 2.200 4
New Hire Act ................................................................................................ 2.205 4
Employment of Minors ................................................................................. 2.300 5
Age Requirements ........................................................................................ 2.305 5
Nepotism ..................................................................................................... 2.400 5
Ministry Protection....................................................................................... 2.500 5
DCF Requirements ....................................................................................... 2.505 5
Employment Classifications ......................................................................... 2.600 6
Overtime and Minimum Wage……………………………………………………………. 2.605 6
Job Descriptions .......................................................................................... 2.700 7
Orientation .................................................................................................. 2.800 7
Performance Development Plans ................................................................... 2.900 7
Initial Performance Review………………………………………………………………… 2.905 8
SECTION 3.000: BENEFITS Introduction ................................................................................................ 3.100 10
Vacation ...................................................................................................... 3.200 10
Holidays ...................................................................................................... 3.300 11
Sick Pay ...................................................................................................... 3.400 12
Bereavement Pay ......................................................................................... 3.500 12
Other Leaves ................................................................................................ 3.600 13
Introduction ................................................................................................ 3.605 13
Jury Duty .................................................................................................... 3.610 13
Military Leave .............................................................................................. 3.615 13
Maternity Leave ........................................................................................... 3.620 14
Workers Compensation Leave ....................................................................... 3.625 14
General Provisions………………………………………….. ................................... 3.630 14
Family Medical Leave………………………………………………………………………. 3.635 15
Domestic Violence Leave………………………………………………………………….. 3.640 16
Group Employee Benefits Plans ………………………………………………………… 3.700 18
Pension Plan ............................................................................................... 3.705 18
Worker’s Compensation Insurance ............................................................... 3.800 19 Continuing Education……………………………………………………………………… 3.900 19
SECTION 4.000: PERSONNEL STATUS
Tardiness and Absence ................................................................................ 4.100 21
Introduction ................................................................................................ 4.105 21
Tardiness and Absence ................................................................................ 4.110 21
Termination ................................................................................................. 4.200 22
Resignation .................................................................................................. 4.205 22
Involuntary Termination .............................................................................. 4.210 22
Unemployment Benefits ............................................................................... 4.215 22
Lay off ......................................................................................................... 4.220 22
Exit Interview .............................................................................................. 4.225 22
Break and Meal Periods ............................................................................... 4.300 22
Personnel Records ....................................................................................... 4.400 23
SECTION 5.000: COMPENSATION Payday ......................................................................................................... 5.100 25
Advances ..................................................................................................... 5.105 25
Terminations Checks ................................................................................... 5.110 25
Wage and Salary Reviews ............................................................................. 5.200 25
Payroll Deductions ....................................................................................... 5.300 25
Garnishment ............................................................................................... 5.305 26
Other Payroll Deductions ............................................................................. 5.310 26
Overtime ............................................................................................................... 5.400 26
SECTION 6.000: DISCIPLINE AND GRIEVANCE Discipline and Termination Procedure .......................................................... 6.100 28
Disciplinary Action ....................................................................................... 6.105 28
Exceptions ................................................................................................... 6.110 28
Grievance Procedure .................................................................................... 6.200 28
SECTION 7.000-8.000: WORKING TOGETHER Introduction ................................................................................................ 7.100 31
Morals Policy ............................................................................................... 7.200 31
Confidentiality ............................................................................................. 7.205 31
Gossip ......................................................................................................... 7.210 32
Harassment ................................................................................................. 7.300 32
Alcohol, Drugs, and Controlled Substances .................................................. 7.400 33
Workplace Safety ......................................................................................... 7.500 33
Children/Personal Visitors in the Workplace ................................................ 7.505 34
Prohibition of Violence ................................................................................. 7.510 34
Outside Activities ......................................................................................... 7.600 34
Conflict of Interest ....................................................................................... 7.605 34
Honorarium Policy ....................................................................................... 7.610 35
Intellectual Property ..................................................................................... 7.700 35
Computers ................................................................................................... 8.000 35
Electronic Communication Policy ................................................................. 8.100 36
Personal Web Sites/ Social Media ................................................................. 8.105 38
Personal Appearance .................................................................................... 8.200 39
Lost and Found ........................................................................................... 8.300 39
Smoking ...................................................................................................... 8.400 40
Access to Church Property ........................................................................... 8.500 40
Business Expense Reporting ........................................................................ 8.600 40
Use of Church Telephones ............................................................................ 8.700 40
Employee Parking ........................................................................................ 8.800 40
References ................................................................................................... 8.900 40
APPENDIX A .................................................................................... 9.000 42 TRAVEL & BUSINESS EXPENSE
SECTION 9.000: EMPLOYEE STATEMENT OF ACKNOWLEDGEMENT ................................................................. 9.000 45
INDEX
Employee Policy Manual
SECTION 1.000
INTRODUCTION
Paragraph
WELCOME ..................................................................................................... 100
INTRODUCTORY STATEMENT ....................................................................... 200
CHURCH STATEMENTS ................................................................................. 300
CDC STATEMENTS ........................................................................................ 400
DELEGATION OF AUTHORITY ....................................................................... 500
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1.100: WELCOME!
Welcome to First United Methodist Church of Clermont! We consider you to be a gift from God
and look forward to working with you as a member of our ministry team. Your gifts and talents
which you bring to your position are most appreciated. We are committed to working together
with you in service to our Lord through this ministry.
As an employee of the church, you represent this ministry in both your work life and private
life. Our hope is that you would always be sensitive to how others may see you as you live out
your daily life. We encourage you to strive toward living a life that is an example to others of
your relationship with God and your belief in the Church's Mission Statement.
We pray that you will look to your Lord daily as you are about your work in a way that is
suggested in this portion of a prayer
"Grant that I may day by day put forth efforts which are pleasing to Thee, helpful
to my fellow men, and sufficient to provide for my daily needs. Keep me mindful
that my service must be done not merely to men but to Thee. Help me to
remember that in all things, my sufficiency is of Thee and that whatever I do is to
be done to Thy glory. Give me joy in my labor; sincerity in my service, and
unselfishness in all my striving. Help me to be faithful in all things, for the sake
of Him who died for me." Amen
1.200: INTRODUCTORY STATEMENT
The following pages contain a general overview of procedures and policies established by our
church for its employees, as well as an explanation of certain benefits provided with this
employment. We want you to feel that, although there are policies and procedures to follow,
you also sense participation in the servant role to the members of First United Methodist
Church of Clermont. We hope you will find joy in your work and friendship among your co-
workers.
This manual is for informational and guidance purposes only. It is not intended, nor should it
be relied upon, as a contract of employment. It is important you read, understand, and
become familiar with the manual and comply with the standards, which have been established.
Please talk with the Executive Director of Operations if you have any questions or need
additional information.
It is obviously not possible to anticipate every situation that may arise in the workplace or to
provide information that answers every possible question. As a result, the church reserves the
right to modify, supplement, rescind, or revise any policy, benefit, or provision from time to
time, with or without notice, as it deems necessary or appropriate. However, at all times, the
church will comply with all applicable laws.
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1.300: FIRST UNITED METHODIST CHURCH VISION AND MISSION STATEMENTS
Vision: Encountering Christ, Growing in Christ, Sharing Christ, Wherever We Are
Mission: Making Disciples of Jesus Christ for the Transformation of the World
1.400: CHILD DEVELOPMENT CENTER (CDC Preschool) STATEMENTS
Mission: The mission of First United Methodist Church Child Development Center is to provide
a loving, nurturing, and safe environment where preschoolers have the opportunity to develop
cognitively, emotionally, physically, socially and spiritually to the best of his or her ability.
Goal: Our goal is to provide creative, developmentally appropriate curriculum that will address
each child’s individual needs.
Philosophy Statement: We believe all children are a unique creation of God, who can make
choices, believe in themselves, share with others and respect the world around them.
1.500: DELEGATION OF AUTHORITY
All authority governing the employees of the First United Methodist Church of Clermont comes
from the Leadership Council, which receives it authority from the United Methodist Church’s
Book of Discipline. The Staff/Parish Relations Committee is charged to administer the policies
of the Church. Additionally, the CDC Preschool Staff is governed by the CDC Preschool Board,
which is elected annually by the Charge Conference.
Employee Policy Manual
SECTION 2.000
EMPLOYMENT
Paragraph
YOUR EMPLOYMENT ........................................................................................ 100
Employment at Will ..................................................................................... 105
Equal Employment Opportunity ................................................................... 110
Background Checks....................................................................................... 115
IMMIGRATION REFORM AND CONTROL ACT OF 1986 ……………………………. 200
New Hire Act ................................................................................................ 205
EMPLOYMENT OF MINORS .............................................................................. 300
Age Requirements ........................................................................................ 305
NEPOTISM ........................................................................................................ 400
DCF REQUIREMENTS…. .................................................................................. 500
EMPLOYMENT CLASSIFICATION ..................................................................... 600
Overtime…. .................................................................................................. 605
JOB DESCRIPTIONS ......................................................................................... 700
ORIENTATION…. .............................................................................................. 800
PERFORMANCE DEVELOPMENT PLANS .......................................................... 900
Initial Performance Review ........................................................................... 905
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2.100: YOUR EMPLOYMENT
2.105: Employment At Will
As an employee of First United Methodist Church of Clermont, the employment relationship is
one of mutual consent. The employment relationship is terminable at the will of the employee
or First United Methodist Church of Clermont, that is, either you or First United Methodist
Church of Clermont may end this relationship at any time, with or without cause.
2.110: Equal Employment Opportunity
First United Methodist Church of Clermont is in full agreement with the intent of the Civil
Rights Laws. It is our firm belief that the basis of employee selection for hiring, promotion,
transfer, training, job assignment, hours of work, rate of pay, and working conditions will be
according to ability, not age, race, color, national origin, ancestry, gender, disability, or any
other factors not considered pertinent to performance.
2.115: Background Check
Background checks are run on all employees before they are hired and may be run periodically
for any reason thereafter. Inasmuch as the state restricts the employment of individuals with
certain records, because of our school for children, the decision regarding employee’s hiring or
an employee’s continued employment once he/she has been hired, may change pending the
outcome of any such check.
2.200: IMMIGRATION REFORM AND CONTROL ACT OF 1986
The church is committed to full compliance with the federal immigration laws and will not
knowingly hire or continue to employ anyone who does not have the legal right to work in the
United States.
As a condition of employment, you will be required to provide documentation verifying your
identity and legal authority to work in the United States, which includes the completion of
Form 1-9, Employment Eligibility Verification.
2.205: New Hire Act
By federal law all employers are required to report newly hired employees to the designated
state agency in the state where the employees are hired within 20 days of the hire date. This
requirement is the result of legislation designed to improve child support enforcement by
locating parents who have neglected to pay support.
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2.300: EMPLOYMENT OF MINORS
For employees less than 18 years of age, the hours of employment and working conditions
strictly follow the regulations set forth by federal and state laws.
2.305: Age Requirements
Employees for part-time or full-time positions that are supervising of children and are
considered the lone screened adult must be a minimum of 21 years of age.
2.400: NEPOTISM
Approval must be given by SPRC/CDC Preschool Board for employment, promotion, or transfer
of the relative of any other employee to a position of the FUMC/CDC Preschool Staff where one
related employee would be in a direct supervisory or administrative position over the other.
2.500: MINISTRY PROTECTION POLICY
In order to provide a safe and secure environment for all children, youth and seniors who
participate in church programs and use the FUMC facilities, all employees and volunteers
working in any capacity with children, youth and seniors are required to follow the Ministry
Protection Policy. A copy of these policies and procedures can be found in the church office.
2.505: Department of Children and Family Requirements
(Required for any personnel working on staff at the CDC Preschool.)
Upon acceptance, a new employee is required to file all necessary paperwork that is required by
DCF and all other regulatory offices. Fingerprinting must be done before the first day an
employee reports to work. Employment is contingent upon the satisfactory results of the
fingerprint report. The CDC Preschool reserves the right to terminate employment immediately
should any employee fail to comply with any federal, state or local regulations. Any cost
associated with the above requirements may be the sole responsibility of the employee.
All new employees of CDC Preschool MUST begin the state required training by the end of the
first 90 days or employment will be terminated. The costs of these requirements are the
responsibility of the employee. However, at the sole discretion of the CDC Preschool Director,
the cost of the training requirements may be reimbursed to the employee at the end of his/her
first year of employment. All CDC Preschool employees must maintain current CPR & First
Aide certificates and must maintain the yearly training requirements set forth by any federal,
local or state regulatory offices; failure to do so may result in immediate termination.
6
2.600: EMPLOYMENT CLASSIFICATION
Proper classification of employees is important to administering salaries, determining eligibility
under the Church’s employee benefits plan, and complying with employment and tax laws.
First United Methodist Church of Clermont offers part-time, full-time and temporary
employment opportunities to meet a variety of staffing requirement and accommodate employee
needs and preferences. First United Methodist Church of Clermont also uses agency
temporaries and contract workers to respond flexibly to changing staffing requirements.
All employees, whether full-time, part-time or temporary, are classified as exempt or
nonexempt for overtime and minimum wage requirements. Employees are paid bi-weekly.
FULL-TIME regular employees are employees hired to regularly work 40
or more hours each week for a continuous and indefinite period of time
and are considered eligible for compensation and benefits. Full-time
regular employees can be exempt or nonexempt.
PART-TIME regular employees are employees hired to regularly work less
than 40 hours each week for a continuous and indefinite period of time.
Part-time regularly employees are eligible for some benefits by specific
reference only. Part-time regular employees can be exempt or nonexempt.
TEMPORARY employees are part-time or full-time employees hired by
First United Methodist Church of Clermont to work for the duration of
specific projects or assignments. Temporary assignments generally do not
extend beyond a 12-month period, unless approved by SPRC. Temporary
employees can be exempt or non-exempt and are not eligible for benefits
regardless of the number of hours or weeks worked.
CONTRACT employees are employees of firms with which First United
Methodist Church of Clermont has contracted for services or self-employed
individuals with which First United Methodist Church of Clermont has
contracted directly.
You may be asked to sign a statement recognizing your part-time or temporary status and that
you therefore, are not eligible for benefits.
2.605: Overtime and Minimum Wage
Certain job positions are exempt from coverage under the Fair Labor Standards Act (FLSA),
which governs the payment of minimum wage and overtime. Some of the types of positions
that are exempt from the FLSA are those of a managerial, administrative or a professional
nature, although job titles do not control classification as exempt or non-exempt from the
FLSA.
7
2.700: JOB DESCRIPTIONS
In order to mutually understand what is expected of an employee and for what the employee
will be held accountable, a job description is utilized.
Employees will generally be given a job description before they start working. A job description
summarizes your duties and responsibilities and gives you important information about your
new job. Please read and study your job description carefully and discuss it with your
supervisor if you have any questions.
The church reserves the right to revise and update your job description from time to time, as it
deems necessary and appropriate.
2.800: ORIENTATION
Following the acceptance of employment, the appropriate supervisor will discuss job duties and
areas of responsibility with the new employee. The supervisor will also provide a tour of the
church and introduce the new employee to fellow staff/team members. A name badge will be
provided and should be worn at all time while on campus.
Church policies and procedures will be reviewed and a copy of the employee policy manual will
be given to each team member to read. Two copies of an acknowledgement of receipt and
understanding statement will be included in your employment packet. After reviewing the
employee policy manual, each staff member must sign both statements acknowledging his/her
receipt and understanding of the information contained in the manual. One signed copy of the
statement will be placed in the employee’s file and the other is returned to the employee. These
statements must be turned in to the employee’s supervisor within five (5) days upon
employment.
2.900: PERFORMANCE DEVELOPMENT PLANS
Based on actual work performance, a review will be conducted with all employees on an annual
basis by their supervisor on a predetermined date. This is a formal and documented review.
Casual and undocumented discussions with your supervisor will also be a part of your
performance evaluation.
PURPOSE: All employees participate in a performance review session, at least annually, with
their supervisor. This review is intended to provide support for the individual; to improve the
performance of the individual by providing meaningful, constructive feedback on the adequacy
of performance; and to assist in the development of a performance improvement plan. Your
signature on the review form will serve as notice that the review has taken place and not
whether you agree or disagree with the contents.
8
2.905: Initial Performance Review
In order for you to become acquainted with your new position and for your supervisor to be
assured that you are suited to your new position, all new full time employees will have an
initial performance review after the first three months after commencing work. Additional
reviews may be conducted if performance warrants. Approximately one year after initial
review(s) is/ are conducted, annual reviews will be conducted.
The purpose of the performance review is to let you know how you are doing. Written
performance development plans may include commendation for good work, as well as specific
recommendations for improvement.
You will have the opportunity to discuss your performance development plan with your
supervisor. Although you should not wait for formal reviews to ask questions, this is a good
time to ask questions and clarify important points. You may be asked to submit your questions
in writing to your supervisor. Performance development plans help the church make important
decisions about job placement, training and development, and pay increases. A satisfactory
performance development plan does not guarantee a pay increase nor does it alter, modify, or
amend the employment-at-will relationship between you and the church.
In the case of the CDC Preschool staff, a 90-day evaluation is replaced by classroom
observations, student evaluations, reviews of lesson plans and other accreditation standards.
EMPLOYEE POLICY MANUAL
SECTION 3.000
BENEFITS
Paragraph
INTRODUCTION ................................................................................................ 100
VACATION ............................................................................................. 200
HOLIDAYS ............................................................................................. 300
SICK LEAVE .................................................................................................... 400
BEREAVEMENT PAY ....................................................................................... 500
OTHER LEAVES ............................................................................................... 600
Introduction ................................................................................................. 605
Jury Duty ................................................................................................... 610
Military Leave .............................................................................................. 615
Maternity Leave ........................................................................................... 620
Workers Compensation Leave ....................................................................... 625
General Provisions ....................................................................................... 630
Family Care and Medical Leave ..................................................................... 635
Domestic Violence Leave ………………………………………………………………… 640
GROUP EMPLOYEE BENEFIT PLANS ............................................................... 700
Pension Plan ................................................................................................ 705
WORKERS COMPENSATION INSURANCE ........................................................ 800
CONTINUING EDUCATION …………………………………………………………………… 900
10
3.100: INTRODUCTION
The First United Methodist Church of Clermont maintains a benefit program to help meet the
needs of its employees. The following information in this section outlines your benefits as an
employee of the church.
3.200: VACATION
All full-time and part-time employees who work 20 hours or more per week (excluding CDC
Preschool staff which work less than 12 consecutive months) are eligible for paid annual
vacation.
Each eligible employee will be paid vacation days based on the length of time employed by the
church as follows (based on hire date):
Yrs of Service Full-time Part-time
0-2 years 12 days 3 days
3-5 years 13 days 6 days
6-7 years 15 days 7 days
8-9 years 17 days 9 days
10+ years 20 days 12 days
Employees, during their first year’s service, are eligible for vacation privileges after six (6)
months; and then, only the amount of time accrued during the calendar year may be taken.
Vacation is based on straight time hours worked and vacation hours paid in each calendar
year.
Vacations exceeding two consecutive work weeks cannot be taken except by special
arrangement as approved in writing by the employee’s immediate supervisor. When a defined,
paid holiday falls during the employee’s vacation period, the employee is entitled to add the
holiday or to take another day later.
Vacations will be scheduled in a manner to minimize disruption of the Church/CDC Preschool
Program. Each employee should arrange, four weeks in advance, to take his/her vacation on a
scheduled basis. Approval must be granted by the employee’s supervisor. Employees shall be
given their choice of vacation periods whenever possible, and in case of conflicts, the employee
who has been with the church longest shall have the first choice.
Vacation is a reward for faithful service and employees are encouraged to use all their vacation
time as a means of rest and recuperation. Up to 5 vacation days may be carried over and used
the following calendar year. In no circumstances will pay be offered in lieu of vacation. Any
vacation accrued and not used in accordance with this policy shall be forfeited.
11
If an employee terminates prior to one year of service, no vacation accrual will be paid.
Payment will be made to employees with at least one year of service for accrued vacation not
taken.
Exceptions to any provisions of this vacation policy will be handled on an individual basis with
the approval of their immediate supervisor and/or CDC Preschool Director. CDC Preschool
Staff who work less than 12 consecutive months are not eligible for vacation.
Holidays that fall during a scheduled vacation will be paid as holidays and will not be charged
against the employee's vacation.
3.300: HOLIDAYS
The church provides paid time off to its full-time and part-time employees for specified
holidays:
New Years Day Memorial Day Independence Day
Labor Day Thanksgiving Day (2 days) Christmas Day
Next working day after Christmas Day Martin Luther King Day
The CDC Preschool employees will receive the following paid holidays:
New Years Day Good Friday Memorial Day
Labor Day Independence Day Thanksgiving Day (2)
Christmas Eve Christmas Day
The following general provisions apply to holiday pay:
1. Holidays will be observed on the calendar day designated by the Church/CDC
Preschool for observance.
2. Holidays falling on Saturday or Sunday will be observed on the preceding Friday or
following Monday, at the discretion of the Pastor/CDC Preschool Director. Dates may
be altered and work schedules staggered in order to maintain operational
requirements.
3. A holiday that falls on a scheduled vacation day or on an employee's time off for
sickness will be recorded as holiday time.
4. Part-time employees eligible for holiday pay are provided paid holiday only for specified
holidays that fall during normally scheduled work time.
5. An unexcused absence the day before or the day after a holiday will result in loss of
holiday pay.
12
3.400: SICK LEAVE
The church recognizes that inability to work because of illness or injury may cause economic
hardship. For this reason, it provides paid sick days to full-time and part-time employees, who
regularly work 20 hours or more per week, to a maximum of six days per year. Sick days may
also be used for the illness of a spouse, child, parent, sibling, mother-in-law or father-in-law.
At the sole discretion of the employee’s immediate supervisor and/or CDC Preschool Director, a
physician’s note may be required prior to the employee returning to work.
1. No payments are made for accrued sick days in the event of voluntary or involuntary
termination.
2. No employee is eligible for sick leave until he/she has completed a minimum of 3 (three)
months of employment.
3. Eligible full-time and part-time employees will receive 6 sick days at the beginning of every
year. Any unused sick time is forfeited at the end of the calendar year. No time carries
over.
4. Preschool staff members are granted sick leave days based on the number of days they
work a week. For example, a teacher that works 2 days a week receivers 2 days of sick
leave time for the school year. A three-day teacher receives three days of sick leave time and
so on. Any unused sick time is forfeited at the end of the school year. No time carries over.
5. Temporary employees do not earn paid sick leave days but are given time off for illness
without pay.
6. Pay from the church shall not be in addition to any compensation provided for by the
church in the form of insurance or worker's compensation. In those situations, the church
/ CDC Preschool will pay the difference between such compensation and the employee's full
salary for the number of days earned under sick leave days.
7. If an eligible employee becomes ill or injured while on vacation, the employee shall be paid
only for the vacation. If the illness continues after vacation or holiday periods, benefits
under sick leave would commence upon completion of the scheduled vacation or holiday.
3.500: BEREAVEMENT PAY
All full-time and part-time employees who work 20 hours or more per week are eligible for time
off with pay in the event of a death in their immediate family. The employee will be granted
time off with pay in order to assist with arrangements or attend the funeral according to the
following schedule:
Five (5) days of paid time off will be allowed for spouse, child, step-child, grandchild, parent,
step-parent, brother, sister or step-sibling.
Three (3) days of paid time off will be allowed for grandparent, mother/father in-law,
son/daughter in-law, brother/sister in-law, aunt or uncle.
Additional time off may be granted at the discretion of the Senior Pastor.
13
Employees who must take time off due to the death of an immediate family member should
notify his/her supervisor as soon as possible. If proper notification is not given, the employee
may not receive paid time off. Payment will not be made under this policy when a death occurs
during an employee’s vacation, leave of absence, layoff or at any time when an employee
receives holiday pay.
The church may request substantiation of any death in an employee’s immediate family and/or
confirmation of an employee’s attendance at a funeral.
3.600: OTHER LEAVES
3.605: Introduction
The church makes leaves of absence without pay available to employees who have completed at
least one year of continuous service, for any length of time up to a maximum number of days
that is recommended by the Senior Pastor and approved by the Staff Parrish Relations
Committee. Written requests must state the reason for the leave, as well as the beginning and
ending dates. Requests for leave will be granted at the sole discretion of the church, based on
the facts and circumstances surrounding each individual request. Employees who return to
work at the end of a leave of absence will normally be returned to their former job classification
if an opening exists. If there is no such opening, they will be considered for a comparable
position if one is available. Leaves of absence are also granted where state and/or federal law
mandates. In particular, the church complies with leave for jury duty and in situations where
the State Family Care and Medical Leave Act or the Federal Family and Medical Leave Act
applies. In any situation regarding leaves of absence, the employee should notify the
appropriate supervisor at the earliest possible date to discuss the leave.
3.610: Jury Duty
Should you receive a summons to serve on a jury, please promptly inform your supervisor. Full
time and part time employees will be paid their normal working hours less jury duty pay if
certification of jury duty service is presented. If you report for jury duty and are excused or
released prior to your normal quitting time, you are expected to return to work.
3.615: Military Leave
Military Leave - a leave of absence for required active or reserve military service. During the
leave, the Church can temporarily fill the position.
If you are a member of the Reserve or National Guard and you are called upon to serve a two
week tour of active duty, you will be granted an unpaid military leave of absence for the time
required. Please give your supervisor as much advance notice as possible of your intent to be
away. You may use your normal vacation time, but you are not required to do so.
14
3.620: Maternity Leave
Maternity Leave – a leave of absence because of a birth of a child.
Full-Time employees are eligible for maternity leave if they have worked for at least one year.
The Church will allow maternity leave for up to four (4) weeks as a paid benefit. Additional
time off may be obtained under the Family and Medical Leave act of 1993.
3.625: Workers Compensation Leave
Workers Compensation Leave - a leave of absence because of work-related illness or injury.
The church complies with applicable state and federal law concerning leave for work-related
illness or injury. It is important that you report any work-related injury to your supervisor as
soon as it happens. Employees on leave because of work-related illness or injury will be
reviewed on an individual basis by the Staff Parrish Relations Committee.
3.630: General Provisions
The following general provisions apply to all leaves of absence:
1. A request for an extension of a leave of absence, when possible, must be made in
writing prior to the expiration date of the original leave, and when appropriate, must be
accompanied by a physician's written statement that certifies the need for the
extension.
2. Failure to return to work on the first workday following the expiration of an approved
leave of absence may be considered a voluntary termination.
3. Employees will not accrue length of continuous service for the portion of a leave of
absence in excess of thirty (30) days, unless otherwise provided by law.
4. Employees on leave of absence will not be protected from any layoffs. They will be
considered on the same basis as employees who are actively at work, unless otherwise
provided by law.
5. Employees on leave of absence must communicate with the church on a regular basis,
at least once each month, regarding their status and anticipated return to work date.
6. A leave of absence must be approved in advance, in writing, by the Staff Parrish
Relations Committee or the appropriate approving body when possible, except in
situations where mandatory approval is prohibited by law.
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3.635: Family and Medical Leave
Your employer recognizes that leave of absence from active employment may be necessary for
family or medical reasons. The following leave of absence policy complies with the provisions of
the Family and Medical Leave Act of 1993 (FMLA).
Employees eligible for family and medical leave are those who (based on your individual
employer):
1. Are one of 50 employees of First United Methodist Church of Clermont within a 75 mile
radius;
2. Have been employed by First United Methodist Church of Clermont for at least 12
months; and
3. Have worked at least 1,250 hours during the previous 12-month period for First United
Methodist Church of Clermont.
An eligible employee may take leave for the following reasons:
1. The birth of the employee’s child;
2. The placement of a child with the employee for adoption or foster care;
3. The care of a child, spouse, or parent (“family member”) who has a serious health
condition; or
4. The serious health condition of the employee.
Length of Leave: An eligible employee may be entitled up to 12 weeks of unpaid leave within a
12 month period without loss of seniority or benefits. The amount of leave available to an
employee at any given time will be calculated by looking backward at the amount of leave taken
in the 12 month period immediately preceding the requested leave. An employee who fails to
return to work immediately following expiration of the authorized leave period is subject to
termination. All leave taken, which would qualify under FMLA (e.g. workers’ compensation
leave), will be counted against the employee’s leave entitlement under FMLA.
Substitution of Paid Leave: During a family or medical leave provided under this policy, an
employee shall first exhaust all available vacation and/or paid leave time before continuing
such leave on an unpaid basis.
Certification: If an employee takes a leave of absence because of the serious health condition of
the employee or employee’s “family member,” the employee must submit to the Executive
Director of Operations written medical certification from a health care provider of the serious
health condition. Failure to provide such certification may result in a denial or delay of leave.
Your employer reserves the right to require that the employee receive a second (and possibly a
third) opinion from a health care provider (at the employer’s expense) certifying the serious
health condition of the employee or the employee’s “family member.” The employer reserves the
right to require the employee to provide re-certification of the medical condition for which leave
is taken.
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Before returning to work, an employee who is on a leave of absence as a result of his or her
own serious health condition must submit a health care provider’s written certification that the
employee is able to return to work. Failure to provide such certification may result in the delay
or denial of job restoration.
During the employee’s leave, the employer may also periodically inquire as to the employee’s
intent to return to work.
Intermittent or Reduced Leave: Leave taken because of the employee’s or “family member’s”
serious health condition may be taken on an intermittent or reduced schedule basis when
medically necessary. If an employee seeks leave on an intermittent or reduced schedule basis,
the medical certification submitted should state that the intermittent or reduced schedule leave
is medically necessary. The employer may require an employee taking intermittent or reduced
schedule leave to transfer temporarily to an alternative position for which the employee is
qualified that better accommodates intermittent or reduced schedule leave or may modify the
employee’s current position to better accommodate the employee’s recurring periods of leave.
Insurance Premiums: During the employee’s family or medical leave of absence, the employer
will continue to provide health insurance coverage for the employee and their eligible
dependents. An employee who does not return will be required to repay all insurance
premiums paid by the employer during the leave unless due to a medical condition or other
circumstances beyond the employee’s control.
Job Restoration: Upon return from family or medical leave in accordance with this policy, the
employee will be returned to the same or an equivalent position with no loss in benefits
accrued prior to the leave of absence. An employee who does not return to work at the end of
an authorized leave is subject to termination.
Employee Notification: An employee who expects or anticipates taking family or medical leave is
required to notify the Executive Director of Operations preferably in writing of the expected
date of commencement and expected duration of the leave at least 30 days in advance of the
leave, or if the need for the leave is not foreseeable, as soon as practicable. In cases where
need for the leave is foreseeable, an employee’s failure to provide 30 days’ notice prior to taking
leave may result in denial or delay of leave. An employee requesting leave under this policy
should submit a completed Leave Form to the Executive Director of Operations.
An employee who anticipates the possibility of taking family or medical leave, or has any
question about the application of this policy to your particular situation, should contact the
Executive Director of Operations.
3.640: Domestic Violence Leave In accordance with Florida Statutes, Section 741.313, any employee who has been
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employed with the church for three or more months may request to take up to three
working days of leave from work in any 12 month period. For the purposes of this
leave, the following definitions shall apply;
Domestic violence – any assault; aggravated assault; battery; aggravated
battery; sexual assault; sexual battery; stalking; aggravated stalking;
kidnapping; false imprisonment or any criminal offense resulting in physical
injury or death of one family or household member by another family or
household member.
Family or Household member – spouses; former spouses; persons related by
blood or marriage; persons who are presently residing together as if family or
who have resided together in the past as if family; and persons who are parents
of a child in common regardless of whether they have been married. With the
exception of persons who have a child in common, the family or household
members must be currently residing or have in the past resided together in the
same single dwelling unit.
Victim – an individual who has been subjected to domestic violence.
Domestic violence leave will be granted to enable an employee to:
Seek an injunction for protection against domestic violence or an injunction for
protection in cases of repeat violence, dating violence or sexual violence.
Obtain medical care or mental health counseling, or both, for the employee or a
family or household member, to address physical or psychological injuries
resulting from the act of domestic violence.
Obtain services from a victim – services organization, including, but not limited
to, a domestic violence shelter or program or a rape crisis center as a result of
the act of domestic violence
Make the employee’s home secure from the perpetrator of the domestic violence
or to seek new housing to escape the perpetrator; or
Seek legal assistance in addressing issues arising from the act of domestic
violence or to attend and prepare for court-related proceedings arising from the
act of domestic violence.
All domestic violence should be reported to your supervisor as soon as it is known so
there is awareness on the campus and precautions can be taken to protect all
persons.
Except in cases of imminent danger to the health or safety of the employee, family or
household member, an employee seeking domestic violence leave must provide the
church advance notice of the leave by completing and submitting an established Leave
form with accompanying documentation to substantiate the act of domestic violence.
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Employee completed Leave forms are to be submitted to the Executive Director of
Operations for consideration. The Executive Director of Operations will notify the
employee of the leave request determination and will provide a description of rights
and obligations with regard to the leave.
At the church’s discretion and depending upon the availability of accrued leave
benefits, domestic violence leave may be paid, unpaid or a combination of paid and
unpaid.
The church will not condone retaliation, discrimination or adverse employment action
being taken against any employee who exercises his/her right to request and receive
the benefit of domestic violence leave.
3.700: GROUP EMPLOYEE BENEFIT PLANS
Eligible employees may be offered a choice of insurance carriers and coverage. FUMC will pay
an amount (to be determined annually) toward the cost of medical insurance for each full-time
staff member. The staff member will be responsible for the remaining premium cost for the
medical insurance option chosen. The intent of this policy is that the church will pay the
employee's portion of the insurance, and the employee is to be responsible for dependent
coverage, if any. The employee must select or reject this coverage.
Points of interest:
1. Full-time hourly or salaried employees are eligible to participate in the described plan.
2. Part-time and temporary employees are not covered under this plan.
3. To qualify, employees must consistently work the average number of hours required by
the healthcare provider on a 12 month basis.
4. New employees must complete the designated waiting period of employment to qualify.
5. Employees who were eligible for the plan when it was initially offered and declined to
enroll, will need to prove insurability for coverage at their own cost and expense.
6. Changes in coverage (adding or deleting coverage for employee or dependents) is only
permitted during the annual open enrollment period, or, to a limited extent, following
certain qualifying changes in the staff member’s personal situation, such as marriage,
divorce, death of a spouse or dependent, birth or adoption of a child, loss or gain of
employment by spouse.
7. Employees should contact the Executive Director of Operations for further details of the
Group Health Plan.
3.705: Pension Plan
All employees are eligible to participate in the United Methodist Personal Investment Plan,
which is a 403(b)(9) retirement plan. The plan requires monetary participation by the
employee and eligibility to participate starts the first of the month after hire or any time after
that. Employees can elect before and/or after-tax contributions (flat amount or percentage,) up
to the IRS code limits.
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The Staff Parish Relations Committee seeks to provide the best quality benefits for the entire
staff that it can with the budgetary restraints that are required in good stewardship.
Enhancements to the benefits provided are sometimes available but are the sole financial
responsibility of the employee. The Staff Parish Relations Committee reserves the right to
increase or decrease benefit coverage, eliminate benefit coverage or to change providers when
circumstances dictate. Staff Parrish Relations Committee will give as much advance
notification to any plan changes or discontinuance of plan coverage as soon as possible to the
employee.
3.800: WORKER’S COMPENSATION INSURANCE
All employees are covered by Worker’s Compensation Insurance, with the Church/CDC
Preschool paying the cost of the premium. The State of Florida has mandated Managed Care
for Worker’s Compensation.
3.900: CONTINUING EDUCATION ASSISTANCE AND PROFESSIONAL MEMBERSHIPS
Where it can be demonstrated that First United Methodist Church of Clermont will benefit from
an employee's participation in a job-related program or professional organization, the related
expenses may be considered for reimbursement. Requests for reimbursement of authorized
expenses related to the educational program or professional organization must be approved in
advance by the employee’s direct supervisor.
Child Development Center Only
All employees of the CDC Preschool are responsible for maintaining the yearly training
requirements set forth by the applicable federal, state and/or local regulatory offices.
Employees are responsible for the cost of these training seminars/classes. The cost of all
director-approved seminars/classes will be reimbursed upon successful completion of the
seminar/class; employees must submit a receipt and verification of completion for
reimbursement.
All employees who have not completed one (1) year of employment are responsible for the cost
of all seminars/classes they wish to attend. At the end of one (1) year’s employment, if
continued employment is expected, the cost of all director-approved seminars/classes will be
reimbursed.
All newly hired preschool teachers are required to begin working on the continuing education
courses required to receive a staff credential (5206) issued by the state regulatory offices.
Other employees are also encouraged to participate in professional development courses.
Successful completion of these courses is a requirement for continued employment. Other
employees and teaching assistants are encouraged to participate in the classes for professional
improvement. Incentives and pay levels apply to all employees who successfully participate.
EMPLOYEE POLICY MANUAL
SECTION 4.000
PERSONNEL STATUS
Paragraph
TARDINESS AND ABSENCE .............................................................................. 100
Introduction .................................................................................................... 105
Tardiness and Absences .................................................................................. 110
TERMINATION .................................................................................................. 200
Resignation ..................................................................................................... 205
Involuntary Termination .................................................................................. 210
Unemployment Benefits .................................................................................. 215
Layoff.............................................................................................................. 220
Exit Interview ………………………………………………………………………………….. 225
BREAKS AND MEAL PERIODS.......................................................................... 300
PERSONNEL RECORDS .................................................................................... 400
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4.100: TARDINESS AND ABSENCE
4.105: Introduction
It is important that office employees are present at the start of their day to promptly begin
work. Other staff and congregation members rely on workers being at their assigned tasks at
scheduled times so that the work of ministry can be carried out smoothly. Office hours are
from 8:30am until 4:30pm Monday through Thursday and 8:30am until 2:00pm on Friday.
Employees other than those that work in the church office may have alternative work
schedules based upon arrangements made with their supervisor.
4.110: Tardiness and Absences
The church/CDC Preschool expects all employees to assume diligent responsibility for their
attendance and promptness.
Tardiness or absence is considered "excused' only when the employee calls ahead of time and
the tardiness or absence is for a compelling reason. If contact or a call cannot be made ahead
of time due to physical limitations, earliest contact is required. The church shall determine
what constitutes a compelling reason for an absence or tardiness. Tardiness or absence for a
non-compelling reason, or failing to call the supervisor according to church policy, will be
considered “unexcused”.
Employees should contact their supervisor as soon as it is determined that they will be unable
to report to work as scheduled. In the case of an absence due to illness, calling the supervisor
at home the night before or prior to the scheduled start of the workday may allow adequate
time to arrange a replacement. If you are absent for more than a week of work, a statement
from a physician may be required before you will be permitted to return to work. If requested,
you must present a physician’s statement setting forth the illness and your ability to return to
work and perform assigned duties.
For personal days off, you must provide the church with at least one week’s notice except in
emergency situations In any event; any requests for days off are subject to approval by the
employee’s supervisor and/or CDC Preschool Director.
A consistent pattern of absence or tardiness, whether excused or unexcused, may lead to
disciplinary action, up to and including termination.
An employee who fails to call in or report to work for 2 consecutive days, will be considered to
have abandoned their job and is reason for termination.
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4.200: TERMINATION
The employment relationship between First United Methodist Church of Clermont and its
employees is of an at-will nature. This means the employee is free to leave at any time he or
she believes it is in his/her best interest. Similarly, the church may terminate the employment
relationship whenever it deems appropriate.
4.205: Resignation
When a full time employee voluntarily resigns, a two week notice of an employee's intent to
leave employment is required. For part time employees a two week notice is required. Written
notice should include the reason for leaving, the last day of work, an address where the
employee can be reached in the future, and be signed and dated by the employee.
4.210: Involuntary Termination
An employee may be involuntarily terminated when the church determines that continued
employment will not be to the benefit of the employee or church. Since the employment
relationship of employees and the First United Methodist Church of Clermont is of an at-will
nature, an employee can be dismissed without notice.
4.215: Unemployment Benefits
First United Methodist Church of Clermont, as an organization described in section 501(c)(3) of
the Internal Revenue Code, is exempt from the payment of Federal Unemployment (FUTA) tax.
Therefore, employees of the church are not eligible for benefits under the Federal
Unemployment Tax laws.
4.220: Layoff
When conditions dictate that the church must reduce staff through a layoff, the church at its
sole discretion will determine which employees shall be laid off. Layoffs will be communicated
to affected employee(s) at the earliest reasonable time to allow for productive transition.
4.225: Exit Interview
An exit interview with the employee may be conducted shortly after resignation or termination.
This opportunity will be used to clarify, as necessary, the circumstances for leaving, review any
accrued benefits to be paid, checkout procedures, and final pay details.
4.300: BREAKS AND MEAL PERIODS
Employees who work at least 5 hours a day will receive an unpaid meal period of at
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least 30 minutes and up to one hour. Preschool staff members are offered a paid meal time
with their class.
Meal periods will be scheduled in consultation with the supervisor so that the normal operation
of the organization is disrupted as little as possible.
4.400: PERSONNEL RECORDS
First United Methodist Church of Clermont needs to have complete and accurate information
on each of its workers. This includes all full-time and part-time employees. Personnel may
review their records within 48 hours upon request. The contents of personnel records are
confidential and access to them is limited to those directly involved in the supervision and/or
retention of the individual employee. Records must be viewed in the presence of the Executive
Director of Operations.
It is important that the church always have current information about its employees.
Employees should immediately notify First United Methodist Church of Clermont of changes in
name, address, phone number, or marital status, etc within one week of the change. If for
some reason there is a need to change a name and/or Social Security number, original
documentation authorizing the change should be reviewed.
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EMPLOYEE POLICY MANUAL
SECTION 5.000
COMPENSATION
Paragraph
PAYDAY ............................................................................................................ 100
Advances ........................................................................................................ 105
Termination Checks ........................................................................................ 110
WAGE AND SALARY REVIEWS ......................................................................... 200
PAYROLL DEDUCTIONS ................................................................................... 300
Garnishment ................................................................................................... 305
Other Payroll Deductions ................................................................................ 310
OVERTIME ....................................................................................................... 400
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5.100: PAYDAY
First United Methodist Church of Clermont has adopted the following pay schedule:
The regular payday for employees is bi-weekly on Fridays. Should the normal payday occur on
a weekend or holiday, you will receive your payroll check the day before.
Employees are responsible for completing their time sheets and having their supervisors sign
them. The supervisor will forward the time sheet to the payroll administrator so that it will be
included in the payroll.
Paychecks can be deposited directly into an employee’s designated account by filling out the
appropriate paperwork. This practice is highly encouraged.
Checks may be distributed during the workday or mailed to the employee's home.
5.105: Advances
Salary advances are not permitted.
5.110: Termination Checks
Termination checks shall be released upon return of all building keys and other property
belonging to First United Methodist Church of Clermont which may have been entrusted to the
care of the employee.
5.200: WAGE AND SALARY REVIEWS
The wage and salary structure for employees of First United Methodist Church of Clermont are
reviewed and proposed by the Staff Parish Relations Committee and approved by the Finance
Committee. The Staff Parish Relations Committee delegates authority to the CDC Preschool
Board to establish salaries and compensation for the CDC Preschool employees.
Individual wage and salary reviews may occur at least once each year for every employee.
Salary increases may or may not result from such salary reviews. Employee salary reviews may
be held in conjunction with performance reviews.
5.300: PAYROLL DEDUCTIONS
Employees who are not Ministers for tax purposes must have various deductions taken from
their pay. These deductions include federal income taxes and Social Security and Medicare
taxes. The Internal Revenue Service and each state Department of Revenue publish
withholding tables annually based on personal earnings and the number of exemptions
claimed by each worker to satisfy income tax withholding requirements. The worker, by use of
the W-4 Form, states the number of exemptions claimed and any additional dollars wished
26
withheld beyond the amount indicated in the tax withholding tables. The amounts withheld for
Social Security and Medicare taxes are at a fixed percentage of earnings.
5.305: Garnishment
Garnishments are court ordered repayments of financial obligations by an individual. When so
ordered, your employer must deduct the amount from your pay and remit it to the designated
entity.
5.310: Other Payroll Deductions
Other payroll deductions are strictly voluntary and must be requested in writing by the
employee. By offering these deductions, First United Methodist Church of Clermont provides
their workers with the opportunity to save dollars for their future and possibly to experience
current tax savings not permitted through non-payroll deducted savings plans.
5.400: OVERTIME
Overtime compensation will be paid to (non-exempt) hourly employees for all hours worked in
excess of 40 hours in a seven-day workweek. The overtime rate of pay is one and one-half times
the regular hourly rate of pay. Overtime is to be worked only when specifically requested by the
supervisor.
Exempt employees are not eligible for overtime pay.
Overtime pay will not be routinely authorized.
EMPLOYEE POLICY MANUAL
SECTION 6.000
DISCIPLINE AND GRIEVANCE
Paragraph
DISCIPLINE AND TERMINATION PROCEDURES .............................................. 100
Progressive Disciplinary Systems ..................................................................... 105
Exceptions ...................................................................................................... 110
GRIEVANCE PROCEDURE ............................................................................... 200
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6.100: DISCIPLINE AND TERMINATION PROCEDURES
Employment is with the mutual consent of you and the church. Consequently, both you and
the church have the right to terminate the employment relationship at any time, with or
without cause or advance notice. (See Employment At Will, paragraph 2.105)
6.105: Disciplinary Action
If you fail to follow the church's policies regarding job performance and conduct, you are
subject to disciplinary action, including termination of employment. For other than major
infractions, which can result in immediate termination, you will normally first be verbally
counseled about the problem with the intent of clearing up any misunderstanding and
establishing behavior expected in the future. Disciplinary action will be documented noting the
type of disciplinary action taken, the date, and the subject matter addressed. Violation of
policies can result in ineligibility for merit increases, probation, suspension, or termination of
employment.
6.110: Exceptions
It is important to note that the severity of the offense may warrant not following a sequence of
reminder-warning-reprimand-penalty, and that the disciplinary action taken may begin at any
level. A reprimand, for example, could be given for a serious first offense, and your immediate
dismissal could result without prior warning or suspension in the case of significant acts of
misconduct or serious dereliction of duty as determined by the church in its sole discretion.
6.200: GRIEVANCE PROCEDURE
The Church recognizes that occasionally employees may become dissatisfied with its practices,
policies, or other work situations. The Church encourages a quick and reasonable resolution
of any such situations, difficulties, or complaints. The following steps are suggested guidelines
for the employee to ensure that the situations, difficulty, or complaint is most effectively and
efficiently handled.
1. Where possible the employee is to first orally bring the matter to the supervisor's
attention. (A full discussion and understanding of the matter by both the employee and
supervisor is essential at this step.) The matter should be put in writing by the
supervisor at this time.
2. If the grievance is not resolved between the employee and the immediate supervisor or if
an employee wishes to bypass a discussion with the immediate supervisor, the employee
should then discuss the matter with the Executive Director of Operations or the Senior
Pastor.
3. If the grievance is still not resolved, the employee will put the grievance in written form
and send it to the Chairperson of the Staff Parish Relations Committee/CDC Preschool
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Board who may convene a meeting with the employee and the committee/board. The
decision of SPRC/CDC Preschool Board is final.
EMPLOYEE POLICY MANUAL
SECTION 7.000-8.000
WORKING TOGETHER
Paragraph
INTRODUCTION ................................................................................................ 100
MORALS POLICY .............................................................................................. 200
Confidentiality ................................................................................................. 205
Gossip ............................................................................................................ 210
HARASSMENT .................................................................................................. 300
ALCOHOL, DRUGS, AND CONTROLLED SUBSTANCES .................................... 400
WORKPLACE SAFETY ...................................................................................... 500
Children/Personal Visitors in the Workplace .................................................... 505
Prohibition of Violence ................................................................................... 510
OUTSIDE ACTIVITIES ...................................................................................... 600
Conflict of Interest ......................................................................................... 605
Honorarium Policy .......................................................................................... 610
INTELLECTUAL PROPERTY ............................................................................. 700
COMPUTERS .................................................................................................... 8000
Electronic Communication ............................................................................... 100
Personal Web Sites/Social Media ........................................................................ 105
PERSONAL APPEARANCE ................................................................................ 200
LOST AND FOUND ............................................................................................ 300
SMOKING ......................................................................................................... 400
ACCESS TO CHURCH PROPERTY .................................................................... 500
BUSINESS EXPENSE REPORT .......................................................................... 600
USE OF CHURCH TELEPHONES ....................................................................... 700
EMPLOYEE PARKING ....................................................................................... 800
REFERENCES ................................................................................................... 900
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7.100: INTRODUCTION
At First United Methodist Church of Clermont it is important that all employees work together
as a team so that the rights and interests of both the Church and the employees are assured.
Common sense, good judgment and acceptable personal behavior on the part of all employees
will make First United Methodist Church of Clermont a desirable place to work.
7.200: MORALS POLICY
The command of Christ is that His mission for the Church should be carried out according to
His will, and that in doing so, we maintain decency and order in our personal and professional
lives. No practice or behavior inconsistent with or in conflict with individual moral and ethical
conduct required by Scripture shall be tolerated from employees. Any failure to maintain these
ethical and moral standards may be grounds for counseling and/or immediate dismissal from
employment.
Persons who hold positions of responsibility or positions that put them and First United
Methodist Church of Clermont in the public eye are often regarded as role models and
exemplars of Christian leadership. These persons may be held to a stricter standard of
behavior and practice than other employees in both their work and their personal lives.
Counseling may be required, and these employees may face dismissal for behavior and
practices deemed by First United Methodist Church of Clermont to be inappropriate to fulfilling
their function as role model and leader in carrying out Christ’s mission on earth.
7.205: Confidentiality
Your knowledge of confidential information about people in the church and those we do
business places you in a special position of trust and confidence. Safeguarding this
information is critical. It is expected that employees will keep such information confidential.
Confidential information includes, but is not limited to:
Church financial information such as member contribution records
Personal information concerning those who have sought the advice and counsel of the Church and its staff
References obtained when screening for those engaged in ministry with children and youths
Medical and other personal information
Minutes of board meetings at which sensitive issues are discussed
Never leave confidential/sensitive information visible in a work area or speak of matters of
confidential/sensitive information. Prior to leaving each day, employees are to make sure that all confidential/sensitive information is put in a secure place.
Employees who improperly use or disclose confidential information will be subject to
disciplinary action, up to and including termination of employment. If an employee has a
question about whether certain information is confidential, the employee should consult with
his/her supervisor. Maintaining confidentiality is a condition of continuing employment.
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7.210: Gossip
At First United Methodist Church Clermont, we encourage a supportive culture of open
communication and positive relationships between all representatives of the Church. Gossip
and spreading rumors is disrespectful and can be damaging to individuals, the Church and/or
the work environment. Gossip is any language used outside the presence of another for whom
it is intended or whom it affects that can cause harm, pain and/or confusion.
Before engaging in any office gossip, ask yourself: Is it true? Is it harmless? Is it necessary?
Is it productive? If you answer any of these questions with a “no,” don’t engage in the
conversation. Engaging in gossip is not tolerated and may be subject to corrective action up to
and including termination.
7.300: HARASSMENT
The First United Methodist Church believes our church should be an environment free from
any form of harassment based on race, color, sex, age, disability, or national origin. Any form
of harassment by anyone, including clergy, church lay employee, church member, vendor, etc.,
must be reported immediately. To help ensure that no one ever feels they are being subjected to
harassment, and in order to create a comfortable work environment, any offensive physical,
written or spoken conduct regarding any of these items, including conduct of a sexual nature
by the clergy or any church lay employee is strictly prohibited. This includes:
Unwelcome or unwanted advances, including unwelcome or unwanted sexual advances, flirtations or propositions. This includes touching, brushing up against, hugging, cornering, or any physical contact.
Unwelcome requests or demands for favors, including sexual favors. This includes subtle or blatant expectations, pressures or requests for any type of favor, including
unwelcome requests for dates whether or not it is accompanied by an implied or
stated promise of preferential treatment or negative consequence concerning
employment.
Verbal abuse or kidding that is oriented toward a prohibited form of harassment, including that which is sexually oriented and considered unwelcome. This includes comments about national origin, race, body, handicap, or appearance, where such
comments go beyond mere courtesy, telling "dirty jokes" that are unwanted and are
considered offensive, or any tasteless, sexually oriented comments, innuendo or
actions that offend.
Creating a work environment that is intimidating, hostile, abusive or offensive because of unwelcome or unwanted conversations, suggestions, requests, demands,
33
physical contact or attentions related to a prohibited form of harassment.
The Church adopts the conference policy on clergy/diaconal ministerial ethics relating to
sexual misconduct and makes it a part of this policy by reference.
If any employee, church member or other person believes that he or she is being subjected to
any form of unlawful harassment by the clergy or any lay employee of First United Methodist
Church, or believes that he or she is being subjected to discrimination because others are
receiving favored treatment in exchange, for example, for sexual favors, he or she must bring
this to the attention of one of the elected Staff/Parish Relations Committee (SPRC) members
designated to receive such complaints. The SPRC will name one male and one female member
at the beginning of each year for this purpose and will post the names on the employment
information board.
Any person who uses this church procedure will be treated courteously and the problem will be
handled as quickly and confidentially as feasible in light of the need to take appropriate
corrective action. The registering of a complaint will neither be used against the complainant
nor will it have an adverse impact upon the employment status of the complainant.
7.400: ALCOHOL, DRUGS, AND CONTROLLED SUBSTANCES
It is the policy of this church/CDC Preschool to create a drug-free workplace in keeping with
the spirit and intent of the Drug-Free Work Act of 1988. The use of controlled substances is
inconsistent with the behavior expected of employees, and undermines the ability of this
church to operate effectively and efficiently. In this connection, the unlawful manufacture,
distribution, dispensation, possession, sale, or use of a controlled substance in the workplace
or while engaged in church business off the church premises is strictly prohibited. Such
conduct is also prohibited during non-working time to the extent that in the opinion of the
immediate supervisor/senior pastor/Director, it impairs an employee's ability to perform on the
job or threatens the reputation or integrity of this church.
Employees who violate any aspect of this policy may be subject to disciplinary action up to and
including termination. At its discretion, the church/CDC Preschool may require employees
who violate this policy to successfully complete a drug abuse assistance or rehabilitation
program (at the employee's expense) as a condition of continued employment.
The Church/CDC Preschool reserves the right to require drug testing of its employees on a
randomly scheduled, routinely scheduled, or specifically scheduled basis.
Violation of this policy may result in disciplinary action, up to and including possible
termination.
7.500: WORKPLACE SAFETY
First United Methodist Church of Clermont is committed to providing a safe environment for
employees and visitors. In order to provide a safe work place, access to our work area may be
limited to those with a legitimate business interest.
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7.505: Children / Personal Visitors in the Workplace
Employees are expected to have adequate childcare during business working hours to provide
for the appropriate safety of their children, to allow he/she to perform his/her work, to allow
other employees to perform their work, and to avoid liability. In all cases, family members and
friends visiting the workplace should remain with the employee. While visiting the workplace, children/personal visitors are not allowed to use Church computers, equipment, or have
access to work products.
Occasionally, an unexpected event may require the presence of an employee’s family member
in the workplace during work hours. These times should be brief and only until other
arrangements are made or leave used. Any occurrence, however, should not disrupt the
operations of the office and should be approved by the employee’s supervisor.
7.510: Prohibition of Violence
It is the policy of First United Methodist Church of Clermont that there will be zero tolerance
for violence. This includes joking and talking of violence. If violence in the workplace is
displayed or threatened, the person responsible for such conduct will be subject to immediate
disciplinary action. In addition to the appropriate disciplinary action, the employee and/or
other parties involved may be subject to criminal proceedings as appropriate.
For the purpose of this policy, violence includes physically harming another, shoving, pushing,
intimidation or coercion; however, First United Methodist Church of Clermont reserves the
right to review incidents and expand on what may be considered violence. No weapons are
allowed on the premises and no threats or talk of violence will be tolerated.
All employees are to assist in preventing violence in the workplace. You can help by reporting
incidents that could indicate a coworker is in trouble. All reports will be investigated.
7.600: OUTSIDE ACTIVITIES
Employees are prohibited from engaging in outside employment, private business, or other
activity, which might have an adverse effect on, or create a conflict of interest with, the church.
All outside employment activity must be reported and placed in their personnel file within one
week of occurring.
7.605: Conflict of Interest
First United Methodist Church of Clermont is fully committed to conducting its responsibilities
in a manner reflecting the highest degree of integrity and honesty. The success of First United
Methodist Church of Clermont in conducting its affairs is the sum efforts of each individual—
board, commission and committee member, officer and exempt employee—in executing his or
her responsibilities with good judgment and in an ethical manner.
Staff persons who receive honoraria or payments for sales or services rendered to the
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First United Methodist Church of Clermont shall disclose such information.
Activities shall not be entered into which may be knowingly detrimental to the interests
of the First United Methodist Church of Clermont.
Information acquired in the course of carrying out church/district business shall not
knowingly be used in any way that would be detrimental to the welfare of the First
United Methodist Church of Clermont and its entities or agencies.
No staff member or officer of the First United Methodist Church of Clermont shall vote
on any transaction in which the individual shall receive a direct or indirect financial
gain.
Gifts, entertainment or favors in excess of $100 per person per year from any individual
or outside concern that does or seeks to do business with the church/district shall not
be accepted.
Any inappropriate activity shall cease or the position will be vacated.
7.610: Honorarium Policy
Any activity performed by an exempt employee that is related to the employee’s position
description or is requested as a result of the employee’s position shall be without additional
compensation to the employee. An employee must obtain from his/her supervisor approval on
all requests from other Methodist Church agencies for the employee’s services and determine
whether any remuneration, including honoraria and royalties, offered for such services will be
accepted on behalf of the employee’s church/district.
7.700: INTELLECTUAL PROPERTY
Intellectual Property also known as creations of the mind (i.e., inventions, literary and artistic
works, symbols, names, images and designs) used or unused for any reason at FUMC, remain
the property of FUMC and should not be deleted or removed from FUMC.
8.000: COMPUTERS
Computer equipment, systems, networks, etc., are considered Church resources and should be
used only by employees authorized to do so. All computer problems are to be reported to the Administrative Assistant. No outside consultant should be called without the authorization of
the Director of Communication or designated person. No software may be loaded on Church-
owned computers without prior approval by the Director of Communications. The Director of
Communications and Executive Director of Operations must preapprove all computer hardware
purchases.
Computers, tablets, phones and other electronics purchased with church monies remain the
property of FUMC. Upon termination of employment, all items must be turned over to the
employee’s supervisor.
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8.100: Electronic Communication Policy
1. Ownership of Messages
The electronic communications systems, which include, but are not limited to, the
telephone, electronic mail, voice mail, facsimiles, computers, the Internet and the World
Wide Web, and all information stored on them are the property of your
congregation/district and are provided at your congregation/district’s expense. All
information and messages that are created, sent, received, accessed, or stored on these
systems constitute company records.
2. Business Use
The electronic communications systems are to be used primarily to conduct company
business. Reasonable personal use of such systems is permitted but must not interfere
with an employee’s productivity. Personal use should be limited to breaks, lunch and
other non working hours. Employees may not use the electronic communications
systems for political causes; football pools or other sorts of gambling; illegal activities;
seeking/inquiring about job opportunities outside of the organizations; list serves for
non-work purposes; solicitations or advertisements for unrelated work purposes; or
creating, possessing, uploading, downloading, accessing, transmitting, or distributing
materials of a sexual nature. Employees may not use the First United Methodist
Church of Clermont electronic communications systems to post non-work related
information, opinions, or comments to Internet discussion groups and other such
forums. Employees are prohibited from passing off their views as representing those of
his/her congregation/district.
3. No Presumption of Privacy
Although employees are expected to use passwords to access some of the electronic
communications systems, such communications are not private and security cannot be
guaranteed. In surfing the Internet and World Wide Web, employees should remember
that all connections and sites visited may be monitored and recorded. Employees
should assume that any communications – whether business-related or personal – that
they create, send, receive, or store on their company’s electronic communications
systems may be read or heard by someone other than the intended recipient. In
particular, highly confidential or sensitive information should not be sent through e-
mail, the Internet, or the World Wide Web. First United Methodist Church of Clermont
reserves the right to keep an employee’s e-mail address active for a reasonable period of
time following an employee’s departure to ensure that important business
communications reach them; First United Methodist Church of Clermont will review
such communications.
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4. First United Methodist Church of Clermont Right to Monitor Messages
First United Methodist Church of Clermont reserves the right to monitor, access,
retrieve, read, and disclose to law enforcement officials or other third parties all
messages created, sent, received, or stored on the electronic communications systems
without prior notice to the originators and recipients of such messages. Authorized
personnel may monitor the electronic communications of employees to determine
whether there have been any violations of law, breaches of confidentiality or security,
communications harmful to the business interests of your congregation/district, or any
violations of this policy and any other company policy.
5. Message Restrictions
Electronic communications may not contain content that a reasonable person would
consider to be defamatory, offensive, harassing, disruptive, or derogatory, including but
not limited to sexual comments or images, racial or ethnic slurs, or other comments or
images that would offend someone on the basis of race, gender, national origin, political
beliefs, or disability.
6. Prohibited Activities
Employees may not upload, download, or otherwise transmit copyrighted, trademarked,
or patented material, trade secrets; or other confidential, private, or proprietary
information or materials in violation of any legal constraints. Employees may not
upload, download or otherwise transmit any illegal information or materials. Employees
may not use First United Methodist Church of Clermont electronic communications
systems to gain unauthorized access to remote computers or other systems or to
damage, alter, or disrupt such computers or systems in any way, nor may employees –
without authorization – use someone else’s code or password or disclose someone else’s
code or password, including their own. Employees may not enable unauthorized third
parties to have access to or use the electronic communications systems, nor may
employees otherwise jeopardize the security of First United Methodist Church of
Clermont electronic communications systems.
7. Message Creation
Employees must use the utmost care in creating electronic communications. Even
when a message has been deleted, it may still exist on a back-up system, be recreated,
be printed out, or may have been forwarded to someone else without it creator’s
knowledge. As with paper records proper care should be taken in creating electronic
records, which may someday have to be produced in connection with legal and/or
business needs.
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8. Record Retention
As with paper documents created and received by an employee, it is each employee’s
responsibility to ensure that those electronic messages that should be retained are in
fact saved. Those messages that need not be retained should be deleted.
9. Viruses and Tampering
Any files downloaded from the Internet and any computer disks received from outside
sources must be scanned with virus detection software before installation and
execution. The intentional introduction of viruses, attempts to breach system security,
or other malicious tampering with any of your employer’s electronic systems are
expressly prohibited. Employees must immediately report any tampering, or other
system breaches to their supervisor.
10. Selling and Purchasing
The standard purchase and sales policies apply to all purchase and sales related
activities conducted via the electronic communications systems.
11. Violations
Violations of this policy, including breaches of confidentiality or security, may result in
suspension of some or all electronic communication privileges, disciplinary action, and
even termination. First United Methodist Church of Clermont reserves the right to hold
the employee personally liable for any violations of this policy.
8.105: Personal Web Sites / Social Media
Personal web sites, blogs, and social media (hereafter referred to collectively as social media)
have become prevalent methods of self-expression and community interaction in our culture.
Employees should not use work time or FUMC equipment to access social media for personal use.
Church-authorized social networking and blogging is used to convey information about FUMC,
raise awareness of Church activities and events, communicate with members, and otherwise work toward our mission to make disciples of Jesus Christ. When communicating through
social media, FUMC must ensure that the content and style used maintains our identity, integrity, and reputation. Only authorized employees may create sites that represent FUMC or
any of its ministry areas. “Sites” include creating Groups or Pages within social media.
Authorized employees are the Director of Communications and those approved by the Director
of Communications.
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8.200: Personal Appearance
Your appearance reflects not only on you as an individual, but on the church as well. We
expect you to take pride in your appearance and discretion in style and behavior is essential to
the efficient operation of the church office.
Examples of inappropriate attire include:
Short shorts
Spaghetti straps, halter/tube tops
Bare midriffs
Sleeveless undershirts
Shirts that promote cigarettes, alcohol, drugs or inappropriate language or gestures
or other inappropriate designs.
Body piercings, other than ears, however not more than 2 earrings per ear, may be
worn; no gauges
Visible tattoos
Flip-flops, mules (Preschool only)
All employees should dress according to their job. Each area may have additional appearance
requirements that must be followed. Your supervisor will let you know if there are other
appearance requirements. Please use good judgment in your choice of work clothes and
remember to conduct yourself at all times in a way that best represents you and the church.
Management reserves the right to determine whether an employee is dressed inappropriately.
Employees who fail to meet the church’s personal appearance guidelines may be required to
return home and change.
Employees are also required to keep their work environments clean and orderly. Before
departing in the evening, employees should lock all files and cabinets and clear all work
materials from desk surfaces, especially materials of a sensitive or confidential nature.
Employees failing to adhere to proper church standards with respect to appearance and
demeanor are subject to disciplinary action, up to and including termination.
In addition to the above, CDC Preschool employees may have additional appearance
requirements as determined by the CDC Preschool Director.
8.300: LOST AND FOUND
Employees should not bring large sums of money, jewelry, or other valuables to work. The
church will not be responsible for personal property that is lost, damaged, stolen, or destroyed.
If you happen to find personal belongings that have been lost by another person, please turn
them in to your supervisor.
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8.400: SMOKING
Smoking is prohibited in all buildings and the areas immediately around all entrances. This
policy is established to provide a smoke-free environment for us and for all of our visitors to the
building. Smoking may be allowed in designated areas. Employees smoking in any non-
smoking area may be subject to disciplinary action.
8.500: ACCESS TO CHURCH PROPERTY
It is important that the church have access at all times to church property, as well as other
records, documents, and files. As a result, certain management employees and officers of the
church reserve the right, but always respecting that information deemed to be of confidential
nature (i.e., Pastor’s confidential files, personnel files), to access employee offices, work
stations, filing cabinets, desks, and any other church property at its discretion, with or without
advance notice or consent.
8.600: BUSINESS EXPENSE REPORTING
Employees will be reimbursed in accordance with First United Methodist Church of Clermont
reimbursement policies for all approved business-related expenses. Employees are requested
to submit these reports in a timely manner to ensure proper accounting and prompt
reimbursement. (See appendix.)
8.700: USE OF CHURCH TELEPHONES
From time to time it may be necessary for employees to make and receive personal calls on
church phones. However, these calls should be limited to no more than 5 minutes in length,
and should be made, whenever possible, during scheduled break and meal periods. Employees
are expected to use good judgment and common sense when it comes to personal phone calls.
All costs for long distance calls must be reimbursed by you to the church after receipt of bills.
Employees who violate this policy may be subject to disciplinary action.
8.800: EMPLOYEE PARKING
Employees park at their own risk and the church will not be responsible for theft or damage to
any vehicles parked on or near church property. Also, the church will not be responsible for
personal property left in vehicles that is lost, damaged, stolen, or destroyed.
8.900: REFERENCES
It is against the policy of First United Methodist Church of Clermont to provide letters of
recommendation for any employee. A neutral reference providing date of employment and
position title may be provided to a potential employer.
EMPLOYEE POLICY MANUAL
APPENDIX A
TRAVEL AND BUSINESS REIMBURSEMENT
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9.900: TRAVEL AND BUSINESS REIMBURSEMENT
FUMC provides reimbursement for travel expenses when a staff member is traveling on church
business. It is the policy of FUMC to reimburse staff members for actual, reasonable, necessary
and proper expenditures incurred while conducting church business. A Purchase Approval
Form must be submitted along with the appropriate receipts within 7 days of the completion of
the business trip.
1. Meals
When traveling on church business, FUMC will reimburse actual expenses for a staff
member’s personal meals. If staying in a hotel, select an establishment that provides
breakfast with the room rate. Meals will be reimbursed at the rate of $8.00 for breakfast, $10 for lunch and $20 for dinner. Receipts should be submitted for ALL meals and the
following information must be included on the back of the receipt: 1) type of meal (i.e.,
breakfast, lunch, dinner); 2) who was present at the meal; 3) purpose of the meal (i.e.,
Conference, discussion matter, etc.)
2. Use of Personal Vehicle
FUMC reimburses staff members for the use of their personal vehicles on church business. The current mileage rate is determined by the Federal IRS mileage allowance. For tax
purposes, we recommend you keep a personal travel log of the miles you have submitted for
reimbursement. If audited, you will be asked to provide beginning and ending odometer
readings.
3. Rental Car
Should a rental car be necessary, FUMC will reimburse staff members for the use of a rental car during their stay. Staff members should take advantage of advance purchase
discounts offered by the rental car agencies. Rental car charges cannot exceed $50/day
without prior approval. The Executive Director of Operations will be able to provide you
with the preferred rental company information.
4. Air Travel
Staff members should fly coach or economy class. It is expected that staff members take
advantage of any advance purchase discounts offered by the airlines. The lower costs of
non-refundable tickets should be carefully weighed against refundable full fare tickets.
Airfares should be reviewed in advance with the Executive Director of Operations.
5. Trip Extensions
If a staff member decides to extend his or her stay in a location beyond the time required for church business, the costs of that extension (the sum of hotel, car, meal, phone) will be
paid by the staff member. However, if airfare is substantially reduced when the staff
members leave home earlier or return later, and the savings achieved exceed the actual
extended stay (hotel, car, meal, and phone), FUMC will reimburse the staff members for the
actual costs incurred up to 100% of the savings differential of the airfare. Full documentation must be supplied concerning the realized airline savings and the expenses
associated with the extended stay. Furthermore, this arrangement must be approved by the
Executive Director of Operations prior to the trip.
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FUMC will not pay for travel costs (including the difference between a double and single
occupancy rate, plus tax, at a hotel) associated with members of a staff member’s family or
guests traveling with him/her, except when the guest or family member is on church
business.
6. Non-Reimbursable Travel Expenses
Below is a partial list of items generally considered to be of a personal nature and therefore
are NOT reimbursable:
Shoeshine, barber, hairdresser, massage and similar items
Movies (in-room, in-flight/headsets, movie theaters)
Theater and sporting events
Laundry and valet charges
Purchase of magazines, newspapers & similar items of personal use
Travel insurance
Loss of cash advance money, personal funds or tickets
Sky phone charges
Room Service
Pet care
Examples of items that would be reimbursable include:
Tips – Maid - $2/day, Bellman - $1/per bag
Shuttles, taxis – when available, use hotel free shuttle
Tolls
Parking (no valet parking)
7. Cell Phones
The Senior Pastor and/or Executive Director of Operations will evaluate the request for
reimbursement of cell phone usage for church business. The employee will then be
reimbursed an appropriate amount.
PLEASE NOTE
The employee benefits, described in sections 4.01-4.14.8 are designed to help and protect
the employee, but they are also to help and protect the church. Therefore, these benefits
are always over and above the base salary and can never be considered a part of the cash remuneration paid by the church. An employee cannot take the cash equivalent in the
place of any benefit.
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EMPLOYEE POLICY MANUAL
SECTION 10.000
EMPLOYEE STATEMENT OF ACKNOWLEDGEMENT
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10.000: EMPLOYEE STATEMENT OF ACKNOWLEDGEMENT
I have received a copy of the employee policy manual and have read or had it read to me
carefully. I further understand all matters set forth in the employee policy manual and agree
to abide by and adhere to First United Methodist Church of Clermont policies during my
employment with First United Methodist Church of Clermont, as they may be modified from
time to time. I further understand and agree that any provision of the employee policy manual
may be amended, revised, or eliminated at any time by the Church and School.
I understand that my employment with First United Methodist Church of Clermont is not for a
specified length of time. Rather, I understand and agree that my employment is terminable at
will so that both First United Methodist Church of Clermont and I remain free to choose to end
our work relationship at any time, with or without cause. Likewise, I understand and
acknowledge that nothing in First United Methodist Church of Clermont employee policy
manual in any way creates an express or implied contract of employment between First United
Methodist Church of Clermont on the one part, and me, on the other part.
I understand that is it my responsibility to maintain and keep my employee policy manual
updated as new policies are created and distributed and/or policies are deleted or changed.
I hereby acknowledge receipt of the Employee Policy Manual.
Employee's Name (Please Print)___________________________________________________
Employee's Signature ___________________________________________________________
Date _______________________________