Employee Policies and Procedures Handbook
San Diego First Church of the Nazarene | |
|Employee Policies and Procedures Handbook version 11.18..09 |
|3901 Lomaland Drive, San Diego, CA 92106 – 619-849-3100 |
Table of Contents
Introduction 4
Introductory Statement 4
Mission and Purpose Statement 4
Statements of Faith 5
Our Core Values 5
Required Policies 6
Right to Revise 6
At-Will Employment Status 6
Alternative Dispute and Resolution Policy 6
Equal Employment Opportunity 7
Unlawful Harassment 8
Hiring 9
New Hires 9
Employment Classifications 10
Inactive Status 11
Job Duties 11
Benefits 12
Paid Time Off 12
Sick Leave 12
Kin Care 13
Vacation 13
Holidays 14
Personal Days 14
Sundays and the Role of a Pastor 15
Insurance Benefits 15
Workers’ Compensation 16
Employee Education 17
Weekly Dinner 18
Personal Spiritual Retreat 18
Bridging of Time/Benefits 18
Retirement Benefits 19
Mission Trips 19
Off-Duty Use of Facilities Benefit 19
Leaves of Absence 20
Personal Leave 20
Bereavement Leave 20
Family Care and Extended Leave 21
School Activities 21
Jury Duty and Witness Leave 22
Military Leave 22
Time Off for Voting 22
Victims of Crime Leave 23
Volunteer Civil Service Personnel 23
Management 24
Personnel Records 24
Performance Evaluations 24
Employee Property 24
Employment of Relatives 24
Open-Door 25
Church Property 25
Housekeeping 26
Parking 26
Non-Smoking Environment 26
No Solicitation 27
Use of Electronic Media 27
Employee Conduct 28
Punctuality and Attendance 28
Business Conduct and Ethics 29
Confidentiality 29
Conflicts of Interest 29
Dress Code and Other Personal Standards 30
Drug and Alcohol Abuse 30
Prohibited Conduct 30
Off-Duty Conduct 31
Conducting Personal Business 32
Wages 32
Work Schedules 32
Compliance 32
Timekeeping Requirements 32
Payment of Wages 33
Overtime for Non-Exempt Employees 33
Pay for Mandatory Meetings/Training 34
Make-up Time 34
Expense Reimbursement 35
Advances 36
Safety and Health 36
Security/Workplace Violence 36
Health and Safety 36
Ergonomics 37
Inclement Weather/Natural Disasters 37
Recreational Activities and Programs 37
Employees Who Are Required to Drive 38
Termination 38
Voluntary Termination 38
Involuntary Termination and Progressive Discipline 38
Reductions in Force 38
Employee References 39
Exit Interviews 39
Our Mission is to Lift Up Christ
Introduction
Introductory Statement
Welcome! You are an important member of a team effort. As an employee of San Diego First Church of the Nazarene (hereafter referred to as “SDFC” or the “Church”), we hope that you will find your position with the Church both challenging and rewarding.
Because our success depends upon the dedication of our employees, we are highly selective in choosing new members of our team. We look to you and the other employees to contribute to the work of the Church.
We are admonished in Scripture to love God with all our heart, soul, mind and strength, and love our neighbor as our self. As employees we strive to reflect these two commandments in all we do. Very simply, we want to treat others as we wish to be treated.
This employee handbook is intended to explain the terms and conditions of employment of all full- and part-time employees and supervisors.
Mission and Purpose Statement
To lift up Christ through preaching, teaching and healing.
(We define preaching, teaching and healing in the broadest sense;
…preaching by the way we live our lives,
…teaching as a way to describe discipleship, and
…healing in terms of being equipped as healing agents in the world in which we live.)
Our Guiding Principles:
• Motivated by love.
• Guided by prayer.
Our Mission Field:
1. The people who attend our fellowship for worship services or activities.
2. The neighborhood where our church is located:
a. The Point Loma Peninsula
b. PLNU campus
3. The places where the people of our church live and work.
4. Global locations where God gives us an opportunity to reach.
We Preach by the Way We Live
Statements of Faith
We ask that all pastoral and support staff be supportive of our statements of faith and our relationship within the Church of the Nazarene.
These are the beliefs Nazarenes hold to be true and are shared by other Christians' world-wide:
We believe in one God: the Father, Son, and Holy Spirit.
We believe that the Old and New Testament Scriptures, given by plenary inspiration, contain all truth necessary to faith and Christian living.
We believe that man is born with a fallen nature, and is, therefore, inclined to evil.
We believe that the finally impenitent are hopelessly and eternally lost.
We believe that the atonement through Jesus Christ is for the whole human race; and that whosoever repents and believes on the Lord Jesus Christ is justified and regenerated and saved from the dominion of sin.
We believe that believers are to be sanctified wholly, subsequent to regeneration, through faith in the Lord Jesus Christ.
We believe that the Holy Spirit bears witness to the new birth, and also to the entire sanctification of believers.
We believe that our Lord will return, the dead will be raised, and the final judgment will take place.
Our Core Values
We Are a Christian People
As members of the Church Universal, we join with all true believers in proclaiming the Lordship of Jesus Christ and in embracing the historic Trinitarian creedal statements of Christian faith. We value our Wesleyan-Holiness heritage and believe it to be a way of understanding the faith that is true to Scripture, reason, tradition, and experience.
We Are a Holiness People
God, who is holy, calls us to a life of holiness. We believe that the Holy Spirit seeks to do in us a second work of grace, called by various terms including "entire sanctification" and "baptism with the Holy Spirit" thus cleansing us from all sin; renewing us in the image of God: empowering us to love God with our whole heart, soul, mind, and strength, and our neighbors as ourselves; and producing in us the character of Christ. Holiness in the life of believers is most clearly understood as Christ-likeness.
We Are a Missional People
We are a sent people, responding to the call of Christ and empowered by the Holy Spirit to go into all the world, witnessing to the Lordship of Christ and participating with God in the building of the Church and the extension of His kingdom (2 Corinthians 6:1).
We Are Disciples of Jesus Christ
Required Policies
Right to Revise
This employee handbook contains the employment policies and practices of SDFC in effect at the time of publication. All previously issued handbooks and any inconsistent policy statements or memoranda are superseded.
SDFC reserves the right to revise, modify, delete, or add to any and all policies, procedures, work rules, or benefits stated in this handbook or in any other document. However, any such changes must be in writing and must be signed by the Senior or Administrative Pastor of SDFC.
Any written changes to this handbook will be distributed to all employees so that employees will be aware of the new policies or procedures. No oral statements or representations can in any way alter the provisions of this handbook.
This handbook sets forth an agreement between you and SDFC regarding the conditions of your employment. Furthermore, nothing in this employee handbook or in any other personnel document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee.
At-Will Employment Status
SDFC personnel are employed on an at-will basis. Under the “at-will” policy, neither you nor SDFC is committed to continuing the employment relationship for any specific term. Rather, the employment relationship will continue at will. Either side may terminate the relationship at anytime, with or without cause and with or without notice. Also SDFC retains the right to demote, transfer, change job duties, and change compensation at anytime with or without notice and with or without cause in its sole discretion. Nothing in this handbook shall limit the right to terminate at-will employment. No pastor, supervisor, or employee of the Church has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment on other than at-will terms.
Alternative Dispute and Resolution Policy
If you feel you have been wrongfully terminated or believe an employment issue has been handled incorrectly, you have the option of making an appeal through an arbitration process. This is done through direct discussion followed by mediation and then arbitration. This is an employee’s remedy for resolving any and all claims relating to termination. If an employee chooses to appeal, the following steps must be followed:
We Are Healing Agents
_____ Request a discussion with the supervisor or the senior pastor within thirty (30) days of the date of termination or disputed issue in an attempt to resolve the dispute informally.
_____ If still unresolved, place the matter before a mediation committee, formed and led by the senior pastor (or by the church board secretary if the dispute is with the senior pastor.) The request to mediate must be made within six months of the disputed event.
_____ If the issue is still not resolved, the dispute will be submitted to binding arbitration. Either party may request arbitration. The request to arbitrate must be made within six months of the date of mediation. The arbitration committee will be comprised of three current church board members selected by mutual agreement of all parties.
Employment at SDFC constitutes an agreement to seek resolution of such disputes or claims in any other forum unless otherwise provided by law. Direct discussion or mediation, followed by arbitration shall be the exclusive means of resolving all termination related claims. This includes, but is not limited to, alleged violations of federal, state, and/or local statutes, claims based upon any purported breach of duty arising in contract or tort, including breach of contract. It also includes breach of the covenant of good faith and fair dealing, violation of public policy or any other alleged violation of your statutory, contractual, or common law rights. This does exclude workers’ compensation claims, unemployment insurance matters, and any matter within the jurisdiction of the State Labor Commissioner.
Arbitration Procedures apply to SDFC staff members whether paid hourly or salaried, exempt or non-exempt.
The fact that SDFC voluntarily agrees to arbitrate employment related claims shall not be deemed to in any way undermine the at-will relationship between SDFC and the employee. The arbitrator shall have no authority to alter or otherwise modify the at-will relationship.
Equal Employment Opportunity
SDFC is an equal opportunity employer and makes employment decisions on the basis of a candidate’s philosophy of ministry, quality of character, competency and team fit or chemistry. Candidates are scored on their ability to fit within the vision of the church, their experience performing the tasks and goals of the position and their ability to work with others. SDFC policy prohibits unlawful discrimination in accordance with national, state, county, and city laws.
The Church is committed to compliance with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in Church operations and prohibits unlawful discrimination by any employee of the Church, including supervisors and coworkers.
To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, the Church will make reasonable accommodations for the known
We Strive to be Motivated by Love
physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.
Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should contact a Church representative with day-to-day personnel responsibilities and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. The Church then will conduct an investigation to identify the barriers that interfere with the equal opportunity of the applicant or employee to perform his or her job. The Church will identify possible accommodations, if any, that will help eliminate the limitation. If the accommodation is reasonable and will not impose an undue hardship, the Church will make the accommodation.
If you believe you have been subjected to any form of unlawful discrimination, submit a written complaint to your supervisor or the individual with day-to-day personnel responsibilities. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. If you need assistance with your complaint, or if you prefer to make a complaint in person, contact the Senior or Administrative Pastor. The Church will immediately undertake an effective, thorough, and objective investigation and attempt to resolve the situation.
If the Church determines that unlawful discrimination has occurred, effective remedial action will be taken in accordance with the severity of the offense. Appropriate action also will be taken to deter any future discrimination. The Church will not retaliate against you for filing a complaint and will not knowingly permit retaliation by management employees or your coworkers.
Unlawful Harassment
SDFC is committed to providing a work environment free of unlawful harassment. Church policy prohibits sexual harassment and harassment based on pregnancy, childbirth or related medical conditions, race, religious creed, color, gender, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation. All such harassment is unlawful. The Church’s anti-harassment policy applies to all persons involved in the operation of the Church and prohibits unlawful harassment by any employee of the Church, including supervisors and pastors, as well as vendors, congregants, and any other persons. It also prohibits unlawful harassment based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.
Prohibited unlawful harassment includes, but is not limited to, the following behavior:
• Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;
We Strive to be Guided by Prayer
• Visual displays such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures;
• Physical conduct including assault, unwanted touching, intentionally blocking normal movement or interfering with work because of sex, race or any other protected basis;
• Threats and demands to submit to sexual requests as a condition of continued employment, or to avoid some other loss and offers of employment benefits in return for sexual favors; and
• Retaliation for reporting or threatening to report harassment.
If you believe that you have been unlawfully harassed, submit a written complaint to your own or any other Church supervisor, the Senior or Administrative Pastor of the Church as soon as possible after the incident. You will be asked to provide details of the incident or incidents, names of individuals involved and names of any witnesses. Supervisors will refer all harassment complaints to the Senior and/or Administrative Pastors of the Church. The Church will immediately undertake an effective, thorough and objective investigation of the harassment allegations.
If the Church determines that unlawful harassment has occurred, effective remedial action will be taken in accordance with the circumstances involved. Any employee determined by the Church to be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to, and including termination. A Church representative will advise all parties concerned of the results of the investigation. The Church will not retaliate against you for filing a complaint and will not tolerate or permit retaliation by management, employees or co-workers.
The Church encourages all employees to report any incidents of harassment forbidden by this policy immediately so that complaints can be quickly and fairly resolved. You also should be aware that the Federal Equal Employment Opportunity Commission and the California Department of Fair Employment and Housing investigate and prosecute complaints of prohibited harassment in employment. If you think you have been harassed or that you have been retaliated against for resisting or complaining, you may file a complaint with the appropriate agency. The nearest office is listed in the telephone book.
Hiring
New Hires
The first 90 days of continuous employment at SDFC is considered an introductory period. During this time you will learn your responsibilities, get acquainted with fellow employees,
We Want to Treat Others as We Wish to be Treated
and determine whether or not you are happy with your job. Your supervisor will closely monitor your performance.
Upon completion of the introductory period, SDFC will review your performance. If the Church finds your performance satisfactory and decides to continue your employment, it will advise you of any improvements expected from you. At that time, you may express suggestions to improve the Church’s efficiency and operations. Completion of the introductory period does not entitle you to remain employed by SDFC for any definite period of time, but rather allows both you and the Church to evaluate whether or not you are right for the position.
Employment Classifications
Regular vs. Contract (or Temporary)
Regular employees are those who are hired to work on a regular schedule. Regular employees may be classified as full-time or part-time. Contract or Temporary employees are hired for a specific task, or a specific period of time. Regular employees are eligible for benefits, while temporary employees and contract workers are not.
Regular Full-Time
Regular full-time employees are those who are scheduled for and do work at least 40 hours per week. Following the completion of the introductory period, regular full-time employees are eligible for most employee benefits described in this handbook.
Regular Part-Time
Part-time employees are those who are scheduled for and do work fewer than 40 hours per week. Following the completion of the introductory period, regular part-time employees are eligible, on a pro-rata basis, for most employee benefits described in this handbook. In other words, the amount of benefit would be in proportion to the number of hours worked (i.e. a person working half time would be eligible for one half of what a full-time employee would receive).
Contract or Temporary
Contract workers or Temporary employees are those employed for short-term assignments, or hired for a specific task. Short-term assignments generally are periods of three months or fewer; however, such assignments may be extended. Contract workers or Temporary employees are not eligible for employee benefits except those mandated by applicable law.
Contract Musicians
Even though musicians may play many times in a year, they are contracted for a specific assignment, and are considered contract employees. They do not accrue benefits.
We Strive to Do Our Best
Salary vs. Hourly
The way in which a person is paid determines if he or she is salary or hourly. An employee’s job description or employment letter should clarify the job classification, and the expected number of work hours per week. The employee may choose to participate in the life of the church to any extent he or she desires, but only those hours required to fulfill job expectations are remunerated. All employees should keep track of their work hours either by time card, time sheet, or monthly report form.
Salary
Salaried employees are paid a set amount each pay period (i.e. monthly or twice a month).
Hourly
Hourly employees are paid a set amount for each hour worked.
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Exempt vs. Non-Exempt
Federal Fair Labor Standards Act (FLSA) and California A.B. 60 (enforced by the California Labor Commissioner) exist to protect employees and ensure they are paid fairly. These regulations establish those jobs that are non-exempt and, therefore, eligible for overtime pay, and those jobs that are exempt and not subject to overtime pay. The designation of exemption is related to the specific job (based on job responsibilities) not to a specific person.
Non-Exempt Employees
If in fulfilling his or her job requirements a non-exempt employee works more than eight hours in a day, more than 40 hours in a week, or the seventh consecutive day of a work week, that non-exempt employee will be paid time and a half for the overage (double time for any hours over 12 in a single day). Overtime hours require the signature of the employee’s supervisor, and shall be reported in the pay period in which they occur.
Exempt Employees
Exempt employees, by law, must meet certain minimum annual salary requirements, and specific job duties. Exempt employees are not eligible for overtime pay.
Inactive Status
Employees who are on any type of leave of absence, work-related or non-work-related, that exceeds four months will be placed on inactive status. During the time the employee is on inactive status, benefits such as vacation, sick leave, etc. will not be earned and seniority will not continue to accrue.
Job Duties
During the introductory period, your supervisor will explain your job responsibilities and clarify the performance standards expected of you. Be aware that your job responsibilities may
We Trust that Others are Trying to Do Their Best
change at any time during your employment. From time to time, you may be asked to work on special projects, or to assist with other work necessary or important to the operation of your department or SDFC. Your cooperation and assistance in performing such additional work is expected.
SDFC reserves the right, at any time, to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities.
Benefits
Paid Time Off
Employees are entitled to paid time off based upon their years of active service. Active service commences with an employee’s first day of work and continues thereafter unless broken by an absence without pay, a leave of absence, or termination of employment. Contract workers and Temporary employees do not accrue paid time off.
Employee’s become eligible to take paid time off any time after the completion of the introductory period (see page 9, New Hires), as work schedules permit. Paid time off includes paid sick leave, paid vacation leave, paid holidays, and any other type of paid time off listed on the following pages. Employees will need to schedule time off with their supervisors.
An employee may not use paid time off before its accrual. Employees will not be paid for any time in excess of accrued paid time off.
Sick Leave
Sick leave is a form of insurance that employees accumulate in order to provide a cushion for incapacitation due to illness. It is intended to be used only when actually required to recover from illness or injury; sick leave is not for “personal” absences. However, sick leave may be used for attending judicial proceedings for victims and family members of violent crimes and care for sick family members. Time off for medical and dental appointments will be treated as sick leave. SDFC will not tolerate abuse or misuse of your sick leave privilege.
The church does not provide disability insurance. Accumulated sick leave can be used to help an employee during the recovery from a short-term disability. However, an employee should not come to work sick simply to accumulate sick leave for future use.
Regular full-time employees accrue 10 days for every calendar year of service (approximately 1 day every 5 weeks of work). Regular part-time employees accrue the same number of days, but are paid in accordance with their part-time status (i.e. an employee working 20 hours a week will receive 4 hours of pay for a sick day, and a 30 hour per week worker will receive 6
We Try to Collaborate and Assist One Another
hours of pay for a sick day). An employee cannot accumulate more than 6 months of sick leave. The Church does not pay employees for unused sick leave.
SDFC reserves the right to request medical evidence of your illness and/or medical certification of your fitness to return to work. SDFC may withhold sick pay if it suspects that sick leave has been misused.
Kin Care
Employees may use up to one-half of their yearly sick leave accrual to attend to a child, parent, and/or spouse who is ill. Leave for this purpose may not be taken until it has actually accrued.
For purposes of sick leave, a “child” is defined as a biological, foster, or adopted child, stepchild, or a legal ward. A “child” may also be someone for whom you have accepted the duties and responsibilities of raising, even if he or she is not your legal child. A “parent” is your biological, foster, or adoptive parent; stepparent; or legal guardian. A “spouse” is your legal spouse according to the laws of California, which do not recognize “common law” spouses (a union that has not been certified by a civil or religious ceremony).
All conditions and restrictions placed on an employee’s use of sick leave apply also to sick leave used for care of a child, parent, or spouse.
Vacation
Vacation is a benefit for all regular employees. Eligibility for vacation pay begins from the date of hire.
Regular Full-Time Employees accrue vacation based on calendar days:
|Continuous Employment |1 Vacation Day for Every: |Days of Vacation/Year |
| Date of hire through 5th year |36.5 calendar days |10 days |
| 6th year through 10th year |24.3 calendar days |15 days |
| 11th year and after |18.25 calendar days |20 days |
Regular part-time employees accrue vacation in proportion to their part-time status.
Regular part-time employees accrue the same number of days, but are paid in accordance with their part-time status (i.e. an employee working 10 hours a week will receive 2 hours of pay for a vacation day, an employee working 20 hours a week will receive 4 hours of pay for a vacation day, and an employee working 30 hours a week will receive 6 hours of pay for a vacation day).
We Try to be Kind and Positive
Continuous employment commences with an employee’s first day of work and continues thereafter unless broken by an absence without pay, a leave of absence, or termination of employment. Temporary employees and contract workers do not accrue paid vacation.
Vacation can accrue up to a maximum of twenty (20) days. You will not accrue additional vacation until it falls below the maximum. Vacation schedules must be coordinated and cleared with your supervisor.
An employee whose employment terminates will be paid for accrued unused vacation.
Holidays
SDFC observes the following twelve paid holidays for all regular part-time and full-time employees who work 10 or more hours in a week.
• New Years Eve & January 1(New Years Day)
• Martin Luther King Jr. Day
• President’s Day
• Memorial Day
• July 4th (Independence Day)
• Labor Day
• Thanksgiving Day and the Friday after
• Christmas Eve & Christmas Day
• Employee Birthday
Regular part-time employees are paid in accordance with their part-time status (i.e. an employee working 10 hours a week will receive 2 hours of pay for a holiday, an employee working 20 hours a week will receive 4 hours of pay for a holiday, and an employee working 30 hours a week will receive 6 hours of pay for a holiday).
When a holiday falls on a Saturday or Sunday, it is usually observed on the preceding Friday or the following Monday; however, SDFC may close on another day or grant compensating time off instead of closing. Holiday observance will be announced in advance.
Personal Days
SDFC recognizes that employees have personal business that cannot be scheduled during non-work hours. Therefore, to facilitate these needs, one personal day is accrued every four months for a maximum of 3 personal days in a twelve-month period.
Part-time employees accrue the same number of days, but are paid in accordance with their part-time status (i.e. an employee working 10 hours a week will receive 2 hours of pay for a personal day, an employee working 20 hours a week will receive 4 hours of pay for a personal
We Desire to Exceed Expectations
day, and an employee working 30 hours a week will receive 6 hours of pay for a personal day).
With the exception of sudden emergencies, personal leave should be scheduled and approved in advance by your supervisor. Personal leave time must be taken in one-half day increments.
Unlike vacation and sick leave benefits, personal days can be used prior to accrual provided the limit of 3 per twelve month period is not exceeded. Personal days cannot accrue beyond 3.
An employee whose employment terminates will be paid for earned unused personal days. A negative personal leave balance will be subject to repayment to the Church at the time of separation of employment.
Sundays and the Role of a Pastor
With permission of Senior or Administrative Pastor, pastors may be absent for no more than 3 Sundays per year, i.e. speaking engagement, personal days. Vacations and Missions Trips are exempt from this requirement. The Senior Pastor will work with the board in determining the appropriate number of Sundays he or she can be away from the church.
Insurance Benefits
Medical Insurance
SDFC provides a comprehensive medical insurance plan for eligible employees and their dependents. At this time, and subject to change, 90% of the full-time employee’s health care premiums are paid by SDFC. If the full-time employee chooses dependent health care, then SDFC will pay 65% of the total health care premiums. This benefit only applies to the health plan chosen and provided by SDFC. In the event of an increase in medical insurance premium rates, all employees may be required to contribute to the cost of increased premiums to retain coverage. Details about medical insurance coverage are available in a separate publication distributed by the Administrative Pastor. If the employee is eligible for the health care benefit but chooses not to participate, the employee is not entitled to any compensation for such choice.
Social Security
Social Security is an important part of every employee’s retirement benefit. For regular fulltime and part-time employees SDFC pays a matching contribution toward each employee’s Social Security taxes. However, some pastors have a “dual tax status.” Available only to pastor’s who meet IRS standards, they may be considered an “employee” with regard to State and Federal income tax but “self-employed” with regard to Social Security taxes (FICA). These self-employed employees typically pay their own Social Security taxes quarterly by sending in their own payment. If you are a pastor with this dual status, as defined by you and your tax advisor, please contact the Administrative Pastor as to whether you might want assistance in withholding funds from your paycheck in order to make these payments.
We Hold Each Other Accountable for Work and Rest
Workers’ Compensation
You are protected by the Church’s workers’ compensation insurance policy while employed by SDFC, at no cost to you. The policy covers you in case of occupational injury or illness.
SDFC, in accordance with state law, provides insurance coverage for employees in case of work-related injury. The workers’ compensation benefits provided to injured employees may include:
• Medical care;
• Cash benefits, tax free, to replace lost wages; and
• Assistance to help qualified injured employees return to suitable employment.
To ensure that you receive any workers’ compensation benefits to which you may be entitled, you will need to:
• Immediately report any work-related injury to your supervisor;
• Seek medical treatment and follow-up care if required;
• Complete a written Employee’s Claim Form (DWC Form 1) and return it to the Administrative Pastor; and
• Provide the Church with a certification from your health care provider regarding the need for workers’ compensation disability leave, as well as your eventual ability to return to work from the leave.
Upon submission of a medical certification that an employee is able to return to work after a workers’ compensation leave, the employee under most circumstances will be reinstated to his or her same position held at the time the leave began, or to an equivalent position, if available. An employee returning from a workers’ compensation leave has no greater right to reinstatement than if the employee had been continuously employed rather than on leave. For example, if the employee on workers’ compensation leave would have been laid off had he or she not gone on leave, or if the employee’s position has been eliminated or filled in order to avoid undermining the Church’s ability to operate safely and efficiently during the leave, and no equivalent or comparable positions are available, then the employee would not be entitled to reinstatement.
An employee’s return depends on his or her qualifications for any existing openings. If, after returning from a workers’ compensation disability leave, an employee is unable to perform the essential functions of his or her job because of a physical or mental disability, the Church’s obligations to the employee may include reasonable accommodation, as governed by the Americans with Disabilities Act.
Workers’ Compensation and Family and Medical Leave
Employees who are ill or injured as a result of a work-related incident, and who are eligible for family and medical leave, will be placed on FML during the time they are disabled and not released to return to work. Eligible employees will be on FML for a maximum of 12 weeks in a 12-month period.
We Refrain from That Which Undermines Our Coworkers
Workers Compensation Benefits and Paid Sick Leave
Paid sick leave is a benefit that also covers absences for work-related illness or injury. Employees who have a work-related illness or injury are covered by workers' compensation insurance. When you report a work-related illness or injury, you will be sent for medical treatment, if treatment is necessary. You will be paid your regular wages for the time you spend seeking initial medical treatment.
Any further medical treatment will be under the direction of the health care provider. Any absences from work for follow-up treatment, physical therapy or other prescribed appointments will not be paid as time worked. If you have accrued and unused sick leave, the additional absences from work will be paid with the use of sick leave.
If you do not have accrued, paid sick leave, or if you have used all of your sick leave, you may choose to substitute vacation/paid time off for further absences from work related to your illness or injury.
Employee Education
SDFC encourages learning and will accommodate school schedules and conferences that further an employee’s professional development.
Some employees may need to attend training programs, seminars, conferences, lectures, meetings, or other outside activities for the benefit of SDFC or the individual employees. Attendance at such activities, whether required by the Church or requested by individual employees, requires the written approval of the Senior or Administrative Pastor. Attendance at any such event is subject to the following policies on reimbursement and compensation.
For attendance at events required or authorized by the Church, customary and reasonable expenses will be reimbursed upon submission of receipts. Acceptable expenses generally include registration fees, materials, meals, transportation, lodging and parking. Reimbursement policies regarding these expenses should be discussed with the Senior or Administrative Pastor in advance.
Employee attendance at authorized outside activities will be considered hours worked for non-exempt employees and will be compensated in accordance with normal payroll practices.
This policy does not apply to an employee’s voluntary attendance, outside of normal working hours, at formal or informal educational sessions, even if such sessions generally may lead to improved job performance. While SDFC generally encourages all employees to improve their knowledge, job skills, and promotional qualifications, such activities do not qualify for reimbursement or compensation under this policy unless prior written approval is obtained as described previously.
Our Mission is to Lift Up Christ
Classes may be taken during work hours with approval from the Administrative Pastor and/or the Senior Pastor. The employee should demonstrate his or her ability to fulfill the duties of the job and work within the current team environment. Again, the employee must work with a supervisor regarding how often he or she will be gone and when the regular work duties will be completed.
Weekly Dinner
Employees and their immediate family members are welcome to attend complementary dinners on Wednesdays when they are offered. If you have any questions, including who constitutes an immediate family member, direct them to the Administrative Pastor.
Personal Spiritual Retreat
Twice per year, SDFC offers regular employees a full day for spiritual exercises away from the office. It is not a day off, but an intentional day of rest and renewal, a day to focus and draw near to God. The practices of silence, solitude, prayer, reading Scripture, journaling, walking the Stations of the Cross and seeking spiritual direction are encouraged practices during this time. To take this day of personal spiritual retreat, you must obtain the approval of your supervisor. You are paid for this day, because your spiritual growth is vital to your employment at SDFC and will benefit you, your family, co-workers, congregation and community. The days do not accrue from year to year.
Part-time employees accrue the same number of days, but are paid in accordance with their part-time status (i.e. an employee working 10 hours a week will receive 2 hours of pay for a personal day, an employee working 20 hours a week will receive 4 hours of pay for a personal day, and an employee working 30 hours a week will receive 6 hours of pay for a personal day)
Bridging of Time/Benefits
SDFC will give credit to employees previously employed by the Church, provided the break in service does not exceed 365 days. The break in service time will be deducted from the employee's original service date for purposes of the following:
• Seniority date
• Vacation accrual
• Sick leave accrual
• Retirement
Employees whose break in service is less than the 60-day waiting period for health benefits will be reinstated into the health benefit plan in which they were enrolled prior to their termination.
We Preach by the Way We Live
Retirement Benefits
SDFC contributes to a 403 (b) retirement plan for full-time employees, who are licensed or ordained clergy, in order to assist in planning for their retirement. Employees who desire to make their own contributions to a 403 (b) retirement plan should contact the Administrative Pastor. All eligible participants will receive a summary plan description.
Mission Trips
Because our work includes supporting the larger work of the church worldwide, we provide the following benefit for pastors and support staff who work 30 or more hours a week. An employee is allowed to take five (5) days per year, for an approved Mission trip. This will not
be deducted from his or her vacation days. After two years of employment at SDFC, an employee is entitled to 10 days of mission-related work every other year. When an employee is eligible to take 10 days, at least five (5) of those days must support a trip sponsored by SDFC. Part-time employees (20-31 hours/wk) are allowed five (5) days, every other year, for a mission trip that will not be deducted from his or her vacation days. Request must be made in writing to the Administrative Pastor or Senior Pastor one month prior to departure. This qualifies that trip as an approved event. This benefit is not vacation benefit and will not be paid upon an employee’s departure, nor will it accrue if the benefit is not used. We hope this benefit will encourage our employees to support the work of missions both locally and globally.
Off-Duty Use of Facilities Benefit
In some instances, employees may be allowed to use SDFC equipment and/or facilities. In no instance may this be done without prior management approval. You understand and agree that SDFC is not liable for personal injury incurred during the use of SDFC property for personal projects and/or while off-duty. As an SDFC employee, you accept full responsibility for any and all liabilities for injuries or losses that occur, or for the malfunction of equipment. You are responsible for returning the equipment in good condition, and you agree that you are required to pay for any damages that occur while using the equipment and/or facilities for personal projects and/or while off-duty.
Also, please be aware that there is a board-approved facility policy manual that helps govern church property and protocol. Please inquire with the Facility Manger or Administrative Pastor regarding specific issues, policies and questions or suggestions.
Regular weekly employees of SDFC (those on payroll, averaging more than 10 hours per week), having been employed for more than 3 months, will have access to SDFC facilities as part of the benefits of working at SDFC. In other words, if an employee would like to use a room, play in the gym, hold a Bible study or gather a group in the Friendship Plaza, he or she is allowed to do so, at no charge, within the following parameters:
1. The time frame must be open on the master calendar and not pose a conflict with set up, tear down, or use of other scheduled events.
We are Disciples of Jesus Christ
2. The use must conform to ALL the policies and expectations outlined in the Joint Use Agreement.
3. The employee must be present for the entire time the facility is being used.
4. The use of the facilities should not pose any extra work for the facilities manager or his helpers. The employee must take care of all set up, tear down and clean up stemming from the event.
5. This benefit should not be used as a way for outside groups to get around the fee schedule or scheduling procedures for use of SDFC facilities
Leaves of Absence
SDFC may grant leaves of absence to employees in certain circumstances. Request for any extended leave must appear in writing as far in advance as possible to the Senior or Administrative Pastor. Please supply your anticipated date of leave as well as your anticipated date of return. If your leave expires and you fail to return to work without contacting your supervisor or the Senior or Administrative Pastor, the Church will assume that you do not plan to return and that you have terminated your employment. Upon return from a leave of absence, you will resume all aspects of your employment status that existed prior to the start of your leave.
Health Insurance Premium
SDFC will continue to pay the church’s portion of an employee’s health insurance for leaves of absence up to a maximum of 16 weeks. This benefit is provided for approved leaves of absences only and includes any leave for emergency personal or family medical reasons. After that, you may self-pay premiums under the provisions of COBRA or purchase your own medical insurance. The Administrative Pastor can give you additional information.
Personal Leave
A personal leave of absence without pay may be granted at the discretion of SDFC. Requests for personal leave should be limited to unusual circumstances requiring an absence of longer than two weeks. Approved personal absences of shorter duration are not normally treated as leaves, but rather as excused absences without pay. Only the Senior Pastor may grant this type of leave.
Bereavement Leave
SDFC grants leave of absence to employees in the event of the death of the employee’s spouse, child, parent, legal guardian, brother, sister, grandparent, or grandchild; or mother-, father-, sister-, brother-, son-, or daughter-in-law. An employee with such a death in the family
We are Healing Agents
may take up to three consecutive scheduled workdays off with pay with the approval of the
Senior Pastor or Administrative Pastor. The employee’s supervisor may approve additional unpaid time off.
Family Care and Extended Leave
SDFC offers eligible employees extended leave for the birth of a child, adoption, foster care placement, a serious medical condition of the employee or for the employee to care for a serious health condition of his or her child, parent or spouse. Any employee working 20 hours or more, per week, over a period of 12 months may be eligible for an unpaid leave of up to 12 weeks. The leave must take place within a 12-month period immediately following a request for extended leave. The employee must return when the condition(s) of the leave no longer exists. If the employee does not return after 12 weeks, SDFC may regard this action as an employee’s resignation. SDFC can offer an extension in particularly difficult circumstances provided the employee makes the request.
When possible, SDFC requests notification 30 days in advance of the anticipated leave and expects clear communication of any changes regarding the return date. The church may require certification from your health care provider before allowing a health-related leave, and may offer an intermittent or reduced work schedule.
SDFC does not offer pay for an extended leave of absence. However, an employee away from work on official leave may request to be paid any remaining vacation and sick pay. This would be paid out at normal pay intervals.
Employees on an extended leave will not accrue additional benefits after two weeks following their absence (vacation, sick leave, personal days, etc.). Leave granted under any of the reasons provided by state and federal law will be counted as an extended leave and will be considered as part of the 12-work-week entitlement in a 12-month period. The 12-month period is measured forward from the date the employee first begins an extended leave. No carryover of unused leave from one 12-month period to the next 12-month period is permitted.
School Activities
Employees are encouraged to participate in the school activities of their children. Employee absences are subject to all of the following conditions:
• Parents, guardians, or grandparents having custody of one or more children in kindergarten or grades one to 12 may take time off for a school activity;
• The time off for school activity participation cannot exceed eight hours in any calendar month, or a total of 40 hours each school year;
• Employees planning to take time off for school visitations must provide as much advance notice as possible to their supervisor;
We Trust that Others are Trying to do Their Best
• If both parents are employed by SDFC, the first employee to request such leave will receive the time off. The other parent will receive the time off only if the leave is approved by his or her supervisor;
• Employees can use vacation time in order to receive compensation for this time off;
• Employees who do not have paid time off available will take the time off without pay, and
• If there is a concern, an employee may be asked to provide documentation from the school verifying that the employee participated in a school activity on the day of the absence for that purpose.
Suspension
If an employee who is the parent or guardian of a child facing suspension from school is summoned to the school to discuss the matter, the employee should alert his or her supervisor as soon as possible before leaving work. In agreement with California Labor Code Section 230.7, no discriminatory action will be taken against an employee who takes time off for this purpose.
Jury Duty and Witness Leave
SDFC encourages employees to serve on jury duty when called. Non-exempt employees who have completed their introductory periods will receive full pay while serving up to ten days of jury duty every four years. Exempt employees will receive full salary unless they are absent for two full weeks and perform no work. You should notify your supervisor of the need for time off for jury duty as soon as a notice or summons from the court is received. You may be requested to provide written verification from the court clerk verifying performance of jury service. If work time remains after any day of jury selection or jury duty, you will be expected to return to work for the remainder of your work schedule.
Fees Paid by the Court
You may retain any mileage allowance or other fee paid by the court for jury services.
Military Leave
Employees who wish to serve in the military and take military leave should contact the Administrative Pastor for information about their rights before and after such leave. You are entitled to reinstatement upon completion of military service, provided you return or apply for reinstatement within the time allowed by law.
Time Off for Voting
If an employee does not have sufficient time outside of working hours to vote in an official state-sanctioned election, the employee may take off enough working time to vote. Such time off shall be taken at the beginning or the end of the regular working shift, whichever allows for more free time, and the time taken off shall be combined with the voting time available
We Strive to be Motivated by Love
outside of working hours to a maximum of two hours combined. Under these circumstances, an employee will be allowed a maximum of two hours of time off during an election day without loss of pay. When possible, an employee requesting time off to vote shall give his or her supervisor at least two days notice.
Victims of Crime Leave
If an employee becomes a victim, or is the family member of a victim of a violent felony or serious felony, he or she may take time off from work under the following circumstances:
• The crime must be a violent or serious felony, as defined by law; and
• You must be the victim of a crime, or you must be an immediate family member of a victim.
An immediate family member is defined as: a spouse, child, stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father or stepfather.
The absence from work must be in order to attend judicial proceedings related to a crime listed above.
You may be asked to provide documentation of the scheduled proceeding. Such notice is typically given to the victim of the crime by a court or government agency setting the hearing, a district attorney or prosecuting attorney's office or a victim/witness office.
If advance notice is not possible, you must provide appropriate documentation within a reasonable time after the absence.
Any absence from work to attend judicial proceedings will be unpaid, unless you choose to take paid time off, such as accrued vacation or sick leave.
Volunteer Civil Service Personnel
No employee shall be disciplined for taking time off to perform emergency duty as a volunteer firefighter, peace officer, or emergency rescue personnel. You are also eligible for unpaid leave for required training. If you are an official volunteer firefighter, please alert your supervisor that you may have to take time off for emergency duty. When taking time off for emergency duty, please alert your supervisor before doing so when possible.
We Strive to be Guided by Prayer
Management
Personnel Records
You have a right to inspect certain documents in your personnel file, as provided by law, in the presence of a Church representative at a mutually convenient time. No copies of documents in your file may be made, with the exception of documents that you have previously signed. You may add your comments to any disputed item in the file.
SDFC will restrict disclosure of your personnel file to authorized individuals within the Church. Any request for information contained in personnel files must be directed to the Senior or Administrative Pastor. Only the Senior or Administrative Pastor may be authorized to release information about current or former employees. Disclosure of personnel information to outside sources will be limited. However, SDFC will cooperate with requests from authorized law enforcement or local, state, or federal agencies conducting official investigations and as otherwise legally required.
Performance Evaluations
Each employee will receive periodic performance reviews conducted by his or her supervisor. Your first performance evaluation will take place after completion of your introductory period. The frequency of performance evaluations may vary depending upon length of service, job position, past performance, changes in job duties, or recurring performance problems.
Your performance evaluations may review factors such as the quality and quantity of the work you perform, your knowledge of the job, your initiative, your work attitude, and your attitude toward others. The performance evaluations are intended to make you aware of your progress, areas for improvement, and objectives or goals for future work performance. Favorable performance evaluations do not guarantee increases in salary or promotions. Salary increases and promotions are solely within the discretion of SDFC and depend upon many factors in addition to performance.
Employee Property
An employee’s personal property, including but not limited to lockers, packages, purses, and backpacks, may be inspected upon reasonable suspicion of unauthorized possession of SDFC property or other prohibited materials, including but not limited to, weapons, explosives, and non-prescribed drugs or medications.
Employment of Relatives
SDFC may refuse to hire relatives of present employees if doing so could result in actual or potential problems in supervision, security, safety, or morale, or if doing so could create
We Want to Treat Others as We Want to be Treated
potential conflicts of interest. The Church defines “relatives” as spouses, children, siblings, parents, in-laws, and step-relatives.
If two employees marry, or become related, causing actual or potential problems such as those described above, only one of the employees will be retained with the Church, unless reasonable accommodations can be made to eliminate the actual or potential problems. The employees will have 30 days to decide which relative will stay with the Church. If this decision is not made within the time allowed, the Senior or Administrative Pastor of SDFC will make the decision, taking the employment history and job performance of both employees into account.
Open-Door
Suggestions for improving SDFC are always welcome. At some time, you may have a complaint, suggestion, or question about your job, your working conditions, or the treatment you are receiving. Your good-faith complaints, questions, and suggestions are of concern to
the Church. We ask you to first discuss your concerns with your supervisor, following these steps:
• Within a week of the occurrence, bring the situation to the attention of your immediate supervisor, who will then investigate and provide a solution or explanation.
• If the problem persists, you may describe it in writing and/or make an appointment to present it in person to the Administrative Pastor, who will investigate and provide a solution or explanation. We encourage you to bring the matter to the Administrative Pastor as soon as possible after you believe that your immediate supervisor has failed to resolve it.
• If the problem is not resolved, you may present the problem in writing to the Senior Pastor of SDFC, who will attempt to reach a final resolution.
This procedure, which we believe is important for both you and the Church, cannot guarantee that every problem will be resolved to your satisfaction. However, SDFC values your observations and you should feel free to raise issues of concern, in good faith, without the fear of retaliation.
Church Property
Lockers, desks, computers, vehicles, and any other church-owned items are SDFC property and must be maintained according to Church rules and regulations. They must be kept clean and are to be used only for work-related purposes. SDFC reserves the right to inspect all Church property to ensure compliance with its rules and regulations, without notice to the employee and at any time, not necessarily in the employee’s presence.
Church voice mail and/or electronic mail (e-mail) are intended to be used for Church business purposes. Personal use of these tools should be kept at a minimum and should not negatively impact employee production. SDFC reserves the right to monitor voice mail messages and
We Strive to Do Our Best
e-mail messages to ensure compliance with this rule, without notice to the employee and at any time, not necessarily in the employee’s presence.
No personal locks may be used on Church-provided lockers unless the employee furnishes a copy of the key or the combination to the lock. Unauthorized use of a personal lock by an employee may result in losing the right to use a Church locker.
SDFC may periodically need to assign and/or change “passwords” and personal codes for computers, long-distance calls, voice mail, etc. These communication technologies and related storage media and databases are to be used only for Church business and they remain the property of SDFC. SDFC reserves the right to keep a record of all passwords and codes used and/or may be able to override any such password system.
Prior authorization must be obtained before any Church property may be removed from the premises.
For security reasons, employees should not leave personal belongings of value in the workplace. Personal items are subject to inspection and search, with or without notice, with or without the employee’s prior consent.
Terminated employees should remove any personal items at the time they leave SDFC. Personal items left in the workplace are subject to disposal if not claimed at the time of an employee’s termination.
Housekeeping
All employees are expected to keep their work areas clean and organized. People using common areas such as lunch rooms, locker rooms, and restrooms are expected to keep them sanitary. Please clean up after meals and dispose of trash properly.
Parking
Employees may park in the church parking lot during the week in stalls with white painted lines. If space is unavailable, employees may park in permissible public areas in the vicinity of SDFC property. Employees may not use the parking area specifically designated for visitors and guests. SDFC is not responsible for any loss or damage to employee vehicles or contents while parked on Church property.
Non-Smoking Environment
SDFC provides a non-smoking environment. No smoking is permitted on either SDFC property or the PLNU campus.
We Trust that Others are Trying to do Their Best
No Solicitation
In order to ensure efficient operation of the Church’s business and to prevent disruption to employees, we have established control of solicitations and distribution of literature on Church property. SDFC has enacted rules applicable to all employees governing solicitation, distribution of written material, and entry onto the premises and work areas. All employees are expected to comply strictly with these rules. Any employee who is in doubt concerning the application of these rules should consult with his or her supervisor.
No employee shall solicit or promote any non-SDFC related cause or organization during his or her working time or during the working time of the employee or employees at whom such activity is directed.
Similarly, no employee shall distribute or circulate any non-SDFC related written or printed material in work areas at any time, or during his or her working time or during the working time of the employee or employees at whom such activity is directed.
Under no circumstances will non-employees be permitted to solicit or to distribute written material for any purpose on Church property.
Use of Electronic Media
SDFC uses various forms of electronic communication including, but not limited to computers, e-mail, telephones, and Internet. All electronic communications, including all software, databases, hardware, and digital files, remain the sole property of SDFC and are to be used for Church business.
Electronic communication and media may not be used in any manner that would be discriminatory, harassing, or obscene, or for any other purpose that is illegal, against Church policy, or not in the best interest of the Church.
Employees who misuse electronic communications and engage in defamation, copyright or trademark infringement, misappropriation of trade secrets, discrimination, harassment, or related actions will be subject to discipline and/or immediate termination.
Personal passwords may be used for purposes of security, but the use of a personal password does not affect the Church’s ownership of the electronic information. SDFC will override all personal passwords if necessary for any reason.
SDFC reserves the right to access and review electronic files, messages, mail, and other digital archives, and to monitor the use of electronic communications as necessary to ensure that no misuse or violation of Church policy or any law occurs.
We Try to Collaborate and Assist One Another
Employees are not permitted to access the electronic communications of other employees or third parties unless directed to do so by Church management.
No employee may install or use anonymous e-mail transmission programs or encryption of e-mail communications, except as specifically authorized by the Senior or Administrative Pastor.
Employees who use devices on which information may be received and/or stored, including but not limited to cell phones, cordless phones, portable computers, fax machines, and voice mail communications are required to use these methods in agreement with the policies established by the Church. These communications tools should not be used for communicating confidential or sensitive information without permission from an appropriate supervisor.
Access to the Internet, websites, and other types of Church-paid computer access are intended to be used for Church-related business. Personal use of these tools should be kept at a minimum and should not negatively impact employee production. Intentionally using computers to access inappropriate content, including but not limited to pornography and gambling, is strictly prohibited and may result in disciplinary action. Any information about SDFC, its services, or other types of information that will appear in the electronic media about
the Church must be approved by the Senior or Administrative Pastor before the information is placed on an electronic information resource that is accessible to others.
Questions about access to electronic communications or issues relating to security should be addressed to the Administrative or Senior Pastor.
Employee Conduct
Punctuality and Attendance
As an employee of SDFC, you are expected to be punctual and regular in attendance. Any tardiness or absence causes problems for your fellow employees and your supervisor. When you are absent, your assigned work must be performed by others.
Employees are expected to report to work as scheduled, on time, and prepared to start work. Employees also are expected to remain at work for their entire work schedule, except for meal periods or when required to leave on authorized Church business. Late arrival, early departure, or other unanticipated and unapproved absences from scheduled hours are disruptive and must be avoided.
We Try to be Kind and Positive
If you are unable to report for work on any particular day, you must under all but the most extenuating circumstances call your supervisor at least one hour before the time you are scheduled to begin working for that day. If you call less than one hour before your scheduled time to begin work and do not arrive in time for your assigned shift, you will be considered tardy for that day. In all cases of absence or tardiness, employees must provide their supervisor with an honest reason or explanation. Employees also must inform their supervisor of the expected duration of any absence. Excessive absenteeism or tardiness, whether excused or not, may result in discipline, up to and including termination of employment. Each situation will be evaluated on a case-to-case basis. However, even one unexcused absence may be considered excessive, depending on the circumstances.
If you fail to report for work without any notification to your supervisor and your absence continues for a period of three days, SDFC will consider that you have abandoned your employment.
Business Conduct and Ethics
Employees are asked to use discernment and wisdom as they interact with people who offer gifts. If you have any concern about a gift and/or the appearance of inappropriateness or proper business practices, please speak with the Senior Pastor. Similarly, employees should encourage the general giving to the church and not seek to raise money for themselves or their own ministries without supporting the larger financial needs of the church. If you are receiving any tangible benefits from someone for work-related costs or ministry development, please discuss these gifts and corresponding expenses with the Church in advance.
Confidentiality
Each employee is responsible for safeguarding the confidential information obtained during employment.
In the course of your work, you may have access to confidential information regarding SDFC, its suppliers, its customers, or perhaps even fellow employees. You have a responsibility to prevent revealing or divulging any such information unless it is necessary for you to do so in the performance of your duties. Access to confidential information should be on a “need-to-know” basis and must be authorized by your supervisor. Any breach of this policy will not be tolerated and legal action may be taken by the Church.
Conflicts of Interest
All employees must avoid situations involving actual or potential conflict of interest. Supervisor-subordinate romantic or personal relationships can lead to supervisory problems, possible claims of sexual harassment, and morale problems.
Notice
An employee involved in any of the types of relationships or situations described in this policy should immediately and fully disclose the relevant circumstances to his or her immediate
We Desire to Exceed Expectations
supervisor, or any other appropriate supervisor, for a determination about whether a potential or actual conflict exists. If an actual or potential conflict is determined, SDFC may take whatever corrective action appears appropriate according to the circumstances. Failure to disclose facts shall constitute grounds for disciplinary action.
Dress Code and Other Personal Standards
Employees are expected to wear clothing appropriate for the nature of our business and the type of work performed. Clothing should be neat, clean and tasteful. Avoid clothing that can create a safety hazard. Your supervisor may issue more specific guidelines.
Drug and Alcohol Abuse
SDFC is committed to upholding the standards of the Church of the Nazarene as related to drug and alcohol use, which means that all regular employees both fulltime and part-time are expected to practice abstinence from alcohol and non-prescription drugs during the time of employment.
Prohibited Conduct
The following conduct is prohibited and will not be tolerated by SDFC. This list of prohibited conduct is illustrative only; other types of conduct that threaten security, personal safety, employee welfare and Church operations also may be prohibited.
• Falsifying employment records, employment information, or other Church records;
• Campaigning for or actively supporting political candidates in the Church;
• Recording the work time of another employee or allowing any other employee to record your work time, or falsifying any timecard, either your own or another employee’s;
• Theft and deliberate or careless damage or destruction of any Church property, or the property of any employee or customer;
• Removing or borrowing Church property without prior authorization;
• Unauthorized use of Church equipment, time, materials, or facilities;
• Provoking a fight or fighting during working hours or on Church property;
• Carrying firearms or any other dangerous weapons on Church premises at any time;
• Engaging in criminal conduct whether or not related to job performance;
• Causing, creating, or participating in a disruption of any kind during working hours on Church property;
• Insubordination, including but not limited to failure or refusal to obey the orders or instructions of a supervisor or member of management, or the use of abusive or threatening language toward a supervisor or member of management;
• Using abusive language at any time on Church premises;
• Failing to notify a supervisor when unable to report to work;
We Hold Each Other Accountable for Work and Rest
• Unreported absence of three consecutive scheduled workdays;
• Failing to obtain permission to leave work for any reason during normal working hours;
• Failing to observe working schedules, including rest and lunch periods;
• Failing to provide a physician’s certificate when requested or required to do so;
• Failing to maintain satisfactory relationships…
• Sleeping or malingering on the job;
• Working overtime without authorization or refusing to work assigned overtime;
• Wearing disturbing, unprofessional or inappropriate styles of dress or hair while working;
• Violating any safety, health, security or Church policy, rule, or procedure;
• Committing a fraudulent act or a breach of trust under any circumstances; and
• Committing of or involvement in any act of unlawful harassment of another individual.
This statement of prohibited conduct does not alter the Church’s policy of at-will employment. Either you or SDFC remain free to terminate the employment relationship at any time, with or without reason or advance notice.
Off-Duty Conduct
While SDFC does not seek to interfere with the off-duty and personal conduct of its employees, certain types of off-duty conduct may interfere with the Church’s legitimate interests. For this reason, employees are expected to conduct their personal affairs in a manner that does not adversely affect the Church’s or their own integrity, reputation or credibility. Illegal or immoral off-duty conduct by an employee that adversely affects the Church’s legitimate interests or the employee's ability to perform his or her job will not be tolerated.
While employed by SDFC, employees are expected to devote their energies to their jobs with the Church. The following types of employment elsewhere are strictly prohibited:
• Additional employment that conflicts with an employee’s work schedule, duties, and responsibilities at the Church;
• Additional employment that creates a conflict of interest or is incompatible with the employee's position with the Church;
• Additional employment that impairs or has a detrimental effect on the employee’s work performance with the Church;
• Additional employment that requires the employee to conduct work or related activities on Church property during the employer's working hours or using Church facilities and/or equipment; and
• Additional employment that directly or indirectly competes with the business or the interests of the Church.
We Refrain from that Which Undermines Our Coworkers
Employees who wish to engage in additional employment that may create a real or apparent conflict of interest must submit a written request to SDFC explaining the details of the additional employment. If the additional employment is authorized, SDFC assumes no responsibility for it. SDFC shall not provide workers’ compensation coverage or any other benefit for injuries occurring from or arising out of additional employment. Authorization to engage in additional employment can be revoked at any time.
Conducting Personal Business
Conducting personal business while at work should be kept at a minimum and should not negatively impact employee production.
Wages
Work Schedules
SDFC is normally open for business between the hours of 8 a.m. and 4:30 p.m., Monday through Friday. Your supervisor will assign your individual work schedule. All employees are expected to be at their desks or workstations at the start of their scheduled shifts, ready to work.
Exchanging work schedules with other employees is discouraged. However, if you need to exchange schedules, notify your supervisor, who may authorize an exchange if possible. Work schedule exchanges will not be approved for the mere convenience of an employee or if the exchange interferes with normal operations or results in excessive overtime.
The workweek begins at 12:01 a.m. Monday and ends at midnight on Sunday.
Compliance
We recognize local, state and federal law and comply with the corresponding wage requirements, wage minimum, meal breaks, and rest breaks.
Timekeeping Requirements
All non-exempt employees are required to use a timecard to record time worked for payroll purposes. Employees must record their own time at the start and at the end of each work period, including before and after the lunch break. Employees also must record their time whenever they leave the building for any reason other than SDFC business. Any changes on the timecard must be initialed by a supervisor. Filling out another employee’s timecard, allowing another employee to fill out your timecard, or altering a timecard is not permissible
Our Mission is to Lift Up Christ
and is subject to disciplinary action. Any errors on your timecard should be reported immediately to your supervisor.
Payment of Wages
Paychecks are normally available by 8 a.m. at the front desk in the office. If you observe an error on your check, please report it immediately to your supervisor.
Semi-Monthly Payments
Paydays are normally scheduled on the 15th and the last day of the month. In the event a regularly scheduled payday falls on a day off, such as a weekend or holiday, you will receive pay on the last day of work before the regularly scheduled payday.
Automatic Deposit
SDFC offers automatic payroll deposit for employees. You may begin and stop automatic payroll deposit at any time. To begin automatic payroll deposit, you must complete a form (available from the payroll department) and return it to payroll at least 10 days before the pay period for which you would like the service to begin. You should carefully monitor your payroll deposit statements for the first two pay periods after the service begins.
To stop automatic payroll deposit, complete the form available from the payroll department and return it to payroll at least 10 days before the pay period for which you would like the service to end. You will receive a regular payroll check on the first pay period after the receipt of the form, provided it is received no later than 10 days before the end of the pay period.
Overtime for Non-Exempt Employees
Employees may be required to work overtime as necessary. Only actual hours worked in a given workday or workweek can apply in calculating overtime. SDFC will attempt to distribute overtime evenly and accommodate individual schedules. All overtime work must be previously authorized by a supervisor. SDFC provides compensation for all overtime hours worked by non-exempt employees in accordance with state and federal law as follows:
• All hours worked in excess of eight hours in one workday or 40 hours in one workweek will be treated as overtime. A workday begins at 12:01 a.m. and ends at midnight 24 hours later. Workweeks begin each Monday at 12:01 a.m.;
• Compensation for hours in excess of 40 for the workweek, or in excess of eight and not more than 12 for the workday, and for the first eight hours on the seventh consecutive day of work in one workweek, shall be paid at a rate one and one-half times the employee's regular rate of pay; and
• Compensation for hours in excess of 12 in one workday and in excess of eight on the seventh consecutive workday in a workweek shall be paid at double the regular rate of pay;
We Preach by the Way We Live
Exempt employees may have to work hours beyond their normal schedules as work demands require. No overtime compensation will be paid to exempt employees.
Pay for Mandatory Meetings/Training
SDFC will pay non-exempt employees for their attendance at meetings, lectures, and training programs under the following conditions:
• Attendance is mandatory;
• The meeting, course, or lecture is directly related to the employee’s job; and
• The employee who is required to attend such meetings, lectures, or training programs will be notified of the necessity for such attendance by his or her supervisor;
• Meetings, lectures or training programs required by SDFC which require an overnight stay will result in the employee being paid for an 8 hour day, if they are non-exempt or a full day if they are exempt, plus any approved business-related expenses.
Make-up Time
SDFC allows the use of make-up time when non-exempt employees need time off to tend to personal obligations. Makeup time worked will not be paid at an overtime rate.
Employees may take time off and then make up the time later in the same workweek, or may work extra hours earlier in the workweek to make up for time that will be taken off later in the workweek.
Makeup time requests must be submitted in writing to your supervisor, with your signature, on the Church-provided form. Requests will be considered for approval based on the legitimate business needs of the Church at the time the request is submitted. A separate written request is required for each occasion the employee requests makeup time.
If you request time off that you will make up later in the week, you must submit your request at least 24 hours in advance of the desired time off. If you request to work makeup time first in order to take time off later in the week, you must submit your request at least 24 hours before working the makeup time. Your makeup time request must be approved in writing before you take the requested time off or work makeup time, whichever is first.
All makeup time must be worked in the same workweek as the time taken off. The Church’s seven-day workweek is Monday at 12:01 a.m. through Sunday at midnight. Employees may not work more than 11 hours in a day or 40 hours in a workweek as a result of making up time that was or would be lost due to a personal obligation.
If you take time off and are unable to work the scheduled makeup time for any reason, the hours missed will normally be unpaid. However, your supervisor may arrange with you
We are Disciples of Jesus Christ
another day to make up the time if possible, based on scheduling needs. If you work makeup time in advance of time you plan to take off, you must take that time off, even if you no longer need the time off for any reason.
An employee’s use of makeup time is completely voluntary. SDFC does not encourage, discourage, or solicit the use of makeup time.
Expense Reimbursement
Employees shall be reimbursed for business expenses incurred on behalf of, and authorized by, the church in accordance with the Accountable Expense Reimbursement Plan approved by board action in July of 1999. A summary of that plan is as follows:
1. All expenses must be incurred by the employee on behalf of SDFC while engaged in service for SDFC.
2. The submitted expense must be accompanied by documentary evidence of the purchase in accordance with the requirements of Federal tax law.
3. The request for reimbursement must be submitted within 60 days of the incurred expense, and must be accompanied by a reimbursement request form, and supporting documentation.
4. Employee must return any reimbursement in excess of actual expenses within 90 days of the incurred expense.
5. Transportation expenses (mileage) will be reimbursed at the maximum rate authorized by the IRS.
6. All expenses other than mileage will be reimbursed in an amount equal to the actual cost incurred by the employee.
7. Advances for anticipated business expenses shall be made at the discretion of SDFC, and shall not exceed reasonable anticipated expenses. The advance shall take place no more than thirty days prior to the anticipated expense.
8. Reimbursement for expenses will be made in a check separate and apart from the employee’s regular paycheck.
In certain circumstances SDFC will issue a credit card or expense account to pastoral staff to eliminate the need for using personal funds on Church purchases. In addition to the standards mentioned above, the following rules should be kept when using a credit card or expense account.
1. All expenses must be business related, not personal;
2. All charges must have receipts;
3. Employees are required to pay the finance fees if they code their bill late;
4. All purchases over 500 dollars that are not regular items or not budgeted must have approval by the Administrative or Senior Pastor; and
5. All purchases over 1000 dollars that are not regular items you purchase or budgeted items require finance committee approval.
We are Healing Agents
You may code your visa bill by placing the appropriate account number to which the expense should be assigned, to the left of the item listed ON THE BILL. Add all of the expenses for each account number. You must include a receipt for all purchases or you may be liable for the cost of the purchase. All receipts for lunches must include the names of the people who benefited from the lunch.
Advances
SDFC does not permit advances against paychecks or against unaccrued vacation.
Safety and Health
Security/Workplace Violence
SDFC has developed guidelines to help maintain a secure workplace. Be aware of persons loitering for no apparent reason in parking areas, walkways, entrances and exits, and service areas. Please report any suspicious persons or activities to Public Safety. Secure your desk or office at the end of the day. When called away from your work area for an extended length of time, do not leave valuable and/or personal articles in or around your workstation that may be accessible. The security of facilities as well as the welfare of our employees depends upon the alertness and sensitivity of every individual to potential security risks. You should immediately notify your supervisor when unknown persons are acting in a suspicious manner in or around the facilities, or when your keys are missing.
Health and Safety
All employees are responsible for their own safety, as well as that of others in the workplace. To help us maintain a safe workplace, everyone must be safety-conscious at all times. Please immediately report all work-related injuries or illnesses to your supervisor or to the human resources department. In compliance with California law, and to promote the concept of a safe workplace, SDFC maintains an Injury and Illness Prevention Program. The Injury and Illness
Prevention Program is available for review by employees and/or employee representatives in the Administrative Pastor’s office.
In compliance with Proposition 65, SDFC will inform employees of any known exposure to a chemical known to cause cancer or reproductive toxicity.
We Strive to be Motivated by Love
Ergonomics
SDFC is subject to Cal/OSHA ergonomics standards for minimizing workplace repetitive motion injuries. The Church will make necessary adjustments to reduce exposure to ergonomic hazards through modifications to equipment and processes and employee training. The Church encourages safe and proper work procedures and requires all employees to follow safety instructions and guidelines.
SDFC believes that reduction of ergonomic risk is instrumental in maintaining an environment of personal safety and well-being, and is essential to our church. We intend to provide appropriate resources to create a risk-free environment.
If you have any questions about ergonomics, please contact the Administrative Pastor.
Inclement Weather/Natural Disasters
In the event of severe weather or a natural disaster that prevents employees from safely traveling to and from work, the following leave policies will apply:
• Inclement weather: Conditions that excuse absence from work include but are not limited to: exceptionally hazardous air pollution, road closure, heavy rain, or severe flooding. If weather conditions prevent you from safely traveling to work, you must notify the office or the Administrative Pastor by phone, if telephone service is functional, or by any other available means. Employees may be paid for up to three day(s) per year when weather conditions prevent them from reaching the worksite. Absences in excess of three day(s) will be unpaid or will be deducted from accumulated vacation time.
• Natural disasters: In the event of a natural disaster such as an earthquake or a fire, the office will be closed if the building is damaged or highways to the office are damaged. For instructions on reporting to another location, contact the office immediately, if possible.
Recreational Activities and Programs
SDFC or its insurer will not be liable for payment of workers’ compensation benefits for any injury that arises out of an employee’s voluntary participation in any off-duty recreational, social, or athletic activity that is not part of the employee’s work-related duties.
We Strive to be Guided by Prayer
Employees Who Are Required to Drive
Employees who are required to drive a Church vehicle or their own vehicles on Church business will be required to show proof of current valid driving licenses and current effective insurance coverage before the first day of employment.
SDFC retains the right to transfer to an alternative position, suspend, or terminate an employee whose license is revoked, or who fails to maintain personal automobile insurance coverage or who is uninsurable under the Church’s policy.
Employees who drive their own vehicles on Church business will be reimbursed at the rate of 44.5 cents per mile.
Termination
Voluntary Termination
Voluntary termination results when an employee voluntarily resigns his or her employment at SDFC, or fails to report to work for three consecutively scheduled workdays without notice to, or approval by, his or her supervisor. All Church-owned property, including vehicles, keys, uniforms, identification badges, and credit cards, must be returned immediately upon termination of employment. SDFC asks their employees to give two weeks notice prior to their termination.
Involuntary Termination and Progressive Discipline
Violation of SDFC policies and rules may warrant disciplinary action. The Church has established a system of progressive discipline that includes verbal warnings, written warnings, and suspension. The system is not formal and SDFC may, in its sole discretion, utilize whatever form of discipline is deemed appropriate under the circumstances, up to, and including, termination of employment. The Church’s policy of progressive discipline in no way limits or alters the at-will employment relationship.
Reductions in Force
Under some circumstances, SDFC may need to restructure or reduce its workforce. If restructuring our operations or reducing the number of employees becomes necessary, the Church will attempt to provide advance notice, if possible, to help prepare affected
We Want to Treat Others as We Want to be Treated
individuals. If possible, employees subject to layoff will be informed of the nature of the layoff and the foreseeable duration of the layoff, whether short-term or indefinite.
In determining which employees will be subject to layoff, SDFC will take into account, among other things, operation and requirements, the skill, productivity, ability, and past performance of those involved, and also, when feasible, the employee’s length of service.
Employee References
Letters of reference for former employees may be provided in the sole discretion of SDFC. A letter of reference can only be prepared by one of the employee’s superiors and cannot be issued unless it is first approved by the Senior Pastor or Administrative Pastor. The preparation or provision of any unauthorized reference, including the provision of any verbal, personal, professional, or off the record reference in violation of the policy, may result in disciplinary action.
Exit Interviews
Whenever possible, SDFC will arrange an exit interview with employees who resign or are terminated from employment. Exit interviews will generally be conducted by the Senior Pastor or Administrative Pastor or another appropriate individual who is not the departing employee’s direct supervisor.
This interview will afford employees an opportunity to communicate their views and comments on their work experience at SDFC. It is also an opportunity to discuss and answer questions about benefits and insurance and to turn in all SDFC property. Arrangements to receive final pay are also to be made at this time.
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