But if your church employs more than two people, that’s one of the hats you probably wear.
In managing individuals, a good employee handbook can be your best friend. To begin, a handbook makes clear what management expects of employees and also what they can expect from management. Clearly outlined expectations can prevent surprises when, for example, it is necessary to discipline or terminate a person. Next, an employee handbook helps churches to follow state and federal laws regarding termination, as well as discrimination and sexual harassment. And, in addition, it can protect a church in court if a former employee decides to file a legal complaint.
What to include
Introduction: Open by describing your ministry’s history and mission. Then, explain that the handbook should not be construed as an employment contract and that employment with your organization is at will. This means your organization retains the right to fire an employee for any reason allowable by law. Next, note that your organization has the right to modify any provision or benefit in the handbook at any time. Finally, include a statement saying that the policies contained in this handbook supersede all previous policies. If there was a previous version of your handbook, collect it when you distribute the new one, so there is no confusion about which policies are in place.
Benefits: Explain the rules about vacation pay, sick pay, unpaid leave, health insurance, and any other benefits you offer.
Communication and electronic media: Establish the extent to which employees may use the telephone and electronic tools, such as the Internet and e-mail, for personal use. Explain that your ministry has the right to monitor any information sent or received on the ministry’s electronic equipment. Note situations, such as viewing pornography, that may lead to discipline or firing.
Discrimination: State your organization will not discriminate against job candidates on the basis of race, gender, age, or disability. Nonprofit, religious organizations generally may discriminate on the basis of religion. Ask an experienced employment law attorney if any limitations on religious discrimination apply in your state or region.
Hours: Outline normal working hours for full-time employees, rules that apply to part-time and volunteer employees, and how employees may qualify for overtime pay.
Pay: Tell employees how often they will be paid and the reasons for various payroll deductions. Personal conduct: Address the type of conduct you expect of all employees. Include any specific prohibitions, such as those against smoking or drinking alcohol.
Sexual harassment: Emphasize that harassment of any form won’t be tolerated and could result in discipline, including firing. Provide employees with at least two avenues for reporting perceived harassment. Explain that employees won’t face retaliation for reporting it.
Workplace safety: Establish procedures that require visitors to check in and be escorted through the building. This is especially important if you run a ministry involving children, such as a school, camp or daycare center. Include a statement prohibiting weapons on your ministry’s property and inform employees that violence or threatened violence will not be tolerated.
Where to begin
Building an employee handbook from scratch can seem daunting, but resources are available to help you. Dozens of books and computer programs offer templates that allow you to create a customized handbook in very little time. Here are some steps to guide your process.
Assemble information: Gather all of your existing policies on pay, hours, vacation, benefits, and employee reviews. If the rules have been unwritten, commit them to paper. Draft any new policies you would like to include. If you already have an employee handbook, decide which sections need to be revised or omitted. Look for holes in your existing handbook that should be patched in your new one.
Seek legal advice: This is crucial. Laws differ from state to state, and by county. Be sure your attorney has a sound knowledge of employment law and keeps abreast of recent changes to the law. Have the attorney review your handbook to make sure it complies with local, state and federal law.
Distribute handbook: For your handbook to protect you from legal claims, you must distribute it to all employees, make them responsible for reading it, and consistently enforce the handbook’s policies. You should communicate the policies to employees at various times: at the start of employment, when changes to policies are made, and when you’ve had significant turnover in staff. Certain policies, such as those addressing sexual harassment and equal opportunity, should be reviewed with all employees on an annual basis.Regularly review handbook: After creating an employee handbook, it’s easy to put it on the shelf and forget about it. Because employment law is constantly changing, it’s important to review your handbook every two to three years and revise it to comply with the law, if necessary. A handbook that is outdated or no longer followed can be your worst nightmare. It could be filled with policies that have since been abandoned. Or, it could include inconsistent procedures developed over time in reaction to emergency situations. And these things could come back to haunt you in court. Some courts have ruled that the language contained in employee handbooks is legally binding. Therefore, make it a habit of reviewing your handbook regularly. It keeps you aware of changing labor laws and could protect you from liability.
Kathleen J. Turpin, CPCU, AIM, is vice president of human resources for Brotherhood Mutual Insurance Company, which insures churches and related ministries. She can be reached at (260) 482-8668, or by e-mailing kturpin@brotherhoodmutual.com.
Reprinted with permission of Church Executive. www.ChurchExecutive.com.
From Church Staffing Essentials: Available for download at BuildingChurchLeaders.com. Click here for more information.
