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Administrative Policies
II. Administrative Policies
Employee Information: All employees must provide their supervisor with the following information and thereafter keep that information current:
Current Home Address and Phone Number
Social Security Number and W-4 Withholding Information
Name, Address and Phone Number of Person(s) to be Reached in the Event of an Emergency
INS I-9 and I-9A Forms for Verification of Employment Eligibility
Employment Classifications:
Non-Exempt - employees who do not meet the criteria for exemption from overtime under state or federal laws. These individuals must be paid overtime according to specific state and federal regulations.
Exempt: Employees who are bona fide executive, administrative or professional persons, as defined by state and federal law and are exempt from overtime pay.
Hours of Work: The office hours of the
Employee Work Schedules: Non-exempt employees will have work schedules established by their supervisors. The normal schedule for full-time, non-exempt employees shall consist of 35 hours, Monday through Friday. To the degree possible, employee work schedules should provide coverage during the same business hours as those established for the
Overtime: Non-exempt employees are expected to work overtime when required in the best interests of the employing agency. Advance approval by an employee's immediate supervisor is required for overtime to be allowed and shall be granted only when necessary to accomplish the work.
Breaks/Lunch: State law requires that employees are provided with a paid 10 minute break for each 4 hours of work. Breaks are informal and may be taken at the employee's convenience.
In accordance with state law, employees are also required to take a meal period each day which should be no less than thirty (30) minutes. Meal periods are not considered working time and therefore are not paid.
Recording Time Worked: Non-exempt employees are required to record when they report to work and when they finish work, as well as the time taken for lunch.
It is the employee's responsibility to sign their time record to certify the accuracy of all time recorded. The employee's supervisor will review the time record before submitting for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and supervisor must verify the accuracy of the changes by initialing the change on time record. Time records must be turned in at the end of each pay period. Each employee is responsible to see that their completed time record is turned in on time. It is a violation of this policy for one employee to record another employee's time record or to alter time records of another employee or to falsify one's own time record.
Workweeks: The workweek for calculation of pay and overtime begins each Sunday at 12:01 a.m. and ends the following Saturday at midnight.
Payroll Periods: Pay periods are the 1st through the 15th, paid no later than the 19th; and the 16th through the end of the month, paid no later than the 4th of the next month. Each paycheck will include earnings for all work performed through the end of the previous payroll period.
In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will be paid no later than the first day of work following the regularly scheduled payday.
Employees may have pay directly deposited into their bank accounts if they provide advance written authorization to the accounting department. Employees will receive an itemized statement of wages when direct deposits are made.
Payroll Deductions: Under state and federal law, the following deductions are required to be made for lay employees: federal income tax, state income tax and social security (FICA). Any loss or damage to conference property due to willful or gross negligence may also be charged to the employee. Other deductions which are voluntary require the employee to authorize the deduction in advance, in writing.
Administrative Pay Corrections: The accounting department takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the accounting department so that corrections can be made as quickly as possible.
Employee Salary Advances: The employing agencies do not make salary advances to employees.
Garnishments: Garnishments and wage assignments are legal liens against an employee's earnings required to satisfy unpaid debts or judgments ordered by a court. An employer has no option but to follow the precise requirements outlined in any garnishment and employees will be notified when such a garnishment is to be applied.
Regular Attendance & Punctuality: The ability of the employing agency to work smoothly and effectively to meet the needs of our organization depends upon all employees maintaining good attendance and arriving promptly at the beginning of each workday and/or following breaks and lunches. Absenteeism and tardiness place a burden on other employees and on the employing agency. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they must personally notify their supervisor at least one hour before the tardiness or absence. Each day an employee is absent they must personally notify their supervisor unless prior arrangements otherwise are approved.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action up to and including termination of employment.
Telephone Use: Telephones are important to the employing agency's every day operation. Employees are asked to keep personal calls to a minimum and not make long distance calls except in emergencies.
Internet Access: Internet access is provided to some employees for business purposes. Responsible use of internet access should be observed by all employees.
Safe Driving: Any traffic and/or parking violations are the responsibility of the individual employee, and the employing agency shall not be responsible for such violations.
Smoking: The employing agencies are dedicated to providing a healthy, comfortable, productive work environment for our employees, therefore, smoking is prohibited in all the conference facilities.
Personnel Files: Personnel files of employees are the property of the employing agency but will be made available to employees for inspection with their supervisor upon reasonable request and scheduling.
Verification of Employment: The employing agencies will, upon request, verify the dates of employment and the position held. With a written release by the employee, the employing agencies will also verify the compensation of the employee.
Inspection of Work Areas: The employing agencies adhere to state and federal employment law with respect to the inspection of work areas.
Honoraria for Outside Service: Services to a local church or agency of the Conference which are within an employee's job responsibilities shall not be compensated to the employee separately by the local church or agency.
Personal Conduct and Performance: In order to provide a safe and productive work environment, the following are considered inappropriate behavior: Harassment of or discrimination against fellow employees, clients and/or vendors, including sexual harassment; Falsifications of employment application or other records, books, or documents; Sleeping on the job; Creating disharmony in the workplace; Abusive or discourteous language or behavior; Discriminating against anyone associated with the employing agency because of race, color, age, ancestry, religion, sex, national origin, handicap, financial condition, marital status, medical condition, or sexual orientation;
Possession or consumption of illegal drugs/alcoholic beverages while on duty or reporting to work with these substances in any measurable amount in the body; Willful or negligent misuse, damage to, or destruction of employing agency's or other employee's property; Theft or other dishonest conduct; Insubordination.
Although discipline may apply for a violation of any of the above rules, it in no way limits or alters the at-will status of all employees.