Personnel Policies

St. Paul’s Episcopal Church

Columbus, Indiana

(Adopted by the Vestry on September 24, 2007;

revised March 11, 2009)


Equal opportunity


St. Paul’s Episcopal Church is an equal opportunity employer.  It will not discriminate in matters of age, race, gender, physical disability, national origin, religion or sexual orientation of an individual with respect to employment, salary levels or promotions.  Employees, with the exception of clergy, need not be members of the Episcopal Church.





a.  Scope — The personnel policies apply to all staff members of St. Paul’s Episcopal Church, lay or ordained, except in such cases where the letters of agreement with clergy provide different terms, conditions or benefits.


b.  Authority — These personnel policies are adopted under the authority of the vestry of St. Paul’s Episcopal Church and may be amended by action of the vestry.


c.  The rector — As chief administrator of the congregation, the rector shall provide day-to-day supervision of all staff in accord with these personnel policies.


d.  Modifications — Changes or modifications to these policies may be granted by the vestry upon the recommendation of the rector when it is determined that such exceptions are in the best interest of both the parish and the employee concerned.



Employment and Workweek


a.  Employee Classifications


i.  Full-time employees are those salaried staff members whose salary is based on at least 40 hours per week.  All salaried staff shall be considered exempt* employees.


ii.  Salaried part-time employees are those persons employed by the parish on a continuing basis whose salary is based on less than 40 hours per week and are considered exempt*.


*see item v. in this section




iii.  Hourly part-time employees are those persons employed on an hourly basis for less than 40 hours per week and are considered non-exempt**.  Hourly employees shall report actual times in and out for each day worked.  Time sheets are to be submitted to the Treasurer.


**see item vi. in this section


iv.  Temporary employees are those persons employed by the parish for less than 6 months or on an intermittent basis.  Such employees are not guaranteed a certain number of hours and are not eligible for benefits.


v.  Exempt employees are not eligible for overtime pay for hours worked beyond the normal workweek.


vi.  Non-exempt employees are to be compensated for overtime work beyond 40 hours per week.  Overtime pay is considered 1 1/2 times hourly wage.  Overtime work must be pre-approved by the rector.


b.  Recruitment and Employment


i.  The rector, who may consult with the vestry, shall interview, select and hire staff.


ii.  No immediate family member of clerical or other staff may be considered for employment.


c.  Workweek


i.  Office staff shall structure their hours so that there is always a staff member (or volunteer) available to answer the telephone and greet people in the office, during stated office hours.


ii.  It is recognized that the nature of pastoral and program positions require varying hours per week and will require work during times when the office is otherwise closed.  Pastoral and program staff are to organize their work hours for effective performance of their duties, subject to the approval of the rector.


d.  Pay periods — All clergy and staff are paid on the 15th and 30th or 31st of each month.  If the pay day falls on a weekend day or holiday, the pay day will be the closest week day prior to the normal pay day.


e.  Personnel records


i.  A file for each employee shall be kept by the Treasurer, which shall include a cumulative record of salary changes and copies of various forms pertinent to payroll and benefits.


ii.  A file for each employee shall be kept by the rector, which shall include copies of the employee’s job description, annual goals, annual performance appraisals, and other performance data.


f.  Holidays – The parish observes the following holidays as paid holidays for all full-time staff:  New Year’s Day, Good Friday, Monday after Easter, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day.




a.  Purpose — To provide individual support for the employee, to improve performance, and to provide a consistent framework for staff planning and teamwork.


b.  Staff Meetings — Weekly staff meetings will be held for the purposes of planning, support, and communication with the staff.  All full-time and regular part-time employees are expected to participate in staff meetings, unless otherwise indicated in the employee’s job description.


c.  Annual performance reviews — Employees shall be reviewed annually with respect to their work performance.  The rector may be assisted by the vestry in developing a process that is fair.




a.  This parish seeks to maintain salary levels consistent with the recommendations

of the Diocese of Indianapolis.  Salary levels are to be internally consistent, reflective of the employee’s contributions to the parish, and comparable to similar positions in this area.


b.  Salary review — Salary increases will be considered annually at the time of preparation of each new budget.  The Finance Committee will recommend salary increases to the vestry, which will endeavor to include such recommendations in the new budget.  The vestry has final authority in determining salaries.


c.  Confidentiality — All salaries are confidential, not to be shared beyond the rector, vestry, and Finance Committee.


d.  Employee expense reimbursement — All business and professional expenses will be reimbursed according to an accountable plan, using procedures available from the Treasurer.  Mileage shall be reimbursed according to the current IRS rate.


Employee Benefits


a.  Social Security — The parish will make social security contributions for its lay employees as required by law.  A Social Security Allowance shall be paid to clergy under the terms of their individual letters of agreement.

b.  Workers’ Compensation — The parish provides workers’ compensation insurance coverage for all employees, at no cost to the employee, as required by state law.


c.  Pension Plan — The parish provides a pension plan for all clergy through the Church Pension Fund, as governed by The Episcopal Church.  After the first year of employment, lay employees who work at least 1000 hours per year are provided a pension plan through the Church Pension Fund.  Any matching funds are at the employer’s discretion.  Applicable forms and more detailed policies are available from the Treasurer.


d.  Health Insurance -- Clergy are provided health insurance for their family, including spouse and children, unless waived.  Full-time lay employees are provided individual health insurance coverage, unless waived.


e.  Survivor benefit — In the event of the death of an employee, his/her salary will be paid to the designated beneficiary through the month in which the death occurs, plus one additional month.


Absence form Work


a.  Vacations


i.  Full-time lay employees are eligible to take accrued vacation time after being employed 90 days.  Vacation time will be granted according to the following schedule, subject to approval of the rector:


one through five years — 10 days

six through fourteen years — 15 days

fifteen years and more —20 days


ii.  The rector will maintain a master vacation schedule for all eligible employees with the purpose of ensuring continued coverage of staff work and personal preferences for vacation time.  Vacation time should be requested in writing at least one month in advance.


iii.  Vacation time should normally be used within the year it is earned.  Up to one week of vacation time may be carried over to the next year.


b.  Sick leave


i.  Full-time employees may accrue one day of sick leave per month worked.  Sick days may be accumulated to be used as needed up to a maximum of 8 days in a calendar year.


ii.  Employees are eligible to take accrued sick leave after being employed for 90 days.  Employees will not be compensated for unused sick days at termination.

iii.  St. Paul’s adheres to the provisions of the Family Medical Leave Act (FMLA).  Sick leave that has been accrued may be used as maternity or paternity leave.  Prior to initiating the provisions of FMLA, the employee will use accrued vacation time.



c.  Personal leave — After one year of employment, full-time employees shall be eligible for three days per year of paid personal leave to handle family emergencies or personal business that cannot be conducted during non-duty hours.  This is not a benefit and may not be accrued.



d.  Compassionate and emergency leave


i.  In the event of a death of an immediate family member or other emergency situation, full-time employees will be granted paid leave of three days.  If additional time off is needed, each situation will be reviewed on an individual basis.  Such leave shall be documented in writing.


ii.  St. Paul’s defines family as:  Spouse/Significant Other, Parents (including in-laws), Child (including step-children, adopted, guardian), Siblings (including in-laws), Grandparents (including in-laws), Grandchildren (including in-laws).  Any variance to this policy will be reviewed on a individual basis.


iii.  If the church office is closed due to disaster, employees will be paid for up to three days per instance.


iv.  Employees are encouraged to honor their civic duty to serve on juries and will be paid their regular salary or hourly compensation during such service.



e.  Leave without pay


i.  Leave without pay may be granted by the rector in consultation with the vestry, taking into account the requirements of the position.  Service credits and other benefits do not accrue to an employee while on a leave of absence.


f.  The Treasurer will keep on file a full and continuous record of each employee’s absences from work taken for Vacation, Sick Leave, Personal Leave, Compassionate or Emergency Leave, and Leave without pay.  Any staff member may review his or her Absence from Work record by request to the Treasurer.  Any questions are to be referred to the rector for resolution.






Staff Continuing Education


a.  Continuing education for clergy is provided according to their letters of agreement.


b.  Full time salaried lay staff may apply for up to one week of continuing education each year for programs that directly apply to their staff responsibilities.  Such programs must be planned in advance and requested in writing to the rector.  The timing of such programs must not interfere with the life of the church.  Funds may be available depending on the budget for the year and approval from the vestry.



Separation and Retirement


a.  Resignation — Employees voluntarily enter into employment at St. Paul’s.  As such, the employee may resign at any time, with or without cause.  While advance notice of resignation is not required, a minimum of two weeks notice is appreciated.  Employees who resign will receive payment for work done up to and including the date of resignation only.

b.  Termination – Employment at St. Paul’s may be terminated at any time, with or without notice or cause, subject to applicable federal or state law.

i.  Termination without cause — Termination without cause may from time to time be necessary due to changing financial conditions in the parish or because of readjustments of staffing patterns.  Full-time employees who have worked in their current position for more than one year may be eligible for a separation allowance if terminated without cause.  A separation allowance, in an amount up to two weeks salary, may be granted.  Pension payments will not be paid for this allowance.

ii.  Termination with cause — Termination with cause may be made by the decision of the rector for poor work performance that has been fully documented.  Other reasons for termination include, but are not limited to: insubordination, violating a law, theft, excessive absence, violation of confidentiality, or sexual harassment.  No payment shall be made except for earned compensation up to the date of discharge.  No accrued vacation time will be paid when employment is terminated with cause.

c.  Non-contractual agreement – These policies are not intended to create an employment contract, nor should they be construed to constitute contractual obligations of any kind between St. Paul’s Church and any of its employees.

d.  Insurance benefits — Insurance benefits paid by the parish will be terminated according to the in-force insurance contract at the date of resignation, termination, or retirement.




Grievance Procedures


a.  Procedures — Grievances should initially be discussed with the rector.  Every effort should be made to settle the grievance through such discussion.  If necessary, the rector will seek the advice of the vestry, initiated through the Senior Warden.  Should this not produce a satisfactory result, written appeal may be made to the vestry, and the vestry will respond in writing within two weeks of hearing the grievance.

b.  Authority — The vestry has the final authority in deciding the resolution of a grievance.



Professional Conduct


a.  Personal appearance and conduct — Dress should be appropriate for a church environment.  Courteous and professional manners will be used at all times both on the telephone and in the office.  Telephone calls, internet use, emails and conversations of a personal nature should be kept to a minimum.


b.  Smoke/drug free environment – St. Paul’s Episcopal Church maintains a smoke-free and drug-free work environment.


c.  Confidentiality — The nature of a church environment often involves staff being aware of personal and private information that must remain confidential.  No employee will discuss confidential information with anyone unless a job responsibility requires such conversation (e.g. informing the rector of a particular need or issue.)  Violation of confidentiality is cause for termination.


d.  Discriminatory Behavior —St. Paul’s Episcopal Church will maintain a work environment free of all forms of discriminatory behavior, including all forms of harassment directed toward the age, race, gender, physical disability, national origin, religion, or sexual orientation of an individual.  Disparaging terms, derogatory remarks and displays of insensitive treatment in this regard is cause for additional disciplinary action including/up to termination.


e.  Sexual Harassment and/or Misconduct —St. Paul’s Episcopal Church will maintain a work environment free from any form of sexual harassment, sexual intimidation, or sexual misconduct.


f.  Safeguarding God’s Children — St. Paul’s Episcopal Church is committed to providing a safe environment for children.  All employees who work directly with children, whether consistently or occasionally, or who have keys to any buildings and can have access when children are expected to be present are required to successfully complete the Safeguarding God’s Children training program.