2000 - Employment Policies
Table of Contents
Adventist Book Center
The reason your Adventist Book Center exists is to:
a) hasten the return of Jesus,
b) supply individuals with products to help them in their spiritual growth and nutritional well-being.
The ABC is operated by the Kentucky-Tennessee Conference. The store operates Monday - Thursday, 10:00 AM - 3:00 PM. Contact information for the ABC is as follows.
Customer Service: (334) 272-6450
Fax: (334) 244-9925
Toll Free: (800) 467-6450
Adventist Education Promotion
Employees of the Gulf States Conference are encouraged to actively support and promote Adventist Christian education.
Except for unusual circumstances, employees with children are expected to send them to a Seventh-day Adventist denominational school.
GSC honors employees choice to home school their child(ren) as long as it is understood that homeschooling cannot interfere in the day to day work of the employee. All exceptions should be presented to the Administration for approval. (ADCOM to Approve)
Bible Worker Policy
The Gulf States Conference’s responsibilities to assist the local church are:
Gulf States Conference Approval - The Ministerial Director or his designee shall interview any candidate submitted by the church for inclusion under the Bible Worker policy. Final approval will be made by the Gulf States Conference Executive Committee.
Gulf States Conference Funding for Travel Budget
The Gulf States Conference will pay up to $300 a month subject to available funding or within the Conference’s annual budget. The maximum number of travel budgets that the Gulf States Conference will subsidize is ten travel budgets in any fiscal year for the entire Conference.
The Gulf States Conference support will be contingent on an average of one baptism per quarter each year to justify the equivalency of evangelistic dollars spent. Baptisms are to be reported to the Gulf States Conference Ministerial Department through the local pastor’s monthly baptismal report.
Gulf States Conference Payroll
The Treasury Department will supply the church payroll forms to be included each month with their check to the Gulf States Conference.
The Gulf States Conference will process this courtesy payroll monthly and mail the payroll check directly to the Bible worker.
All federal, state and social security (FICA) deductions will be forwarded to the appropriate governmental agencies and required tax forms will be issued directly to the employee.
The Local Church responsibilities are:
Verified Volunteers
Every volunteer must enroll and take the Verified Volunteers training. Each volunteer must
submit to the background check initiated by the software at the end of the training module. The
church must collect each volunteers certificate of completion and keep them on file.
Protecting our children is everyone’s responsibility. To provide an added layer of protection around those who attend our churches, the NAD adopted working policy FB 20. This policy outlines the steps for the selection and screening of volunteers who work with children in Adventist Churches and schools. The policy specifies that:
All volunteers are required to participate in a screening procedure that will include a
signed Volunteer Ministry Information Form, names of three personal references and a
criminal background check.
Background screening should be completed before the volunteer is allowed to serve and
The volunteer screening procedure should be updated for each individual every three years.
“The Seventh-day Adventist Church has a moral and civil duty to protect our children and youth entrusted to its care. The local community also has an expectation that the church will provide a safe heaven for children who participate in its ministries” (NAD Working Policies, FB 20).
The Gulf States Conference have elected to use the services of Verified Volunteers to provide online training and background screening for volunteers an employees. VV works directly with Sterling Solutions, a national organization accredited by the National Association of Background Screeners that processes criminal background screening for adults. Administered and monitored at the local conference level, the VV course includes:
Online education for all who work with children
Interactive and informative training focused on ministry-specific situations
State-specific training in child abuse reporting laws.
Church Board Approval - Submit a written recommendation from the minutes of the local church board for Gulf States Conference approval.
Employment Agreement
Prepare a job description listing the required expectations and have the individual sign it. Use the job description format adopted by the Gulf States Conference which is available from the Executive Secretary. Give prospective employee and the Gulf States Conference a copy.
Any employment agreement should include the time periods they will be employed barring any performance problems. It should not say “undefined or unlimited.”
This agreement should state it is the Bible Worker's responsibility to work a minimum of 15 hours per week.
Payroll Procedures
A completed W-4 and I-9 (immigration form) signed by the Bible Worker must be sent to the Gulf States Conference within three (3) days of beginning employment. Work authorization from the Immigration and Naturalization Service (INS) is the primary responsibility of the employee to obtain and maintain. Failure to do so will necessitate dropping them from payroll.
When the NAD Wage Scale for a Bible Worker becomes effective, the church must follow that wage scale.
Add 7.65% to the total sent to the Gulf States Conference for the employer's share of the required Social Security amount.
Each church is also responsible to cover the cost of worker's compensation benefits at the current rate.
If an employee qualifies for participation in the NAD Retirement Plan, additional funds must be sent to the Gulf States Conference to fulfill the employer’s retirement plan contribution. Send a check for salary and FICA, with a payroll form to the Gulf States Conference by the 15th of each month.
Notify the Gulf States Conference in writing of any salary and/or address changes or terminations by the 15th of the month.
Camp Meeting
All full-time GSC pastors and exempt Conference Office Workers are expected to assist with the setup, maintenance, and take-down of the camp meeting at Bass Memorial Academy and/or Camp Alamisco.
Exempt Employees - Those full time employees required to be in attendance at camp meeting and living far enough away to warrant living on the grounds, will be given the option of one of these accommodations: a dormitory room, a trailer space, a tent or cabin, with basic furnishings for the family. Mileage will be reimbursed to and from camp pitch and round trip after camp pitch to pick up family, if not already in attendance.
Non-Exempt Employees – During the Gulf States Conference annual camp meeting, employees working at the Administrative Office will be assigned certain functions in connection with camp meeting. This policy will assist non-exempt employees of the Conference to fulfill their assignments during the upcoming camp meeting and understand what is expected of them during the event.
Non-exempt conference employees are not required to remain on the premises of the academy during camp Meeting. Employees who voluntarily desire to have lodging during the camp meeting must notify the Conference Treasurer by the first of May.
Lodging on the premises will be provided if a non-exempt employee voluntarily elects to stay overnight at the location of the camp meeting for their personal convenience.
While at camp meeting, Non-Exempt Conference Employees are only required to work designated hours and perform duties or work shifts specifically assigned to them by the Conference Officers or their Department Director.
If a non-exempt employee is uncertain about his/her work shift or assigned duties, the employee should seek clarification from their Department Director or the Conference Treasurer and Office Manager.
Non-exempt employees are only expected to be "on duty" for the amount of time specified for their assigned duties and work shift.
After non-exempt employees’ work assignments have been completed, or their scheduled shifts have ended, they are free to utilize idle time for their own purposes, including voluntary attendance at camp meetings as a church member. Time spent attending camp meetings or in lodgings voluntarily requested by an employee will not be considered "working time" or compensable by the Conference unless additional duties are specifically assigned to the employee by his or her Department Director or a Conference Officer.
While at Camp Meeting, work assignments will only be provided by the Department Director or a Conference Officer. If employees are requested by church members or other church leaders to perform duties outside of their scheduled work shift and assigned responsibilities, our non-exempt employees must confirm with their Department Director or Conference Officer before performing the requested duties.
Camp Pitch/Take down - Lodging and meals will be provided during camp pitch/take down for the employee, spouse and children. Personal guests and those outside of the immediate family need to take care of their own meals and lodging. For safety reasons, all children must be with parents at all times except when they are assigned by the Camp Superintendent to work with another adult. No children under age 14 are allowed on vehicles (they must be inside the cab). Youth under age 18 are not permitted to work with hazardous equipment or in dangerous areas.
Child Labor Law — Alabama, Florida, & Mississippi
Certain restrictions apply for employing children under age 18. Restrictions on hazardous work apply for children regardless of whether they are employed or volunteers. Complete an I-9 form and attach photocopy of document showing proof of age. Children must be paid minimum wage. Children asked to tidy up classroom or gardening/raking, etc., as a part of their educational experience are not considered employees and, therefore, these laws do not apply as long as time periods are minimal.
The Gulf States Conference entity must comply with the Federal and state labor laws. Where state laws are more restrictive than Federal law, the state law supersedes. Generally, Child Labor Laws would apply whether the child is employed or providing volunteer services.
The following summary of Child Labor Laws is not all-inclusive.
Non-Agricultural Work Guidelines:
Employment of Minors Under Fourteen (14) Years of Age
A minor under fourteen (14) years of age may not be employed in any gainful occupation,
except:
In housework in a minor's own home.
By a parent or guardian in a non-hazardous occupation (see section on Hazardous Occupations).
In the distribution or sale of newspapers.
In errand and delivery work.
In self-employment in non-hazardous occupations.
As a musician and entertainer.
Employment of Minors Fourteen (14) and Fifteen (15) Years of Age
A minor who is either fourteen (14) or fifteen (15) years of age may be employed in non- hazardous occupations under the following conditions:
After school hours.
Between the hours of 7:00 AM and 7:00 PM on a school day.
Between the hours of 7:00 AM and 9:00 PM and at all other times when school is not in session.
A maximum of three (3) hours per day on school days.
A maximum of eighteen (18) hours per week during each school week.
A maximum of eight (8) hours on non-school days.
A maximum of forty (40) hours per week each non-school week.
A minor aged 14 or 15 may only work when school is “not in session.”
Employment of Minors Sixteen (16) and Seventeen (17) Years of Age
Minors who are sixteen (16) and seventeen (17) years of age are not subject to any limitation on the number of hours per day or week which they may work. However, they are prohibited from working on certain jobs considered to be hazardous. There are exceptions for certain student learners and apprentices.
Hazardous Occupations
Students working in a hazardous occupation must be at least eighteen (18) years of age unless the student is sixteen (16) or seventeen (17) years of age and is a student enrolled in a training program. (Such students must be employed under a written agreement, a copy of which must be retained by the employer/trainer in the students’ records.)
Defined as hazardous are the following categories which are not all-inclusive*:
Manufacturing and storing explosives.
Driving motor vehicles or serving on such vehicles.
Mining.
Logging and saw milling.
Power-driven equipment, woodworking machines, hoisting apparatus, metal-forming, punching and shearing machines, fork-lifts, bakery machines, paper product machines, circular saws, band saws, and guillotine shears.
Exposure to radioactive substances.
Manufacturing bricks, tile, and kindred products.
Wrecking, demolition, and ship-breaking operations.
Roofing and excavation operations.
All work requiring the use of ladders or scaffolds.
Loading and unloading goods from conveyances.
Working in freezers or coolers for extended periods of time.
*Federal penalties are up to $10,000 for each violation. Any fine will be responsibility of local
entity involved. Additional information can be obtained from the federal Department of Labor
or the State Department of Employment. Work permits are required for Alabama residents.
Church Attendance For Known Sex Offenders
It is the moral and legal responsibility of every congregation in the Gulf States Conference of Seventh-day Adventists to take reasonable steps to provide an environment of physical/emotional safety of its members especially in reference to inappropriate sexual advances from any individual during church activities. These church activities include regularly scheduled events as well as less formal social contacts. When a convicted sex offender attends, or wishes to attend a church, the church board shall require that person to formally agree to the attendance/participation conditions document. A copy of the conditions for church attendance/participation agreement is attached in the Appendix*. Should that person refuse to agree and sign the agreement, that person shall not be allowed to attend church functions.
As long as that person remains honest and committed to God and to others, the local church shall encourage them to move toward treatment and recovery and shall commit their support as they continue. The church shall commit to providing a network of individuals who will hold the individual accountable as they grow in their relationship with Jesus Christ. As Seventh-day Adventists, we believe that spiritual health is attainable for all individuals and our hope and prayer is that we will all “grow in the grace and knowledge of our Lord and Savior Jesus Christ.” 2 Peter 3:18.
While we desire to afford a spiritual ministry to sexual offenders, it is imperative that our churches take reasonable steps to provide all of our members and guests with a safe and secure environment while on the church premises or while participating in Church activities.
The original copy of the agreement shall be sent to the Gulf States Conference of Seventh-day Adventists. Should a person under the jurisdiction of the agreement wish to transfer membership to another congregation, a copy of the agreement shall be furnished to the second congregation. If the person in question has not been convicted of sexual misconduct but is known to have committed such offenses, the church leadership should consult with the Gulf States Conference for guidance in appropriate levels of restrictions and supervision.
Definition of a Chaperone: For the purposes of this agreement a chaperone shall be a mature adult of the same gender as participant, over 30 years of age, designated by the church board or board of elders, with no sexual misconduct history, and not a relative of the person defined in this agreement. A chaperone shall be provided a copy of this agreement, advised of its content and appropriate protocol should concerns arise, and willing to take responsibility seriously.
Church Manual
Standard and Practices — The standards and practices of the church are based upon the principles set forth in the Church Manual, published by the General Conference. These principles are to be followed in all matters pertaining to the administration of local churches both within the church and in its relationship to the higher organization, the Gulf States Conference. No attempt should be made by any employee to set up standards of membership or to make, or attempt to enforce, rules or regulations for the church which have not been adopted by the general body of believers and which are not set forth in the Church Manual.
Access to the Church Manual can be found by going to this website:
https://www.adventist.org/en/information/church-manual/
Computer & Software Use
General
The Gulf States Conference owns, maintains and operates information systems. These resources are provided to the user for the sole purpose of being a benefit to the Gulf States Conference. The conference maintains policies under which the use of these resources is acceptable. These policies are general in nature and should not be construed to be a detailed list of what can and cannot be done.
Policy Statement
The use of Gulf States Conference automation systems, including but not limited to computers, fax machines, and all forms of Internet/Intranet access, is for conference business and for authorized purposes only. Brief and occasional personal use of the electronic mail system or the Internet is acceptable as long as it is not excessive or inappropriate, occurs during personal time (lunch or other breaks), and does not result in expense to the Conference.
Use is defined as “excessive” if it interferes with normal job functions, responsiveness, or the ability to perform daily job activities. Electronic communication should not be used to solicit or sell products or services that are unrelated to the Conference's business; distract, intimidate, or harass coworkers or third parties; or disrupt the workplace.
Use of Conference computers, networks, and Internet access is a privilege granted by management and may be revoked at any time for inappropriate conduct carried out on such systems, including, but not limited to:
Sending chain letters or participating in any way in the creation or transmission of unsolicited commercial e-mail (“spam”) that is unrelated to legitimate Conference purposes;
Engaging in private or personal business activities, including excessive use of instant messaging and chat rooms (see below);
Violating the laws and regulations of the United States or any other nation or any state, city, province, or other local jurisdiction in any way;
Engaging in unlawful or malicious activities;
Deliberately propagating any virus, worm, Trojan horse, trap-door program code, or other code or file designed to disrupt, disable, impair, or otherwise harm either the Conference's networks or systems or those of any other individual or entity;
Using abusive, profane, threatening, racist, sexist, or otherwise objectionable language in either public or private messages;
Sending, receiving, or accessing pornographic materials;
Becoming involved in partisan politics;
Causing congestion, disruption, disablement, alteration, or impairment of Conference networks or systems;
Maintaining, organizing, or participating in non-work-related Web logs (“blogs”), Web journals, "chat rooms", or private/personal/instant messaging;
Failing to log off any secure, controlled-access computer or other form of electronic data system to which you are assigned, if you leave such computer or system unattended;
Using recreational games; and/or
Defeating or attempting to defeat security restrictions on conference systems and applications.
Using Conference automation systems to access, create, view, transmit, or receive racist, sexist, threatening, or otherwise objectionable or illegal material is strictly prohibited. “Material” is defined as any visual, textual, or auditory entity. Such material violates the Conference anti-harassment policies and is subject to disciplinary action. The Conference’s electronic mail system, Internet access, and computer systems must not be used to violate the laws and regulations of the United States or any other nation or any state, city, province, or other local jurisdiction in any way. Use of conference resources for illegal activity can lead to disciplinary action, up to and including dismissal and criminal prosecution. The Conference will comply with reasonable requests from law enforcement and regulatory agencies for logs, diaries, archives, or files on individual Internet activities, e-mail use, and/or computer use.
If you violate these policies, you could be subject to disciplinary action, up to and including dismissal.
Social Media Policy
Social media is part of sharing working for many of departments now. Sharing what is happening in the Conference, in the Department, special events, etc. It is a good way for sharing of the Gospel message with those you have connections. Social media sites include but are not limited to Twitter, Yelp, Tumblr, Google+, Wikipedia, Pinterest, Instagram, YouTube, Foursquare, LinkedIn, Wordpress, Vimeo, and Facebook pages/groups.
NOTE: Although this policy does not apply to an employee’s personal use of social media platforms outside of work-hours your social media presence must be in accordance with the values reflective of a Seventh-day Adventist.
In use of social media the employee will:
Post meaningful, respectful items/comments
Never misrepresent oneself or the Conference
Stick to your area of expertise. You may also provide unique, individual perspectives on non-confidential conference activities (i.e. Camp Meeting, Prayer Conference, etc.)
Never engage in unlawful or malicious activities pertaining to social media
NEVER comment on any topic related legal matters, litigation or the parties involved. The designated representative will release statements when necessary.
NEVER create a secondary profile to circumvent the policies as described here.
Security Policy
Users of the network are to have their own login ID and password. Users are not to share their login information with other employees or guests.
Users are not to use the login ID of another user.
Users may allow a guest to use their equipment but only when the user is present.
Users are to secure their equipment when leaving their work area either by locking or powering off the equipment to prevent unauthorized use.
Ownership and Access of Electronic Mail, Internet Access, Computer Files, and Equipment
The Conference owns the rights to all data and files in any computer, network, or other information system used in the Conference. The Conference also reserves the right to monitor electronic mail messages (including personal/private/instant messaging systems) and their content, as well as any and all use of the Internet and of computer equipment used to create, view, or access e-mail and Internet content. Employees must be aware that the electronic mail messages sent and received using Conference equipment are not private and are subject to viewing, downloading, inspection, release, and archiving by Conference officials at all times. The Conference has the right to inspect any and all files stored in private areas of the network or on individual computers or storage media in order to assure compliance with policy and state and federal laws. No employee may access another employee's computer, computer files, or electronic mail messages without prior authorization from either the employee or an appropriate Conference official.
The Conference has licensed the use of certain commercial software application programs for business purposes. Third parties retain the ownership and distribution rights to such software. No employee may create, use, or distribute copies of such software that are not in compliance with the license agreements for the software. Violation of this policy can lead to disciplinary action, up to and including dismissal.
Computer and network hardware is not to be relocated without prior approval from the IT Department or Treasury.
Computer and network hardware is not to be reconfigured without prior approval from the IT Department or Treasury.
Confidentiality of Electronic Mail
As noted above, electronic mail is subject at all times to monitoring, and the release of specific information is subject to applicable state and federal laws and Conference rules, policies, and procedures on confidentiality. Existing rules, policies, and procedures governing the sharing of confidential information also apply to the sharing of information via commercial software. Since there is the possibility that any message could be shared with or without your permission or knowledge, the best rule to follow in the use of electronic mail for non-work-related information is to decide if you would post the information on the office bulletin board with your signature.
It is a violation of Conference policy for any employee, including system administrators and supervisors, to access electronic mail and computer systems files to satisfy curiosity about the affairs of others. Employees found to have engaged in such activities will be subject to disciplinary action.
Electronic Mail Tampering
Electronic mail messages received should not be altered without the sender’s permission; nor should electronic mail be altered and forwarded to another user and/or unauthorized attachments be placed on another’s electronic mail message.
Policy Statement for Internet/Intranet Browser(s)
The Internet is to be used to further the Conference’s mission, to provide effective service of the highest quality to the Conference's customers and staff, and to support other direct job-related purposes. Supervisors should work with employees to determine the appropriateness of using the Internet for professional activities and career development. The various modes of Internet/Intranet access are Conference resources and are provided as business tools to employees who may use them for research, professional development, and work-related communications. Limited personal use of Internet resources is a special exception to the general prohibition against the personal use of computer equipment and software.
Employees are individually liable for any and all damages incurred as a result of violating conference security policy, copyright, and licensing agreements.
All Conference policies and procedures apply to employees’ conduct on the Internet, especially, but not exclusively, relating to: intellectual property, confidentiality, conference information dissemination, standards of conduct, misuse of conference resources, anti-harassment, and information and data security.
Personal Electronic Equipment and Software
Employees should not bring personal computers to the workplace or connect them to Conference electronic systems unless expressly permitted to do so by the Conference. Any employee bringing a personal computing device or image recording device onto Conference premises thereby gives permission to the Conference to inspect the personal computer or image recording device at any time with personnel of the Conference’s choosing and to analyze any files, other data, or data storage media that may be within or connectable to the personal computer or image recording device in question. Employees who do not wish such inspections to be done on their personal computers or imaging devices should not bring such items to work at all.
Violation of this policy, or failure to permit an inspection of any device covered by this policy, shall result in disciplinary action, up to and possibly including immediate termination of employment. In addition, the employee may face both civil and criminal liability from the Conference or from individuals whose rights are harmed by the violation.
The installation and use of personal software is prohibited on conference-owned equipment. If special software is needed a request will be submitted from the Department Supervisor to the IT Department.
The installation or use of unlicensed or improperly licensed software on conference-owned/operated equipment is expressly prohibited and can lead to disciplinary action, up to and including dismissal.
It is the responsibility of each user to obtain approval from the IT Department staff prior to performing any of the following activities on any computer owned or operated by the Gulf States Conference:
Placing or removing any software on a computer.
Making copies of any software on a computer.
Placing software licensed by the Gulf States Conference on any computer not owned by the Gulf States Conference.
Making changes in software configurations that may affect other users on the network.
Permitting any individual to do any of the above.
Conference Office — Non-Exempt Workers
This policy applies primarily to the secretaries of the office who are classified non-exempt under federal wage and hour laws, and conforms with the minimum requirements of the federal government.
Annually two weeks of personal leave time will accrue on a monthly basis based on the hours worked. This leave is split 40% extended sick time and 60% personal leave time. The first three work days (28.5 hrs.) of any illness or time off for medical/dental appointments shall be charged to the personal leave time. Beginning with the fourth work day of illness (29.5 hrs.), time off will be charged to the extended sick leave time until those hours have been exhausted. In cases where an employee is hospitalized the extended sick leave bank will be charged beginning with the day of hospital admittance.
Personal leave time of up to 76 hours at year end will be carried over to the following year's personal leave time bank. Any accumulation of time over 76 hours will automatically be transferred to the extended sick time bank. Short-term sick leave may also be used as personal time off.
An extended sick leave bank will be set up when an employee is hired, unless a sick leave bank is being transferred from the previous denominational employer. Any unused extended sick leave time will be carried over to following years [up to a maximum of 1000 hours (26 weeks)]. Extended sick leave time may not be transferred to personal time and is not convertible to paid leave at the termination of employment.
If an employee uses all the hours in their personal leave bank and/or extended leave bank, any additional time needed for sickness will be deducted from their vacation time bank. When all banks are exhausted loss of pay will occur.
If it is impossible for a non-exempt employee to take off for extra time earned during a week, additional compensation will be given since it would cause the total hours for the week to exceed the 38 hours which are expected. The time from 38-40 hours will be paid at straight time, and any time worked over 40 hours for the week will be paid at time and a half. All work in excess of 40 hours in any work week must be authorized in advance by Conference administration and must include a request for overtime by the departmental director. Employees who fail to obtain advance authorization for overtime work are subject to corrective action up to and including dismissal from employment. Time taken off as vacation time, holiday time, or personal time should not cause the total hours for the week to exceed 38 hours. Extra time earned during a week, either before or after time is taken off, must be used before personal time or vacation time will be considered. Personal leave and vacation time that causes the total hours of the week to exceed 38 hours will not be reimbursed at time and a half. If an emergency arises and less than two extra hours are needed in a week to complete a project or to finish certain pressing duties, this time may be reported without prior approval.
All extra time earned must be taken off during the current work week, and any extra time worked over two hours must be pre-approved by the Departmental Director(s). Extra time earned cannot be taken off in subsequent work weeks. The work week will begin at 12:01 a.m. Saturday morning and end at 12:00 midnight on Friday. If extra time is put in on Saturday or Sunday, that time will be reimbursed the next week. When the worker takes off for extra time earned during the week, this too should be approved by the Departmental Director(s) and the Office Manager should be notified. Personal time will be charged in any week where less than 38 hours are worked or taken as holiday or sick time. If no personal time is available, then vacation time will be used or the pay for the month will be reduced at the straight-time rate.
The hourly rate will be calculated by multiplying the monthly salary times twelve months, then dividing by 1976 hours (38 hours/wk. times 52 weeks). This rate will be used in computing straight-time and overtime pay.
The regular office work hours of 7:30 a.m. to 12:00 p.m. and from 12:30 p.m. to 5:30 p.m. are expected to be followed with exceptions being kept to a minimum. Extra time worked during a week and overtime reimbursements should not be the norm. It is important that workers are available during the regular office hours as much as possible to maintain the continuity of service to the field. Regular need for overtime indicates overwork. The administration is responsible for making sure that sufficient help is provided for essential functions so extra hours are avoided.
Non-Exempt Workers – Overtime wages (time and a half) will be paid for hours in excess of 40 hours per week providing these are actual work hours and are not a result of sick time, vacation time, holiday time, etc. Because of the record keeping demanded by federal laws and certain church policies, time clocks are recommended for keeping record of the hours worked by non-exempt individuals.
Forfeiture of Vacation Benefits
If you resign without providing the requested notice or fail to work out your notice period after providing notice to the Conference, you will forfeit all accrued vacation benefits to the fullest extent permitted by applicable law. If you are terminated by the Conference for any reason other than position elimination or reduction in force, you will forfeit all accrued vacation benefits to the fullest extent permitted by applicable law.
Time and Attendance
Honesty and integrity are required when using the time and attendance system. General procedures for non-exempt (hourly) employees and other employees required to record their hours worked:
1. Clock in when reporting for work.
2. Clock out as soon as feasible after completing work.
3. You must be clocked in when working. You may not work "off the clock."
4. You must personally clock in and out. Clocking in or out for another employee is a violation of Conference policy.
5. If you fail to comply with or abuse this time and attendance policy, you are subject to discipline, up to and including dismissal.
Employee Evaluations and Conferences
Employee evaluations are a method of evaluating performance and behavior of employees in relation to their job responsibilities and Conference policies. The evaluation is completed by the person to whom you are directly responsible or by your department director. An evaluation may be made prior to completion of the orientation period, and at any other time deemed advisable by the Conference.
In addition, supervisors may offer suggestions or make recommendations regarding your performance in the course of personal conversation or in writing. The purpose of this counseling is to give you assistance and constructive suggestions which, if followed, should enable you to perform your duties and conduct yourself in compliance with Conference standards and policies.
Overtime
Non-exempt (hourly) employees are expected to work only the hours scheduled by their supervisor unless prior authorization for overtime has been secured from the supervisor and the treasurer. You are expected to work overtime when requested to do so by your supervisor. Employees who refuse requested overtime are subject to disciplinary action, up to and including dismissal.
Absenteeism
You must report for work by your designated start time and be present throughout your shift as scheduled or directed by your supervisor. Absenteeism and tardiness seriously impair the ability of the Conference to provide services. Excessive absenteeism or tardiness, regardless of the reason, may result in disciplinary action, up to and including dismissal.
You are required to notify your supervisor of any impending absence as far in advance as possible. Check with your supervisor regarding the specific requirements for reporting absences. If you fail to report as scheduled or directed by your supervisor and fail to give timely notice of your absence, the absence will be considered unreported (no call/no show).
Reductions in Force
Reorganization, changes in conditions, and other circumstances may require temporary or permanent adjustments or reductions in the Conference's work force.
If such circumstances arise, the Conference will first determine the departments and positions to be affected by the reduction. The Conference will then consider employees in the same position and department who are within the orientation period, followed by full-time and part-time employees in the same department and position.
If you are on a leave of absence and your position has been eliminated due to reorganization, facility closure, reduction in force, or other business reasons, you will be notified of this action and will be subject to selection and dismissal in the same manner as other employees.
Cell Phones
Employees' personal cell phones may not be used during working time or in working areas of Conference facilities except in to conduct Conference business or in response to a personal emergency. You may use personal cell phones for personal calls during non-working time (before clocking in, after clocking out, during authorized breaks and during meal periods) so long as the cell phone use does not disturb others or interfere with work being performed by employees.
Bulletin Boards
Conference and facility bulletin boards, including all department bulletin boards, are reserved for Conference business. Only the following business information may be posted on bulletin boards: (1) employment policies; (2) information relating to employee work assignments and schedules; (3) Church publications; (4) brochures and other materials concerning employee benefits and policies; and (5) information required to be posted by state or federal laws. Personal postings are not permitted at any time on any Conference bulletin boards.
Jury Duty
In recognition of the responsibilities of employees as citizens, the Conference will release employees for jury duty (a copy of the jury duty notice must be provided to your supervisor) and will also compensate them for scheduled hours missed due to jury duty up to a maximum of ten (10) working days or as required by applicable federal or state law. Employees will also be permitted to retain jury duty pay received from the court. Employees will be paid at their regular remuneration rate. Jury duty will not be considered hours worked or count toward overtime. If you are excused from jury duty, you must notify your supervisor within one hour to determine if you should report to work.
Voting
Employees may be released from work, in compliance with applicable state law, to vote in local, state, and federal elections if it is not possible for you to vote either before or after working hours. If you need time off for voting, you must request such time off from your supervisor within a reasonable period prior to the election. The Conference may specify the time period in which you may be absent for voting, other than your regular meal break.
Use of Non-Prescription Medications/Prescription Drugs
The normal use of non-prescription medications and the legal use of prescription drugs, as ordered by a licensed physician, are not prohibited by this policy. The illegal use of non-prescription medications or prescription drugs is prohibited. However, if employees are taking non-prescription medications or prescription drugs, they must inform their supervisor prior to commencing scheduled work if the medication/drug may impair the employee's physical/mental faculties, their ability to safely perform assigned duties or create a threat of potential harm to co-workers or the public. Employees must also inform their supervisor if they have received notice from their physician, pharmacist or medication label, warning them of a potential impairment from medication. If employees fail to comply with these requirements, they may be subject to disciplinary action, up to and including dismissal.
The Conference may require you to provide proof of a current drug prescription. You may verify a current drug prescription by: (1) producing a copy of the prescription; (2) producing a written statement from the prescribing physician on the form provided by this facility that you have a current prescription for the drug; or (3) producing the prescription drug in the original container that identifies you, the drug, dosage, prescription date and the prescribing physician.
Inspections and Searches
The Conference reserves the right to conduct searches and inspections of employees, offices, desks, cubicles and other work areas, motor vehicles (whether locked or unlocked), computers, cameras, cell phones, PDA's and other communications or storage devices (and their photographs, messages and/or digital contents), desks, occupied lockers and personal effects such as, for example, purses, briefcases and packages, which are brought onto Conference property (including parking lots, buildings, grounds, and other work locations where employees are assigned or performing work) or used while conducting Conference business.
Conference officials desiring to conduct an inspection and search in non-emergency situations will first consult with a member of the Conference ADCOM, or its designees. Searches and inspections in emergency situations may be conducted by Conference officials without first consulting a member of the Conference ADCOM, or its designees.
Any search of an employee's external clothing will be done respectfully and appropriately by a person of the same gender, with a Conference witness present. Employee cooperation with such searches and inspections is required and appreciated.
By accepting employment and entering onto Conference property or conducting Conference business, employees voluntarily consent to such searches and inspections. There is not an expectation of privacy for Conference property, personal items or employees entering onto Conference property.
If employees refuse to cooperate with or submit to a search or inspection under this policy, they are subject to disciplinary action, up to and including dismissal.
Employees found in possession of unauthorized Conference property or contraband substances (such as alcohol, drugs not properly authorized to the employee, weapons, drug paraphernalia or other items prohibited by law) are subject to disciplinary action, up to and including dismissal.
Workplace Violence
The Conference endeavors to provide employees, members, vendors and visitors with a reasonably safe environment free from violence, threats of violence, harassment, intimidation and other disruptive behavior. Such conduct is strictly prohibited on Conference property, in Conference or personal vehicles used for business purposes or in other locations where employees are working or representing the Conference.
Threats of violence of any kind, such as verbal or written abuse, stalking, harassment, horseplay, fighting, temper tantrums or other disruptive behavior (even if the statement or behavior is intended as a joke), unwelcome physical touching (sexual or otherwise), or physical assault, are strictly prohibited.
No unlicensed firearms, knives (other than a small pocket knife) or other weapons are allowed on Conference property, including parking lots, grounds, in buildings, Conference vehicles or personal vehicles used for Conference business activities. The prohibition against firearms does not apply to individuals who are licensed to carry a firearm by the state or federal government.
The Conference reserves the right, in its sole discretion and to the maximum extent allowed by law, to implement security measures to restrict unauthorized entry, conduct surveillance of Conference property and create an orderly and reasonably safe working environment.
Employees have a duty to immediately report any conduct which they observe or experience and believe violates this policy to a supervisor. Threats or violent behavior that requires immediate attention by security or police should be reported to the supervisor and to the police at 911.
Tuition Assistance – Non-exempt employees will be ineligible to receive tuition assistance.
Health Care Assistance for Dependents and Spouses – Health care assistance will be available for employee spouses and dependent children at various rates depending on the employment of the spouse. Contact the Treasurer's office for current rates.
Seminar Allowance – The Conference provides an annual professional allowance of $300.00 for each full-time support staff to attend seminars or training that would enhance their job performance. Other allowances, as needed, would include 1 meal (up to $9.00 with receipt), mileage and parking.
Travel Time Pay & Expenses
Seminar-full day - The secretary will be given the full 8.5 hours as work time regardless of the time at the seminar. Mileage and a meal will be reimbursed as explained above.
Seminar-half day - The secretary will be given the actual time traveling to and from the seminar, time at the seminar, and a meal if appropriate.
Camp Alamisco – The secretary will be given the actual time traveling to and from camp and actual time worked. No meal time will be counted, no time attending meetings, no Sabbath time unless working on specific assignment that has been given.
Camp Meeting - Work assignments will be made for all secretaries, therefore travel to camp meeting, work for 8.5 hours a day during the week and 4 hours on Friday will be counted, excluding meal time and day off. In addition Sabbath and/or Sunday time will be reimbursed if you are given a specific assignment.
Conflict Of Interest
Statement of Policy - All trustees, officers, and employees of denominational organizations have a duty to be free from the influence of any conflicting interest when they represent the organization in negotiations or make representations with respect to dealings with third parties, and they are expected to deal with all persons doing business with the organization on a basis that is for the best interest of the organization without favor or preference to third parties or personal considerations.
A conflict of interest arises when a trustee, an officer, or an employee of the organization has such a substantial personal interest in a transaction or in a party to a transaction that it reasonably might affect the judgment he exercises on behalf of the organization. He is to consider only the interests of the organization, always avoid sharp practices, and faithfully follow the established policies of the organization.
Conditions Constituting Conflict - Although it is not feasible in a policy statement to describe all the circumstances and conditions that might have the potentiality of being considered conflicts of interest, the following situations are considered to have the potentiality of being in conflict and therefore are to be avoided:
1. Engaging in outside business or employment that permits encroachment on the denominational organization’s call for the full services of its employees even though there may not be any other conflict.
2. Engaging in business with or employment by an employer that is any way competitive or in conflict with any transaction, activity, or objective of the organization.
3. Engaging in any business with or employment by a nondenominational employer who is a supplier of goods or services to the denominational organization.
4. Making use of the fact of employment by the denominational organization to further outside business or employment, or associating the denominational organization or its prestige with an outside business or employment.
5. Owning or leasing any property with knowledge that the denominational organization has an active or potential interest therein.
6. Lending money to or borrowing money from any third party who is a supplier of goods or services or a trustor or who is in any fiduciary relationship to the denominational organization or is otherwise regularly involved in business transactions with the denominational organization.
7. Accepting any gratuity, favor, benefit, or gift of greater than nominal value beyond the common courtesies usually associated with accepted business practice, or of any commission or payment of any sort in connection with work for the denominational organization other than the compensation agreed upon between the denominational organization and the employee.
8. Making use of any confidential information acquired through employment by the denominational organization for personal profit or advantage, directly or indirectly.
Statement of Acceptance - The chief administrative officer of the organization concerned shall present a statement of acceptance of the policy on conflict of interest to denominational administrators and department leaders and to each member of the boards of trustees and all employees of denominational associations and institutional corporations having responsibility in connection with the handling of trustee funds, and such statements shall be signed and made available to the responsible auditors. The boards of trustees of such organizations shall be appraised annually by denominational auditors of inherent exposures to denominational assets.
Credential And Licenses
Change of Employment-Ministers - When an ordained/licensed minister changes his denominational employment to work other than that for which a ministerial credential/license is ordinarily issued, his credential/license shall cease to be valid except in those cases where the employing organization recommends, and the next higher organization approves, the continuing of the ministerial credential/license. When an individual is extended a call under the above circumstances, he shall be informed as to his relationship in this matter.
Issued for a Definite Period - Credentials and licenses and other papers are issued for a designated period as follows to full time employees:
Credentials/Licenses shall be issued only to full-time denominational employees and to those under the supervision of the Conference’s denominationally-owned or operated institutions. They shall expire at the next Conference session or when denominational employment is terminated. In special cases a credential/license may be issued to a non-employed individual while serving the Church under the supervision of a denominational organization.
Ordained Ministers Attending Denominational College, Seminary or University - Ordained ministers who are not on denominational salary, but who are attending a denominational college/seminary/university may continue to receive ministerial credentials for a period of up to three years by arrangement with the previous employing organization.
Types to Whom Issued - Persons in the categories listed below shall be accredited by the responsible organization through the issuance to them of a credential, license or certificate as indicated under each category. No person shall be issued a credential, license, or certificate for more than one category at the same time.
Ministerial
Ministerial Credential - to ordained ministers.
Ministerial License - to non-ordained pastors, evangelists, and Bible teachers who are on the path toward ordination.
Commissioned Minister Credential - To associates in pastoral care; Bible instructors; local Conference treasurers and departmental directors including associate and assistant directors; institutional chaplains; principals of secondary schools; and auditors. These individuals should have significant experience in denominational service, usually not fewer than five years, and demonstrate proficiency in the responsibilities assigned to them. Their remuneration should be at approximately the maximum for their category in the denominational wage scale.
It is recommended that an appropriate commissioning service be conducted when an employee is granted a Commissioned Minister Credential.
It is not the normal practice to ordain an individual holding a Commissioned Minister Credential.
Commissioned Minister License - To employees listed in paragraph #3 above with limited experience (fewer than five years).
Teachers
Current certification is required of every teacher in the Gulf States Conference. Teachers will be notified of expiration prior to issuance of employment agreements. Certification must be met by August 31 of the period covered in the new employment agreement; transcripts must be received at the Southern Union conference Office of Education by October 31 of the period covered in the new employment agreement. If these conditions are not met, salary adjustments will be made to the level of a non-certified teacher and will remain at that level for the remainder of the employment period. No retroactive pay adjustment will be made for the period in which the teaching certificate was expired. A teacher whose certificate has expired or has prolonged the lack of certification for one full year may be terminated from employment.
Commissioned Ministry of Teaching Credential - To teachers/educators with life-long commitment and significant experience in the SDA system of education (usually 6 years or more), demonstrating proficiency in responsibilities of education, keen sense of nurturing and leading souls to Christ, and positive interpersonal relationship thus providing an environment of social, spiritual, and emotional stability.
Commissioned Ministry of Teaching License - To teachers/educators with three or more years of satisfactory service, with demonstrated commitment to SDA education, support fundamental beliefs and live a lifestyle consistent with those beliefs.
Ministry of Teaching License - Entry level teachers or initiating work into the SDA education system.
Any certified teacher in the Gulf States Conference may utilize the following subsidized funding to participate in a non-academic credit class or workshop for re-certification purposes: (a) a maximum of $150.00 per fiscal year; and (b) full coverage of a substitute teacher for one school day.
Literature Evangelist:
Literature Evangelist Credential - To permanent regular literature evangelist in regular standing.
Literature Evangelist License - To beginners in the literature ministry after they have given three (3) months of satisfactory service and who plan definitely to remain in this work.
These are to be issued by the Publishing Director of the Gulf States Conference after consultation with the ADCOM of the Gulf States Conference, the pastor of literature evangelists' home church, and the Home Health Education Service.
Honorary Credentials - Honorary credentials, corresponding to the credentials they held while in active service, may be granted to retirement beneficiaries who are members of the Seventh-day Adventist Church.
Bible Workers - Part time
Elder’s Credentials – Issued jointly by the Gulf States Conference and the Southern Union after an elder has completed the four components of the Elders’ Certification Training.
Withdrawing Credentials - Any organization with authority to issue credentials and licenses has the power to withdraw the papers it has granted, in harmony with the constitutional provisions of the organization concerned.
Duplicate Housing Assistance
Remuneration Rate - The remuneration rate granted to the denominational employee includes a provision for housing.
Employee-Owned Housing - When an employee purchases housing, he accepts the full responsibility involved in home ownership. The employee should, however, counsel with his employer as to the appropriate geographical area for his new home that will best serve his needs and the needs of the employer.
Parsonage Allowance - Where a parsonage allowance is granted to the employee under existing government regulations, the maximum amount of said allowance shall be stipulated annually by the Southern Union Committee, and adopted by the Conference Executive Committee (see Income Tax Information section).
Duplicate Housing Expense
Initial Assistance - When an employee is moved from one location to another, and because of the conditions of his lease, or failure to sell or rent his home, he is required to pay housing expenses both at his former location and at his new location, an allowance may be granted to cover the time when payments are being made at both locations and both homes were habitable. The allowance may be granted under normal conditions for up to three months.
Unusual Circumstances - In unusual circumstances when the employee has not been able to sell the home at his former location and evidence is presented indicating that the asking price for said home at the end of the three-month period was no more than 100 percent of an appraisal provided by an independent appraiser, up to an additional three months' assistance may be granted.
An independent appraiser shall be understood to be a qualified appraiser such as may be contacted through banks or home loan associations. Real estate agents shall specifically be excluded from this group. The reasonable cost of such appraisal will be reimbursed by the employing organization.
Extreme Circumstances - If the employee has not been able to sell the home after having received an allowance for six months because of extreme circumstances, the allowance may be continued for a further period of up to six months if the asking price for the said home is not more than 95 percent of the appraisal during this period.
Amount - When granted, the monthly allowance shall be the actual expense for principal and interest, property taxes, and insurance up to 75 percent of the Category A remuneration factor plus 100 percent of any cost-of-housing allowance for which the employee was eligible at his former location.
Utility Expense - In addition to the monthly allowance, employees may be reimbursed for the cost of utilities to provide security lighting and minimum heating.
To qualify for any duplicate housing allowance, an employee's former home must be placed on the market for sale. If it is being rented, no duplicate housing allowance will be provided.
Download the Duplicate Housing Overview here.
E-Mail For Employees
Office -The Conference will reimburse a flat payroll amount per month for Officers, Directors, and Pastors for their e-mail service and internet usage as required for their department. The Conference will reimburse a flat payroll amount up to $30 a month. Please submit a copy of ONE receipt to Payroll Department to begin receiving subsidy.
Identification - It is strongly suggested that the e-mail address selected should reflect the dignity of the pastoral, teacher, or office position.
Usage - Church related communications made should always be in a professional manner. E-mail is intended to be a more cryptic method of sharing information. Any communication of a sensitive, confidential or detailed nature should be made with a phone call. Caution should be used in all e-mail messages because of potential of unauthorized access that could be of a libelous nature.
Employee Conciliation and Dispute Resolution Policy
The Conference maintains a Employment Conciliation and Dispute Resolution Policy to assist with the management of the employment relationship. In order to promote unity and harmony while reconciling employee objections to adverse employment actions which may occur during the employment relationship, this policy explains the process by which employment problems may be resolved and a sound employer/employee relationship strengthened.
The procedures, including deadlines and additional responsibilities of the employee in filing a grievance, are outlined in more detail in the policy entitled Employment Conciliation and Dispute Resolution Policies & Procedures. The following is a summary of the steps for resolving an employee grievance:
Step (1) Employee presents a grievance in writing to his/her immediate supervisor (or administrator/director, if appropriate) in an informal conference within 30 days of the employment action.
Step (2) If the response of the supervisor does not resolve the employee grievance, the employee may submit a written appeal to the administrator/director.
Step (3) If the decision of administrator/director does not resolve the employee grievance, the employee may submit a written appeal to the Administrative Committee or Board.
Step (4) If the decision of the Administrative Committee or Board does not resolve the grievance regarding the Employment Action, the employee may appeal to the Executive Committee.
Step (5) The Executive Committee, in consultation with Human Resource Services, shall review pertinent documents/information relating to the grievance, and determine whether to affirm, modify or reverse the grievance decision of the Administrative Committee or Board. The decision of the Executive Committee is final.
In the event an employee desires to appeal an adverse employment action taken by the Conference, the employee should review the detailed Employment Conciliation and Dispute Resolution Procedures in the Appendix to this Employee Handbook.
The Conference and Employee must follow this policy and the detailed dispute resolution guidelines & procedures.
CONCILIATION & DISPUTE RESOLUTION GUIDELINES & PROCEDURES FORM
Employee Service Records
The Conference will keep a retirement service record on file for each employee. The employee may request a copy of the service record; however, the original record is always in the possession of the Conference office. If the employee transfers to another Conference or institution, the original service record will be forwarded to the new place of employment upon written request. A copy of the service record will be retained in the Conference office. If an employee terminates denominational service, the original service record will be kept at the last place of employment.
Employee vs Independent Contractor
Also see policy on Church/School Employees Section 6000 Policy #___________
The Gulf States Conference cannot legally treat employees as contractors to avoid their or the Conference’s tax liability.
If an employee, the employer must:
Pay employer share of FICA, and deduct the employee’s portion of FICA.
Withhold federal tax from employee wages.
Report wages and tax withheld on Form W-2.
Deposit taxes to the IRS as required.
Comply with wage and hour regulations for time and a half over 40 hours in a calendar week.
If independent contractor, organization must:
Provide form 1099-MISC for payments of $600 or more in a year. Contractor must submit social security number for inclusion on the form. (Ask Treasury Department to provide a form for the Conference to do this for you.)
A 20% backup tax must be deducted from the payments for contractor not providing social security number as specified above.
The independent contractor is responsible for reporting applicable self-employment taxes to the IRS and providing his own Workers’ Compensation insurance. Proof of sufficient Workers Compensation insurance and liability coverage should be obtained from all contractors and sub-contractors before hiring.
Common Incorrect Assumptions about Independent Contractor versus Employee Classification:
The employer has the option of determining whether a worker is an employee or an independent contractor.
When a worker signs a contract the employer is free from all obligations.
Consultants are independent contractors.
The worker is temporary part-time and therefore not an employee.
Considered employee by day and independent contractor by night.
If work related injury occurs employer is not responsible.
If no money changes hands, such as tuition write-off for work performed, it is okay.
Individuals Would Normally be Independent Contractors if:
You know they have set up a company and are taking care of self-employment taxes.
They are doing this work for other organizations.
They provide their own tools.
They are not taking instructions from the organization as to how work should be done.
They are covered by their own Workers Compensation Insurance in which case you should require them to submit a photocopy of their policy.
If you have questions regarding the proper employment or independent contractor status of a person providing services to the Conference, check with the Conference Executive Secretary.
Employment Policies
Introduction - These personnel policies are prepared to provide information and guidance for our employees. The Conference reserves the right to change, add to, or delete any of the policies at any time, with or without notice. In the event that any of these personnel policies conflict with any benefit plan or policy, such plan or policy will control.
In addition to the policies outlined in the Gulf States Conference Employee Handbook the work in the Gulf States Conference is administered in harmony with the Working Policy of the North American Division of the Seventh-day Adventist Church. A person shall also abide by the provisions of the North American Division Working Policy and the Seventh-day Adventist Church Manual.
Employment at Will - All employment with the Conference is on an at will basis unless the Executive Committee or the K-12 Board enters into a written employment contract with the employee. Absent such a contract, all Conference employees are employed at will. As an ”at will” employee, the employee or the Conference may cease the employment relationship at any time, with or without notice or cause.
Equal Employment Opportunity - The Gulf States Conference of Seventh-day Adventists is an unincorporated religious organization with headquarters located in Montgomery, Alabama. Its territory covers Alabama, Mississippi, and ten counties in Florida west of the Apalachicola River. The employment practices of the church reflect religious preferences in harmony with the United States constitution and controlling laws. The Conference does not discriminate with regard to race, national origin, gender, color, age, ancestry, national origin, marital status, veteran status, disability and other federal, state and local anti-discrimination laws, regulations and ordinances. This is reflected in Gulf States Conference practices and policies regarding hiring, layoff, discharge, training, promotions, rates of pay, and other terms and conditions of employment. The Gulf States Conference also prohibits any form or workplace harassment, intimidation or retaliation.
Employment Procedure
Application - All individuals desiring Gulf States Conference employment will complete a formal application for employment. The Gulf States Conference reserves the right to request a post-offer physical examination as allowed by law and if it does so, is responsible for the expense. Applicants are tested, interviewed and screened by the Personnel Committee, K-12 Board, or Administration. No representative of the employer, other than K-12 Board or Executive Committee, or their designee, has the authority to enter into any employment agreement at any time (including the setting of remuneration rates) with the prospective employee.
Orientation - A general orientation program for employees is conducted by the Ministerial Director, Superintendent of Education, Youth Director, Principal of Bass Memorial Academy, or Conference Treasurer to give new employees an introduction to the Gulf States Conference and its policies, rules, procedures and the benefits available. Departmental orientation is the responsibility of the department director.
Orientation Period - An orientation period is when both employer and supervisor should pay particular attention to performance and progress. However, completion of the orientation period does not affect the at will status of employment or create any entitlement to continued employment.
There is a 90-day orientation period for new denominational employees, or employees transferring to a new position. This period is established to benefit both the employee and the employer in terms of learning the job requirements and work rules. If, during this period the employee is unable to adapt successfully to the requirements of the position, the department or the organization as a whole, employment can be terminated immediately. The employee is free to resign at any time during or following the completion of this orientation period just as the Gulf States Conference is free to terminate employment at any time during or following the completion of this orientation period.
Review of Status -At the end of the orientation period, if the employee’s over-all work record has been satisfactory, the employee’s position and the employee’s remuneration rate may be reviewed. Should the work performance, aptitude, attendance or conduct not meet the requirements of the position, the orientation period may be extended or employment may be terminated. Employees terminating during this period are paid for all hours worked plus any accrued vacation and personal leave time.
Conditions of Employment
The Gulf States Conference strives to maintain a highly qualified staff. Personnel selection generally is based on the following qualifications: character, church status, aptitude, education, training, prior work experience, ability, integrity, adaptability and ability to perform job functions (with or without reasonable accommodation). Minimal qualifications are:
Church Membership - Membership in a Gulf States Conference Church, an unreserved commitment to its objectives, and a personal relationship with Christ.
Church Teachings -Careful adherence to Bible based teachings and standards of the Church by exemplifying standards of personal conduct which would preclude:
a. Chemical/substance abuse such as: use of alcoholic beverages and tobacco, illegal possession and/or misuse of drugs.
b. Use of profanity.
c. Immoral conduct including but not limited to adultery, fornication and homosexuality.
d. Dishonest transactions.
Work Performance - Ability to successfully perform the work and tasks to which one is assigned.
Professional Standards - Careful adherence to the highest professional and ethical standards of integrity and confidentiality.
Loyalty - Willing, consistent loyalty and cooperation.
Stewardship - Exemplary witness in faithful stewardship, as Biblically defined, in personal finance, tithe, time, church attendance and talents. (See Faithful Tithing.)
Commitment - Unreserved commitment and fidelity to Christian service for all employees and to ordination vows for ministers
Personal Finances - Management of personal finances enabling one to live within one’s regular income and assure the payment of all just obligations on a timely basis.
Conflicting Interests - Avoidance of transactions or enterprises that would be a conflict of interest.
Prescribed Procedures - Compliance with prescribed procedures for resolving conflicts, disputes, and complaints in the Employment Conciliation and Dispute Resolution Policies & Procedures.
Policy Book - Compliance with the policies stated in the Gulf States Conference Policy Book and policies of the Seventh-day Adventist Church.
Faithful Tithing
Rationale - Tithing is a basic Biblical principle which speaks to a person’s relationship with his Creator. This relationship is ordained of God for the benefit of His children. Systematic and regular tithing yields rich rewards. Among these is the bond which results between a person and the Creator. Another is experiencing the intrinsic satisfaction of giving one’s self and one’s means to the Lord. Our Lord’s promise of special blessings to the faithful giver of tithes can be received in no other way.
Models - Seventh-day Adventist denominational employees are to be models in every facet of their lives. Church members must see in church workers a fidelity to basic principles which is unequivocal. Such employees will demonstrate an exemplary commitment to the Lord and the teaching of His Church. Tithe must be paid to the Gulf States Conference church where membership is held.
Review - Because of its importance as a principle and the spiritual experience it represents, tithing, like other basic beliefs of the Church is a condition of employment for all employees. Consequently, at the time of hiring each individual shall be informed of this requirement which includes the expectation of faithfulness in tithing. Employees shall also be informed that their tithing practices will be subject to an annual review.
Concern - If it is determined that an employee is not faithfully tithing, the President of the Gulf States Conference or his designee shall discuss the matter with the employee in the spirit of pastoral concern. He shall endeavor to help the employee understand that following such a course is harmful to the employee’s relationship with the Creator.
Voluntary Cessation of Employment (Resignation)
Procedure - If an employee, for any reason, finds it necessary to discontinue employment, the Gulf States Conference requests that the employee submit a written resignation at least two weeks prior to the planned date of departure. Those employees in leadership positions, including principals, head teachers, department directors, pastors and camp rangers, are requested to give at least a four-week written working notice. This notice provides an opportunity to secure a replacement so that Conference operations will not be impaired. This notice should give reasons for the resignation/termination and be submitted to the immediate supervisor who, in turn, will present it to the appropriate persons and committees.
Termination Form - The employee should make arrangements with the Conference treasurer for accrued vacation and personal leave time and to leave a forwarding address and to receive a termination form for processing.
Forfeiture of Vacation and Personal Leave - Employees who resign without providing the requested notice or fail to work out their notice period after providing notice to the Conference will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law. Employees who are terminated or asked to resign by the Conference for any reason other than position elimination or reduction in force will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law. Vacation and personal leave may not be used in lieu of notice of resignation, or after notice is provided to the Conference.
ID Card - The Health Care Identification card and Prescription card, and any Credential card issued by the Gulf States Conference shall be returned at the close of employment. Terminating employees who incur health care expenses during the time they are being paid for paid leave/vacation time should pay for those expenses and present bills to Adventist Risk Management (ARM) for appropriate assistance.
Discipline and Involuntary Termination
The purpose of this policy is to provide an equitable means of dealing with employee performance problems or policy violations and to assist employees in achieving their optimum performance. This policy is intended as a guideline only and may be modified, altered, or amended based upon the circumstances of each situation.
The following are some of the acts which constitute violations of the Conferences rules of conduct which will result in disciplinary action, up to and including dismissal from employment:
Poor job performance.
Violating published policies, procedures or conditions of employment.
Failing to practice the fundamental teachings and standards of the Seventh-day Adventist Church.
Failing to comply with any reasonable request by a supervisor..
Failing to keep accurate records or submit valid reports in accordance with Conference policies and procedures.
Failing to accurately record time worked or falsification of records, time reports, expense reports, or any other record or report, oral or written.
Remarriage without Biblical grounds.
Excessive tardiness and unexcused absences.
Misappropriation or misuse of Conference funds or other assets.
Unauthorized possession or use of property belonging to the Conference or other individuals.
Conviction of a felony.
Supporting or engaging in activities or attitudes which are in conflict with the teachings and objectives of the Seventh-day Adventist Church.
Disregarding or violating the principles of Christian interpersonal relationships or failing to maintain cordial relations with fellow employees.
Refusing to accept a transfer or reassignment to another position.
Misusing confidential information.
Vandalism.
17. Profanity.
Neglecting the employee’s duties.
Dishonesty.
Using tobacco or alcoholic beverages.
Using, possession of, or distributing drugs in violation of the law.
Unauthorized release of confidential information.
Absence of two consecutive days or three non-consecutive days within any “rolling” twelve- month period without notification or satisfactory reason (no call/no show).
Insubordination or refusal of an employee to follow instructions or to perform assigned work.
Excessive use of facility telephones for personal reasons.
Commission of acts affecting the efficiency and productivity of other employees.
Gambling in any form, including lotteries and games of chance.
Indulging in disorderly conduct, physical horseplay, abusive, profane or offensive language or conduct on Conference property or while conducting Conference business.
Engaging in physical, visual or verbal harassment on account of sex, race, age, religion, national origin, ethnicity, veteran status, disability, or any other category protected by state laws or local ordinances.
Fighting, threatening, intimidating, attempting bodily harm or injury, or interfering with another person on Conference property or while conducting Conference business.
Possessing or carrying of unlicensed firearms, knives (other than a small pocket knife) or other weapons such as explosives onto Conference property, in violation of the workplace violence policy.
Types of Discipline - Although cause is not required for termination, violation of any of the Conference’s policies, rules and procedures will result in disciplinary action, up to and including dismissal. The Conference Executive Committee will review and approve dismissals of employee’s, and will take into consideration all of the circumstances involved, as well as an employee’s overall work record, when deciding whether dismissal should be imposed for violation of Conference policies, rules and procedures. Any of the following types of corrective action may be administered by the Conference:
Verbal/Written Warning - The supervisor may verbally warn the employee. Verbal warnings normally are documented in the employee’s personnel file.
Performance Improvement Plan - The employee’s supervisor may provide the employee with a Performance Improvement Plan which normally contains the following information:
An outline of the performance problems or policy violations.
A description of the corrective action the employee must take within the prescribed time frame.
The result of the employee’s failure to take corrective action within the prescribed time frame.
A copy of the Performance Improvement Plan generally will be provided to the employee and be placed in the employee’s personnel file. Failure to respond to guidance during or upon completion of the imposed Performance Improvement Plan may result in an extension of the Performance Improvement Plan or dismissal from employment.
Probation - A supervisor may recommend to the Executive Committee, a Conference officer, or Gulf States Board of Education (BOE) that an employee be placed on probation. If the Executive Committee, a Conference officer or the BOE approved such recommendation, the supervisor normally will meet with the employee to discuss the probation. Written notification of the probation will be provided to the employee and placed in his/her personnel file. Failure to respond to guidance during or upon completion of imposed probation may result in dismissal from employment.
Termination - A supervisor may recommend to the BOE that an exempt employee be terminated. If the Executive Committee or the BOE approves such recommendation, the supervisor normally will meet with the employee to discuss the termination. A supervisor may recommend to ADCOM or its designee that a non-exempt or locally funded employee be terminated. If ADCOM or its designee approves termination, the supervisor or representative of ADCOM may meet with the employee to discuss the termination.
Harassment
Personal Conduct - It is the policy of the Gulf States Conference that all employees have the right to work in an environment free from all forms of discrimination and conduct which can be considered harassing, coercive or disruptive. Employees of the Conference are to exemplify the Christ-like life and should avoid all appearances of wrong doing. They should not engage in behavior that is harmful to them or others or that casts a shadow on their dedication to the Christian way of life.
Mutual Respect - Employees should respect and uplift one another. Employees should never be placed in a position of embarrassment, disrespect, or harassment because of their protected status, (e.g., gender, age, race, national origin, color, marital status, veteran’s status or disability). To do so would be a violation of God’s law and civil laws protecting human rights and governing work place conduct.
Harassment consists of unwelcome conduct, whether verbal or physical, that is based on race, color, religion, sex, national origin, age, veteran status, disability, or other categories protected under state laws or local ordinances, which could create a hostile, intimidating or offensive work environment. Harassment by the employer, supervisor, co-workers and non-employees will not be condoned or tolerated.
Unwelcome sexual advances, requests for sexual favors and other verbal, visual or physical conduct of a sexual nature violate this policy when:
Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or
Submission to or rejection of such conduct by an individual is used as the basis for the individual’s employment decisions; or
Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
Working Environment - The Conference recognizes its responsibility to all employees to maintain a working environment free from harassment, because of an employee’s protected status. It endeavors to achieve this environment by educating employees that harassment based on an employee’s protected status violates the law and is strongly disapproved by the Conference. The Conference also endeavors to prevent harassment by publishing this policy, by developing appropriate sanctions for misconduct, and by informing all employees of their right to complain of harassment because of their protected status.
To maintain a work environment free of harassment and assist in preventing inappropriate workplace conduct, the Conference shall endeavor to take the following actions:
Each employee shall receive a copy of the harassment policy and complainant procedure.
The Gulf States Conference has designated the Executive Secretary or his/her designee, or an employee’s department director as the person to whom complaints of harassment because of protected status can be made.
Employees who file harassment complaints will not be subject to retaliation by supervisors or co-workers.
Reporting Incidents - Employees who believe they have been harassed by supervisors, fellow employees, clients, or non-employees should immediately take the following steps:
Report the incident to the immediate department director or to the Executive Secretary or his/her designee. The initial report shall be followed by a written and signed statement describing the incident and identifying potential witnesses; and
The person to whom the complaint is made will keep information received in confidence, except as necessary to investigate or rectify the matter.
Third-Party Reports - Employees and supervisors who are aware of incidents of potential workplace harassment are to report such incidents to their departmental director, the Executive Secretary, or his/her designee.
Investigation - Complaints of harassment will be investigated promptly. The investigation will be an attempt to gather the facts and determine whether discipline is appropriate. The Executive Secretary or his/her designee should direct the investigation of all harassment complaints. In matters where the Executive Secretary is involved, the President will direct the investigation. The investigation should include, at a minimum, interviews with all involved persons and obtaining written statements regarding the incident(s). The investigation and results may be documented in writing.
The determination of whether or not the alleged conduct constitutes harassment shall be made from the facts on a case-by-case basis. In making this determination the Conference should look at the record as a whole and the totality of the circumstances, including the nature of the conduct and the context in which it occurred. The Executive Secretary or his/her designee must review the results of the investigation with the complainant and accused employee and explain any corrective action to be taken. Individuals involved should be cautioned to keep the investigation and results in confidence.
Corrective Action
If the investigation indicates that a violation of the Conference Harassment Policy has not occurred, the complainant and accused employee should be notified of the results and cautioned regarding future compliance with the Conference’s harassment policy.
If the investigation indicates that harassment has occurred the Conference will take prompt corrective action. Depending on the severity of the conduct, the corrective action may range from a written warning which will be placed in the employee’s personnel file to immediate dismissal.
If the results of the investigation are inconclusive, the complainant and the accused employee will be so notified and cautioned regarding future compliance with the Conference harassment policy.
No Retaliation - The Conference prohibits supervisors and co-workers from retaliating, intimidating, or harassing employees reporting incidents of, or complaining of, harassment on the basis of protected status.
Holidays
The following are the recognized official holidays during which the Conference office is closed:
New Year’s Day
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day and the following Friday
Christmas Day and Christmas Eve (if on a weekday)
The number of full or partial holidays may vary as approved by the Administrative Committee.
Local facilities may modify designated holidays with prior notice to and approval of Human Resources Services.
Full time hourly employees are eligible to receive the full number of holiday hours based on a regular full time schedule of thirty-eight (38) hour work week. Part time employees are eligible to receive prorated holiday hours based on the number of hours worked during their regularly scheduled workdays. (For example, if the employee’s schedule is for five hours on a day that is an eight and one half hour (8½) holiday, the employee will receive five holiday hours. If a holiday falls on a day that the employee does not ordinarily work, the employee will not be paid holiday hours.) Employees whose regular work schedule is less than half time (less than 19 hours per week) are not eligible to be paid for holiday hours.
Hourly employees may work on holidays only with the prior authorization of their supervisors. If an employee is authorized to work on a holiday, the employee will be paid for actual hours worked and also paid for holiday hours. Holiday hours do not count toward overtime.
Alternate Holidays Off - When it is impossible to be released from duty on an observed holiday, an alternate day may be substituted for the scheduled holiday at the request of an employee. The alternate holiday must be taken during the same payroll period in which the holiday falls, or within two weeks following the end of that payroll period.
Part-time workers are not eligible for vacation accrual or paid holidays.
Hourly Employees on Unpaid Leave - Holidays which occur while employees are on unpaid leave will not be paid.
Home Purchase or Construction
For employees subject to transfer, prior to purchasing or constructing a home it is required to consult with the Conference administrators, especially if it is a first time purchase. There may be circumstances which would make rental preferable to purchase or construction.
While administration may give counsel in this regard, including potential time of service in a specific location, it should be clearly understood that the decision to purchase or build a home is ultimately the decision of the employee and he/she alone must accept the responsibility of home ownership.
Indebtedness of Transferred Employees
Responsibility for Indebtedness of Transferred Employees - When an employee transfers to another organization and has outstanding indebtedness with the former organization, including health care institutions, the following procedures are to be followed:
Information - The calling organization shall be responsible to obtain full information regarding the employee's financial responsibilities to the current employer. Any indebtedness information not communicated at the time of the transfer or within sixty (60) days of confirmation of the call will not be the responsibility of the calling organization.
Home Loan - The former organization shall continue to carry home loans for up to six months, with the new organization making payroll deductions and sending the payments to the former organization. During this six-month period the employee must dispose of the property or refinance. In case of termination during this six-month period, any settlement shall be applied to the loans with the former employing organization.
Automobile Loans - The calling organization is responsible to either assume the financing of automobile loans or to require the employee to refinance.
Un-Amortized Moving Expense and Education Loans - The calling organization is responsible to assume unamortized moving expense, which includes preliminary trips, duplicate housing allowances, duplicate automobile licenses and fees, etc., educational loans and unamortized educational expenses.
Insurance — Employee Vehicle
There are individuals that will be expected to drive on a regular basis and be given a travel budget: Ordained and Un-Ordained Pastors, Conference Assistant and Associate Departmental Directors, Conference Assistant Treasurers, Conference Administrative Officers, and Senior Academy Principals and Treasurers.
##These individuals (as listed above) shall be required to carry insurance with the following minimum limits:
Bodily Injury Liability $250,000/500,000
Property Damage Liability $50,000
Medical Payments $5,000
*Comprehensive $100 Deductible
*Collision $500 Deductible
Uninsured Motorist $100,000/300,000
* Possibly not necessary; Call Conference HR Department for more information
In the event an employee mentioned above has an at-fault claim, the collision or comprehensive deductible will be shared as follows:
Conference Employee
Collision $450.00 $50.00
Comprehensive $50.00 $50.00
[Reimbursements will be made upon submittal of receipts after repairs are completed.]
Employees (as listed above) will receive a flat amount subsidy of $35.00 each month added to their travel budgets to help offset the cost of the higher coverages.
A COPY of your 12 months or 6-month auto policy (showing the above coverages and including premiums) SHALL be sent to payroll PRIOR to employees automobile insurance expiring to continue receiving the monthly subsidy.
Employees [As listed above who are expected to drive and they receive a Travel Budget] who do not carry these higher insurance coverages will be terminated.
ALL Conference Employees not required to drive regularly and not eligible for additional assistance for this higher coverage are strongly encouraged to maintain at least $100,000/300,000 liability insurance for their vehicles.
##This coverage is REQUIRED for ALL Employee’s (regardless of whether receiving a travel budget) who transport people on behalf of GSC, a local church or church school, Academy or any other denominational GSC or local ministry.
Insurance — Liability
NEVER ADMIT FAULT AND NEVER TELL AN INJURED PERSON THAT ALL BILLS WILL BE PAID!! Give them immediate attention and first aid, if necessary, and tell them that you will report the accident to your insurance carrier.
The Conference has been paying a substantial amount of the premium costs for the churches and schools. Under this policy, benefits are only paid if the organization has been determined to have been negligently at fault in not having cared for the property, etc. in a reasonable manner so that it caused or worsened a personal injury. Another definition of negligence is “the failure by act or omission to use ordinary care.”
Negligence is based on a duty, a violation of duty and a loss. Negligent damages have six elements:
Loss of earning capacity
Medical expenses
Physical pain
Mental anguish
Disfigurement
Loss of enjoyment of life
Economic
Non- Economic
If the injury is SERIOUS, or you believe the accident might fit under this description, CALL IMMEDIATELY. Most of the time injured persons will not bring suit if their medical expenses are covered. The fact that someone sues the church or Conference does not mean that they will get any personal injury settlement, but it does cause unnecessary legal expense for defense.
When liability claims are reported, a local adjustor may be assigned to the case to study the situation and determine if negligence was shown. Payment for all medical and possible other costs will be made if fault is shown. If no fault has been determined, the claim may be denied and no payment will be made. All claims are to be called in to the Treasury Department.
If a church or school, etc., is renting a facility to another denomination or organization, they should be required to provide our church and Conference with a copy of their Liability Insurance Certificate, preferably $3,000,000, showing our church as “additionally insured” on their policy. This avoids our paying claims for their mistakes as the Conference is the property title holder and may be ultimately responsible for negligent loss to others even if our church is not at fault.
Insurance — Loss Control
It should be the Christian duty of each worker and church member to constantly be on the lookout for hazardous conditions that may cause injury to members, students and guests. Someone should be designated to investigate all potential problems with the authority to take immediate action to resolve the potentially unsafe condition. A safety committee should be set up at each church/school to study potential dangers and to resolve existing ones. Serious injury can be avoided, and even possible loss of life prevented, if each worker or member is a committee of one to resolve minor problems.
Magazines — Professional
The Conference provides the Ministry magazines to all ministers, full time Bible workers, and departmental leaders. Requests should be made through the Ministerial Department.
Motor Vehicle, Cell Phone, & Handheld Devices
Gulf States Conference recognizes that our employees are our most valuable assets and the most important contributors to our continued growth and success. Gulf States Conference is firmly committed to the safety of our employees and will do everything possible to prevent workplace accidents.
Gulf States Conference is committed to providing a safe working environment for all employees and recognizes that driver inattention is a factor in a high percentage of motor vehicle accidents. To further this goal, Gulf States Conference has developed a Cell Phone and Handheld Device Use Policy, effective immediately. A handheld device may include cell phones, smartphones, pagers, GPS and other communication or mapping devices.
When driving on business, or driving while conducting business on behalf of Gulf States Conference in any other manner, the following applies:
Allow voicemail to handle your calls and return them when safe.
If you need to place or receive a call, pull off the road to a safe location and stop the vehicle before using your phone, or ask a passenger to make or take the call.
Do not read or send text messages or emails while operating a vehicle.
Do not access the Internet while operating a vehicle.
Inform regular callers of the best time to reach you based upon your driving schedule.
Set up GPS systems before beginning the trip. If changes are necessary, find a place to safely pull off the road and make the appropriate changes.
The only exception to this policy is for calls place to 9-1-1. If placing an emergency call, keep the call short and use hands-free options. This is the law.
Moving Procedures & Allowance
Move it is NOW taxable
Please contact the Conference Treasurer to coordinate moving of your household goods to your new location.
Employee Moving Allowance
When an employee is requested by an employing organization to move to a new location, or a person is being called into denominational service, the employer may provide the following assistance:
An amount to cover freight/van charges and insurance up to maximums established by the employer.
Travel expense and a per diem as per current policy and 100 percent of the regular mileage allowance to move the employee’s car or up to two cars for employee and spouse to the new area of employment.
A flat amount to cover packing and other moving costs is 33% of Category A remuneration
Employee – 16.5 percent of Category A remuneration factor
Spouse – 16.5 percent of Category A remuneration factor
Single Employee with family - 33 percent of Category A remuneration factor
The allowances referred to in above shall be limited to two vehicles and one flat moving allowance per family even though both spouses are employed.
Employees who are called to another state and who are required to pay duplicate excise tax/sales tax, license, and inspection fees may report such expense on one car if they register their car within 90 days of moving to the new area. If the employee has a spouse, the above expenses may also be reported on a second car.
Sharing Moving Expenses - When calls are extended to a husband and wife to join two different denominational institutional organizations in the same area, the cost of moving shall be shared by the calling organizations. However, when the initial call is for one spouse and the other spouse obtains employment, the organization that initiates the primary call shall be responsible for the full cost of the move.
Amortization of Moving Expenses - The moving expense of denominational employees shall be amortized as follows:
Any organization calling an employee who has rendered less than two full years of service to the employing organization shall make 100 percent reimbursement for the employee’s last move to the territory of that organization. In case the employee has rendered more than two but less than three full years of service, the reimbursement shall be 50 percent, and for less than four years, 25 percent. Any exception to this may be worked out on the administrative level.
If a ministerial intern who has entered upon field service is called between organizations,the above policy relating to the moving expense of regular employees shall apply.
It shall be the responsibility of the calling organization to ascertain whether there are any unamortized expenses pertaining to the employee being called.
In the case of employees called for service outside the North American Division, employing organizations are encouraged to waive the provisions of this policy.
In the case of an employee being called from the General Conference, the principles outlined in paragraph above shall be followed and applied to any move which has been made within the past four years involving a distance greater than five hundred (500) miles.
Retiring Employee’s Moving Allowance - An employee may be granted assistance in the form of reimbursement for actual moving expenses or at the employer’s option a cash settlement on moving expenses to the place of retirement according to the following provisions:
Over Thirty Years of Service - When an employee who has given thirty years or more of denominational service retires, the employing organization may arrange to pay the moving expense on a reasonable amount of household goods and pay his transportation expense, including mileage, tolls, hotel and per diem by most direct route based on 500 miles per day (excluding the flat allowance) to the place of his choice in the North American Division.
Under Thirty Years Service - An employee who has served less than thirty years may be paid a proportionately less amount. The amount of the moving expense reimbursement shall be decided by the employing organization.
Arrangement - This arrangement is to be made within a period of five years after retirement unless some other definite arrangement is approved by the governing committee and is limited to one move only.
Division of Expense - In cases where both spouses are denominationally employed at the time of retirement but by different organizations, the moving assistance to the place of retirement shall be shared equally by the two employers if both spouses are vested for retirement benefits. If one spouse is not vested, the moving assistance shall be paid by the employer of the spouse who is vested.
Personal Finance
Maintain Standards - The standards of the ministry in all things should be maintained on an irreproachable basis, in order that “the ministry be not blamed” (2 Cor. 6:3).
Live within Income - Employees should arrange their personal financial budgets so as to live within their regular income, and where they do not succeed in so doing they should be advised to resign and take up some remunerative line of business outside of denominational employment.
Gifts - Employees shall not in any way seek personal gifts from church members. When it is necessary for them to discuss their financial affairs, this should be done with their employing bodies rather than with members of the church.
Never Borrow From Church Members - Borrowing from members tends to lead to one of two problems:
1. An eventual misunderstanding and strained relationship with the lender, or
2. Favoritism toward the one to whom you’re indebted. (Min. Man. . 42, 1992)
Reasonable Accommodations
The Conference will make reasonable accommodations for qualified disabled persons who seek employment with the Conference to ensure equal opportunity in the application process. The Conference will also make reasonable accommodations for qualified disabled employees to enable them to perform the essential functions of their job and to provide equal access to benefits and privileges of employment.
A person seeking a call to the Conference or an applicant for employment may request a reasonable accommodation orally or in writing through the Conference Executive Secretary. An employee may request a reasonable accommodation orally or in writing from through his or her supervisor or the Conference Executive Secretary. A family member, health care professional, or other representative may also request an accommodation on behalf of an applicant or employee. To enable the Conference to maintain accurate records regarding requests for accommodation, applicants or employees seeking a reasonable accommodation must follow up an oral request for accommodation by confirming their request in writing or by e-mail to the Executive Secretary. If an employee with a disability requires assistance with this requirement, the Executive Secretary will provide that assistance. While the written confirmation should be made as soon as feasible following the request, it is not a requirement for the request itself.
A supervisor or manager receiving a request for reasonable accommodation should promptly forward it to the Conference Executive Secretary, who will review the request, the process for determining whether a reasonable accommodation can be provided, and potential reasonable accommodations. The Conference Executive Secretary will have the principal responsibility for coordinating with the employee to identify accommodations and consider effective accommodations and consulting appropriate internal and external resources for assistance. The employee requesting the accommodation should participate to the extent possible in helping to identify effective accommodations.
The Conference may seek information or documentation about the disability and/or functional limitations from the individual, and/or request that the individual obtain such information from an appropriate professional, such as a doctor, social worker, or rehabilitation counselor.
If the information provided by the individual requesting the accommodation or the health care professional is insufficient to enable the Conference to determine whether an accommodation is appropriate, the Conference may ask for further information. The Conference and the individual requesting the accommodation may agree, as an alternative, for the individual to sign a limited release for the Conference to submit a list of specific questions to the individual’s doctor or to otherwise contact the individual’s doctor.
If, after a reasonable period of time, there is not sufficient information to demonstrate that the individual has a disability and needs a reasonable accommodation, the Conference may request that the individual be examined by a physician chosen by the Conference, at Conference expense.
Failure to provide appropriate documentation or to cooperate in the Conference;s efforts to obtain such documentation can result in a denial of the reasonable accommodation.
All medical information, including functional limitations and reasonable accommodation needs, that the Conference obtains in connection with a request for reasonable accommodation will be maintained in files separate from the individual’s personal file.
Information will only be disclosed on a need to know basis and in the following circumstances:
Supervisors and managers may be told about necessary restrictions on the work or duties of the employee and about the necessary accommodations, but medical information will only be disclosed if necessary.
First aid and safety personnel may be informed, when appropriate, if the disability might require emergency treatment.
Government officials may be given information necessary to investigate the Conference’s compliance with applicable federal and state law.
Information may in certain circumstances be disclosed to workers’ compensation offices or insurance carriers.
Information may be disclosed in response to a subpoena or court order.
The Conference will notify the individual who requested the accommodation whether the request for accommodation will be granted or denied. If the request is denied, the Conference will provide the individual with an explanation for the denial. If the Conference has offered to make an alternative accommodation which was not agreed to during the interactive process with the requesting individual, the explanation will include both the reason for the denial of the requested accommodation and the reason that the Conference believes that the alternative accommodation will be effective.
Resignation
If for any reason an employee finds it necessary to discontinue employment, he/she is requested to submit a written resignation to the Conference Administration at least two weeks prior to the planned date of departure. The final check will include earned salary and accrued vacation, short term and personal time.
Employees who fail to provide the requested resignation notice to the Gulf States Conference, or who fail to work out their notice period, will forfeit all accrued and unused vacation and personal leave to the maximum extent permitted by applicable law.
In the case of employees who voluntarily withdraw from the organized work, the denomination is under no obligation to return the individual to a former location.
The employee who resigns can reapply for employment with the organization. However, the employing organization is under no obligation to rehire him.
Social Networking
The purpose of this policy is to establish guidelines which employees must observe when participating in social networking sites and/or engaging in other forms of Internet use, regardless of whether the employees are on or off duty.
The Conference understands that some employees participate in social networking sites (e.g., Facebook, MySpace, Twitter, LinkedIn); participate in chat rooms, create and maintain personal websites, including "blogs", and/or engage in other forms of personal Internet use. The Conference respects employees’ online social networking and personal Internet use. However, employees’ online comments, online postings of photos or other images, and/or other online activities could negatively impact the Conference. Therefore, the Conference requires that employees observe the following guidelines when participating in social networking sites or engaging in other forms of Internet use, regardless of whether employees are on or off duty:
Any information posted on a social networking site, personal website and/or the Internet must comply with all the Conference policies, including, but not limited to Computer and Software Use and Harassment.
Under no circumstances should employees disclose any information about members or Conference personnel during their online social networking, personal website and/or other Internet use.
Employees may only use the Conference’s computers and Internet access for Conference business or other authorized purposes. Brief and occasional personal access to the Internet is acceptable so long as it is not excessive or inappropriate, occurs during personal time (lunch or other authorized breaks) and does not result in an expense to the Conference. Use is defined as “excessive” if it interferes with normal job functions, responsiveness, or the employee’s ability and/or availability to perform daily job activities.
The Conference computers and Internet access are intended to be used for business matters directly related to the Conference’s business activities. Employees should not use the Conference’s computers and Internet access to solicit for commercial ventures, political causes, outside organizations, or other non-job related solicitations.
In limited circumstances, an employee may be permitted to present official messages on behalf of the Conference as part of their job duties or when such messages are approved in advance by the Conference. In all other circumstances, employees unofficially commenting online, posting online, or engaging in any other online activities related to any aspect of the Conference or its business must include a disclaimer stating that any views expressed belong to the individual employee and are not the views of the Conference. Any defamatory statements made by employees about the Conference are subject to disciplinary action, up to and including immediate termination of employment.
All employees are expected to use good judgment when using or posting photos of Conference employees, members, or volunteers on social networking sites, personal websites or the Internet. Employees should only post photos that the Conference would consider appropriate for a Christian organization or person. Express consent of each person photographed is required prior to posting.
Any use of the Conference logos, trademarks, or other intellectual property on social
networking sites, personal websites, or the Internet must be approved by the Conference’s Office of the Secretariat prior to posting.
Any link to any Conference website or any posting of any Conference material on social networking sites, personal websites or the Internet must be approved by the Conference’s Office of the Secretariat prior to posting the link and/or material.
Employees are prohibited from using the Conference equipment, systems or facilities to create or maintain a personal website or blog on Conference time for furtherance of non- work-related activities or relationships without the express advance permission of the Office of the Secretariat.
Employees are prohibited from revealing confidential or proprietary information, including, but not limited to, an individual’s personal identifying information. Employees who disclose information protected by federal and/or state laws may be subject to criminal investigation and prosecution or civil monetary penalties in addition to internal Conference disciplinary actions.
Employees may be subject to disciplinary action, up to and including termination of employment, if they comment online, post online, or engage in any other online activities that:
have the potential or effect of involving the employee, co-workers, or the Conference in any kind of dispute or conflict with other employees or third parties;
interfere with the work of any employee;
create a harassing, discriminatory demeaning, or hostile working environment of any employee;
disrupt the smooth and orderly flow of work within the office, or the delivery of services to Conference members;
harm the goodwill and reputation of the Conference among its employees, members, or in the community at large;
tend to place in doubt the reliability, trustworthiness, or sound judgment of the person who is the subject of the information; or
reveal Conference proprietary information
Employees should be mindful of their physical safety when posting information about themselves or others on any social networking site, personal website or the Internet.
This policy also applies to comments posted on any social networking site, personal website, the Internet and all other forms of public communications outside of the Conference including, but not limited to, all forms of social media, print, broadcast, digital, websites, blogs, broadcast e-mails, instant messaging, text messages, chat rooms and statements to the media.
When confronted with a situation that is not expressly covered by this Policy, or any of the Conference’s other policies, employees are to use their professional judgment and follow the most prudent course of action. If employees have any questions, they should consult the Conference Executive Secretary before taking any action.
Employees whose actions are inconsistent with this policy or other Conference policies should consult with the Conference Executive Secretary in an effort to resolve any potential problems before they arise. Failure to timely consult Human Resources may be considered evidence of intent to conceal a violation of this Policy or other Conference policies and to hinder the investigation of any problems resulting from the violation.
The Conference, in its sole discretion, will determine whether employees’ Internet use violates the Conference’ policies.
Individuals using the Conference equipment for personal Internet use are subject to having their activities monitored by the Conference. Employee use of the Conference electronic communication resources constitutes the employee’s consent to security monitoring and retrieval of any electronic communications or data. Employees should not consider their online sessions as private.
Employees who violate any portion of this Social Networking Policy will be subject to disciplinary action, up to and including termination of employment.
Termination Settlement
Full-time employees who are terminated from denominational service may be eligible for a termination settlement if they meet the conditions of North American Division Working Policy Y 36 and timely execute the Conference’s separation agreement. Please refer to NAD Working Policy Y 36 for complete information on eligibility and procedures for a termination settlement.
Travel, Special Travel, & Per Diem Information
Travel Budget
Ministers - An expense allowance is voted for each minister, principals, departmental director, or associate, to apply toward regular items of expense in carrying on the work assigned him in his/her area. This budget helps provide gas, repairs, per diem, tolls, lodging, etc. This allowance is paid in a flat sum.
Reporting - To comply with IRS regulations, each employee is expected to give a detailed report showing daily the place of labor, the miles traveled, purpose of trip and the cash spent for his various expenses on his employee’s report.
IRS Reporting of Travel - The Travel Budget is considered as taxable income and is reported on the W-2 form to the IRS. The employee is expected to keep all records for reporting his expenses to the IRS.
Special Travel Expenses and Per Diem - Provision shall be made for the reimbursement of actual travel expenses, including actual motel/hotel expenses, and per diem to cover food and incidental expenses. Travel shall be by the most economical means taking into account good utilization of personal time and trip requirements. When travel is to be by automobile over long distances, reimbursement shall include actual motel expenses and a per diem based on a minimum of 500 miles of travel per day over the most direct route available.
Lodging - Motel expenses for approved trips will be reimbursed on the payroll check with submission of a receipt.
Lodging will be allowed to be reported in lieu of motel expenses if an employee stays with family or friends.
Per Diem - Per Diem is provided when approved at either the single rate or family rate. When only one meal is involved, ½ the daily maximum shall apply. When two or more meals are involved, the full daily allowance applies. Quick Facts-Section 7000 #2
Request for Reimbursement - A request by the employee for reimbursement for special travel should be made to the treasury department. Employees who are required to send in a monthly report of their activities should request reimbursement on that form. Authorization - Special Travel is allowed as authorized by the Conference officers for travel outside the employee’s assigned territorial area. Ministers may also receive authorization from the Ministerial Secretary and teachers from the Education Superintendent for special trips.
Committee Meetings - Employees asked to serve on a committee of the Conference will be automatically authorized to receive special travel for called meetings that require the employee to travel outside of their assigned territory. It is the responsibility of the committee chairperson to receive prior approval for the meetings that will require Special Travel reimbursement for committee members.
Minister’s/Teacher’s Meetings - Those attending required meetings will receive the special travel rate. Those attending from 250 miles away or more will receive ½ per diem each way.
College and Academy Days - The expenses for transportation to and from Southern Adventist University and Bass Memorial Academy for College/Academy Days will be reimbursed by the Conference under the following approved transportation plan:
A district pastor or teacher will be reimbursed the special travel rate per mile for the designated annually scheduled College or Academy Days program.
Any student lodging expense will be borne by the student himself.
In case of a van, the first 4 students are included in the special travel rate, then $.01 for each additional student is allowed.
Any vehicle driven for either College or Academy Days should be insured for at least $250,000/$500,000/$250,000 liability insurance.
Evangelistic Meeting Mileage - A pastor may receive a reduced rate mileage reimbursement for extra miles driven during evangelistic meetings. Extra mileage is defined as those miles exceeding the 1750 miles provided for in the monthly Travel Budget. Quick Facts-Section 7000 #3
Camp Meeting - One round trip from home to the camp meeting is considered as special travel. Special allowances will be made to all employees requested to attend camp meeting. An action is to be taken prior to each camp meeting session as to the amount and the employee will be notified accordingly. An employee should take his family with him unless arrangements are made with the Conference officers to make a second round trip because of a special situation. The following individuals shall be expected or invited to attend camp meeting on the following basis:
1. All officers and departmental directors are expected to attend camp meeting with expenses and wages paid.
2. All spouses of officers and departmental directors are invited to attend camp meeting with expenses paid in accordance with the policy on Pages 8-9 of this Employee Handbook.
3. All other full-time office secretaries, with the exception of staff members requested to remain in Montgomery and maintain minimal services, are also expected to attend with wages and expenses paid in accordance with the policy on Pages 8-9 of this Employee Handbook.
4. All office staff members attending camp meeting will be given work assignments and paid in accordance with the policy on pages 8-9 of this Employee Handbook.
Special Travel and Per Diem - Lay Committee Member - For any major committee meeting called by the Gulf States Conference, such as Conference Executive Committee, K-12 Board of Education, Adventist Health Center Board, and BMA Operating Board, the lay persons attending are under the same travel reimbursement policy as employees.
Reimbursement - Shall be reasonable and substantiated with receipts where available.
All receipts and other documentary evidence used by an employee to substantiate the business nature and amount of his business expenses incurred on behalf of the Conference shall be submitted to and retained by the Conference.
It is further understood that a person other than the employee will examine the adequately accounted records and that the records will be kept for at least four years by the employing body.
Unemployment Compensation
The Gulf States Conference is exempt from Federal and state unemployment premium contributions, therefore employees are ineligible for Federal and state unemployment compensation payment.
Wills, Life Estate, & Annuities
All of our workers are to encourage our members to think of channeling funds and property into the cause of God. Transfers of funds or property to the Conference may be made by outright gift or by any of the following methods:
Will - The Conference may be named in a person's Will to receive either a specific amount or the residue of the estate after paying other bequests. Extreme precautions should be taken that the Will is properly drawn by an attorney and all legal technicalities complied with.
Life Estate - Real estate may be transferred to the Conference Association by deed with a Life Estate clause which leaves the property, including its income, in the possession and under the entire control of the donors as long as they live. At their death, the deed passes, complete title to the Conference Association without the complications of being part of an estate. This procedure is recommended whenever possible.
Annuity - An Annuity Fund can be deposited with the Conference Association which will insure a regular monthly payment to the donor as long as he/she lives. The amount of the payments will depend upon the size of the annuity deposit and the age of the donor. No withdrawals may be made from the fund other than the regular quarterly payments. All annuities are governed by IRS regulations.
Trust Agreements - Funds may be deposited with the Conference in a Trust Agreement and invested as directed by the trustor or deposited into the Southern Union Revolving Fund at 5 percent interest.
Withdrawals on portions or the entire principal may be made according to the Agreement signed at the time of deposit. Any amount remaining in the fund at the time of the donor’s death shall be dispersed in harmony with the terms of the Trust Agreement. This dispersion can be made the same as that in a Will.
In all of these transfers of money or property, the Conference should always be referred to by its legal name: The Gulf States Conference Association of Seventh-day Adventists.
Persons interested in obtaining more information on any of these plans should be referred to the Conference Trust Services Director for counsel.
Withholding & F.I.C.A Taxes
Federal income and state taxes are withheld from paychecks according to law. The amount withheld for federal income tax is based on the W-4 form signed at the time of employment. It is important to report immediately any change in status or number of exemptions. An annual statement of total earnings and deductions for taxes is issued in January.
The Conference participates in the Social Security program of the federal government and is required by law to deduct the prescribed taxes from each paycheck. This is an insurance entitling the employee and family to benefits upon retirement or disability.
Ministers are considered to be self-employed for Social Security and Withholding and as employees for other tax purposes. They are responsible for filing the appropriate estimated tax returns and also the year-end tax returns. An appropriate earnings statement will be issued to each minister in January of each year for the preceding year.