the Constitution of the Columbia Union Conference, "The object of this
Conference is to teach the everlasting gospel of our Lord and Savior,
Jesus Christ, and the commandments of God throughout the local
conferences established within its territory, and to promote the
interests of the world mission program of the Columbia Union Conference
of Seventh-day Adventists."
Each member of
the Columbia Union Conference staff has accepted the responsibility of
properly representing the Seventh-day Adventist Church in attitude,
philosophy, and conduct. For this reason only employees who are members
in good and regular standing of the Seventh-day Adventist Church are
employed on a permanent basis. As denominational workers, we are being
observed by others, whether in or out of the office, so we should
reflect our loyalty to the church and its principles in all of our
Animals in Columbia Union Facilities
not permitted to bring animals or pets of any kind into the Columbia
Union's facilities. An exception is made for seeing eye dogs.
Annual Social Events
Union has a variety of social events during office hours. Employees who
do not attend the activities are expected to work.
1. All scheduling is to be done by the Secretariat Office.
2. There will be no private meetings on Sabbath which require the
hiring of an employee to work at the desk. Events sponsored by the
Union could be conducted on Sabbath.
3. One Sunday per month will be available for use by church
organizations. The Office of Secretariat will keep a schedule on a
first come, first serve
4. There will be a deposit of $200 plus rent of $200. The rent will
include the hiring of one/two people to monitor the building. If rooms
are used on two floors or if children are in attendance, then two
people will be required to monitor. They will be paid $15 per hour with
a minimum of $50
5. Policy for renting the building on a weekday evening will be at the
discretion of Secretariat.
-The employee bulletin board is located in the second floor
workroom in order to better facilitate appropriate communication among
the staff within the Columbia Union.
1. Acceptable Material to be Posted
information is appropriate for posting on the employee bulletin board:
required federal/state employment regulations, and other
employee-related information as deemed appropriate by the Office
"For Sale/Rent" items (with the exception of Realtors) and
outside-work-hours personal services being offered by employees (i.e.
house painting, mechanics, etc.)
considered appropriate and approved by the Office Manager.
2. Procedure for Posting Approved Material
Treasury departmental secretary for prior approval.
departmental secretary will arrange for approved material to be posted.
material originating from The Human Resources Committee, all other
should indicate an expiration date; however, material will be displayed
no longer than 30 days.
No Contracts are to be signed that create a present or future
obligation to the Union without being first reviewed by the in-house
attorney and countersigned by the Union Treasurer.
Federal Credit Union located at 12164 Tech Road, Silver Spring, is
available to make regular savings convenient and to provide credit.
Payroll deductions may be arranged for regular savings and for loan
This edition of
the Employee Handbook supersedes all previous editions and shall be
adhered to except as it shall be amended by subsequent actions of ADCOM
or the The Human Resources Committee.
The purpose of
the Employee Handbook is to clarify working relationships, and provide
information regarding policies and procedures with reference to
employment at the Columbia Union
Conference. If questions arise they should be discussed with the
department director, and/or the Office Manager.
Union retains authority to modify, add or delete any provisions in the
Employee Handbook. Policies and procedures may change at any time and
employees will be notified of changes. The most current policies will
be available from the Office
- Columbia Union salaried employees whose remuneration percentage
is 150 percent or above may report expenses for entertaining on the
cost of restaurant meals supported by receipts.
- For guests
entertained at home - $4 for breakfast and $6 for other meals.
- The names of
those entertained should be put on the back of the receipt.
- Equipment purchases costing more than $1000 must be approved by
ADCOM. All requests for equipment purchase should be sent to the
Treasurer. Items costing less than $1000 once approved are charged to
the requesting department. Items of more than $1000 are funded by the
Columbia Union Conference Association.
- Request for repairs other than electronic
(computers, word processors, printers) should be directed to Don
Settie, extension 245.
Repairs - Problems with computer or word
processing equipment should be directed to Information Technology
Systems, extension 268.
Place - Equipment is to be kept in its assigned place
and shall not be removed to other offices or outside the Columbia Union
Conference buildings unless approved by Treasury; phone ext. 242.
Any exceptions to
policies, regulations, and procedures are authorized only by the The
Human Resources Committee or ADCOM.
Expenditure of Funds
It is a sacred
responsibility to be stewards of the Lord's funds that have been
contributed by God's faithful people. In expending these funds for
travel and other purposes employees should exercise more care and a
greater sense of accountability than might be exhibited in the handling
of personal funds.
|| The President's office sends flowers upon the death of:
|| Current employees
|| Retired staff members
|| Spouse or children of current employees
|| Parents of employees
|| If flowers are sent to employees who are hospitalized, it
be done at the discretion of the President's office.
obtained from the Office Manager. Keys should always be returned to
Manager when leaving employment with the Columbia Union. If a key is
it should be reported immediately to Plant Services. All keys must be
made by Plant Services. The duplication of keys for anyone, including
members, is not allowed.
Local Appointments Away From Office
authorize the absence from the office of hourly employees for local
events necessitating the presence of a staff member on the following
- The event is recognized as necessitating the presence of a staff
- A letter from the supervisor authorizing the hourly employee's
absence shall be attached to the time sheet.
and commissioned ministers, and others specifically approved by the
Union Secretary, receive a free subscription to Ministry.
Notaries Public in Legal, Treasury and the Columbia Union Revolving
Fund. Affidavits to
be notarized must be signed in the presence of the notary.
personal affairs during office hours should be limited to matters that
cannot be done outside of office hours. If it is necessary for an
hourly employee to care for personal business during working hours,
prior arrangements shall be made with the supervisor and the lost time,
up to 2 hours, may be made up during the week in which it is taken or
it will be charged to
the paid leave plan.
may recommend that employees be authorized to take specific courses
that would improve their qualifications for the present job assignment.
- The Columbia
Union Conference is responsible for obtaining and keeping a service
record for each employee. This record is kept on a standard form
prepared by the Columbia Union Conference, and is stored in the vault
in the office of the Columbia Union Secretariat.
an employee is transferred from one denominational organization to
another, the employing organization makes a copy of the service record
for its files and forwards the original copy to the new employing
an employee discontinues denominational service for other than
retirement reasons, the employing organization shall record an
appropriate action relating to the employee's discontinuance of service
and particulars of any financial settlement made on the original copy
of the service record, and shall keep it in the files.
an employee who is eligible to receive benefits from the Retirement
retires permanently from denominational service, the service record
be forwarded to the NAD Retirement Office, along with the retirement
application by the Columbia Union Office of Secretariat.
are encouraged to periodically request a copy of their service record
to verify its accuracy. Every other year the Secretariat provides a
of the service record to each employee.
Secretarial Service for Departmental Meetings
processing requests from departments for attendance by Columbia Union
Conference office secretaries at Union meetings outside the
Baltimore-Washington area are
- Departments are requested to plan meetings outside the
Baltimore-Washington area in such a way that, as far as possible,
services of Columbia Union Conference hourly employees will not be
Area - Meetings which require the services of hourly employees
shall be scheduled, as far as possible, in the Columbia Union office
Situations - For special situations in which it is
felt that meetings held away from the Baltimore-Washington area require
the services of hourly employees, the following procedure shall apply:
Human Resources Committee shall consider requests by departments for
the services of hourly employees in connection with such meetings.
considering such requests, The Human Resources Committee shall consider
the following factors:
purpose of the meeting
involvement of the hourly employee in the carrying out of
departmental objectives before, during and after the meeting
of the meeting
complexity of meeting format
location of the meeting as it relates to travel expense, the
frequency of such requests from the department, and
- If authorization is granted for an hourly employee to
attend a meeting away from the Baltimore-Washington area the employee
shall be remunerated according to the following guidelines:
the travel is on the weekend the employee shall be entitled to report
the travel time up to 8.5 hours.
the travel is on a work day the employee shall be entitled to
report up to 8.5 hours for that day.
the meeting the employee shall be entitled to report the actual hours worked
or the usual office hours, whichever is greater.
Expense - The travel expense of the hourly employee shall be
charged to the travel budget of the respective department.
Service Club Memberships
A limited number
of service club memberships for the Columbia Union employees is
desirable. These memberships are authorized by the ADCOM. The actual
cost of the basic
annual fee, the weekly luncheon, and the annual banquet may be reported
on the expense report for reimbursement. This cost will be charged to
employee's travel budget.
improve office operations and reduce expenses are welcomed and
appreciated. Please pass along any suggestions to the Office Manager.
Use of Telephone
- While the telephone is a very convenient and economical method of
communication, it is also a major expense for the Columbia Union.
Employees are urged to plan their business calls, and make calls
station to station rather than person-to-person in most cases, and
limit the length of the
Calls - Personal telephone calls should be kept to a minimum
and of limited time duration; calls should be made during an employee's
lunch hour and/or morning/afternoon break time. All toll calls made
working hours should be charged to the employee's home telephone or
Business - Employees shall not publish Columbia Union
telephone numbers in connection with secondary jobs or non-related
Verification of Employment - Current and Former
employees, including staff, supervisors and department administrators,
frequently are requested by current and former employees to share a
work reference with prospective employers. All such requests are to be
referred to the Human Resources Committee for appropriate follow up and
Human Resources Committee also receives requests from lending and other
credit institutions to provide employee - related information. Despite
any employment information that the Columbia Union Conference sends to
a lender, the Columbia
Union Conference does not make, and is not making, any promise,
or guarantee of future employment for any period of time. Employment is
terminable at will at any time, for any reason, by either the employee
or the organization.
In response to
requests for information, the Human Resources Committee will confirm
dates of employment, positions held and related salary information. No
information is provided regarding performance of employees. A signed
waiver and release from liability is required from current and former
employees prior to the release of any
information. In the event telephone calls are received for employment
the employee will be called and asked to sign an authorization to
information if one is not provided by the caller. If it is not possible
to contact the employee immediately, there could be a delay in
information to the caller.
Children in Office Complex
employees are to refrain from bringing their children into the office
during regular scheduled work hours. Children who come to the complex
in the morning to
catch a school bus and who return by bus after school to wait for their
parents may wait in the main lobby area. While no supervision is
provided, children are expected to restrict themselves to the main
lobby area only and maintain a proper decorum while waiting.
Conciliation and Dispute Resolution Procedures
The Conciliation and Dispute Resolution Procedures were developed to
provide a method whereby the Church may resolve disputes between church
members, individual lay members and various church leaders, employees
church employers, church organizations (service organizations,
departments, associations, etc.) and/or between conferences and
of the Seventh-day Adventist Church in resolving disputes among its
members has a long historical tradition. These procedures were prompted
by a doctrinal concern based on the Bible and counsel given to the
Church by Ellen G. White. The Conciliation and Dispute Resolution
process is designed to be
neutral, impartial, and independent.
Policy - The Conciliation and Dispute Resolution Procedures
are subject to the policies recorded in the Seventh-day Adventist Church
Manual and the Columbia Union and North American Division Working
Policy. Before applying the following procedures, all parties
involved in the resolution of a dispute should read "Safeguarding the
Unity of the
Church" in the current edition of the Church Manual.
Arbitration - The method that is available to the Church
(local church, local conference, union, and division) for resolving
disputes in ways that lead to reconciliation. It is a quasi-legal
procedure in which the parties in
dispute meet voluntarily in the presence of one or more arbitrators for
a hearing. The verdict of the arbitrator(s) is binding upon all
arbitration is not to be entered into without prior efforts to
negotiate or mediate the dispute. It must be evident that these steps,
as listed below, have been taken, before a request for binding
arbitration is approved:
Negotiation - The parties in dispute must voluntarily meet with
one another in order to resolve their differences and become reconciled
(Matt. 18:15). A pastor or other spiritual counselors may prompt the
parties to meet for this purpose.
Adequate time for spiritual preparation should be allowed in order
for the Holy Spirit to work in the hearts of the parties in dispute.
The disputing parties must begin the conciliation and dispute
resolution process with informal negotiation.
- If the informal negotiation does not suffice, the
parties in dispute must voluntarily meet together with one or more
mediators. The mediator(s) serve(s) as facilitator(s) to guide the
the parties seek to agree and become reconciled (Matt. 18:16).
Before the process of binding arbitration can begin, all
pending law suits or administrative charges related to the dispute must
be dismissed, and/or the parties involved must sign an agreement not to
institute a law
suit against each other.
- The Conciliation and Dispute Resolution Procedures may not
apply in situations which are deemed to be outside the jurisdiction of
the Church or for which the Church agrees that it has no adequate
process for orderly
settlement. Examples of cases that are not covered by these procedures
may include, but are not limited to:
- Settlement of
insurance or self-insurance claims.
- Issuance of
decrees affecting the boundaries and ownership of real property.
custody of minor children.
matters involving the administration of estates.
disputes with any branch of civil government of law enforcement
regarding church discipline and the transfer of reinstatement of
by policies in the Seventh-day Adventist Church Manual.
Jurisdiction - It is the
expectation of the North American Division that all grievances be
resolved at the level where they arose. An in-house procedure that is
equitable for all parties concerned, and which includes informal
negotiation and mediation as essential first steps to resolution and
reconciliation, should be used to settle the dispute.
If an in-house
procedure fails to bring about resolution and reconciliation, either
the grievant or the organization may request binding arbitration using
the North American Division Conciliation and Dispute Resolution
Procedures. The higher authority over the territory where a dispute
arises has jurisdiction in the resolution of the conflict when the
Conciliation and Dispute Resolution Procedures are used. Requests are
to be carefully reviewed by the higher body and approved in situations
where to do so is in the best interests of the party(ies)
concerned. In disputes involving members of different churches, and
of different conferences, unions, and institutions, jurisdiction is
the next higher level of the church/conference/institution of the
whom the claim is against. The arbitration initiation form and
the binding arbitration protocol statement, and the confidentiality
referred to in this section are made available to the administrators of
this process by the North American Division Office of Human Relations.
Church Disputes - The local church has jurisdiction in disputes
between its lay members. Disputes that affect the employment of members
hired by the conference, the conference institution, or the division to
serve the local church are in the jurisdiction of the hiring body.
Conference Disputes - The local conference has jurisdiction
in disputes between:
conference employees and/or employees of local conference institutions
conference employees and the congregation.
institutional employees and the institution.
- Lay members
and the local conference.
- Local church
employees, local conference employees, local conference institutional
employees, and the local conference.
conference churches, organizations, and/or institutions.
splits within the conference.
Conference Disputes - The union conference has jurisdiction
conference employees (includes employees of local conference
churches, organizations, and institutions) and/or union employees.
conference employees and the conference.
institutional employees and the institution.
- Lay members
or local churches and the union conference.
conference employees, conference institutional employees, union
conference institutional employees, and the union conference.
organizations, union institutions, and/or local conferences within the
Disputes - The North American Division has jurisdiction in
denominational employees, division employees, and/or employees of
conference employees and the union conference.
institutional employees and the union conference.
employees and the division (through the Office of Human Relations
rather than administration).
- Lay members
and the division
- Local and
union conference institutions or division institutional employees and
- Any two
denominational organizations within the division which do not come
under the jurisdiction of a single union conference.
denominational organization within the division and the division.
Disputes - The next higher level of the institution has
jurisdiction in resolving disputes of institutional employees that have
been approved to use the Conciliation and Dispute Resolution Procedures.
Process - The following steps must be taken to initiate the
Conciliation and Dispute Resolution Procedures at all levels of the
North American Division.
Church - To initiate the procedures at the local church level, the
grievant(s) shall make a written request for binding arbitration to the
local church pastor or church board. Normally, within 15 working days
of the receipt of the request, the pastor or church board shall respond
to the grievant(s) with a written acknowledgment and statement as to
how and when the request will be processed. Arbitration forms shall be
enclosed for the grievant(s) to complete and return to the pastor or
board as soon as possible.
Conference - To initiate the procedures at the local
conference level the grievant(s) shall make a written request for an
arbitration hearing to the secretary/human relations director of the
local conference. Normally, within 15 working days of the receipt of
the request, the conference
secretary/human relations director shall respond to the party making
the request with a written acknowledgment and statement as to how and
when the request will be processed. Arbitration forms shall be enclosed
for the grievant(s) to complete and return to the conference
relations director as soon as possible. These include the conciliation
and dispute spiritual preparation study, the binding arbitration
statement, and the confidentiality agreement statement. After the
initiation forms have been signed and returned, the following steps
shall be taken by the local conference secretary:
the request and arbitration initiation forms to the local conference
administrative committee (or other appropriate body) for action.
- Notify the
grievant of the decision of the conference. If that decision is for
binding arbitration, in communication with the grievant, set the date,
time, and place for the hearing; and select the arbitrator(s) and
observer(s). The arbitrator(s) and observer(s) must be approved by the
- Furnish the
arbitrator(s) and observer(s) a copy of the arbitration initiation
agreement signed by the parties in dispute within ten (10) working
days prior to the arbitration hearing date. The information contained
in the agreement shall include time, place, and date of the hearing;
complaints and charges of the defense; issues to be discussed;
taken relative to the issues; documents of evidence, proof, or
names of invited witnesses; and nature of the settlement requested.
Conference - Union Conference personnel shall initiate the dispute
process at the union conference level. To do this, the grievant(s)
shall make a written request for an arbitration hearing to the
secretary/human relations director of the union conference. Normally,
within 15 days of the receipt of the request, the union conference
secretary/human relations director should respond to the grievant(s)
with a written acknowledgment and statement
as to how and when the request will be processed. Arbitration forms
shall be enclosed for the grievant(s) to complete and return to the
union secretary/human relations director as soon as possible. These
the conciliation and dispute spiritual preparation study, the binding
arbitration protocol statement, and the confidentiality agreement
After the arbitration initiation forms have been signed and returned,
the following steps shall be taken by the union conference
secretary/human relations director:
the request and arbitration initiation forms to the union conference
administrative committee (or other appropriate body) for action.
- Notify the
grievant(s) of the decision of the union conference. If that decision
is for binding arbitration, in communication with the grievant(s), set
the date, time, and place for the hearing; and select the arbitrator(s)
and observer(s). The arbitrator(s) and observer(s) must be approved by
- Furnish the
arbitrator(s) and observer(s) a copy of the arbitration initiation
agreement signed by the parties in dispute within ten working days
prior to the arbitration hearing date. The information contained in
the agreement shall include time, place, and date of the hearing;
complaints and charges of the defense; issues to be addressed;
taken relative to the issues; documents of evidence, proof, or
names of invited witnesses; and nature of the settlement requested.
Office - Division office personnel shall initiate the dispute
process through the associate secretary of the division/Office of Human
Relations director. Normally, within 15 working days of the receipt of
the request, the
associate secretary/Office of Human Relations director shall respond to
the grievant(s) with a written acknowledgment and statement as to how
and when the request will be processed. Arbitration forms shall be
enclosed for the grievant(s) to complete and return to the associate
secretary/Office of Human Relations director as soon as possible. These
include the conciliation and dispute spiritual preparation study, the
binding arbitration protocol statement, and the confidentiality
agreement statement. After the arbitration initiation forms have been
signed and returned, the following steps shall be taken by the
associate secretary/human relations director:
the request and arbitration initiation forms to the division
administrative committee for action.
- Notify the
grievant(s) of the decision of the division administrative committee.
If that decision is for binding arbitration, in communicating with the
grievant(s), set the date, time, and place for the hearing; and select
the arbitrator(s) and observer(s). The arbitrator(s) and observer(s)
must be approved by the parties in dispute.
- Furnish the
arbitrator(s) and observer(s) a copy of the arbitration initiation
agreement signed by the parties in dispute within ten (10) working
days prior to the arbitration hearing date. The information contained
in the agreement should include time, place, and date of hearing;
complaints and charges of the defense; issues to be discussed;
taken relative to the issues; documents of evidence, proof, or
names of invited witnesses; and nature of settlement requested.
- Educational and other institutions affiliated with the
local and union conferences and the division are expected to have
established grievance procedures that are designed to address disputes
between its employees. When an in-house grievance process has failed to
bring about resolution, the grievant or the administration of the
institution may request
a binding arbitration hearing to be administered by the next higher
The acceptance or rejection of this request is left to the discretion
the administration at the next higher level.
When an in-house
grievance process has failed in a Columbia Union institution based in
the North American Division, the grievant or the administration of the
institution may request that a binding arbitration hearing be conducted
by the president or secretary of the Columbia Union. The Columbia Union
officers may ask the administration of the North American Division to
conduct the hearing. The acceptance
or rejection of the request from the institution is left to the
of the Columbia Union administration.
Arbitration Panel - The credibility of the arbitration panel
in the eyes of
the parties in dispute is of utmost importance. The panel should be
by the parties in dispute to be neutral, impartial, and independent.
hearing may be conducted by either one or three persons, including the
moderator; however, in either case, the parties in dispute must agree
on the person(s) as well as the number of persons appointed to serve.
On the local
church level, the arbitrator(s) as well as the moderator of the
arbitration panel are appointed by the church board after they have
been agreed upon by all
parties in dispute.
local conference, union conference, and division levels, the
arbitration panel as well as the moderator are appointed by the
secretary/human relations director of these organizations after they
have been agreed upon by all parties in dispute.
of the Arbitrator(s) - Arbitrators must be church members in
standing who are trained and qualified to serve on arbitration panels
who have the potential for bringing about a resolution. A pool of
arbitrators shall be formed from which individuals may be randomly
to serve as needed. Every effort should be made to include ethnic
women, nondenominationally employed persons, retired former church
and others as appropriate to the situation.
Representation - The Conciliation and Dispute Resolution
Procedures are designed to be an alternative process to the court
system where legal representatives are present. Since the intent is to
engage in a process that is semiformal, flexible, and nonlegalistic, it
is therefore recommended that:
representation be discouraged unless the attorneys are present to
provide expert counsel on specific legal matters. All parties must
agree on both the attendance and personnel involved.
representation be permitted if both the attendance and personnel are
agreed upon by all parties in the dispute.
- To ensure that the hearing is conducted in keeping with
Church policy and the arbitration agreement, an observer may be
permitted only at the request of and with the consent of all parties in
dispute. Observers may answer questions that are asked by either the
arbitrator(s) or the parties in dispute.
of Interest - The arbitrator(s) and observer(s) shall commit
themselves to strict confidentiality and shall disclose all real or
potential conflicts of interest in the dispute. When such conflicts of
interest are disclosed,
the person(s) involved shall be replaced.
- Witnesses appear in an arbitration hearing at the call of
the moderator. They are present in the hearing only to testify and must
leave when they have completed their testimony.
and Recordings - Formal transcripts or electronic recordings
permissible in arbitration hearings.
of an Arbitration Hearing - An arbitration hearing shall
normally consume one day or less.
Arrangements - The costs for conducting arbitration hearings
to be allocated in the following manner unless otherwise agreed to by
all parties involved:
- The parties in
dispute are to pay all of the travel expenses (transportation, per
diem, lodging) for themselves and the witnesses they invite.
- The parties in
dispute are to pay on a 50-50 basis the travel expenses of any lay
person or retired former church employee who serves as an arbitrator.
local or union conference is to pay the travel and lodging expenses for
their employees who serve as arbitrators and observers.
a local conference employee is asked to serve as an arbitrator or an
observer in another local conference, the inviting conference pays the
travel and lodging expenses.
a union conference employee is asked to serve as an arbitrator or an
observer in another union, the inviting union pays the travel and
North American Division pays the travel expenses for its employees who
serve as arbitrators and observers.
expenses incurred by private moderators and arbitrators such as
secretarial help, telephone calls, postage, etc., are to be paid by the
local church, the local or union conference, or the division that
- After-the-fact details are to be cared for by a person(s)
assigned the responsibility by the local church, the conference, or the
division. These include:
- Filing of any
materials generated by the arbitration hearing with the secretary of
the conference or institution that had original jurisdiction.
relationships hurt by the dispute.
and monitoring the settlement.
annual reports of union and division arbitration hearings with the
North American Division associate secretary/director of the Office of
Conditions of Employment
Union strives to maintain a highly qualified staff. Personnel selection
is based on
the following qualifications: character, church status, aptitude,
education, training, experience, ability, integrity, adaptability and
ability to perform
job functions (with or without accommodation). Minimal qualifications
Membership - Membership in the Seventh-day Adventist Church,
through baptism or by profession of faith, unreserved commitment to its
objectives, and a personal relationship with Christ.
Teachings - Careful adherence to Bible based teachings
and standards of the church by exemplifying standards of personal
conduct which would preclude:
abuse such as:
-use of alcoholic beverages and tobacco
possession and/or misuse of drugs
- Use of
conduct including but not limited to adultery, fornication and
- Personal conduct demonstrated in a lifestyle which is expected of
Seventh-day Adventists and by thoughtful attention to personal example
and influence in grooming, dress and the avoidance of extremes.
Performance - Ability to successfully perform the work
and tasks to which one is assigned.
Standards - Careful adherence to the highest
professional and ethical standards in integrity and confidentiality.
- Willing and consistent loyalty and cooperation.
- Exemplary witness in faithful stewardship, as
Biblically defined, in personal finance, tithe, time and talents (See
the section on tithing).
- Unreserved commitment and fidelity to Christian
service for all employees and to ordination vows for ministers.
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.
Interests - Avoidance of conflicting interests and
Procedures - Compliance with prescribed procedures
for resolving conflicts, disputes, complaints and grievances.
Handbook - Compliance with the regulations
of the Columbia Union as set forth in the Employee Handbook and
policies of the Seventh-day Adventist Church.
information is disclosed in the office which is of a strictly
confidential nature. Care should be taken to protect yourself and the
organization by not passing on this type of information to fellow
employees, family or acquaintances, unless authorized to do so.
Conflict of Interest
Included - All employees of the Columbia Union Conference 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 without
favor or preference to third parties or personal considerations.
of Conflict -
conflict of interest arises when an employee of the organization has
such a substantial personal interest in a transaction or in a party to
that it reasonably might affect the judgment he/she exercises on behalf
of the organization. He/she is to consider only the interests of the
organization, always avoid sharp practices, and faithfully follow
the established policies of the organization.
- Because of
the common objectives embraced by the various organizational units and
institutions of the Seventh-day Adventist Church, membership held
on more than one denominational committee or board, does not of itself
constitute a conflict of interest provided that all the other
of the policy are met.
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 as conflicts of
interest, the following situations are considered to have the
of being in conflict and therefore are to be avoided:
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.
- Engaging in
business with or employment by an employer that is in any way
or in conflict with any transaction, activity, or objective of the
- Engaging in
any business with or employment by a non-denominational employer who
is a supplier of goods or services to the denominational organization.
- Making use
of the fact of employment by the denominational organization to further
outside business or employment, or associating the denominational
or its prestige with an outside business or employment.
- Owning or
leasing any property with knowledge that the denominational
organization has an active or potential interest therein.
money to or borrowing money from any third person 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.
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
- Making use
of or disseminating, including by electronic means, any confidential
acquired through employment by the denominational organization for
personal profit or advantage, directly or indirectly.
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 directors, 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
the responsible auditors. The boards of trustees of such organizations
shall be apprised annually by denominational auditors of inherent
exposures to denominational assets.
Credentials and Licenses
credentials or licenses are issued to all authorized Seventh-day
Employees--Ordained, Commissioned and Licensed:
Credential - To ministerial employees who have
demonstrated a divine call to ministry and have been previously
classified as licensed ministers and ordained to the Gospel ministry.
An Ordained minister is authorized to perform all the ministerial
functions of the Church without limitation.
License - To ministerial employees who have demonstrated a divine
call to ministry which is recognized by a conference with an assignment
as a spiritual leader, pastor or evangelist. Such employees must have
been ordained as a local elder, and are authorized to perform
substantially all the ministerial functions within the assigned
district or congregation. A licensed minister is on the path toward
ordination as a minister of the Gospel.
Minister Credential - To ministerial employees who
have demonstrated a divine call to ministry and have been previously
classified as a licensed commissioned minister, in which capacity
he/she has served for at least five years. In addition, individuals who
have demonstrated a divine call and whose spiritual leadership is
acknowledged by election or appointment to serve in General, Division,
Union, or Local Conference administrative positions, as vice president,
secretary, under/associate secretary, treasurer, under/associate
treasurer or director of a department, and presidents of major
are also eligible to receive Commissioned Minister Credentials.
Such employees must have been ordained as a local elder, and are
authorized to perform substantially all the ministerial functions
within the assigned organization, institution, or congregation.
appropriate commissioning service shall 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 License - To ministerial employees who have demonstrated
a divine call to ministry which is recognized by a conference with an
assignment as an associate in pastoral care or institutional chaplain.
Such employees must have been ordained as a local elder, and are
authorized to perform substantially all the ministerial functions
within the assigned institution or congregation. Commissioned ministers
are not normally on the path toward ordination to the Gospel ministry.
Credential - To employees with significant experience
in denominational service, usually not less than five years, who
demonstrate proficiency in the responsibilities assigned to them and
whose remuneration is approximately the maximum for their category in
the denominational remuneration scale. These will include regularly
employed conference and union institutional and office employees, and
career literature evangelists and Bible instructors.
License - To employees with limited experience (less than five
years) including regularly employed field, institutional and office
Discipline and Termination Procedures
The purpose of
disciplinary procedures is to provide a systematic and equitable means
of dealing with employee violations of conditions of employment or
other unacceptable practices and to assist employees in achieving
optimum performance. The procedures outlined herein are for guideline
purposes only and may be changed or omitted by the employer.
for Discipline - Causes for discipline may include
but are not limited to the following:
of conditions of employment, including job performance.
- Violation of
published policies and procedures.
- Failure to
comply with any reasonable job-related request by a supervisor.
employee unrest by airing complaints in lieu of following established
complaint and grievance procedures.
- Failure to
keep accurate records in the prescribed manner, or submit valid
- Failure to
abide by the published guidelines for timekeeping, including regular
clocking in and out.
for Employee Discipline - There are four steps
that supervisors should follow when policies, regulations and
guidelines in this handbook are ignored or violated:
Warning - A verbal warning by the immediate supervisor
shall be directed to the involved employee. Successive verbal warnings
shall be documented in the employee's file.
Warning - A written warning will be sent to the
employee which contains the following information:
outline of the problem area(s),
of corrective action to be taken within the prescribed time frame,
action which will occur if improvement is not noted within this time
frame. The letter shall be given to the employee and a copy shall
placed in the employee's file.
- At the end of the noted time frame, another session will be conducted
between the supervisor and employee to discuss results since the
initial counseling session. If desired improvement has not been made
the HRS Director shall be informed.
- The Human Resources Committee shall take action placing the employee
on probation. Another session with the employee will be held in which
the employee is advised of the probationary action. A letter will
from the Human Resources Committee Chairman confirming the probationary
status and will be placed in the employee's file.
- The Human Resources Committee may choose an appropriate level
of discipline, based on the severity of an offense, including, but
not limited to, verbal warnings, written warnings stated above,
administrative leaves with or without pay and employment termination.
for Termination - Any cause for discipline which
is not corrected may lead to termination. Causes may include,
but are not limited to, the following:
of conditions of employment.
- Violation of
published employment policies and regulations.
- Failure to
practice the fundamental teachings and standards of the Seventh-day
without Biblical grounds.
tardiness and/or absenteeism.
or misuse of organizational funds or other assets.
possession or use of property belonging to the organization or other
effort to fulfill a job assignment or unsatisfactory performance.
aiding, advocating, or being convicted of, a felony.
or being involved with, activities that are in conflict with the
teachings and objectives of the Seventh-day Adventist Church.
disregard, or violation of, sound principles of Christian interpersonal
relationships, or inability to maintain cordial relations with fellow
- Refusal to
accept a transfer or a justified reassignment.
detrimental to the objectives and philosophy of the Columbia Union.
of records, time reports or expense reports.
- Misuse of
- Failure to
return a faithful tithe.
for Terminating Employees -
to Resign - If disciplinary or corrective measures have failed
to remedy the situation, and if termination seems to be necessary, the
employee may be given the opportunity to initiate resignation.
the employee feels that written conditions of employment or published
regulations, policies, or procedures have been inequitably applied in
the impending dismissal, the employee may use the established grievance
procedure. If the employee wishes to use this procedure, intention must
be stated in writing to the Union Secretary within five working days of
receipt of written notice of proposed dismissal. Notice shall be
delivered in person or by registered mail with return receipt
- If the
employee does not resign or does not initiate a grievance procedure,
will come back to the appropriate committee for final action.
Misconduct - In the case of a serious violation of conditions
of employment or a major infraction of policies and regulations, such
as gross misconduct, the action of the appropriate committee to
terminate the employee's services is final. In such cases an employee
may not be given an opportunity to resign. Prior notice and warnings
be given. Dismissals for gross misconduct may be for, but not
limited to, the following acts:
- Act of
immorality or indiscretion
conduct and profanity
neglect of duty
- Use of
tobacco in any form and/or alcoholic beverages
use of drugs
or requiring hourly employees to work without clocking or otherwise
recording all hours worked. (Applies to supervisory employees and
requires a written warning before termination.)
of firearm, explosive or other weapon devised for bodily harm.
- Should an employee be dismissed, the Columbia Union Conference will
give a minimum of two weeks' notice (except in the case of dismissal
for gross misconduct). The Columbia Union at its own discretion may pay
the dismissed employee in lieu of notice. The employee who is dismissed
for gross misconduct will receive the full remuneration that he or
she has earned up to the time of discharge and applicable termination
Full-Time - Employees are considered as regular and full- time
when assigned a regular position, working a scheduled minimum of 38
a week (1976 hours annually) or working full- time on a salaried basis,
and after having been in current denominational service for at least
three months. Employees who work full -time are considered eligible for
the following benefits*: health care assistance, tuition assistance
employees only), paid leave or vacation, holiday pay, bereavement leave
pay, jury duty pay, continuing education/graduate studies financial
year end holiday bonus, etc.
Part-Time - Employees (including students) are
considered as regular and part-time when assigned a regular position,
working on a scheduled basis of less than 38 hours a week after having
been in current
denominational service for at least three months. Employees classified
as such may be eligible for the following benefits on a pro-rated
paid leave or vacation, year end holiday bonus. The following may be
paid if they fall on a regular scheduled work day: holiday pay,
leave pay, jury duty pay, etc.
Full-time - Employees (including students) are
considered as temporary and full-time when filling a temporary
position, working on a scheduled basis of 38 hours a week. Employees
classified as such may be eligible for the following benefits* if
their assignment is for more than three consecutive months: paid leave
or vacation, holiday pay, bereavement leave pay, jury duty pay, year
end holiday bonus, etc.
Part-time - Employees (including students) are
considered temporary part-time, when filling a temporary position,
working on a scheduled basis of less than 38 hours per week. Employees
classified as such are not eligible for benefits.
*This list of
benefits may be amended as deemed appropriate by the Human Resources
Employment at Will
recognizes an employment at will relationship and the employee may
terminate the position at any time for any reason subject to the notice
requirements or elsewhere in the Employee Handbook. The employer has
the same rights as the employee for terminating the employment of the
employee. The provisions of the Employee Handbook do not constitute a
contract of employment nor are they covenants. No representative of the
employer, other than the Human Resources Committee and/or ADCOM, has
any authority to enter into any agreement with the employee for any
of time, or to make any agreement contrary to the foregoing. The
provisions of the Employee Handbook are guidelines only and may
be changed or deleted by the employer.
Columbia Union employees are subject to periodic performance reviews
and evaluations. The objectives of these formal evaluations are to
identify areas of strength in the person's work and areas where growth
and development need to be directed.
Employee Church Membership
All employees of
the Columbia Union Conference shall transfer their church membership
Columbia Union Conference Church within 90 days of employment with the
Columbia Union Conference. Any exceptions will need to be negotiated
with Columbia Union Conference Administration.
Employment of Relatives
Union Conference policy prohibits employment of immediate family
members in the same department.
- All prospective employees with the exception of elected officers
desiring Columbia Union Conference employment will complete a formal
application for employment. The Columbia Union Conference reserves the
right to request a post-hiring physical examination as allowed by law
and if it does so, is responsible for the expense. Applicants are
tested, interviewed and screened by the Human Resources Committee. No
representative of the employer, other than the Human Resources
Committee and/or ADCOM, has the authority to enter into any employment
agreement at any time (including the setting of remuneration rates)
with the prospective employee.
- A general orientation program for employees is conducted by Treasury
to give new employees an introduction to the Columbia Union Conference
and its procedures. Departmental orientation is the responsibility of
the department director.
Equal Employment Opportunities
Union Conference of Seventh-day Adventists is an unincorporated
religious association with
headquarters located in Columbia, Maryland. The employment practices of
the church reflect religious preferences in harmony with the United
Constitution and controlling laws. The Columbia Union Conference does
not discriminate with regard to race, national origin, gender (except
positions requiring ordination), color, age, marital status, veteran
or disability that does not prohibit performance of essential job
This is reflected in Columbia Union Conference practices and policies
regarding hiring, layoff, discharge, training, promotions, rates of
and other forms of compensation.
In harmony with
the above statement, the Columbia Union Conference of Seventh-day
Adventists complies with the Americans with Disabilities Act. This act
gives civil rights protection and equal opportunity to qualified
individuals with disabilities
in all employment practices, including job application procedures,
advancement, compensation, training, termination and other terms,
and privileges of employment. An individual is considered to have a
if the individual has a physical or mental impairment that
limits one or more major life activities, has a record of such an
or is regarded as having such an impairment.
Family and Medical Leave
The Family and
Medical leave Policy of the Columbia Union Conference outlines the
which an employee may request time off with or without pay for a
period, with job and accrued benefit protection.
information or a more detailed description of the Columbia Union
Conference Family and Medical Leave Policy and Procedural Process,
please contact the Human Resources Committee.
- A family and or/medical leave of absence shall be defined as an
approved absence of an eligible employee for up to twelve weeks within
a twelve month period under particular circumstances that are critical
to the life of a family. Leave may be taken for the following reasons:
of an employee's child;
- placement of
a child with an employee for adoption or foster care;
- need for an
employee to care for a child, spouse, or parent
who has a serious health condition;
- when an
employee is unable to perform the functions of his/her position because
serious health condition.
- The provisions of this policy shall apply to all family
and/or medical leaves of absence approved for eligible employees for
the reasons described in 1. above.
and Unpaid Leave - Family and/or medical leaves of
absence shall be unpaid. However, if eligible employees have accrued
paid leave benefits under employment benefit plans or policies of the
Conference, the employees will be required to use those accrued
to provide compensation during all or any part of the twelve weeks
If the employee's paid benefits are exhausted, the remainder, if any,
of the family or medical leave will be unpaid. The use of accrued
will not extend the duration of a family or medical leave.
- To be eligible for leave under this policy an employee must
have been employed for at least twelve months in total, and must have
worked at least 1250 hours during the twelve month period immediately
preceding the commencement of the leave. All Columbia Union Conference
employees who meet the above eligibility requirements, regardless of
work site location within the United States, are eligible for family
and medical leave.
- An employee who takes leave under this policy
will be able to return to the same job or a job with equivalent status,
pay, benefits or one which requires substantially equivalent skill,
responsibility and authority.
Columbia Union Conference may choose to exempt certain salaried, highly
compensated (key) employees from this requirement and not return them
to the same or
has been completed, the employee must obtain job-related certification
from the physician or health care provider that the employee is able to
return to work following the approved FMLA leave will be cause for
termination of employment.
Columbia Union Conference will require medical certification to support a claim for
leave for an employee's own serious health condition or to care for a
seriously ill child, spouse or parent.
Columbia Union Conference may require a second medical opinion and
periodic re-certification at its own expense. If the first and second
opinions differ, the Columbia Union Conference, at its own expense,
may require the binding opinion of a third health care provider,
approved jointly by the Columbia Union Conference and the employee.
employee will need to obtain a job-related "fitness for duty"
certificate from the attending physician or health care provider prior
to his or her return to work if the FMLA leave taken was based on the
employee's own serious health condition.
medically necessary for a serious health condition of the employee or
his/her spouse, child or parent, leave may be taken on an intermittent
or reduced leave schedule. If leave is requested on this basis,
however, the Columbia Union Conference may require the employee to
transfer temporarily to an alternative, but equivalent in pay and
benefits, position which better accommodates recurring periods of
absence or a part-time schedule.
employees working at Columbia Union Conference headquarters or within a
75 mile radius of the Columbia Union Conference complex may be docked
for Family and Medical Leave absences of less than one day, as well as
those of one day or more. Other Columbia Union Conference exempt
employees will be docked only for Family and Medical Leave absences of
one day or more.
who are both employed by the Columbia Union Conference and are
requesting family and medical leave for the same qualifying event are
entitled to a total of twelve weeks of leave (rather than twelve weeks
each) for the birth, adoption, or placement of
a child for foster care or for the care of a sick parent (but not
and Reporting Requirements - When the need for leave is
foreseeable, such as the birth or adoption of a child, or planned
medical treatment, the employee must provide 30 days notice and make
efforts to schedule leave so as not to disrupt Columbia Union
Conference operations. In unforeseen
circumstances, 30 days of notification may not be possible; in such
cases, as much prior notice as possible must be given. In cases of
the employee will be required to report periodically on his/her leave
status and intention to return to work.
If an employee
fails to provide 30 days notice for foreseeable leave with no
reasonable excuse for the delay, the leave request may be denied until
at least 30 days from the date the Supervisor and the Human Resources
Committee receive notice.
of Employee Benefits During Leave of Absence - While
an employee is on leave, the Columbia Union Conference will continue
the employee's health care benefits during the leave period at the same
level and under the same conditions as if the employee had continued to
If the employee
pays to opt-in eligible dependent(s) and/or spouse, then while on paid
leave the Columbia Union Conference will continue to make payroll
deductions. While on unpaid leave, the employee must continue to make
this payment which must be received in the Accounting Office by the
second pay period of each month (see pay day schedule). If the employee
does not continue these payments, the Columbia Union Conference may
discontinue dependent/spouse coverage during the leave period or will
recover payments at the end of the leave period, in a manner consistent
with the law.
employee has opted-out of the NADHCAP the Columbia Union Conference
will continue to make the authorized monthly payment to the employee
regardless of whether the leave is paid or unpaid.
entitlements based upon length of service will be calculated as of the
last paid day prior to the start of the unpaid leave of absence.
Request for Family and Medical Leave of Absence Form must be
obtained from the Human Resources Committee and completed by the
employee. This form should then be initialed by the supervisor and
the Human Resources Committee for final approval.
- All requests
for family and medical leaves of absence due to illness will
additionally require the completion of the Certification of
Physician or Practitioner Form which must also be returned to the
Human Resources Committee. The employee should return the form within
15 days of the request for
family and medical leave or provide an acceptable explanation for
- Once leave
has been completed, the employee must obtain job-related certification
from the physician or health care provider that the employee is unable
to resume work. This certification must be returned to the Human
- The Human
Resources Committee will inform the employee of the the Human Resources
Committee decision relative to the request for leave.
Floater Employees - Guidelines for Approving
Needs - The following situations shall be considered valid
causes for officers and department and service directors to request
a floater employee to assist on a temporary basis:
fill in for vacant budgets.
- To work on
projects for which there is special funding to cover the employee's
- To replace
employees who take time off without pay.
- To relieve
employees who are expected to be off work for more than two weeks
because of participation in FMLA.
- To relieve
employees who will be on vacation for more than two weeks if it is not
possible to arrange for another employee within the department to cover
Arrangements - Officers and department/service directors
should develop a plan to cover vacations and other short-term absences
caused by sickness, accident, jury duty, etc. by arranging for the
employees to back up each other.
- Requests for floater employees may be submitted
if it appears that existing personnel will not be able to have
important materials ready to meet crucial deadlines.
Needs - At the beginning of each year officers
and department and service directors should anticipate the need for
employees during peak periods and present their estimates to the
- Requests for a floater employee using the
prescribed form shall be presented to the Office Manager by the
officer, department or service director concerned, preferably one week
in advance of the anticipated need.
- It may be advantageous at times to utilize
volunteer services. All requests for volunteer services shall be
arranged through the Office Manager. Contact the Office Manager to see
if a volunteer is available to help in situations that might not
qualify for a paid floater employee.
arise that an employee has not been justly treated, the following
procedures should be pursued:
Discussions - The issue or problem in question should first
be discussed with the immediate supervisor. If satisfaction is not
obtained, the matter should be taken to the department director. If the
potential cause of the issue or problem in question is the supervisor
himself, the employee may, at his or her option, bypass the supervisor
and proceed directly to the department director. If not resolved at
this level, the
Human Resources Committee Chairman shall be consulted.
Committee - If the foregoing steps do not result in
the resolution of the issue, the complainant has the right to request a
hearing before the Human Resources Committee. The complainant must
provide a list of specific issues for the Human Resources Committee.
The Human Resources Committee shall present its recommendations to
ADCOM which shall take the action which it deems appropriate. Should
fail to bring satisfaction, the final step is a hearing before ADCOM.
This committee's evaluation and resolution of the problem will be
Parties - No third parties shall participate in either
the hearing before the Human Resources Committee or ADCOM. No written
or electronic transcript of the hearing before the Human Resources
Committee or ADCOM shall be kept by the employer or the employee. The
evaluation and the resolution determined by the Human Resources
Committee and/or ADCOM may be verbal and/or written.
Conduct - Employees of denominational organizations are to
the Christ-like life and shall avoid all appearance of wrongdoing. They
shall not for one moment indulge in sexual behavior that is harmful to
themselves or others, and that casts a shadow on their dedication to
the Christian way of life.
Respect - Employees shall respect and uplift one
another. They must never place another employee in a position of
embarrassment or disrespect due to sexual overtones. To do so would be
a violation of God's law and the law of the land which protects human
rights in the
harassment by the employer, supervisor(s), co-worker(s) and, in some
instances, non-employees(s) includes, but is not limited to, the
sexual advances, requests for sexual favors, and other verbal, visual
or physical conduct of a sexual nature which affects an individual's
employment status or the terms, conditions, or benefits of his or her
employment. Such advances constitute sexual harassment when:
to such conduct is made either explicitly or implicitly a term or
condition of an individual's employment; or
to or rejection of such conduct by an individual is used as the basis
for employment decisions affecting an individual; or
conduct has the purpose or effect of unreasonably interfering with an
individual's work performance or creating an intimidating, hostile, or
offensive working environment; or
threats or suggestions are made that the individual's job, future
promotions, wages, etc., depend on whether or not he/she submits to
sexual demands or tolerates harassment.
sex-oriented comments (e.g., kidding, teasing, joking, degrading
or offensive sexual comments, sexual tricks);
or pressure for sexual activity;
or inappropriate touching of an individual (e.g. patting, pinching,
hugging, repeated brushing against another person's body);
threats or demands for sexual favors;
visual conduct which creates embarrassment or suggests an interest in
on account of age, race, ethnicity or disability includes,
but is not limited to, the following:
employees to derogatory remarks, insults, slurs, jokes or tricks based
on age, race, ethnicity or disability;
employees opportunities to participate in training or education on
account of their age, race, ethnicity or disability;
opportunities for promotion, transfer or advancement on account of age,
race, ethnicity or disability.
employees to perform physically more difficult tasks or less desirable
work assignments in order to force them to retire or resign from
Environment - Denominational organizations shall inform their
employees that harassment in the workplace will not be tolerated. All
employees are expected to avoid any unwelcome behavior or conduct
toward any other employee which could be interpreted as harassment.
Each organization shall designate a process by which an employee may
lodge a complaint.
Incidents - If an employee encounters sexual
harassment or harassment on account of age, race, ethnicity or
disability from supervisors,
fellow employees, clients, or non-employees, the following steps shall
be taken immediately:
it clear that such behavior is offensive and must be stopped
- Report the
incident(s) to a officer. The complaint shall be in written form.
- The person
to whom the complaint is made shall conduct all discussions in an
objective and thorough manner, and shall advise the complainant not to
discuss the matter elsewhere due to the sensitivity of the complaint.
to whom the complaint is made shall keep any information received
confidential, except as necessary to investigate or rectify the matter.
Reports - All employees who are aware of incidents of
apparent sexual harassment or harassment on account of age, race,
ethnicity or disability in the workplace are responsible for reporting
such incidents to the appropriate person for investigation.
- Complaints of sexual harassment and harassment
on account of age, race, ethnicity or disability shall be investigated
promptly. The determination of whether or not a particular action
constitutes sexual harassment or harassment on account of age, race,
ethnicity or disability shall be made from the facts on a case-by-case
basis. The person who is authorized to direct the investigation shall
inform Adventist Risk Management, Inc. for insurance purposes The
investigation shall include, at a minimum, confidential interviews with
all involved persons and written statements regarding the incident(s).
The investigation and
results shall be documented in writing and the results shall be
with the complainant and accused employee with an explanation of any
corrective action to be taken. All individuals involved shall be
to maintain the investigation and results in strict confidence.
the investigation indicates that harassment has not occurred, the
complainant and accused employee shall be notified of the results
and cautioned regarding future compliance with the organization's
harassment policy. All persons, entities, or organizations which were
notified of the indication of these proceedings shall also be notified
of the results, to the satisfaction of the administrator conducting
the investigation in consultation with the accused.
harassment is found to exist, appropriate officers shall take prompt
corrective action. Depending on the severity of the act, the discipline
may range from a written warning (a copy of which is placed in the
offending person's personnel file) to immediate dismissal.
Retaliation: Supervisors and co-workers are prohibited from
retaliating, intimidating, or harassing employees who complain of
sexual harassment or harassment on account of age, race, ethnicity, or
Holding Other Employment
are expected not to hold other employment or to engage in other
activities not compatible with the full and proper discharge of the
duties and responsibilities of the position held. The Human Resources
Committee shall determine whether outside activities are interfering
with the employee's efficiency and contribution.
Job Posting Plan
- All non-exempt positions that become available will be
posted for a period of three working days in order to alert interested
employees of available jobs. This posting will be placed on the
bulletin board in the second floor workroom. Job openings that are to
be filled by intra-departmental transfers or by individuals that the
Human Resources Committee needs to relocate or place may be excluded
from this posting plan.
Requirement - Employees with at least one year of
service in the same position at the Columbia Union Conference may apply
for the posted jobs.
Information - Notices for available jobs will give the
following information: The job title; a brief description of the job;
education, experience and skills required; the remuneration level; time
of posting and expiration date. Additional information regarding job
openings may be obtained from the Human Resources Committee.
Candidates - Adequately qualified employees who
apply for posted jobs will be considered. Other employees may also be
considered for the same job. If the available position is not filled by
a current qualified employee, the position will be made available to
other SDA applicants.
Criteria - Promotions and/or transfers will be
based on performance evaluation, education, prior experience,
job skills, test results (if applicable) and/or recommendations.
Seniority may be given special consideration where ability and other
principal factors are comparatively equal.
Human Resources Committee - The Human Resources Committee
reserves the right to fill the vacancy after considering all available
Role - Supervisors are urged to be considerate
of the job desires of their employees and to make it easy for them to
transfer if they are offered another job that they are interested in
Leaves of Absence
- Leaves of absence may be granted for study programs, or extenuating
circumstances. Requests must be submitted in writing to the
supervisor/department director for consideration by the Human Resources
Committee. Leaves for
Family and Medical Leave Act purposes should be requested in accordance
with the Family and Medical Leave Act.
- If a leave of absence is approved by the Human
Resources Committee, conditions shall be clearly defined and
communicated to the employee in writing. These shall include the length
of the leave of absence, financial assistance, continuation of
benefits, if any, and
the responsibility, if any, of the Columbia Union Conference to
the person. For Family and Medical Leave Act purposes see the section
under Family and Medical Leave.
Personal Appearance Policy
circles generally accept the right of any organization to set
regulations, standards, guidelines, and principles governing
professional appearance and conduct. Administration reserves the right
to interpret policy and to rule on misunderstandings or disagreements
relative to the application of these standards.
Conference employees play an important role in presenting to visitors,
constituents, and coworkers alike a positive image of conservative,
Christian professionalism as exhibited through dress and personal
appearance. Modest dress, personal grooming, and overall professional
appearance of employees truly reflect commitment to the highest levels
of Christian values in dress and appearance. Employees are expected at
all times to present a professional, business-like image to customers
and office visitors. Favorable personal appearance, like proper
maintenance of work areas, is an ongoing requirement of employment.
Union Conference, while not acting as conscience for others, requires
all of its employees,
from the first day of employment, to follow the personal appearance
business attire is to be worn during regular business hours.
wearing of leisure-type apparel is not appropriate during working hours.
of all types should be avoided, except for the wearing of a simple
should be groomed in good taste, shunning fads and extremes. Mustaches,
sideburns, and beards must be neatly trimmed and maintained.
It is the
responsibility of the individual department/service directors as well
as the Human Resources Committee Director to implement the Personal
Appearance Policy. Should it be determined that within a
department/service an individual is not in compliance with the policy,
the following steps will be taken:
department/service director and/or the Human Resources Committee
Director shall consult with the immediate supervisor urging
memo documenting the verbal counsel shall be directed to the employee
department/service director shall inform the Human Resources Committee
Director if an employee refuses to comply with the personal appearance
requirements. The Human Resources Committee Director and
department/service director shall then meet jointly with the employee
in order to resolve the situation. A second
memo shall be directed to the employee by the Human Resources Committee
Director requiring a written response as to the employee's intentions
with respect to the personal appearance requirements.
the employee still refuses to comply with the personal appearance
requirements after being counseled by the Human Resources Committee
Director and department/service
director, the matter shall be referred to the Human Resources Committee
for disciplinary action.
exemplifying a life standard superior to that generally accepted in
matters of attitude and work performance and example in grooming, dress
and avoidance of extremes should be the goal of each worker.
In the lives of
all employees, the denominational standards of morality,
and recreation are to be observed. All employees are expected to be
and regular in the returning of tithes and offerings to a local church
within the Columbia Union Conference.
adhere carefully to the highest professional and ethical standards,
especially in such
matters as integrity and confidentiality.
the duties of the gospel worker, Paul, in writing to Timothy, said
"Meditate upon these things; give thyself wholly to
them; that thy
profiting may appear to all." I Timothy 4:15
personal finances so as to live within one's regular income and the
current payment of all just obligations is expected of each worker.
department directors are out of the office a great deal, many employees
whose functions are primarily in the office, work much of the time
without close supervision. Employees are expected to conscientiously
observe the office hours and apply themselves diligently to their work.
They should refrain from visiting with fellow employees or visitors for
extended periods, doing personal work, or in spending time in other
Sexual Misconduct in Church Relationships
Involving Denominational Employees and
Approved Volunteers - Model Procedures
of Wrongdoing - Denominational employees and volunteers shall
exemplify a Christ-like life and avoid all appearances of wrongdoing.
They must not engage in behavior that is harmful to themselves or
others. Denominational employees and volunteers should respect every
individual. To do otherwise is not consistent with the Christian life.
of Christian Principles--Sexual misconduct is a violation of
Christian principles. Sexual misconduct is never condoned by the
Seventh-day Adventist Church. Denominational employees and volunteers
are entrusted with sacred responsibilities which include refraining
from sexual misconduct. It is expected that persons functioning in
these roles will not engage in
Actions Compromise the Church and Its Message--The Church and its
message are compromised by improper actions of denominational employees
and volunteers. The Church seeks to respond to situations where the
fitness of a person
for service to the Church is called into question due to accusations
of sexual misconduct. The Church also seeks to advance the healing and
integrity of all persons influenced by the ministry of the Church.
Procedures - The purpose of this policy is to provide model
procedures for use by Church entities that respond effectively to
allegations of sexual misconduct against denominational employees and
American Division strongly recommends that all local conferences, union
conferences, educational, and health care institutions, and all other
North American Division church-related entities and boards establish
procedures to address sexual misconduct.
- Organizations which adopt these procedures shall
inform those responsible regarding the implementation of such
procedures. These organizations shall also take reasonable steps to
inform members, denominational employees, volunteers, students, and
others of these procedures.
All church organizations must determine and comply with the abuse
requirements of their state or province. If government agencies or
become involved in allegations pertaining to sexual misconduct, all
individuals are reminded to their duty to cooperate.
Limitation - This policy is not intended to supersede any
conflicting provisions in existing personnel policies, valid contracts,
or any provisions of the Seventh-day Adventist Church Manual.
In the event of any such conflict, the organization or entity enacting
procedures to address sexual misconduct should consult legal counsel to
eliminate the conflict. Where a conflict exists, the provisions of the
personnel policy, contract, or the Seventh-day Adventist Church
Manual shall prevail.
- Any person, regardless of church membership, alleging sexual
misconduct by a denominational employee or volunteer. An accuser may
also be a minor's
parent or guardian, or any other representative recognized by the
Ethics Committee (SEC), or the legal representative of an incompetent
- denominational employee or volunteer who is alleged
to have committed sexual misconduct while in the course and scope of
his/her employment or volunteer status.
- For this policy, "church" means the local conference,
union conference, or the North American Division, of which the
employing or appointing entity or organization is a part.
Employee - Any individual who is employed by the
Officer - The person at the local conference, union
conference, or North American Division of which the employing or
appointing organization or entity is a part, who is responsible for
procedures set forth in this policy.
Committee - The group responsible for the discipline of
church employees or volunteers.
Person - A person, who because of health, age, or
mental capacity, is legally unable to consent.
- An accused who is determined by the Sexual Ethics
Committee (SEC) to have committed sexual misconduct.
Ethics Pool (SEP) - A group comprised of qualified
appointees, from which Sexual Ethics Committees are selected as needed.
(See Selection of Sexual Ethics Pool).
Ethics Committee (SEC) - The five member committee that is
appointed from the Sexual Ethics Pools (SEP) by the Designated Officer
to consider a complaint.
Ethics Committee Chair (SEC Chair) - A member of the Sexual
Ethics Committee, appointed by the designated officer to assume
administrative responsibilities for the Sexual Ethics Committee as
Harassment - Any unwelcome sexual advance, request for
sexual favors, and/or other verbal or physical conduct, which may
but is not limited to sexually suggestive comments or jokes, crude
language, and unwelcome physical contact, which is gender specific or
of a sexual nature:
either explicitly or implicitly a condition of employment or
- used as a
basis for affecting those relationships; and/or
- creates an
intimidating, hostile, and/or offensive environment.
Misconduct - Improper sexual behavior including any of the
or attempted sexual contact with a minor or with any person where there
exists a relationship with inequality of power.
- Actual or
attempted rape or sexual contact by force, threat, or intimidation.
behavior of a sexual nature.
- An accuser becomes a victim when the accused is determined by the
Sexual Ethics Committee (SEC) to have committed sexual misconduct.
- Any individual whose labor or service is requested by
and donated to the Church, and is under the Church's direction or
supervision. The existence of a monetary stipend for reimbursement of
expenses does not negate volunteer status.
Guiding Principles and Concepts Underlying the Development of This
Treatment of Accusations - All accusations of sexual misconduct
shall be taken seriously and carefully investigated by the Sexual
Ethics Committee (SEC). No accusation shall be dismissed without a
response, and all shall be
processed in a timely manner. The accused and the accuser shall be
- The filing or failure to file a complaint or denial
shall not be deemed to be conclusive evidence of any issue, but may be
considered as part of the evidence received by the SEC.
of All Involved - The confidentiality of those
involved, including the accuser and the accuser's family, the accused
and the accused's
family, shall be respected.
- A denominational employee or volunteer who has
engaged in sexual misconduct is subject to discipline as outlined in
the North American Division Working Policy, Seventh-day Adventist
Church Manual, applicable personnel policies, or
- The expenses incurred to implement this policy should
usually be borne by the church or by agreement with one of its entities
or organizations. The goal of this policy is the protection of the
members and the work of the church; therefore, a primary beneficiary of
these procedures is the church and its members.
Considerations - To protect the integrity of the
proceedings outlined in this policy, the designated officer and the
members of the SEC shall be free of actual or apparent bias, prejudice,
predisposition or conflict of interest that may be material to the
issues, proceedings, or individuals involved. Any of these individuals
who are, or appear to be, biased, prejudiced, predisposed or have a
conflict of interest, shall be replaced or excluded from appointment.
The discipline committee should also be free of actual or apparent
bias, prejudice, predisposition or conflict of interest that may be
material to the issues, proceedings or individuals involved.
of Sexual Ethics Pool (SEP)
- The Sexual
Ethics Pool (SEP) shall be selected by the local conference, union
conference, or division executive committee and, to the extent
practicable, reflect the diversity of the Church.
Qualifications: Members selected to serve on the SEP shall:
members of the Church in good standing;
- Be free of
any predisposition, bias or conflict of interest that may be material
the proceedings or issues involved; and
knowledge of the subject of sexual misconduct.
Agreement: Each member of the SEP shall
sign a confidentiality agreement to ensure that the member understands
the duty, extent, and nature of confidentiality. Confidentiality of the
SEP is of utmost importance.
the Process - Upon receiving a report or learning of alleged
sexual misconduct by a denominational employee or volunteer, the
accused's immediate supervisor or chief administrative officer of the
institution or entity involved, in addition to any other duties or
obligations he/she may have, shall activate the following process by
the designated officer of the report of knowledge; and
reporting of all allegations or knowledge of sexual misconduct to:
authorities as necessary to comply with applicable abuse reporting
Risk Management Services, Inc. and applicable liability insurance
With Accuser - When notified, the designated officer shall
immediately convene a meeting with the accuser to:
- Request the
accuser to file a written complaint which shall include the name of
the accused, details including the date(s), place(s), and nature of
the offense(s), and verification by the accuser. The complaint shall
be verified as follows:
do verify and affirm that the within factual
accusations of sexual misconduct are true and correct to the best of my
_____of ________________, 20____,
permission from the accuser to use the written complaint and his/her
name in discussion with the accused;
- Request the
accuser to appear before the SEC and;
- Explain to
the accuser the process to be followed in response to the complaint,
and provide a copy of this policy.
- Report the
initiation of these proceedings:
an accused employee, to the accused's employing entity or organization
and the local conference, union conference, or the North American
Division of which it is a part; or
- For a
volunteer, to the accused's appointing organization and the church
board of the congregation of which the volunteer is a member
- Explain to
the accuser that if the accuser at any time chooses not to participate,
the process shall continue if there appears to be sufficient evidence
to believe that an act of sexual misconduct has occurred.
With the Accused - As soon as practicable, the designated officer
shall convene a meeting with the accused to:
the accused with the verified written complaint;
- Explain to
the accused the process to be followed in response to the complaint,
and provide a copy of this policy; and
- Request that
the accused submit a verified written response to the complaint and
discuss with the designated officer any additional verbal response the
accused may wish to have considered. The written answer shall be
verified as follows:
_______________________________, do verify and affirm, that the factual
statements and denials set forth in this answer are true and correct to
the best of my knowledge.
______of __________________, 20____,
Meeting With the Accused - After meeting with the accused, the
designated officer shall immediately begin the process of selecting the
of the Affected Entities - The designated officer shall
take steps to maintain the integrity of the affected institution or
entity and those involved in the dispute. This may include recommending
to the disciplinary body that the accused be placed on administrative
leave with pay and without prejudice, or that a volunteer be prohibited
from carrying on his/her volunteer duties. Under such circumstances,
the accused shall not engage in any church-related duties until the
SEC has issued its findings. Other prudent courses of action must
also be considered.
Process Omitted - Should the designated officer, in
consultation with the selected SEC members and the concurrence of a
majority of those members, determine that the allegations of the
accuser are of a nature that could be best resolved between the
parties, and there is no factual dispute, then the investigative
process may be omitted, provided the accuser, accused, and disciplinary
body agree. The notification procedure contained in the decision
process, and the disciplinary process, shall be followed as necessary.
Should this process not be successful, the matter shall be referred
back to the designated officer, who shall then initiate the
Ethics Committee, meeting as a group only, shall fully investigate the
allegations through information and documentation from the accuser, the
accused, and other
appropriate sources. The SEC shall meet with parties and witnesses;
receive and consider written documents, photographs, and other relevant
materials; consider any court or administrative proceedings, including
criminal convictions and pleas; and may determine at its own discretion
the manner and form in which such evidence is received. Because these
proceedings are administrative in nature, the SEC shall have complete
control over the hearing format, including whether cross-examination of
parties will be prohibited, and what evidence will be admitted.
Meeting of All Parties - After reviewing the
complaint of the accuser and the response of the accused, the SEC shall
convene a meeting of the parties to gather information to determine
whether the factual allegations as set forth in the verified written
complaint were more likely to be true than untrue.
parties may bring other persons who have knowledge of the
allegations and who may provide statements under oath. The SEC shall
hear and consider
the allegations and receive any such additional evidence necessary
to support or defeat the verified written complaint. Written statements
provided by either party should have notarized signatures, as provided
for in the written complaint and denial.
- Members of
the SEC may ask questions as necessary. The SEC may, upon a
determination of good cause, prohibit cross-examination of parties or
witnesses. If cross-examination is not allowed, the SEC shall accept
from the accused or accuser, and the SEC shall question the party(ies)
or witness(es) protected from cross-examination.
at Meeting of SEC - The SEC members, the accuser, the accused, as
well as the parents/guardians, or legal representatives of a minor or
an incompetent adult, and, with permission of the SEC, qualified
of the accuser and/or the accused, or legal counsel of the accuser or
the accused, may attend the SEC meetings. Any other individual may
only upon invitation of the SEC, consent of both parties, or while
testimony or providing other evidence. The SEC may seek counsel and
advice from therapists, attorneys, or any other experts to assist the
SEC in its investigation of the charges or administration of the
Meetings of SEC - The SEC may convene additional
meetings as may be necessary to fulfill its duties and
responsibilities. Reasonable efforts will be made to provide notice to
both the accuser and the accused of these meetings.
Invitation or Recall - The SEC may invite or recall
witnesses on its own initiative or at the request of the accuser or the
accused as often as is necessary to ensure a fair outcome.
of SEC Meetings - The SEC meetings shall not be
recorded by videotaping, audiotape recording, or the preparation of a
verbatim transcript by a court reporter or stenographer.
of Verdict - Upon any criminal disposition adverse to
the accused, whether by verdict or pleas of guilty or no contest, of
charges based upon sexual misconduct, the SEC shall presume the
allegations involving the disposition substantiated, and the designated
report the finding to the disciplinary body for appropriate
disciplinary action. A finding of not guilty in the criminal court will
not of itself affect the process, findings, or disposition under this
Accuser - If the accuser at any time chooses not to
cooperate, the process shall continue if there appears to be sufficient
evidence to believe that an act of sexual misconduct has occurred.
of Volunteer - If the accused volunteer chooses to
resign his/her membership and volunteer position, the SEC shall consult
with and seek the advice of an attorney regarding legal issues
concerning continued disciplinary action against the volunteer.
The SEC shall
determine whether the charges contained in the accuser's complaint are
supported by evidence showing that the charges are more likely than not
to be true. Unless otherwise agreed to by the parties in writing, the
SEC shall issue a finding within thirty (30) business days from the
date of the final hearing.
Actions - Based upon its conclusion, the SEC shall take one of
the following actions:
the allegations of sexual misconduct are found to be more likely untrue
than true, no further investigatory action shall take place, and
reasonable efforts shall be made to exonerate the accused and clear
his/her name, including placing the SEC's findings in the accused's
personnel file, if applicable. These findings may also be placed in the
as appropriate. The SEC and the designated officer shall communicate
and explain the SEC findings with the accuser and the accused,
separately. All entities or organizations which were notified of the
initiation of these proceedings, shall also be notified of the SEC
findings to the satisfaction of the SEC in consultation with the
- If the
allegations of sexual misconduct are found to be more likely true than
not, the SEC shall report its findings to the designated officer, who
shall then relay the findings to the appropriate disciplinary body.
Upon request, the SEC shall make its members available to meet with the
discipline committee. All entities and organizations which were
notified of the initiation of these proceedings, shall also be notified
- Factors to
Consider - The discipline committee shall consider the following
factors in determining the appropriate discipline:
of the offense(s)
- Frequency of
- Severity of
age(s), and gender of victim(s)
- Attitude of
the perpetrator (is he/she contrite?)
- Duration of
the injury(ies); and
- Nature of
the relationship between the parties.
May Include - Based upon these factors, discipline shall be
imposed, and may include one or more of the following:
of employment or volunteer relationships.
that the perpetrator reimburse the expenses incurred by the parties
or the SEC.
Committee to Communicate with All Parties - The discipline
committee will communicate with the victim(s) and the perpetrator,
separately, to explain the action(s) taken. Upon the request of the
discipline committee, the SEC and the designated officer shall be
available for assistance.
File Record - If the perpetrator is a denominational
employee, the designated officer shall ensure that notations have been
placed in his/her personnel file that a complaint had been made, the
findings of the SEC, and the action taken by the discipline committee.
Perpetrators - If the perpetrator is a volunteer, the
findings of the SEC and any action taken by the discipline committee
shall be reported by the designated officer to the church entity or
which appointed him/her as a volunteer and to the church board and
conference in which he/she holds membership.
- Once the discipline committee has made its determination
and decided upon the disciplinary action, the following steps shall be
to the Accused -
appropriate individual shall be made available to the accused early
in the process to serve as an interpreter of the process.
- Inform the
accused regarding the disciplinary decision of the discipline committee.
discipline committee action.
- Remove the
accused employee from service
continuation of employment is possible, require therapeutic counseling
and/or treatment to be utilized in combination with any of the
responses listed above. A therapist who is qualified to deal with
sexual misconduct, and who is sensitive to issues of professional
ethics should be selected by the accused and approved by the designated
officer. Assistance shall be made available for the spouse and family
where needed and approved. The therapy requirement shall be clearly
communicated and monitored as appropriate.
- For minor
offenses where it is concluded that the accused is sufficiently capable
of effective service again, possible reinstatement of the accused shall
be dependent upon the recommendation(s) of the therapist, supervisor,
of the discipline committee.
- Limit the
service of the accused during the rehabilitation process and appoint a
trained supervisor to monitor his/her duties. Any such rehabilitation
plan needs to be approved by a qualified therapist to protect other
to the Accuser(s) -
designated officer shall name an appropriate person as an interpreter
for the accuser early in the process. This person shall be available at
the accuser's discretion.
- A list of
qualified therapists shall be provided to the accuser(s) to be utilized
at his/her/their choice. While this does not imply financial
responsibility on the part
of the organization, financial support for this purpose may be offered
without implying guilt.
to the Congregation, Institution, or Church-related Entity-
designated officer of the discipline committee shall meet with the
officers of the conference, church, institution, or church-related
entity to communicate the results of the hearing process. At this
special attention shall be given to the disciplinary action taken,
and its implications.
- A trained
resource person from the SEC shall be made available to assist the
institution or congregation in whatever ways necessary to address their
concerns, and to bring healing.
in Situations Involving Minors -
the event that a complaint involves allegations of sexual misconduct
with a minor, the person who receives the complaint is required by
report the suspicion of sexual abuse against a minor to the local law
enforcement authority (i.e., district attorney, child protection
with the Church's investigation outlined in this policy.
- If charges
are filed involving criminal acts against a minor and the accused is
prosecuted, two members of the SEC may be assigned to monitor the trial
proceedings and report regularly to the commission.
- If the
accused is convicted in court of criminal charges against a minor, the
SEC shall recommend to the discipline committee permanent removal from
denominational employment or service.
- If the
complainant does not choose to pursue a formal written complaint with
the conference, the designated officer shall continue the investigation
if there appears to be sufficient evidence that sexual misconduct has
occurred such as to cause concern for the well-being of other minors.
- Because sexual misconduct policies are developed to make the process
as fair and impartial as possible, the findings of the SEC are
considered final, resulting in no further recourse through appeals
through the Church.
and Prevention - The North American Division seeks to educate
employees and volunteers that sexual misconduct is disapproved by the
and violates the law of the land. To carry out this educational goal,
the North American Division publishes this policy for its office and
institutions, boards, and church-related entities and affiliates;
appropriate sanctions for sexual misconduct; and endeavors to inform
employees, volunteers and members of their right to complain of sexual
American Division encourages the establishment of education and
prevention programs in churches, schools, and other institutions. Lists
containing names of employee and lay resource persons who have
indicated that they can provide seminars, sermons, and educational
programs may be obtained from the Sexual Ethics Commission of the North
- If, for any
reason, an employee finds it necessary to discontinue employment,
he/she will submit a written notification of intention to the office
manager at least
two weeks prior to the planned date of departure.
Out-The exiting employee will be given an exit interview form and a
list of items to be returned to the office manager on the last day of
employment. An exit interview will be conducted at that time.
Time Off Without Remuneration
- Employees who desire a few weeks of time off without remuneration for
personal reasons shall submit their request to their supervisor; for
Family and Medical Leave Act purposes, see section under Family and
Medical Leave Act.
- If the supervisor approves, the request shall be
referred to the Human Resources Committee for decision.
Credit - If an employee takes time off without pay
that exceeds 26 hours in a calendar year, the employee's service credit
for that year will be prorated
- 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
his Creator. Another is experiencing the intrinsic satisfaction of
one's self and one's means to the Lord. Our Lord's promise of special
blessings to the faithful tither can be received in no other way.
- 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.
employees will demonstrate an exemplary commitment to the Lord and the
teaching of His Church.
- Because of its importance as a principle and the
spiritual experience it represents, tithing, like other basic beliefs
of the Church, becomes a condition of employment for all employees.
Consequently, at the time of employment, each individual shall be
in writing of this requirement, which includes the expectation of
faithfulness in tithing. Employees shall also be informed that their
tithing practices may be subject to an annual review.
- If it is determined that an employee is not faithfully tithing,
the President shall discuss the matter with the employee in the spirit
of pastoral concern and endeavor to help him understand that he is
following a course that is harmful to his relationship with his
Worker's Personal Finance
The standards of
the ministry in all things should be maintained on an irreproachable
basis, in order that "the ministry be not blamed." II Corinthians 6:3.
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 denominational employment.
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.
continually neglect or refuse to pay their just obligations may be
advised to take up some other line of work.
satisfactory arrangements shall be made by workers for all financial
obligations before transferring to another church organization.
is desired that every worker be encouraged to make continuous effort
for self-improvement, especially through correspondence courses, no
full time conference workers
or other denominational employee should take residence schoolwork or
lines of study that would make inroads upon time that should be given
to their regular duties without first making proper arrangements with
The office works
a 38-hour week. The work week begins with the worship service at 8:00
a.m. on Monday. Regular work hours are Monday-Thursday from 8:00 a.m.
to 5:00 p.m. and
Friday from 8:00 a.m. to 12:00 noon. There is a half-hour lunch period.
A 15-minute break may be taken mid-morning and mid-afternoon; however,
an employee may opt to forego the breaks and thereby qualify for a
lunch period. Any variation of these hours would be with the
of the office manager.
- If, for any reason, it is necessary for an hourly employee to be
absent during regularly scheduled work hours, the department director,
supervisor or authorized designee must be notified as soon as possible
of the reason for the absence and anticipated time of return.
Absence - The employee will be considered absent
without authorization if a message is left with anyone other than the
department director, supervisor or authorized designee. Unauthorized or
inadequately reported tardiness, early departures or absences from the
office may be recorded in the employee's personnel file, and may result
in disciplinary action up to and including job termination.
Leave - Regular full time employees of the Columbia Union
Conference who lose a member of the family in death may be granted a
leave with pay of up to three days, according to distance and
circumstances. Up to five days will be allowed when travel to the
funeral requires more than one day's travel.
members include husband, wife, child, father, mother, brother, sister,
father-in-law, mother-in-law, brother-in-law, sister-in-law,
daughter-in-law, son-in-law, grandparents, and grandchildren.
bereavement leave is made through the department director, who will
notify the office manager immediately.
at Local Funerals - Time taken off by employees to
attend funerals for other than those of the family members shall either
be made up or taken as time off without pay. Family members are defined
above. Employees are authorized to attend the funerals of current or
former Columbia Union Conference employees or their spouses that are
held in the local area.
Compensatory Time off
Weekend Provision: In those instances when a secretary is
requested to assist in a weekend meeting, seminar, camporee, etc.,
he/she shall be granted
one full day of compensatory time off within the pay period. Inherent
this policy, however, is the secretary's right of refusal to
participate. He/she will be scheduled so that the total work week hours
do not exceed 38 hours.
- During the work week, any schedule which varies from the
approved standard or flextime work schedule should be adjusted with the
of the supervisor so that no more than 38 hours per week are worked.
However, if this is not possible, any excess time worked up to 40 hours
per week (up to 2 hours) will be paid at straight time. Any time worked
in excess of 40 hours per week will be paid at time and one-half.
Approval - An employee must obtain prior approval of
the supervisor or undertreasurer to work more than 38 hours per week.
Court Ordered Subpoena
subpoenaed by court order shall notify the director of their department
and The The Human Resources Committee of the required absence. Regular
remuneration will continue during the absence from work.
Garnishments and Assignments
affairs should be conducted in such a way that the Columbia Union
Conference will not become involved. The Columbia Union Conference will
abide by court judgment if legal actions concerning delinquent
indebtedness are brought against employees.
Honorariums For Speaking Engagements
Union Conference does not pay honorariums to denominational employees
who make speeches
of various kinds at functions that are sponsored by the Columbia Union
Insurance - Voluntary Labor Accident
accident insurance is carried by the Columbia Union. This policy
indemnifies persons performing voluntary labor for the Seventh-day
Adventist Church, providing such person is an authorized employee.
The coverage is
for accidental bodily injuries sustained while performing authorized
policy does not apply to any employee of the church who receives
compensation. It is strictly limited to volunteer lay members who are
performing this work without financial remuneration. It is
understood that this coverage is in nature secondary to any other
coverage carried by the volunteer.
who are called to serve on jury duty will notify the treasury
department so arrangements can be made to cover their position.
Employees may retain the standard jury fee even though they are paid
their regular full salary by the Union.
permitted by federal law to exclude from income amounts paid by
themselves to provide a parsonage in which to live.
Each year the
Columbia Union Conference Executive Committee sets the maximum amount
of this exclusion for the coming calendar year.
In order for a
minister to qualify for this exclusion, accurate records must be kept
of parsonage expenses.
allowance exclusion cannot exceed the lesser of actual expenses or the
fair rental value of the home plus the cost of utilities.
A minister is not
automatically entitled to exclude the fair rental value plus the cost
of utilities, but
must actually spend the amount.
In December of
each year the Treasury Department will send to each minister a form on
which he/she is to list by category the actual amounts spent. When this
form is completely filled in and returned on time, the income reported
to the IRS will be reduced in accordance with the applicable IRS
prorated during the year that the minister moves in or out of the
In the year that
an ordained/licensed minister is moved to another location, the maximum
exclusion may be increased by $3,000 for that year.
must, however, add the parsonage exclusion to his/her self-employment
income to determine
the amount of Social Security tax he/she must pay to the IRS. Typical
expenses that may be included are:
- Down payment,
closing costs, etc., for purchase of home
- Rent or
- Pest control
and lawn care
In the event the
employee is audited by the IRS, it is the responsibility of the
employee to give proof of the expenses that have been excluded.
Parsonage Exclusion - Retirees
for calculating the parsonage exclusion for Columbia Union Conference
the year of retirement are as follows:
- The maximum parsonage exclusion shall be the maximum voted for the
area in which the retiree lives during the year he retires. If at the
time of retirement the retiree moves to an area where the maximum is
different, a new maximum for the year will be arrived at by taking the
pro-rata portion of each maximum figure in the respective areas to
arrive at a new maximum exclusion for the retiree.
- The maximum parsonage exclusion which the
Columbia Union Conference will allow during the year of retirement must
include the remuneration received by the employee prior to retirement,
the retirement allowance granted the employee, and the retirement
benefits provided to the retiree by the Retirement Office.
- The retiree will be able to exclude from gross
income the amount equal to the lesser of the actual expenses of
a home or the fair rental value of his home(s) plus utilities, during
the year of retirement, up to the maximum as determined in number 1
- The Retirement Office automatically excludes 100
percent of the retirement benefits as parsonage allowance.
reports are to be turned in to the treasury department on forms
supplied by that department. They are due on the 23rd of the
payment on the 25th of the month. An advance may be secured
employees are paid on a bi-weekly basis. The labor report substitutes
for a time clock and hours should be reported based on actual arrival
and departure times.
advances are available for emergency needs. The full advance will be
deducted from the next paycheck. If it is seen that an employee is
seeking too many advances, the employee will be counseled to find a way
to live within his/her income. (Deductions for savings and TSA's might
become questionable if the employee asks for frequent advances.)
Advance requests should not be made during
the last week of the month.
personal payroll checks for such things as credit unions, insurance and
tax-sheltered annuities will be made only for regular full-time
employees or regular part-time employees.
To provide a
the remuneration of various classes of workers, a denominational wage
has been adopted. The philosophy of this wage scale is predicated upon
the fact that a spirit of sacrifice and dedication should mark God's
irrespective of the position they hold, or the department they
The church wage scale does not always compensate its dedicated workers
in monetary units commensurate with their talents, accomplishments and
contributions, but does provide workers with a modest living income,
gives recognition of responsibilities borne, preparation undertaken,
attainment, previous experience, and years of service.
from its inception, has anticipated that, in addition to the
contribution of time and talent, a Seventh-day Adventist worker will
also, from his modest salary, make voluntary gifts to accelerate the
proclamation of the gospel, and thus exhibit a further demonstration of
faith and commitment.
--If considered in the light of these principles, the remuneration
scale policy of the Seventh-day Adventist Church will be seen to be in
harmony with the spirit of non-discrimination, equal pay and other
requirements, as well as being in conformity with the teachings and
beliefs of the church.
--A remuneration scale based on such considerations as education,
experience, and responsibility, provides minimums and maximums
expressed in percentages of the remuneration factor. It incorporates
basic income rates for various categories of services, with recognition
of the responsibility inherent in each position or category.
--A spread between minimum and maximum rates in the various categories
of from fifteen to thirty percent has been incorporated in the
remuneration scale. In setting rates within this spread, the Human
Resources Committee takes into consideration the following factors with
respect to each employee:
experience and achievement
- Skills and
- Years of
Because the safety of our employees is of
concern, allowance is made for extra travel time or office closings as
arrival for work will be determined on the following conditions:
Montgomery County, and/or Howard County, and/or Prince George's County
schools are closed for the day due to inclement weather, workers will
be given up to two hours to arrive at work. This delay is meant to
allow adequate time to arrive safely if needed. Arrival before 10
a.m. will not constitute overtime or comp time.
- If a two-hour delay is announced for the opening of
workers will be given up to a one-hour delay in reporting to work.
- Office closings will be determined as follows:
If the Howard County Govenment closes due to inclement weather,
office will be closed.
- Any time off not covered by the snow policy on the day it is in
may be considered as:
- time without pay;
- comp time (for extra hours incurred during that same
departures or total closings: Except for the conditions described in
2 above, the Union undertreasurer, in consultation with one of the
officers, will be responsible for making the decision for early
of workers from the office, or a total closing of the office. Personnel
will be notified after the decision is made.
Wage and Salary Increases
For those who
attained the maximum for their position, step raises are generally
annually on January 1.
Cost of living
raises are generally voted at Annual Council and are implemented July 1
of the following year. The calculation for these raises is the lower of
either the prior year tithe gain or the cost of living index.
Withholding of Taxes
Federal and state
income taxes and Social Security are withheld from paychecks according
to law. The amount withheld for federal income tax is based on the
exemption certificate signed at the time of employment (W-4). Any
changes in dependents should be reported immediately to the assistant
treasurer. An annual statement of total earnings and deductions for
taxes is issued in January.
following benefits apply to all regular employees:
employees may be granted assistance of 75 percent of the medical and
legal expenses incurred in the adoption of children if the adoption is
completed. The maximum expense on which assistance is granted is the
equivalent of up to three times the current monthly Category A
remuneration and shall be limited to one allowance per child.
employees will have their birthday off as a holiday. If the birthday
falls on a Saturday, Friday will be the day off. If the birthday falls
on a Sunday, Monday
will be the day off. If the birthday falls on a holiday, the day after
the holiday will be the day off.
importance of having qualified professional help available for
conference employees and their families and realizing the necessity of
having anonymity when such help in necessary, including anonymity from
church, and conference personnel;
payments for services pose a very real problem in protecting
funding for such care must have some financial limitations, the
following confidential counseling "blind billing" plan is available:
- Employees may
use the services of a licensed professional counselor of their choice.
Arrangements need to be made by the employee so that the counselor
Columbia Union Conference Risk Management Services at 1 800-638-0589
to receive information concerning health care benefits for counseling.
Anonymity of the counselee will be maintained in the billing process.
is assured by the pre-payment provision and the confidentiality of the
counselor-client relationship. The counselor would negotiate with the
client should he/she (the counselor) feel the employer should be
informed of any information surfacing in the process of the counseling
EMPLOYEE SURVIVOR BENEFIT PLAN
- An employee survivor benefit, as determined in the Benefit
Provisions below, shall be paid to the survivor(s) of full time
who die while in active service or who are still on the denominational
payroll, and/or to the survivor(s) of the spouse thereof, or a benefit
for a dependent as defined in the Health Care Assistance Policy.
- This benefit shall also be available during a period
of one year immediately following the beginning of retirement benefits
provided the employee went directly into retirement from active
Without Surviving Spouse/Children - Benefits paid on
behalf of a deceased employee shall be paid according to a beneficiary
succession to accomplish the purpose of this fund. The beneficiary
shall be: The surviving spouse, the surviving children, the surviving
parents, the surviving brothers and sisters, then the estate of the
deceased employee. This beneficiary succession may be specifically
by the employee by application to the fund administrator.
Scale -The following benefit provisions shall be applied in
administering this plan:
the surviving spouse/children of the employee or to the employee whose
spouse is deceased:
Age over 64
named beneficiary or estate of the employee without surviving
- Benefit for
dependent child deceased:
Termination - Employees who discontinue employment as a result of
illness or injury but who do not have enough years of denominational
service to qualify for retirement benefits, and who are not otherwise
employed shall be eligible for the benefits for a period of six months
after they go off the payroll. Spouses of such employees, as well as
their eligible dependents, are also covered under this plan during the
Benefit Per Death - If the spouse or dependents are also serving
as employees of the denomination, only one benefit per death will be
--The purpose of this trust is to provide financial assistance in
meeting the employee's share of the expenses of the final illness and
funeral, as well as the need of the survivors.
--This plan shall be administered by the Adventist Risk Management,
Inc. on behalf of the North American Division. Benefit claims shall be
submitted on forms supplied by Adventist Risk Management, Inc. and
shall contain the certifying signature and name of the chief financial
officer of the North American Division and/or Columbia Union Conference
institution or entity.
Survivors' Assistance Fund for Employees of the Seventh-day Adventist
Employees on a
voluntary basis may supplement their Survivors' Benefit amounts by
participating in the Survivors' Assistance Fund for Employees (SAFE),
established and administered by Adventist Risk Management, Inc. for
themselves and their spouses through payroll deductions for the costs
- Eligibility for participation in the Survivors' Assistance Fund for
Employees is determined by an Adventist Risk Management, Inc.
evaluation of the employee's application form.
Financial Assistance to Participate in Maranatha-type Projects
Expense - Expenses to be subsidized as directed by ADCOM
include transportation to and from the project, including lodging
during travel and at the project.
- Assistance shall be limited to 50% of total
travel expenses up to a maximum of $500 per person.
With Pay - Up to five consecutive working days for work
on the project will be provided and not charged to paid leave.
- Regular full time employees only are eligible
to participate in the program once every three years.
who do not travel as a normal part of their employment may be enriched
from the experience of participating in a Maranatha-type construction
are to be reviewed by the Human Resources Committee for eligibility.
are accepted on first-come, first-served basis until funds are
Conference employees may be granted
assistance on the expense of graduate study programs, according to the
by Columbia Union Conference - Full Assistance--
Employees who are requested by the Columbia Union Conference to pursue
a graduate degree in order to better qualify themselves for their
current or projected job assignment shall be assisted on the cost of
tuition and fees.
by Employee - Full Assistance--Employees who
request authorization to pursue a graduate degree in order to better
qualify themselves for their present job assignment or for some future
denominational responsibility may be assisted on the cost of the
tuition and fees, provided
ADCOM concurs that the graduate degree is needed, and approves the
Assistance - Employees who are approved for graduate
study under paragraphs 1 and 2 above shall be eligible for the
following assistance on tuition, fees and thesis or dissertation
Research Degrees - Up to eight times the monthly
Category A remuneration factor including up to $400 on expense of
or Non-Terminal Research Degrees - Up to four times the
monthly Category A remuneration factor including up to $1,000 (see NAD
WP) on dissertation preparation.
by Employee - Partial Assistance--An employee whose
request is made under the provision of paragraph 2 above, but is not
approved by ADCOM may, submit a request for partial assistance to
ADCOM. If ADCOM approves the request, the employee shall be granted
assistance of 50 percent of the cost of tuition and fees, up to maximum
assistance, equivalent of up to two times the monthly Category A
Procedure - Applications for graduate study
programs shall be submitted to the Human Resources Committee, and must
have the favorable recommendation of the employee's department
director. The application
shall include the information regarding the course of study desired,
the institution to be attended, the course load, the class schedule,
the estimated cost per term, and the estimated time required to obtain
application will be evaluated by the Human Resources Committee before
being submitted to ADCOM. In that evaluation the following factors will
be taken into consideration:
current job performance.
length of service with Columbia Union Conference and other
potential for benefiting from study program.
of graduate degree to employee's present job assignment.
future benefit of the employee's graduate study to the denomination.
relationship with the Church.
- The Human
Resources Committee will present its recommendations to ADCOM.
Agreement - There shall be a written agreement between the
and the Columbia Union Conference regarding any approved graduate study
program. The agreement shall include statements regarding:
specific course to be taken.
- The extent
of time off which will be allowed.
- The extent
and type of secretarial support which will be provided (see also
paragraph 7 below) and
- The amount
of future service obligation.
- Employees taking approved graduate study programs are expected to
schedule classes outside of office hours as far as possible.
Support - An employee who undertakes an approved
graduate study program may be provided secretarial support if specified
in the written agreement. The agreement should, with the concurrence of
the department director, specify the amount of secretarial time and
type of service to be made available. Graduate study undertaken on a
personal basis will not qualify an employee for secretarial support
during either regular office or non-working hours.
Health Care Assistance Plan
Statement - Any benefit program is subject to an ongoing
process of change arising from economic, competitive and demographic
purpose of this statement of philosophy is to establish general
principles to control and shape this process of change as it relates to
the Health Care Assistance Plan for employees of Seventh-day Adventist
organizations. The statement of purpose and philosophy applies to
non-AHS denominational organizations.
of Purpose and Design Philosophy -
- Role of
the Plan - The Seventh-day Adventist Church recognizes that it has
fundamental interest in the health and general welfare of its
employees, which is partially given expression by its health care
assistance plan. More specifically, the role of the Health Care
Assistance Plan is to:
efficiency in corporate operations as well as contribute to employee
financial security by providing a program to maintain the health of
employees and their eligible dependents.
- Attract and
Principles of Plan Design -
major overall purposes of the Plan are:
assist employees on the expenses incurred due to illness or injury.
maintain the health of employees.
- The Plan
shall be designed around the needs of employees and their eligible
Plan is not able to meet the entire health care needs of the
employees. It shall:
coordinated with, to the extent permitted by applicable laws, all
health care benefits available to employees.
- Leave a
role for the employees to provide for a portion of their own health
most, but by no means all, of the health care services and products
which result from involuntary events (for example, accidents and
illnesses) shall be provided without waiting periods and shall be
independent of an employee's length of service.
- The Plan
shall incorporate recognized cost containment features.
- The Plan
shall encourage cost effective choices on the part of participants as
it relates to health-care decision making.
- The Plan
and Its Application - The health care assistance plan shall be
formally referred to as the "Health Care Assistance Plan for Employees
of Seventh-day Adventist Organizations," which is published as a
separate booklet and shall apply to non-AHS denominational
organizations in the United States. The booklet may be obtained from
the office manager or the office of Adventist Risk Management.
Insurance Programs - The denominational health care
assistance plan provides primary coverage for full time employees and
their spouses who are above 65 years of age even if they are eligible
for Medicare. Such employees should apply for Medicare Part A during
the three months prior to reaching the age of 65 in order to avoid a
penalty and waiting period for Medicare Part B at the time they cease
denominational employment and become eligible for assistance from
Committee - The Human Resources Committee shall
consider any specific applications of this policy for which:
interpretation is needed.
of claims has not been to the employee's satisfaction.
- There is
need to establish the limits of assistance levels granted to the
employee within the provisions of this policy.
- Adventist Risk Management has been designated by the Columbia Union
Conference to administer the Health Care Assistance Plan. Adventist
Management will oversee the program, receive, review and pay the claims
presented in accordance with the provisions of the plan. New employees
should apply for coverage through the Human Resources Committee. Refer
to the booklet, "Health Care Assistance Plan," by ARM for additional
Cards - PCs cards are issued to all eligible Columbia Union
Conference employees for purposes of identification and the purchase of
prescription drugs. Employees do not have the option to pay the actual
cost of prescription medications and report the expense for assistance
at the 75 percent rate.
holidays with pay are allowed by the Columbia Union as follows: New
Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day,
Independence Day, Labor Day, Thanksgiving Day, and Christmas. When a
holiday falls on Thursday, the following day, Friday, is allowed as
well. When the holiday falls on
Sabbath, the previous Friday is allowed; and when the holiday falls on
Sunday, the following Monday is allowed.
Holidays With Pay
each year's holidays is provided to employees. The regular days are as
Days - The Columbia Union Conference recognizes the following
|| New Year's Day
|| Fourth of July
|| Martin L King, Jr Day
|| Labor Day
|| Presidents' Day
|| 1 1/2
|| Memorial Day
- Hourly Employees
- Regular Part-time, Temporary Full- time and Temporary Part-time
--Hourly employees classified as regular part-time, temporary full-time
and temporary part-time are eligible for holiday pay for the number of
hours they normally would have worked on that day. Exceptions to this
policy as a result of work schedules will require the Human Resources
Days Off - When it is impossible to be released
from duty on the actual holiday, alternate time off may be arranged
in counsel with the supervisor or department director. An alternate
day may be substituted for a scheduled holiday at the request of an
employee. In either case, the alternate time off must be taken no later
than during the payroll period following the payroll period in which
the holiday falls.
Employees on Unpaid Leave - Holidays which occur while
employees are on unpaid leave will not be paid.
on FMLA - Holidays which occur while employees are
on paid FMLA leave will be paid. Holidays which occur while employees
are on unpaid FMLA leave will not be paid.
Accidental Death & Dismemberment Insurance
provides AD&D coverage through the Adventist Risk Management Inc.
according to the following guidelines, to elected staff who travel
employees may arrange for coverage on a payroll deduction basis.
principal sum for death or dismemberment, applicable to workers who
coverage is available for wife and dependents, at employee expense.
insurance is 24-hour broad form-type coverage.
begins as of the first of the month following receipt of application by
Adventist Risk Management, Inc.
and dismemberment cases shall be treated in accordance with the
standard schedule of benefits usually applied to claims arising out of
case of accidental death, the benefit shall accrue to the heirs.
undertreasurer shall be responsible for conveying to Adventist Risk
Inc. the pertinent data required regarding those employees who travel
extensively for whom accidental death and dismemberment coverage is
Office of Treasurer for details of the retirement allowance.
See the Office of
Treasurer for details of the retirement plan.
Tax Sheltered Annuities
Columbia Union Conference has endorsed a Tax Sheltered Annuity program:
assist employees in planning for their future financial needs. This
operates on a payroll deduction basis and is voluntary. While this
is the only one with which we participate, the Columbia Union is not
with and does not accept any liability in dealing with VALIC. Contact
the assistant treasurer for details concerning TSA's and TDA's.
Staff may submit
telephone toll calls for reimbursement, provided the toll call
statement is submitted with business calls clearly marked.
Telephone Credit Cards
who travel on a regular basis may obtain a telephone credit card.
- Employees may make business calls from their home phone. A copy of
the personal telephone bill shall be submitted with the expense report
with the business calls circled.
Home - Telephone calls home for personal business and family
are authorized on the following basis: One call home per day is
The following is
the Termination Policy for the North American division:
- Employees whose employment is terminated may be eligible for a
termination settlement if they meet the conditions of this policy.
Some denominational organizations, especially colleges,
universities, and health care organizations, have established their own
policies to be
implemented in case of termination of an employee.
Employees - A regular full time employee who:
least two years of denominational employment.
regular remuneration that does not exceed the denominational
- Is not
eliminated under the provision of Ineligible Recipient (NAD Working
Spouse/Dependent Children - The surviving spouse or dependent
of a full time employee who would have qualified under "1" above, but
who died while in active service.
Parent - The surviving dependent parent of an unmarried
full time employee who would have qualified under 1. above, but who
while in active service.
- An employee
and/or the surviving spouse, dependent, or surviving dependent parent of the
employee who voluntarily terminates from his/her employment or
while on a leave of absence or immediately following a leave of absence.
- An employee
of a health care institution.
- A teacher
under continuous appointment.
- An employee
whose employer has made other unemployment provisions, such as state
unemployment insurance (see NAD Working Policy X 40).
- A person who
is fully remunerated on a commissioned basis including, but not limited
to, literature evangelists.
permanently returning interdivision employee.
- An employee,
including one who is not reelected at the time of a session, who has to
be terminated because he/she does not accept reassignment in the same
organization or a call to another denominational organization in an
area of service for which the person has acquired qualifications
through training and/or experience.
settlements may be granted providing the employee meets at least one of
the following conditions and is not eliminated under the provisions of
North American Division Working Policy X 40:
- Is dismissed.
Disability - Is not able to continue employment because of medical
disability as determined by appropriate medical certification and the
controlling denominational committee, and is not eligible for
disability retirement benefits or benefits from the Employee Disability
Income Plan (See North American Division working policy X33).
to Resign - Is counseled to resign by the employing organization.
for Retirement Benefits - Is unemployed until or after age 65 but
is not eligible for retirement benefit.
- Closure of
Organization - Is an employee of an organization being closed or
moved to a different location and is therefore not able to continue
exigency - Is an employee of an organization which is required
to reduce staffing because of financial exigency.
- Deceased while in full time employment.
Settlement - The termination settlement shall be noted on the
employee's personal service record but does not cancel any part of
his/her service credit.
Settlements - If an employee who has received a
termination settlement reenters denominational service at a later date,
any further termination settlement would be based on service accrued
since the date of the previous settlement.
Allowance - In accordance with North American Division
Retirement policies, employees who receive a termination settlement and
later return to denominational employment shall be eligible for only
a retirement allowance based on the years of service credit earned
Service Credit - The settlement shall not add service credit
to the employee's record.
- The settlement shall be a payment equal to 25 percent of one month's
remuneration excluding area travel and all other allowances for the
of denominational service credit. No more than 20 years of full time
service shall be counted. (In the case of a surviving dependent parent,
as provided for under North American Division working policy X 40, no
more than 5 years of full time service shall be counted. Any unpaid
benefits earned by the employee, including but not limited to unpaid
vacation time and unpaid sick time, are not part of this settlement and
shall be paid separately to the employee.)
of Payment - The settlement computed in paragraph 1. Above
shall be paid in a lump sum consistent with the terms of North American
Division working policy X 40.
Transfers - In the case of an independent transfer,
the settlement shall be calculated on only years of service earned as a
church employee within the territory of the North American Division or
as a regularly appointed interdivision employee from the North American
Survivor Benefit - A benefit paid from the Employee
Survivor Benefit Plan (North American Division working policy X 35)
shall in no
way affect this settlement.
Care Benefits - The ex-employee and dependents (i.e., spouse
and dependent children) may be eligible for continued hospitalization
and medical benefits provided that such assistance shall be granted
only in case of illness or accident. Non-emergency medical, dental and
optical care are specifically excluded. This assistance shall continue
for a period of two months or until the ex-employee has obtained
health-assistance coverage, whichever comes first, or as required by
Settlement Expense -
Pays - Termination Settlements are the responsibility of the
- As a condition of receiving a termination settlement,
employees are required to execute a release of any and all liability
against the employee, related organizations and entities, agents and
employees, therefore, the settlement is not to be construed as an
employee benefit. If the release is not signed within 30 days of going
off the payroll for regular remuneration, including accrued paid leave
or accrued vacation, the termination settlement shall be forfeited.
Transfer and Retirement Gifts
- Employees who
serve in conference offices and institutions and who transfer to
denominational organization, resign, or retire may be granted a
gift, calculated as a percentage of Category A rounded off to the
$5.00, according to the following schedule of service in that
% Per Year Maximum %
above 6.0% per yr service 24%
153% 4.5% per yr service 18%
3.0% per yr service 12%
who receive a termination settlement are excluded from this provision.
gift is taxable income.
Travel to Camp Meetings
If an office staff member chooses to attend a camp meeting in the area,
they will be reimbursed for one day per diem and mileage for travel. If
they stay for more than two days, they will be reimbursed for one-half
per diem for each day they stay.
Tuition Assistance for Children of Employees
- No tuition assistance is provided to children of employees who are
not exempt from federal or state/provincial wage and hour laws except
those in the following categories:
- Employed at
the Columbia Union Conference on January 1, 1999 with eligible children.
from a sister organization and were eligible for benefits at the
who leave Columbia Union Conference employment are not eligible for
unemployment compensation as the Columbia Union Conference is exempt
from state and federal unemployment insurance programs and does not
make contributions to them.
with pay shall be provided for regular full time employees. It is
accrued concurrently and based on a calendar year.
Vacations may be
arranged any time during the year by drawing on hours that have accrued
in their vacation bank. The accruals are computed on the following
|| Vacation time
per year of
full time service
|| Vacation time
per year of
|| First 7-yr period
|| 2 weeks
|| Next 8-yr period
|| 3 weeks
|| After 15 years
|| 4 weeks
- A normal week
differing from the 38 hours will require a recalculation of the accrual
time service for vacation accrual purposes shall include days worked,
approved sick time, holidays, and vacation days.
part-time employees shall accrue vacation time on a pro rata basis,
on full time equivalency.
vacation should generally be taken during the fiscal year in which it
is earned. It is the responsibility of the worker to arrange his/her
vacation in advance with his/her supervisor. Nonexempt employees will
submit the signed vacation request to the Payroll Office. Exempt
employees will submit their signed vacation request to the Union
the time of retirement, unused vacation time to which the employee was
entitled during the previous fiscal year and the amount earned during
the year of retirement may be granted, up to a maximum of six weeks.
the event of separation from denominational employment, unused vacation
time of not more than six weeks shall be included in the settlement.
are for the purpose of enhancing the happiness and efficiency of
employees. Neglecting them harms both the organization and the
employee. The longevity of ability to contribute to the organization is
definitely affected by
the enthusiasm and skill with which responsibilities are organized.
therefore, become a part of sensible and unselfish planning. Vacation
time may be carried over from one year to the next. However, vacation
time may only be earned and accumulated from year to year up to a
of 150% of the annual vacation entitlement including current year
Worker's Compensation Insurance
- The Columbia Union Conference provides Worker's Compensation
insurance for all employees. Employees injured while working at the
Conference headquarters should immediately report to the office manager
who will take any necessary action. Within 24 hours a written report
of the injury must be made.
Care - If emergency health care and/or
hospitalization is necessary, the hospital and/or doctor should be
notified that it is
a Worker's Compensation claim. The employer's hospitalization plan
not be used.
Off - If an employee is off work for a number of days due
to an injury, the first three full days or 25.5 hours are counted as
"Paid Leave" and should be recorded on the time card as such, with an
explanation in column 10. Starting with the fourth day off work because
of the injury, the time should be recorded in column 5, carried forward
to columns 6 and 9, with an explanation in column 10. If the employee
is off two weeks or more, the first three days or 25.5 hours of "Paid
Leave" will be credited back to his Paid Leave Bank. This is required
by law in Maryland and D.C. Should the time off be 14 days or longer
then the employee will be compensated back to day one by Workers
Compensation for this time off. Should the time off be less than 14
days, but more than three days, Worker's Compensation will pay from the
fourth to the thirteenth day, but not back to day one, at 66 2/3% of
gross salary. If no paid leave is available, the first three days will
be without pay.
Care - If the employee needs to see a doctor or is
hospitalized, the medical facility should be informed by the employee
that this injury is being reported as a workers' compensation injury.
Bills should be sent to the Human Resources Committee for processing.
Time off for medical appointments will be charged to Paid Leave. A
from the doctor is required stating that the visit was related to the
Workers Compensation injury. The letter is to be attached to the time
card. After the letter is received in Treasury, 66-2/3 percent of the
time charged to Paid Leave will be reimbursed to the Paid Leave Bank
after Workers Compensation has honored the appointment and issued a
Compensation Payment - An employee who is off work
more than three full days because of a work-related injury or
occupational illness can either take that time out of their sick leave
or take time without pay, pending payment from the adjusting company,
for the first 14 days. If time has been taken as sick leave, the amount
of compensation received from the workers compensation claims adjustor
must be returned to Treasury and credited to the hourly employee's sick
leave bank. If the employee opts to take time without pay, the employee
retains the check as reimbursement for the time missed from work. This
only applies for the first 14 days. From day 15 forward, the employee
will receive his/her remuneration from the workers compensation
adjusting company, not the paid leave banks. Workers compensation
reimburses 66 2/3 percent of time away due to the injury or
off due to Worker's Compensation illness or injury may be coordinated
with the leave provisions under the FMLA.
Traveling in North America or Overseas
employee is physically injured while on a trip or contracts an
occupational disease, e.g. Malaria or Typhoid, and incurs medical
expenses, contact Treasury by phone, or immediately upon return from
the trip. Do not submit bills to the medical benefits claims
Year-end Holiday Bonus
Conference employees are granted a year-end holiday bonus on the
full-time employees who are on the last payroll for the month
of November will receive up to $100.
part-time employees who are on the last payroll for the month
of November will receive up to $60.
following benefits apply to hourly employees:
Paid Leave Plan
- The Columbia Union Conference has adopted the plan of combining
the short-term sick leave and vacations into a Paid Leave Plan. Paid
leave time begins to accrue from date of employment and is
accumulated into the employee's paid leave bank.
placed in the paid leave bank which have been transferred from another
denominational/nondenominational organization, or which have been
placed in the bank through reconstruction of prior lost or
non-transferred leave, will be available for paid leave purposes only
and are not to be interpreted for years of service credit.
Accrual - The maximum hours that may be carried
forward each January cannot exceed 266 hours. During the course of the
are permitted to accrue in excess of 266 hours. If an employee, who
has accrued more than 266 hours, transfers, terminates or retires
the year, the full hours shall be transferred to the next
denominational employer or be paid in full. However, as of December 31
of each year the hours must have been reduced to 266, or the excess
hours will be transferred to the employee's extended sick leave bank.
- The paid leave bank may be used for vacations,
holidays, illnesses, work-related injuries or personal business.
Discretionary time off should be prearranged in order to maintain
continuity of service. The maximum paid leave to be used at any one
time is four weeks, with the exception of FMLA leave.
Hours - The maximum paid-leave hours that a Columbia
Union Conference employee can earn in a 12-month period is up to 152
vacation hours (4 weeks) plus 45.50 short-term sick leave hours, or a
total of 197.50.
- Paid Leave time should generally be taken during
the year it is earned. It should be scheduled in counsel with the
Supervisor or Department Director.
Reserve - Employees are encouraged to maintain an
emergency reserve in their paid leave bank. If the reserve of paid
leave time is depleted, additional time off will be without
Sick Leave - Accrued paid leave time which exceeds
266 hours (7 weeks) as specified under 3 above shall be credited
automatically to the employee's extended sick leave bank, up to a
maximum of 1,000 hours.
- When an employee transfers to another
denominational organization, the Columbia Union Conference will
transfer to the new organization unused hours remaining in the
employee's Paid Leave Bank by making the necessary payment. Hours in
the extended sick leave bank are excluded from this payment.
- When an employee terminates employment,
settlement will include unused hours remaining in the employee's Paid
Leave Bank. Hours in the extended sick leave bank are excluded from
- At the time an employee retires, settlement will
include unused hours remaining in the employee's Paid Leave Bank unless
service credit must be added to the employee's service record. Hours in
the extended sick leave bank are excluded from this settlement.
Sharing Paid Leave
The intent of the
Paid Leave Sharing Program is to assist employees on a compassionate
situations when employees have had to use all of their accumulated paid
leave because of a personal or family illness or accident.
may transfer paid leave time up to 76 hours in a calendar year to
employee of their choice who is on the Columbia Union Conference
provided it does not draw their bank below 38 hours. Salaried employees
are not eligible to participate.
The sharing of
paid leave plan includes regular part-time employees who will be
eligible for up to one half the number of hours allowable for regular
full- time, or a maximum of 76 hours.
not solicit other employees for a donation of paid leave and there
shall be no transfers between spouses.
Director of the recipient employee must approve the arrangement.
event the recipient employee terminates employment with the Columbia
Union Conference before the donated hours have been used, the unused
portion of the donated hours will revert to the original donor.
Who are Covered - This Sick Leave Policy applies to hourly
Union Conference employees.
Leave Hours Accrued -
leave time is accrued based on 2.92 hours for a 76-hour (two-week) pay period
(.0385 hour per hour worked).
part-time employees accrue sick leave time on a pro- rata basis.
of Sick Leave - Sixty percent of the accrued sick leave time
is credited to the employee's Paid Leave Bank. The other forty percent
is available for extended illnesses, disability or incapacity.
Childbirth is a qualifying incapacity.
first three work days (25.50 hours) of any illness, workers
compensation injury, or time off for medical/dental appointments shall
be charged to the paid leave bank.
- Time off for
medical appointments may be charged to the Paid Leave Plan, or may be
made up by working outside the regular work schedule (up to two hours
Sick Leave -
with the fourth work day (after 25.50 hours of short-term sick leave)
of an illness or injury, full-time pay shall be continued and charged
to the extended sick leave time bank until those accumulated hours have
been exhausted. Extended sick leave that exceeds the hours in the
extended sick leave bank shall be charged to the Paid Leave Plan until
that bank is exhausted.
- To qualify
for this benefit, the employee must be hospitalized or under the care
a physician and submit a physician's certificate stating the nature of
the illness, disability or incapacity, in accordance with FMLA. In
cases where an employee is hospitalized, the above provision of
paragraph 3.a. shall begin on the day of admittance to the hospital.
With the exception of routine physicals, extended sick leave may also
be used from the first day for medical needs which qualify for 90%
are eligible to begin utilizing extended sick leave time from the first day
of the pregnancy leave.
Leave Coordination - Any leave under this policy must be
the extent applicable, with FMLA leave.
- Extended sick leave does not apply to:
day during which an employee is entitled to cash benefits for temporary
disability under Worker's Compensation. The Human Resources Committee
must be notified if any such benefits are received by the employee.
- Any period
of confinement in a public or private institution as a result of an emotional
or psychopathic illness arising from voluntary addiction to chemical
dependencies, such as alcohol and drugs.
- Any period
when incarceration is the cause of absence from work.
of Extended Sick Leave - Extended sick leave time may be
accrued up to a maximum of 1000 hours (26 weeks).
Convertible to Paid Leave - Extended sick leave shall
not be convertible to paid leave or considered as credit payable at
the termination of employment.
- Accrued extended sick leave time shall be
transferred if an employee transfers directly to another denominational
employer, but there is no transfer of funds.
- Extended sick leave hours remaining in the
bank at the time of employment separation will be amortized at the rate
of 20% per year, up to five years. If an employee is re-employed within
five years, the unamortized portion of extended sick leave hours will
be restored to the bank.
Work After Illness -
employee who returns to work on a part-time basis after an illness
or disability shall do so with the permission of the attending
involved and must submit a written recommendation from the physician
regarding the estimated length of such part-time work in accordance
with the policy of the organization.
- The actual
time worked shall be paid at the regular rate.
- The balance
shall be paid from the extended sick leave bank as long as hours of
accrued sick leave time are available. NAD Working Policy D 65.
Sick and Short-Term Disability Leave
- Regular, full-time salaried employees of the Columbia
Union Conference are eligible for full remuneration during any period
of medical disability for up to 26 weeks. Under no circumstances,
however, will an employee be eligible for disability leave in excess of
26 weeks in any 12 month period.
- Any leave under this policy must
be coordinated with FMLA leave.
procedure for requesting FMLA contained in the FMLA policy must be
followed when requesting disability leave under this policy.
The first 3
days of a salaried employee's sick leave need not be reported as
disability leave. However, if the disability exceeds 3 days, the entire
period of disability will be counted toward the 26-week maximum.
Compensation Payments - Employees must notify
Treasury of any benefits that are received from Workers' Compensation.
The Columbia Union Conference will supplement Worker's Compensation
benefits so that total benefits equal the regular remuneration of the
Leave - Should the employee desire additional
personal time away from the job after completion of the disability
leave, the employee, in consultation with the supervisor, may use
accrued vacation time to cover part or all of this personal time off.
The employee may also consult the leave of absence policy. In addition,
certain leaves may qualify under the FMLA.
benefits apply to salaried employees.
Area Travel Allowance
- An area travel allowance is included in the monthly paycheck of
qualifying Columbia Union Conference staff members for local travel.
Travel Allowance -
Elected staff are
given a flat monthly allowance to cover all travel within a 50 mile
radius of the office or your home, if the trip originates from there.
To be separately reportable, a round trip must exceed 100 miles. The
allowance is as follows:
|| Executive Officers
|| Vice Presidents
|| Plant Manager
Automobile Insurance Supplement
- Those eligible
for additional automobile insurance assistance shall be employees of
the union conference whose category maximum is 150 percent or more of
the remuneration factor.
assistance may be granted on annual automobile insurance expense that
exceeds 2.34 percent of the regular category A yearly remuneration
factor (monthly remuneration factor x 12, rounded up to the nearest
dollar). Proof of payment and minimum insurance limits as in "a" below
eligible for additional automobile insurance as listed in paragraph 1
above shall be required to carry insurance with the following minimum
limits when such limits are readily available:
|| *Property damage
|| Medical payments
|| $100 deductible
|| Uninsured motorist
|| *Optional $300,000
single limit policy is acceptable
- In the event
an employee mentioned in paragraph 1 above has a claim, the first
$50 of the collision or comprehensive deductible will be paid by the
employee and the remainder of the deductible will be paid by the
- The amount
of additional assistance shall be determined by applying the
appropriate factors to the average premiums of two insured automobiles
owned by the employee; excessive premiums over those typical of
standard type cars shall not be considered.
- An unmarried
denominational employee, if eligible, shall receive assistance on one
automobile only. Married denominational employees, where both spouses
are eligible for additional insurance, shall each receive assistance
on one automobile only
Housing - Housing provided by the denominational employer
should be charged to the employee at current community rates or 30
the employee's remuneration at the Category A rate, plus 100 percent of
any cost-of-housing allowance that the employee may be receiving,
whichever is less.
Housing - When an employee purchases housing,
he accepts the full responsibility involved in home ownership. The
employee should, however, counsel with his/her employer as to the
appropriate geographical area for his new home that will best serve
his/her needs and the needs of the employer.
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 union
Duplicate Housing Expense
Assistance - When an employee moves from one location to
another, and because of the condition of his/her lease or failure to
sell or rent
his/her home, the employee is required to pay housing expenses both
at his/her former location and at his/her 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.
Circumstances - In unusual circumstances when the
employee has not been able to sell the home at his/her former location
and evidence is presented indicating that the asking price for said
home at the end of the three-month period referred to in "1." was no
more than 100 percent of an appraisal provided by an independent
up to an additional three months' assistance may be granted. An
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
of such appraisal will be reimbursed by the employing organization.
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 no more than 95 percent of the appraisal during this period.
- When granted, the monthly allowance shall be the
actual expenses for principal and interest, property taxes and
up to 75 percent of the Category A remuneration factor plus 100 percent
of any cost-of-housing factor for which the employee was eligible at
his former location. Fifty percent of any rental income shall be
deducted from this allowance.
Expenses - In addition to the monthly allowance
provided for in paragraph 4., employees may be reimbursed for the cost
of utilities to provide security lighting and minimum heating.
- When an employee is requested by the Columbia Union, the Columbia
Union may provide the following assistance:
- An amount to
cover freight/van charges and insurance up to maximums established by
the Columbia Union.
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 field of employment.
- A flat
amount rounded up to the nearest $10, to cover packing and other moving
costs as follows: Employee-25% of Category A, Spouse-25% of Category A.
single parent with dependent children may be granted 50 percent of
category A as a moving allowance.
Registration and Excise Tax-Employees who are called to another state,
and who are
required to pay duplicate excise tax/sales tax, license, and
certification/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
- In cases
where it may be necessary to negotiate a bridge loan in order to secure a
home at the new location, the bridge loan interest may be reimbursed by
the new employer for the same time period during which the employee is
eligible to receive duplicate housing allowances, in addition to the
duplicate and special housing allowance. This bridge loan interest
would be considered outside of the ceiling for which special assistance
may be given.
Assistance - The allowances referred to in b., c., and d. shall be
limited to two vehicles and two flat moving allowances per family, even
spouses are employed.
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
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.
- Inasmuch as the Columbia Union does not operate its
own moving van, any claim for damage to the employee's good must be
submitted to the organization moving the goods.
- When an employee is asked to move himself/herself, it
is important to be aware of these guidelines:
- The employee's household goods should be covered by insurance for any
damage done while in transit. Such insurance may be purchased from
the truck rental company. (Note: this insurance covers damages to
the employee's possessions only if the truck is involved in an
During Loading/Unloading - It is the employee's responsibility to care
for any damage done to personal possessions while packing, loading,
unloading or in transit.
Per Diem for New Arrivals at the Columbia Union
New employees of
the Columbia Union Conference whose families are temporarily separated,
with the employed spouse preceding the rest of the family and having
the additional cost of maintaining two households for a time, may be
granted the following assistance:
- A per diem allowance shall be made only in cases where the approval
to separate the family has been approved by the executive officers.
for First Two Weeks - Per diem at the full rate shall
be granted for the first two weeks.
for Next Ten Weeks - Per diem at one third of the full
rate shall be granted for the remaining period, up to a maximum limit
of an additional ten weeks, or a total of 12 weeks' provision.
Retiring Worker's Moving Allowance
An employee who
has at some time during his/her denominational employment been moved at
denominational expense, 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, when an actual move is made to
the place of retirement according to the following provisions:
Thirty Years Service - When an employee who has given thirty years
of denominational service retires, the employing organization may
to pay the move expense on a reasonable amount of household goods, and
pay transportation expense, including mileage, tolls, hotel, and per
diem, by the most direct route based on 500 miles per day to the place
of his/her choice in the North American Division. The provisions of
the moving allowance policy paragraphs 1-c., -d., and -e do not apply
to this move.
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 Columbia Union.
- 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.
of Expense - In cases where both spouses are
denominationally employed at the time of retirement, but by different
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.
Obligation - The retiring employee shall be responsible for
the tax obligation on the moving benefit.
assistance on storage costs or second moves for employees who make
temporary housing arrangements while having a residence built, or while
seeking a place to
rent or purchase, up to $1000.
Tuition Assistance for Children of Employees
Education - Employees are encouraged to support the Church's
of Christian education by enrolling their children in Seventh-day
schools for the purpose of assisting youth in making a decision for
a commitment to Christ, thus perpetuating the practice of Seventh-day
Adventist beliefs and teachings, enlarging the reservoir of future
employees and lay church leaders, providing a positive example, and
reducing the possibility that the children adopt a lifestyle that is
not in harmony with the teaching of the Church.
Employees - Church employees in administrative,
professional, and supervisory positions (those considered to be exempt
from federal and state/provincial wage and hour laws) are expected to
send their children
to Seventh-day Adventist denominationally-owned and operated schools.
Employing organizations shall provide assistance on the tuition expense
to denominational employees classified as regular and full time for
their children who are enrolled in denominationally- owned and operated
schools on the elementary, secondary, or liberal arts college levels,
or fifth year of college or graduate work required to secure teaching
Eligible for Tuition Assistance - To be eligible for
tuition assistance the student must be:
unmarried dependent of the employee.
- Less than
twenty-four years of age unless the student has given compulsory
military service, volunteer service for the Church, or has a documented
- Eligible to
be claimed as a dependent on the employee's income tax return.
- Born to, or
legally adopted by, the employee and/or spouse, or is a stepchild
by marriage receiving more than 50 percent of support from the new
Eligible in Divorce and Remarriage Situations - to be eligible for
tuition assistance the student must be:
the custody of a divorced employee and eligible to be claimed as a
dependent on the employee's tax return.
- Under the
custody of the ex-spouse of the employee and eligible to be claimed as
a dependent on the employee's tax return.
Not Eligible for Tuition Assistance - An unmarried child not under
custody of the employee and not eligible to be claimed as a dependent
on the employee's tax return is not eligible for assistance. The
controlling committee may make an exception to paragraph 4 above if the
employee has assumed full responsibility for a child's educational
expenses in a denominational school.
- The organization employing the parent of the student
may provide assistance of up to 70 percent of the tuition and all
required fees for dormitory students, and up to 35 percent for those
not in the dormitory. The assistance on the academy or college level
should be calculated
on the gross charges for tuition and required fees, according to the
current bulletin, before family or other discounts granted by the
In cases where an employee's church provides a subsidy to cover the
differential between constituent and non-constituent tuition rates,
the tuition assistance from the employer shall be based on the net
expense to the employee. This shall not include charges for private
music lessons except where such lessons are required for credit toward
music majors or minors, in which case the above percentages may be
applied on the basis of the tuition ordinarily charged for an
of credit hours.
Programs - Assistance provided for professional
programs in medicine or dentistry for students who have not completed
their undergraduate studies shall be based on, and shall not exceed,
the normal tuition costs
for a maximum number of semesters or quarters under number 6.
on Assistance - Assistance shall continue until an
undergraduate course of studies is completed or for a maximum of nine
semesters or thirteen quarters of undergraduate studies. An additional
two semesters or three quarters may be granted only to complete work
necessary to secure teaching credentials. Governing committees may also
grant assistance of up to an additional two semesters or three quarters
for valid undergraduate programs that require a fifth year for
Session - Students who attend summer sessions shall be
eligible for tuition assistance. Such attendance shall not count
the maximum semesters or quarters referred to in paragraph 6 above.
School Outside the Territory - Assistance may not be
granted for children attending schools outside their territory unless
exceptions are authorized by the employing organizations.
of Payment - Assistance for students enrolled in an academy
or college shall be made directly to the school. Organizations
providing assistance shall make the appropriate arrangement for
students attending elementary and intermediate school.
Assistance - When both employee and spouse are
denominationally employed by separate organizations and both provide
tuition assistance according to this policy, each organization shall be
responsible for one-half of the assistance. The method of paying the
assistance and dividing
the cost may be mutually agreed on by the organizations concerned. Only
one tuition assistance shall be provided per student.
Schools Outside the NAD - Children independently
attending denominationally-owned and operated schools located outside
North America may be granted assistance amounting to 70 percent of the
actual tuition, provided the amount of the assistance is not greater
than the amount they would receive if attending their home college.
Colleges Abroad students would receive tuition assistance based on the
cost of tuition at the home campus where they are registered.
assistance for studies through Home Study International is given after
the course has been completed. Tuition assistance is provided on
credits that are earned through the College Level Examination Program
(CLEP). The assistance on both is 35 percent, whether or not the
student is residing
in a school dormitory.
- This policy is intended to apply only to employees'
children who attend Seventh-day Adventist denominational schools.
Exceptions may be made as follows, if approved by the employee's
at privately-operated Seventh-day Adventist schools if the school is
approved by the Columbia Union Board of Education.
- In cases
where an undergraduate-level program of study is not offered in a
denominational school in the North American Division, the total
assistance shall not
exceed the amount which would normally be granted for attendance at
a denominational school in the student's area.
- When traveling between home and the airport, and then from the
airport home, there are at least three options, or a combination of two
- Call for
limousine/taxi service and report the cost on your report. (Receipts
yourself to the airport in your own transportation and park in extended
parking. We have been reporting 50 miles each way to and from, no
matter which airport was used, plus the cost of parking your vehicle.
(Receipt for parking required).
someone take you to the airport and pick you up again. You might ask
your spouse or a friend to do this for you and pay them $35.00 for
taking you and $35.00 for picking you up, beginning July 1, 1999. (No
receipt is required for reporting this method).
- The collision damage waiver (CDW) and personal accident insurance
should not be purchased. The Columbia Union Conference has arranged
Risk Management Services to cover the value of rented cars that exceeds
$500 in the United States, Puerto Rico and Canada. Employees will no
longer be reimbursed for the CDW coverage in the aforementioned
CDW coverage should be purchased if cars are rented in other countries,
if no other coverage is provided. If an employee is involved in an
with a rental car, the employee should provide to the rental company
the name, address and phone number of RMS - 800-638-0589. The employee
should notify RMS as soon as possible about the accident and apply to
Treasury for assistance on the $500 deductible. The employee should
pay the $500 deductible via credit card when the damaged car is
and instruct the rental agency to direct the remaining charges to RMS.
- Employees should report the actual expense for
gasoline used in a rental car for business driving, instead of
mileage at the regular rate.
Daily Travel Allowance
- A daily travel allowance (per diem) is provided for authorized travel
when the employee is absent from home overnight. This applies to the
expense of meals including tip(s), pressing, dry cleaning and laundry.
Insurance, Personal Effects
- The full
allowance is reportable for each day the employee is away from home
purchases at least one meal.
may report $6.00 for days they are fully entertained (When meals are
provided without cost to the employee).
employees on an approved itinerary are accompanied by a spouse, the
per diem rate is applicable.
may report the family per diem rate during the time that their spouse
is assisting with an approved evangelistic series, even though the
spouse's travel expenses and remuneration are not being provided by the
tips other than meal are reportable expense.
Columbia Union Conference carries group Personal Effects Floater
insurance covering luggage and personal effects for the benefit of
Columbia Union Conference staff with authorized travel budgets. Some
high value items may not be covered in full.
Meal Allowance on Day Trips (No Overnight Stay)
- A meal allowance is provided for authorized travel when the employee
is away from the office during the day, but not overnight.
- If travel is
within a 25 mile radius, a half-day per diem may be reported.
other day trips are reported at full per diem rate.
Miscellaneous Travel Policies
The use of rental
cars, when no air travel is involved, is reportable on a mileage basis
or actual rental car cost, as though you had used your own car, plus
gas, whichever is less.
Special Travel - Seminars
have not been assigned travel budgets are authorized to attend seminars
or meetings, the following procedures apply:
- The department concerned will refer the request to ADCOM.
from Office - If ADCOM approves the request, the
employee's absence from the office is automatically authorized and is
- Expenses shall be reported on the time sheets.
Trailer Allowance Policy
When trailers and
recreational vehicles are used in lieu of motels in connection with
business travel, a parking allowance of $25.00 per day will be granted,
one half of regular single per diem, and a mileage rate of 30 cents.
Trips in excess of one week need ADCOM approval.
Travel Allowance for Spouse
- An officer, departmental director or associate may receive assistance
for travel of a spouse, according to the following guidelines:
- The spouse
travel allowance applies to reimbursement of a round-trip fare for an
more than one trip each year will be authorized for full reimbursement
outside of the Columbia Union.
trip where the employee drives, he/she may report family per diem, if
accompanied by spouse.
trip outside of the North American Division must be approved by the
travel to the General Conference Session is not counted as the "annual
trip." In the year of General Conference, if your spouse accompanies
you to the Session, an additional trip may also be reported.
Travel Outside Union Territory
the Columbia Union territory must be approved by ADCOM, except as
- All officially
called NAD, Education, or HealthCare Corporate meetings. GC/Union
Presidents' Council approved trips.
evaluations - limited to once every three years for each of our three
educators (equivalent of one person from the department each year, as
recommended by the department) -- must be submitted to ADCOM.
and Workshop Committees (other than Annual Council approved) - same
suggested in number two above.
a general meeting is called, only the specialist whose area is being
covered should attend, not the entire department.
training - one such trip per year in their specialty.
workers - Employees who do not travel as a normal part of their
employment may be enriched from the experience of participating in a
Maranatha-type construction project. Applications must be submitted to
the Human Resources Committee and are accepted on first-come,
first-served basis until funds are exhausted.
paid for by other organizations - must be okayed by ADCOM.
American Division use of our staff - must be approved by ADCOM, and
covered by NAD.
Travel by Air
Fares - The use of established domestic or international
such as Super Saver, Senior Citizen, Excursion and APEX should be used
when available. Programs such as Mileage Plus are not to be an
influencing factor in the choice of an airline.
Club Membership - Executive officers and vice presidents are
authorized to hold annual membership in one airline club up to the cost
of the Red Carpet Club. Reimbursement for this expense may be submitted
on an authorized expense report.