Sample Staff Handbook

The following is a sample staff handbook that can be used and adopted by your church or ministry. Nothing in the book should be construed as legal advice. It is encouraged to have this book reviewed by an HR professional or attorney before adopting it in your context.

Employee Handbook 

This employee handbook is intended for the orientation of all staff. 

Nothing in this handbook or verbal statement should be construed as creating any employment contract, expressed or implied. Also, nothing in this handbook is intended to restrict the employer’s right to unilaterally change the policies and procedures described therein. 

For purposes of this document, our church will be referred to as (name of Church). Any questions that you may have concerning employment should be referred to the HR department. 

The Employee Handbook will be updated annually to ensure that all new policies and procedures may be found. OURCHURCH may add, amend or delete a policy or procedure in this handbook. In addition, policies that are affected by changes to Government Legislation will be reviewed as soon as there are any changes to the law.  

Statement of Philosophy

This employee handbook is a summary of policies, procedures, and practices related to human resource management at OURCHURCH. Our Team Handbook outlines policies, procedures, and practices that relate to the daily operation of our church.

Leadership Structure

BOARD – Responsible for establishing the philosophy and policy of OURCHURCH and is elected by Church Members. 

LEAD TEAM – Comprised of the Lead Pastor and others they may include occasionally. Directly reports to the Board and directs the church’s procedures. 

MANAGERS – Directly reports to a member of the Lead Team and is responsible for overseeing the church’s practices. 

STAFF – Individually reports to the manager and carries out the church’s practices. 

What We Believe As A Church

Put your statement of faith here.

Core Values As A Church

Put your statement of values here.

How We Behave As Staff

These would be values that you would like your staff to embrace

Examples: Humility, Hard Work, Life Balance, Resilience, Integrity, Humour, Kindness, Solutions, 

Employment Requirements

All new potential employees must pass vulnerable sector screening, agree with our statement of faith and code of conduct, staff covenant and consider becoming a member of OURCHURCH. 

Recruitment and Selection

All Employment opportunities are posted for at least five working days on our website, other employment websites, or through employment agencies. The HR coordinator receives applications, and first interviews are arranged with the top 3-5 candidates. Next, the Lead Pastor or members of the Lead Team will interview the top candidates one or two times. Finally, an offer of employment will be presented by the HR coordinator to the Lead Pastor of the chosen candidate. 

Nepotism

Relatives of employees are not offered preferred treatment. No candidate can be hired that reports to a member of their immediate family without the approval of the Board.  Immediate family is defined as parent(s), step-parent (s), foster parent(s), sibling(s), grandparent(s), spouse, step-child (ren), or ward of the staff member, father-in-law, or mother-in-law. Personal relationships with other employees or members of OURCHURCH’s Board of Directors or Committees of OURCHURCH should be disclosed before accepting any offer from the employer. In addition, employees may be required to transfer or resign if a conflict of interest or supervision issue cannot be resolved. 

Orientation

The HR department will orient new employees to policies and procedures and review the position’s job description and performance expectations.

Employee Classifications

All positions at OURCHURCH are classified in the following way: 

• (Level A) Administrator / Worker
• (Level B) Pastor / Director / Coordinator
• (Level C) Executive 

Each level has predetermined qualifications, assigned responsibilities, and corresponding salaries and benefits. 

Employee Duties

Attached to your Offer of Employment is a description of your job and the associated responsibilities. This document will be used to evaluate performance during the probation period and after. If you are unsure of its contents, do not hesitate to ask for clarification. In addition, from time to time, it may be necessary to change your job description. These changes will be discussed with you in advance. 

Personnel File

We collect personal information for inclusion in your personnel files. This information is available to you, the HR coordinator, and Lead Pastor. This information is kept in a secure location and is not made public. However, some information found in the personnel file may be shared with the Board only at the discretion of the Lead Pastor. Information in your personnel file includes résumé, letter of offer, performance reviews, amendments to job descriptions, disciplinary notices, tax forms, copies of enrollment forms for benefits, and approved leave requests. Every effort will be made to comply with current privacy laws.

Probation

The first three months of your employment are probationary. Before starting, the probation period may be extended at the discretion of the Lead Pastor. During this time, you may assess your suitability for employment, and management may assess your suitability for the position hired and address any concerns. During probation, employment may be terminated by either party for any reason. After the probation period, you and your Manager will meet to review whether probation will be completed or employment will be terminated. 

Annual Salary

Salaries are reviewed annually at the beginning of each calendar year. Salary review is completed by the Lead Pastor and HR coordinator.  On an annual basis, OURCHURCH participates in benchmarking studies to ensure equitable and fair salaries. As per Board policy, aggregate salaries and benefits cannot exceed 50% (put in your percent) of our operating revenue budget. Payday occurs on the 15th and 30th of the month except for February. Eligible employees will receive their housing allowance at these times. Tax and benefit deductions will be communicated on your pay statement. 

Performance Appraisals

Your job description establishes and outlines all performance objectives and relates to your department’s overall objective. You will meet with your manager monthly / quarterly to document and track your progress (Did Well, Next Time, Issues). Each November/December, you will participate in an official review process with your Department Head in addition to HR regarding your performance based on your monthly coaching sessions and the objectives established during the previous year. During this annual review, you may bring a plan for the coming year and your recommended professional development opportunities. You, your reporting manager, and the HR administrator must sign this annual review off. 

Professionalism

Employees are required to dress in a manner that presents a professional image to the public and respects others. The dress code should be neat and modest at all times. Loungewear, tight or revealing clothing, is never considered appropriate attire. We ask that employees exercise sensitivity in dress code for settings that are an extension of their role during office hours (e.g., Weddings/funerals/graduations). Excessive use of profanity is neither professional nor respectful to co-workers. All employees should act following the constitution and bylaws of our affiliated denomination and local church. Actions contrary to these are considered inappropriate. 

Discipline

To fulfill our mission, we recognize the need for our team to maintain alignment with our philosophy of ministry, policies, procedures, objectives, metrics, general workplace ethics, and ministry best practices. Behavior that falls outside these parameters will be discussed with each team member and recorded first with 1) a verbal reprimand, 2) a written reprimand, and 3) dismissal. Some circumstances may be serious enough that all three steps are not employed. Some examples of these situations are theft, assault, or wilful neglect of duty. In all cases, documentation will be included in the employee’s personnel file. 

Departure

While you are not required to, having four to eight weeks’ written notice of your resignation is preferable. As a Staff family, it is important to allow other Staff Members to be notified before informing others within the OURCHURCH congregation. When resigning, HR and your Manager will develop a communication plan to notify the staff. Out of respect for the team, you agree not to post your staff departure on social media until the abovementioned process is complete. 

Termination for Cause

Your Employment Contract may be terminated for dishonesty, conflict of interest, breach of confidentiality, harassment, insubordination, theft, ethical breach, careless negligence, or documented poor work performance. In such cases, OURCHURCH will follow all legal payout requirements. 

Termination Without Cause

Your Employment Contract may be terminated at any time and for any reason on a without-cause basis upon the provision of notice or payment and severance pay, if applicable, as outlined by law.

Resignation

After completing probation (90 days), you must give OURCHURCH at least two weeks’ written notice of resignation unless otherwise noted in your employment agreement. OURCHURCH may waive the resignation notice period in whole or in part at any time by providing payment of your regular wages for the period so waived. 

Layoff

If our funding level or operational needs change and OURCHURCH requires to exercise layoffs, employees will be treated in the manner outlined by law. 

Employer Property

Upon termination of your employment for any reason, all items created or used must be returned. These include but are not limited to computers, phones, keys, reports, files, jump drives, hard drives, manuals, literature, confidential information, or other materials. 

Hours and Time Off

Hours of Work

The regular office hours for OURCHURCH are 9 am to 4:30 pm, Monday through Friday inclusive (excluding holidays). Your employment contract and employee schedule determine your hours. Generally, full-time employees are required to work 40 hours each week. By law, every employee must take a thirty (30) minute unpaid break after completing five work hours. Employees can elect to take a one (1) hour lunch with the understanding that their work hours are increased by thirty (30) minutes. Employees may also be expected to work other hours, as may be requested or required, from time to time. Individual employee contracts will determine hours. (adjust to local laws) 

In advance, employees must notify their Department Head of planned days away from the office. Unplanned absences from the office should be reported to the employee’s Department Head as soon as reasonably possible. Depending on circumstances, employees may be allowed to work from home for specific periods at the Manager and HR Coordinator’s discretion. The employee should also notify the front desk of absences as a courtesy.

Statutory Holidays

Our State / Province has the following public holidays which staff will be paid. They are: (list here)

Statutory holidays during your vacation or your regular day off incur an additional lieu day. Holidays are to be taken as they occur and are not to be accumulated. They should be taken within the same week and not extended beyond one (1) month. The Lead Pastor may declare other holidays as seems fitting and as the Board Policy allows. 

Overtime

Your Department Head must authorize all overtime hours before they are utilized. Lieu time will be accumulated on a 1:1 ratio. Lieu time must be used within three (3) months of being accumulated and must be scheduled with the agreement of the Lead Pastor based on its operational requirements. 

If travel is part of the employee’s job or could be reasonably expected to occur while performing one’s duties, it is merely an inconvenience. Some travel, which may be exceptional to the employee’s normal duties, may qualify as overtime at the discretion of the Lead Pastor. 

Working From Home

Employees are required to receive managers’ approval before working from home. Working from home is intended to add to your productivity. Employees are required to be accessible either through email or phone. 

Vacation Time and Vacation Pay

Vacation will be as follows: 

Years of OURCHURCH Tenure	Vacation Weeks Allotted
Up to Three (3) years	Ten days 4%
Three (3) years +	15 days 6%
Ten (10) years +	20 days 8%
Twenty (20) years +	25 days 10%

These figures will be pro-rated for part-time staff. Vacation days should be used up by the end of the first 90 days of the New Year (i.e., by March 31). A maximum of (x) vacation days can be carried over to the New Year. 

Unless specified on your employment agreement, outside of your regular role and responsibilities, volunteering for additional ministries/activities of personal interest (i.e., personal Christian ministry) during regular working hours requires your annual vacation allotment. Employees working on Sundays can only take x Sundays off per year as vacation and no more than x consecutive. 

Personal Emergency Leave

You are entitled to ten (10) days of sick leave per calendar year. Sick days do not have cash value and cannot be rolled over into future years. A doctor’s note is required for three (3) days or longer absences. Sick leave can be used for personal illness, medical appointments, immediate family illness, visits to specialists, and personal (3) per year. 

Compassionate Leave

We offer up to three (3) working days per event on the occasion of a death in the staff member’s immediate family. Immediate family is defined as parent(s), step-parent (s), foster parent(s), sibling(s) and spouses, grandparent(s), spouse, children, grandchildren, stepchild (ren), or ward of the staff member, father-in-law or mother-in-law. 

Additional compassionate leave may be granted at the discretion of the Lead Pastor for reasons not covered elsewhere in this manual. These requests should be discussed in person with the HR Coordinator and followed by a written submission 

Jury Duty

Your compensation will continue while on Jury duty. Any compensation received from the court system must be surrendered to OURCHURCH. Your personnel file should include a copy of the notice to serve. If requested to be on Jury duty, please notify the HR Coordinator as soon as possible 

Disability Leave

Explain benefits related to current benefits package, government services, etc.

Maternity, Parental and Adoptive Leave

Maternity/Parental/Adoptive and other government-supported leave is offered with the provisions of the law without pay. During your leave, vacation and sick leave will accumulate, and benefits will continue to be paid by OURCHURCH. Contributions to the Pension Plan will occur strictly on a matching basis. Every attempt will be made to return employees to a position of equal responsibility upon return from leave. 

Unpaid Leave

Employees may take unpaid leave with the written consent of the Lead Pastor. During unpaid leave, benefits will continue to be paid by the employer. Vacation shall continue to accrue, and seniority shall be maintained. Contributions to the Pension Plan will occur strictly on a matching basis. Every attempt will be made to return employees to a position of equal responsibility upon returning from leave. 

Outside Ministry

If you are asked to participate in ministry outside of the OURCHURCH context during work hours, it must be approved by the Lead Pastor and no longer than one day per month. The request will be filtered through the following criteria: 

• Is the opportunity related to the employee’s job description/role/or portfolio? 
• Is the opportunity in line with OURCHURCH’s strategic goals? 

Personal Business

As an employee at OURCHURCH, we ask that personal business during work hours be an exception, not the rule. All efforts should be made to book appointments outside of office hours. However, OURCHURCH recognizes that some occasions may arise when this is not an option. In those rare cases, we ask that the employee utilize lieu time, a vacation day, or a regular day off. 

Lieu Time

Sometimes you are asked to participate in or lead an opportunity connected with your role and responsibilities. This does not include volunteering for ministries/activities of personal interest (i.e., personal Christian ministry). Volunteering to serve during working hours will be considered vacation time. These opportunities may include mission trips, attending a ministry-related retreat, or participating in a church camp. Lieu time for these events will be accumulated for hours above and beyond your typical work / daily downtime (i.e., time is not accumulated for downtime while away on a mission trip). Lieu time is not given for activities outside of OURCHURCH. Lieu time must be taken within x months being accumulated. All lieu time requests must be approved ahead of time by the Lead Pastor. No Sundays may be taken without the Lead Pastor’s approval. 

Time Off Requests

If you want to take time off, you must request it at least one week ahead of time. Your Department Head must approve your time off. Employees may be allowed to work from home for specific periods when the Lead Pastor approves. Please notify our front desk personnel whenever you are out of the office. 

Reimbursement

General

Only fair and reasonable expenses will be reimbursed, directly associated with developing and/or supporting your ministry in connection with your allotted budget. Expenses must be submitted monthly for reimbursement. 

Meals

Meal expenses may be spent by employees who have the requirement as a part of their ministry responsibilities. The purpose of meals is to develop and/or support your ministry. It is meant to provide an opportunity to connect, mentor, and meet people who are part of the scope of your ministry. Likewise, there will be times when employees will meet outside ministry leaders to network or receive a mentor-ship to strategically build their ministry. Meal expenses should not be used to catch up with an “old friend.”  Expenses for meals are not meant for staff celebrations (full-time, part-time, interns, co-op students).  As a church, we provide various means of welcoming new staff, celebrating important life milestones, and gifts for staff leaving.  All expenses incurred must be fair and reasonable. Since we are spending donation dollars, we have a higher level of accountability. For further explanation or clarification, see HR for the detailed meal expense guideline. 

Mileage

The mileage rate will align with the government rate. Mileage will be reimbursed for situations where a business needs to meet face-to-face with an individual or for business-related purposes. If the mileage is greater than the cost of a rental, you must rent a vehicle. You must subtract your daily commute from the total kilometers calculated when calculating mileage. Please note that mileage will not be reimbursed for staff social functions or personal spiritual retreats. 

Benefits

Medical, Dental, Life, Vision, and Accidental Death & Dismemberment

OURCHURCH’s benefits package, including the insurance and health plan and the Pension Plan, is coordinated by operations. Currently, employees working thirty-five (35) hours or more are eligible for benefits. Employees working less than thirty-five (35) hours may be approved for coverage instead of wages. After three months of employment, eligible employees are enrolled in the plan and may select Single or Family coverage as required. Employees must pay the premiums for their share of Long Term Disability through payroll deductions. 

Group Pension Plan

Eligible employees can begin participation in the plan after completing two (2) years of full-time employment. The contribution by each employee is at minimum two and a half percent (2.5%) and maximum four percent (4%) of their gross salary and is deducted from their pay. The employer matches up to two and a half percent (2.5%).  Employees may not place these contributions with another investment broker/agent while employed by OURCHURCH. 

Professional Development

Conferences & Workshops

At the discretion of the Lead Pastor, employees may be able to attend conferences, courses, seminars, and meetings related to the employee’s position or are suggested by the Lead Pastor. Suppose these opportunities are directly related to the employee’s position or are suggested by the Lead Pastor. In that case, OURCHURCH will cover the registration, course materials, and some travel expenses. Time away does not incur lieu time owing. The Lead Pastor can determine the subsidized amount if there is an indirect benefit of the professional development.

Education

All full-time staff can be reimbursed for accredited Bachelor’s or Master’s level courses related to their position.    OURCHURCH will reimburse employees fifty percent of the course cost to a maximum of $2000 per year.  Pre-approval for all reimbursement for eligible courses must be pre-approved by the Lead Pastor.  Coursework will be done outside of work hours.

Confidential Information & Intellectual Property

Intellectual Property

Unless otherwise agreed by written consent between an employee and the Lead Pastor / the Board, any materials created during paid hours by any employee are the property of OURCHURCH. This includes curriculum, design, sermon notes, teaching notes, etc… 

Confidential Information

From time to time, you may come into contact with confidential information, including but not limited to information about OURCHURCH’s members, suppliers, finances, and business plans. You must keep any such matters that may be disclosed to them or learned by them confidential. You may not personally gain from the information for an outside enterprise. Breach of confidentiality may result in immediate dismissal. 

IT Information Storage and Security

Company equipment should be used for company business only during normal working hours. Downloading personal materials on company equipment may harm said equipment and should be avoided. 

Personal Computers

OURCHURCH recognizes that there may be times when you need to use your devices for work-related purposes. In using your device, you agree that the information stored on the device is the property of OURCHURCH. Upon leaving the employment of OURCHURCH, all documents and related information must be removed. 

Health & Safety

OURCHURCH, along with its employees, must take reasonable precautions to ensure that the workplace is safe. OURCHURCH endeavors to comply with all requirements for creating a healthy and safe workplace following our government health and safety laws. Employees with health and safety concerns or identifying potential hazards should contact the HR coordinator. 

Air Quality

Indoor air quality can lead to many health issues. OURCHURCH recognizes this and attempts to minimize the risks associated with indoor air quality and its effects on its employees. Issues about air quality should be reported to the Operations Department Head. 

Smoke / Alcohol / Drug-Free Environment

Smoking is not permitted in any building on OURCHURCH property. Alcohol consumption, Marijuana, or illegal drug use is prohibited while employed by OURCHURCH. 

Scents

OURCHURCH knows that some persons may have allergies or sensitivities to perfumes, lotions, colognes, and/ or chemical scents. As a result, we discourage the overuse of these products.

Harassment

OURCHURCH wants to provide a harassment-free environment for our employees and volunteers. Mutual respect, cooperation, and understanding must be the basis of interaction between volunteers and staff. Therefore, we will neither tolerate nor condone behavior that is likely to undermine the dignity or self-esteem of an individual or create an intimidating, hostile, or offensive environment. 

There are several forms of harassment, but all can be defined as any unwelcome action by any person, whether verbal or physical, on a single or repeated basis that humiliates, insults, or degrades. ‘Unwelcome,’ for this policy, refers to any action which the harasser knows, or ought to reasonably know, is not desired by the victim of the harassment. 

Specifically, racial harassment is defined as any unwelcome comments, racist statements, slurs, jokes, graffiti or literature, pictures, and posters that may intentionally or unintentionally offend another person. 

Sexual harassment is any unwanted attention of a sexual nature, such as remarks about appearance or personal life, offensive written or visual actions like graffiti or degrading pictures, physical contact of any kind, or sexual demands. 

Workplace Violence

Workplace violence can be defined as a threat or an act of aggression resulting in physical or psychological damage, pain, or injury to an employee which arises during work. Further to the definition of violence is the definition of abuse. Abuse can be verbal, psychological, or sexual. Verbal abuse uses unwelcome, embarrassing, offensive, threatening, or degrading comments. Psychological abuse is an act that provokes fear or diminishes a person’s dignity or self-esteem. Finally, sexual abuse is any unwelcome verbal, physical advance, or sexually explicit statement. 

We have a zero-tolerance policy with regard to harassment and violence. Therefore, employees or volunteers engaging in either harassing or violent activities will be subject to discipline, including termination of employment, removal from Boards or committees, and possibly criminal charges. 

Dispute Resolution

Regrettably, conflict can occur in any working environment. Therefore, to resolve conflict practically yet fairly, we recommend the following process for conflict or dispute resolution. 

• Speak to the person with whom you have the dispute. Unfortunately, many times disputes arise due to misunderstandings and miscommunications. 
• If speaking to the individual does not work, speak to your manager. Your manager will arrange a meeting between those involved in the dispute to determine a resolution. If they cannot confront the situation, or there is a conflict of interest, or the dispute is with the manager, speak with the HR coordinator.
• If HR cannot resolve a workplace dispute, the parties may be referred to mediation by a third party. The resolution of the mediator is binding on both parties of the dispute. 

Staff Covenant

I realize that as a staff member of OURCHURCH, I am accountable to Biblical standards that exceed the legal demands of other organizations. Therefore, I must view my work as a sacred trust from God and an opportunity to serve Him (2 Corinthians 4:1-3, 1 Peter 4:10).

I realize that I am responsible for glorifying God in all things and living a life pleasing to Him (1 Corinthians 9:27, 2 Corinthians 7:1). I understand that my employment requires faithful obedience to the Word of God in my private conduct and workplace behavior. Therefore, I commit to removing the following behavior from my life: dishonesty, disrespect for others, divisiveness, financial misconduct, insubordination, substance abuse, sexual harassment, and sexual immorality. 

I realize that I am responsible for upholding the teachings and practices of OURCHURCH (Ephesians 4:14-15, 2 Timothy 3:16-17, etc.). My employment requires wholehearted support for the church’s Statement of Faith, Constitution, Philosophy of Ministry, and Policies and Procedures.

I realize that I am responsible for working in partnership with the other staff members of OURCHURCH. I understand that my employment requires submission to my supervisor and cooperation with all my co-workers. I will endeavor to follow Biblical guidelines for resolving conflicts (Matthew 18:15-17, Luke 6:31, etc.).

I realize that I am responsible for fulfilling the specific tasks assigned to me at OURCHURCH (1 Corinthians 4:2, Colossians 3:22-23, etc.). I understand that I may be dismissed if, in the sole judgment of my supervisors, I fail to carry out those tasks adequately.

I realize that I am responsible for protecting the financial integrity of OURCHURCH (2 Corinthians 8:20-21, Hebrews 13:18, etc.). I understand that I must declare any potential conflicts of interest for myself or family members who may benefit from doing business with the church.

I realize I will be expected to participate in the regular staff evaluation process. This process communicates expectations clearly, encourages excellence, and corrects problems. It includes but is not limited to, an annual performance review.

I realize that my employment at OURCHURCH is voluntary. I can end my employment at any time by giving reasonable notice. Likewise, the Church can discontinue my employment by giving reasonable notice.

Name: XXXX
Position: XXXXX
Date: XXXXXX