Human Resources Management Workshop Convention 2013

Human Resources Management Workshop

Convention 2013

1

Believing in the call to the Church to strive for justice and peace among all people, and to respect the dignity of every human being, The Episcopal Church seeks to promote professional employment environments that offer opportunity for development and advancement. The Church’s commitment to this is summed up in the widely accepted “Golden Rule”: “In everything, therefore, treat people the same way you want them to treat you . . .” (Matthew 7:12a)

Excerpt from “Workplace Values in the Episcopal Church” (Resolution A125, General Convention 2006.):

Topics to be Covered

• Compliance with California Employment Law• Hiring• Termination• BenefitsFocus of today will be on lay employees; clergy are covered by letters of agreement and ministerial exemptions. Contact Canon Holding or Young for questions regarding clergy.

I. Compliance with California Employment Law

Classification of Employees and Other

• Employees– Exempt– Non-Exempt

• Independent Contractors

All employees should have a job description that includes their classification

All employees should be evaluated annually (clergy should have mutual ministry review)

Payroll and other compensation

• Exempt Employees: Paid by the job and not by the hour–Must be paid more than $33,280 per year• This CANNOT be prorated for part time employees

–Must be managerial or other specialized skills

Employees, etc• Non-exempt– Minimum wage in California $8.00 per hour– Paid by the hour: MUST turn in a timesheet and be

paid according to that time sheet; stipends or salaries not legal

– Must be paid overtime for more than 8 hours per day or 40 hours per week

– CANNOT volunteer in the same capacity as they are paid

– “Comp” time is not allowed– Sextons and organists typically should be non-exempt

Independent Contractors

– Have control over how they deliver the job– Request Certificate of Insurance naming church as

additionally insured, W-9, and (if applicable), copy of license

– Have a written contract specifying scope, pay and term

– Provide 1099 at the end of the year that includes gross payment to contractor if total payments exceed $600 (legal requirement)

II. Hiring New Employees

Available on EDSD Website• Hiring tips• Employment offer template• Job Description Template• New employee checklist • W-4 • I-9 • Health Insurance Enrollment

Hiring New Employees

• Lay employees: no employment contracts; use employment offer letter on website

• Lay employees are to have a job description that includes hours, supervisor, essential duties, “Other duties as assigned” (use template soon to be on website)

• Personnel files are to be maintained

Hiring, cont’d:Safeguard God’s People

• Make sure background checks are conducted– Praesidium does low cost background checks for

lay employees– Contact Travis Thomas ([email protected]) EDSD

Registrar to order– Cannot be done on existing employees

• Make sure Safeguarding God’s People is attended by key volunteers and employees

Diocesan Personnel Committee

Tasks in Process:– Creation of Personnel Handbook for Diocese

including missions; handbook template for parishes

– Development of consistent job descriptions and other personnel related documents

– Research compensation ranges for priests and lay employees

Educational opportunities will be available later in the year

III. What do You do When an Employee Leaves

• Termination Checklist• Inform the diocese of termination for

health insurance • Inform CPG of termination for pension

Progressive Discipline• Although California is an at-will employment state,

adopting a progressive discipline approach values the employee and manages risk

• Basic steps include 1 verbal and 2 or 3 written warnings with very specific reason for warning and very specific corrective action. Last warning will state that termination of employment might result if behavior is not corrected

• If action of employee is egregious e.g. theft, progressive discipline does not apply

• Annual evaluations are key as well

Involuntary Termination

• If you are a mission and plan to terminate an employee, please contact the diocesan treasurer first

• If you are a parish, consult with a human resources attorney first

Termination Checklist

• Have on file either the resignation letter signed by the employee or documentation of progressive discipline/termination of involuntary termination

Available on website:• Exit Interview• Final Paycheck Acknowledgement• Notice to employee as to change in relationship

IV. Benefits

• Employee Assistance Program• Health Insurance• Pension• State Unemployment • State Disability

What is the EAP?

“Making Disciples, Raising Up Saints & Transforming Communities for Christ”

Free, confidential resource for counseling, support and life event assistance

Available to all members of the plan and their household members, regardless of medical coverage – This means if you have coverage with CMT, you have access to the EAP

1-866-912-1689


Work/Life balance Adjustment to life events and

change Child care, elder care, pet care

needs Stress Depression and emotional

health concerns Substance abuse Relationship issues Parenting and family concerns Career concerns and career

counseling assistance Crisis needs and critical incident

response Grief and loss Legal and financial concerns Relocation

Benefits of the EAP• Confidential• Available 24 hours a day, 7 days a week• Face-to-face counseling

– Up to 10 sessions per issue– Access to EAP network clinicians across the United States

• Unlimited telephonic consultation • Prepaid by ECMT - no co-pay• Life event resource and referral

– e.g., child care, elder care, pet care– Legal and financial services– ID theft & fraud assistance

• Web-based resources and tools • Household benefit


EAP Can Help With:• Assistance with:

– Adoption– Child & senior care– Temporary backup care– Education– Prenatal care & parenting– Special needs children– At-risk/high-risk adolescents– Relocation– Pet care

• Up to 3 qualified referrals per request• Unlimited requests throughout the year• Referral can be provided by:

– Phone, email, fax or mail


Legal and Financial Assistance


• Legal Assistance• Financial Assistance• Identity Theft Recovery Assistance

Call CIGNA EAP: 1.866.395.7794


…throw it our way

24/7 access with live coverage Excellent access to EAP providers

in the local community nationwide

Work/life benefits for life event assistance

Extensive Web-based resources Free, confidential assistance for

you and your loved ones Wellness seminars Management consultation and

crisis response support

www.cignabehavioral.comEmployer ID: Episcopal

California Unemployment and Disability Insurance

Church employers are exempt from participation in State Unemployment and Disability Insurance Programs

Church employers may elect to participate in both programs – cannot opt into one program only

Missions will be required to offer State Unemployment and Disability sometime this year; Parishes are encouraged to

Church employers may mandate participation for lay employees but clergy must be given a choice

Denominational Health Plan• Requires parity between clergy and lay

employees working 1500 hours per year or more at a minimum of 100% of employee only coverage of base plan (currently Aetna PPO– Existing letters of agreement will be honored– Letters of agreement executed after 2-28-12 must

be in compliance• Requires full participation January 1, 2013 or

sooner

Denominational Health Plan

• Missions are required to offer the diocesan parity; diocesan plan is available on the website

• Parishes were required to approve their plan in keeping with the guidelines passed at last years convention. The approved plan was to have been submitted to the diocese by November 30 – many have not yet!

Lay Pension Plan

• A pension plan must be offered to all lay employees who work greater than 1,000 hours per year.

• Implementation date: January 1, 2013 or sooner• If a defined benefit plan, employer contribution must

be at least 9 % of employees compensation• If defined contribution plan – employer must

contribute at least 5 % and match at least 4% of employee contribution

Lay Pension Plan, continued

• Unlike the DHP which allows thrift shops and schools to be excluded, lay pension plan applies to all employees of a church or institution under the authority of the church

• However, schools are allowed a transitional period

Lay Pension Plan

Extended Phase-In Schedule of Employer Contributions for Schools OnlyRequired As of Base Contribution Match Contribution

January 1, 2013 0% 0%January 1, 2014 1% 0%January 1, 2015 2% 1%January 1, 2016 3% 2%January 1, 2017 4% 3%January 1, 2018 5% 4%

Thanks for coming!

If you need additional guidance, Canon Julie Young is available after March 4 to assist you.

Julie YoungTreasurer and Canon for Finance and Administration [email protected]

Please fill out an evaluation!

Human Resources Management Workshop Convention 2013

Documents

Transcript of Human Resources Management Workshop Convention 2013