Policies for Parish/Ministry within
the Archdiocese of Kansas City in Kansas

Catholic Campus Center at Washburn University       
 
2016
 
 
TABLE OF CONTENTS
 
HOW TO USE THIS SAMPLE HANDBOOK............................................................ 4
 
WELCOME LETTER.................................................................................................... 5
 
INTRODUCTION........................................................................................................... 6
 
ARCHDIOCESAN-WIDE POLICIES.......................................................................... 7
Harassment Policy........................................................................................................ 7
Child Protection Policy................................................................................................ 7
Code of Ethical Standards............................................................................................ 7
Safe Environment Programs for Adults and Children................................................. 7
Employment of Family Members................................................................................ 7
 
EMPLOYMENT
Equal Employment Opportunity.................................................................................. 9
Employment Classifications...................................................................................... 10
Position Descriptions.................................................................................................. 11
Professional Development.......................................................................................... 11
Outside Employment.................................................................................................. 11
Access to Personnel Files........................................................................................... 12
Personal Data Changes............................................................................................... 12
Keys and Access Cards............................................................................................... 12
Employment Reference Checks................................................................................. 12
 
TIME AND ATTENDANCE
Office Hours............................................................................................................... 13
Work Schedule for Employees................................................................................... 13
Variations in Individual Work Schedeules................................................................ 13
Appointments.............................................................................................................. 13
Emergency Closures - Snow and Ice.......................................................................... 14
Compensatory Time................................................................................................... 15
Time Recording.......................................................................................................... 16
Payroll......................................................................................................................... 16
 
COMPENSATION
Pay Increases............................................................................................................... 17
Reimbursement of Expenses...................................................................................... 17
Separation Pay for Employees Not Unver Contract.................................................. 18
UNEMPLOYMENT INSURANCE............................................................................ 18
 
BENEFITS..................................................................................................................... 19
Benefit Plans............................................................................................................... 19
Workers' Compensation Insurance............................................................................. 20
 
TIME OFF BENEFITS
Vacation Leave........................................................................................................... 21
Sick Leave................................................................................................................... 22
Holy Days and Holidays............................................................................................. 23
Family and Medical Leave......................................................................................... 24
Funderal/Bereavement Leave..................................................................................... 27
Jury Duty Leave.......................................................................................................... 27
 
OTHER POLICIES
Smoking in the Office................................................................................................ 28
Personal Appearance.................................................................................................. 28
Children and Other Guests in the Office.................................................................... 28
Pets in the Office........................................................................................................ 28
Confidentiality............................................................................................................ 28
Copyright Protection.................................................................................................. 29
Media Relations.......................................................................................................... 29
Publicity...................................................................................................................... 29
 
EMPLOYEE ACKNOWLEDGEMENT FORM....................................................... 30
 

WELCOME TO THE CENTER
Our Vision. Our Dream.
 
In the fall of 1947, a few Catholic students of Washburn University met with Fr. Thomas J. Culhane, acting chaplain, and requested that a Newman Club be established at Washburn University. In January of 1948, the students received the blessing of the Archdiocese to proceed. During the years of the Newman Club, the Jesuit theologians of the School of Theology at St. Mary’s, KS and the Dominican Priests served the Catholic students on campus.
 
In July of 1970, the Archdiocese of Kansas City in Kansas purchased property on the northwest corner of 17th and Jewell to be used as the Catholic Student Center. The Washburn Catholic Campus Center was established on August 18, 1970. Father Vince Krische was appointed the first director and chaplain of the Center by Archbishop Ignatius J. Strecker. The Center was officially opened on October 3, 1970. Fr. Vince remained at the Center for seven years. Here is a story that Fr. Vince shared with the current director of the Center.
 
 
"At the time I was in Topeka at Most Pure Heart of Mary Parish/ministry. Archbishop Strecker was in town. He asked me as well as the pastor of MPHM to go for a ride. We were driving down 17th Street when all of a sudden he turned we turned onto Jewell and pulled to the curb. The Archbishop got out of the car and said come with me. Of course we followed. He went up to a house and rang the doorbell. A woman came to the door and there she found the three of us standing in black suits wearing Roman collars, but this didn't faze the woman at all. The Archbishop introduced himself and then proceeded to ask the woman if she would be interested in selling her house. He explained that he wanted to make this house a center for Catholic students at Washburn University.
Well, the woman invited us in, and yes,she was interested in selling the house. They came to a fair price and the house became the Washburn Catholic Campus Center in October 1970. The woman moved just a couple of blocks away and remained interested in what was happening at the Center. Years later she died, and she bequeathed the money from the purchase of her house back to the Catholic Campus Center. Now here is the kicker. The woman, Dorothy Palmquist, was not even Catholic!”
 
Over the next 19 years many priests and students have come and gone. Eventually, the Center fell into hard times. In 1996 there was no chaplain, very little, if any, student activity, and little community support. That summer, Topeka priests made one last attempt to revive the Catholic Campus Center. They allowed a handful of students the opportunity to take a leadership role. The students started a grassroots movement to bring the Center back to life. They began working together immediately and registered with the university as an official student organization called the Washburn Catholic Campus Center (WCCC). They invited their friends to attend Bible studies and spaghetti dinners. Eventually their friends invited their friends and classmates, and the cycle continued. Ultimately, the amount of time and energy it took to plan, publicize and maintain WCCC activities and property was so great, it was difficult for the student officers to keep up with their schoolwork, jobs, and other activities. Finally, in 1999, student leader Janelle Will petitioned the Archdiocese of Kansas City to become part-time coordinator of the WCCC. After her graduation from Washburn in 2000, she became full-time director of the Center.
 
Washburn students were responsible for the growth of the Center between 1996 and 2002. In coordination with the director, students planned a variety of campus ministry programs. Additionally, volunteers mowed the lawn, cleaned the Center, and made repairs as needed. Activities during these six years still consisted of the original Bible studies and spaghetti dinners but grew to include Sunday evening Mass & Busy Student Retreats & Eucharistic adoration, and other faith-building and educational opportunities.
 
In September of 2002, Patti Lyon became the director and campus minister for the Catholic Campus Center. That same fall she met with Fr. Vince Krishe at the St. Lawrence Catholic Campus Center at the University of Kansas at Lawrence.  Ms. Lyon went to Fr. Vince to seek his guidance and to ask for assistance as she worked to develop a vision for the Catholic Campus Center at Washburn University. Elements of that vision have included Sunday evening Mass, Scripture study, First Fridays (our Worship, Praise & Adoration Celebration), Theology on Tap, the Kansas Catholic College Student Conference, the Giving Tree Project, small faith-sharing groups, spiritual direction, theology classes, volunteer opportunities, Eucharistic Minister, Lector and Sacristan training and more.
 
In 2003 the name of the Center was officially changed to The Catholic Campus Center at Washburn University.
 
In 2010 we celebrated 40 years of being a Catholic Campus Center.
 
Two current diocesan priests, Fr.Matthew Schiffelbein and Fr. Andrew Strobl, were active student members at the Catholic Campus Center during their years at Washburn. Matthew was among the core group of students working with Janelle Will and Andrew was student president of the Center from 2003-2004. Both were ordained as priests in May of 2009.
 
Many students have met their future spouses while participating at the Center and continue to give witness through strong Christian marriages.
 
The plan for a new chapel was an element of the vision too. In the summer of 2003 the director and then student president, Ashley Swanson, began to develop a plan for a chapel for the Center. Four years later, Archbishop Joseph Naumann, the members of the Catholic Campus Center, our friends and family, and all those who have supported us came together with great joy to celebrate the dedication of our new Holy Spirit Chapel.
 
Our Center continues to grow with the support of students, volunteers, alumni, and friends. 
 
Patti Lyon, OFS, MS
Director  & Campus Minister
 
 
Mission Statement
The mission of the Catholic Campus Center at Washburn University is to facilitate the continued intellectual, spiritual, and moral formation of the Catholic students, faculty, and staff at Washburn University and to be witnesses through our actions to the Good News of our Lord, Jesus Christ.
 
Vision Statement
The Catholic Campus Center at Washburn University is a Catholic campus ministry program that strives to provide a safe, comfortable, and caring community, in which students can grow spiritually, form new relationships, and deepen the understanding of their faith. By offering encouragement in worship and study, we aid in: the development of leadership skills, building of relationships with new friends, and forming of lasting memories. Through the sharing of meals and prayers, to sustain the body, mind, and spirit, we help break social barriers for a change to create a greater fellowship among new and growing friends, while supporting others in the growth and understanding of their faith. We act as models to those around us through our commitment to community and God.
 
  
 INTRODUCTION
 
This handbook is a synthesis of the policies and practices of the parish/ministry/ministry.  All policies in this handbook apply to all employees who serve in the parish/ministry, unless otherwise noted. 
 
This handbook is intended to acquaint employees with the personnel policies, procedures and benefits.  All employees should familiarize themselves with the content of this handbook, for it will answer many common questions concerning their employment.
 
The policies and/or benefits described in this handbook may be changed, revised, suspended, or eliminated as necessary.  Employees will be notified of changes or revisions as they occur.  The only recognized deviations from the stated policies are those authorized and signed by the pastor or his designee.
 
This handbook is not an employment contract, expressed or implied, and is not intended to create contractual obligations of any kind.  Neither the employee nor the parish/ministry is bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time for any lawful reason.  No one other than the pastor or his designee has the authority to enter into any legally enforceable contract with an employee or make any legally enforceable promise with such an employee.  A legally enforceable contract or promise must be in writing and signed by the pastor and/or his designee and the employee.
 
 
 
ARCHDIOCESAN-WIDE POLICIES
 
Note:  All parish, schools and ministries must comply with these policies.
 
The Archdiocese of Kansas City in Kansas has in place:
 

• Harassment Policy - A copy of this policy is given to all new employees and the signed receipt of this policy must be submitted to the parish/ministry for the personnel file of each employee. 

 

• Child Protection Policy - A copy of this policy is given to all new employees and the signed receipt of this policy must be submitted to the parish/ministry for the personnel file of each employee. 

 

• Code of Ethical Standards - A copy of this policy is given to all new employees and the signed receipt of this policy must be submitted to the parish/ministry for the personnel file of each employee. 

 
Please refer to these policy documents for specific provisions.  Any violation of these policies may lead to disciplinary action up to and including termination of employment. 
 
 
Safe Environment Programs for Adults and Children
 
In compliance with the USCCB Charter for the Protection of Children and Youth, which requires all employee and volunteers to receive educational training in protecting children from sexual abuse and the appropriate procedure for reporting suspicion of such abuse, the Archdiocese selected the Virtus: Protecting God’s Children program to assist parish/ministry in protecting children.  Virtus training sessions are required for all employees and volunteers of the parish/ministry prior to their first day of work, even if their job duties do not involve any contact with children.  Employees must consult with the Parish/ministry Virtus Coordinator for session dates or they may check the Archdiocesan website for available sessions at http://www.archkck.org/page.aspx?pid=548.
  
 
Employment of Family Members
 
In all Church offices, schools and parish/ministry there is need for a high degree of confidentiality, integrity, objectivity and professionalism.  As a result of a director’s/manager’s responsibilities to supervise, assign work, deal with potential performance problems and conduct performance appraisals, a perceived or potential conflict of interest arises when immediate relatives are within their directory scope.  Similar problems can arise when related employees share the same work location. 
 
A relative of a current employee may be employed only if the current employee relative is not a direct director or a director once removed for the position being filled. 
 
This policy applies to all employees of the Church in the Archdiocese of Kansas City in Kansas.  Employees as of November 2007 are grandfathered.  Any exceptions to the above policy must be granted explicitly in writing by the Archbishop.
 
For the purposes of this policy, a ‘relative’ or ‘related employee’ means a current or former spouse, parent or step-parent, guardian, child or step-child, sibling, grandparent, grandchild, parent in law, son or daughter-in-law, nieces or nephews or any person sharing the same address as the employee.
 
 
EQUAL EMPLOYMENT OPPORTUNITY
 
The parish/ministry honors the sacredness of every person and values compassion and respect for all people.  The parish/ministry is committed, in Christian charity, to justice and fairness in all dealings with its employees.  As followers of Christ, all employees have a moral and social obligation to treat everyone fairly and with respect.
 
The parish/ministry values diversity.  In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the parish/ministry will be based on legitimate, nondiscriminatory criteria, including merit, qualifications, and abilities.  Employees are assured of equal opportunity in employment with regards to recruitment, placement, training, compensation, discipline, promotions, demotions, layoffs, and all other conditions and terms of employment without discrimination on the basis of race, color, sex, national origin, age, disability, genetic information, veteran status or any other characteristic protected by law, except religion.
 
Because the staff assists the pastor in fulfilling his role as shepherd to all the Catholic faithful in the Archdiocese, it is expected that all employees be practicing Catholics, in good standing.  Any exception must have the approval of the pastor or his designee. 
 
Employees with questions or concerns about any type of unlawful discrimination in the workplace must bring these issues to the attention of their immediate director or the pastor.  Employees can raise concerns and make reports without fear of reprisal.  Anyone found to be engaging in any type of unlawful discrimination, including retaliation, will be subject to disciplinary action up to and including termination of employment.
 

EMPLOYMENT CLASSIFICATIONS
 
The following classifications are provided by the U.S. Department of Labor for the purposes of ensuring fair pay.  These classifications do not guarantee employment for any specified period of time.  Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and the parish/ministry. 
 
Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws.  NONEXEMPT employees are entitled to minimum wage and overtime pay under the specific provisions of federal law.  EXEMPT employees are not entitled to overtime pay.                         
                                                                                                                          
Exempt employees are those whose job duties are primarily executive, administrative, professional or directory in nature as defined by federal law. The nature of such jobs will sometimes call for more than a normal work schedule, e.g. some evening or weekend work.  The compensation for Exempt employees will be determined on an annual salary basis, and paid on the regular pay schedule regardless of the number of hours worked during a pay period. 
 
Non-Exempt employees are generally employees such as clerical, technical, data entry and secretarial.  These employees are covered by wage and hour laws, and will be compensated based on an hourly rate for each hour actually worked.  Non-Exempt employees must be paid one and one half times their hourly rate for any hours over 40 worked in a given week. 
 
The following employment classifications define employment status and determine benefit eligibility. 
 
REGULAR FULL‑TIME employees are those who are not in a temporary role and who are regularly scheduled to work the full-time schedule.  They are fully eligible for Archdiocesan benefits, subject to the terms, conditions, and limitations of each benefit program.  A full-time schedule for parish/ministry staff consists of         hours per week. 
 
REGULARLY SCHEDULED PART‑TIME employees are those who are regularly scheduled to work less than the full‑time work schedule. Regular part‑time employees who work a minimum of 30 hours per week on a continuous basis, calendar year or school year, are eligible for Archdiocesan benefits, subject to the terms, conditions, and limitations of each benefit program.  Part-time employees who regularly work fewer than 30 hours per week are not eligible for most benefit plans.  Sick time, vacation time, Holy Day and holiday pay are prorated according to the number of regularly scheduled hours a part-time employee works.
 
TEMPORARY employees are those who are hired as interim replacements, or temporarily supplement the workforce or to assist in the completion of a specific project. Employment assignments in this category are for a limited duration.  However, the arrangement can be terminated at any time.  Employment beyond any initially stated period does not in any way imply a change in employment status.  Temporary employees retain that status unless and until notified of a change in writing.   They are not eligible for vacation, sick or holiday/holy day pay, or any Archdiocesan benefits programs. 

POSITION DESCRIPTION S
 
It is important that all offices have a current position description for all positions.  Employees should review their position descriptions with their direct director each year at the time of performance evaluations. 
 
 
 
PROFESSIONAL DEVELOPMENT
 
The parish/ministry supports the on-going professional development of staff members and will provide appropriate time off and funding, within budget and with prior approval of the director.  Attending approved professional development is a work commitment requiring participation.  Attendance does not excuse an employee from conducting normal, necessary job functions, such as daily communication with coworkers as needed, responding to email and voicemail, etc.  Employees may be required to show documentation of their attendance and discuss learning outcomes with their director at the completion of the program. 
 
 
 
OUTSIDE EMPLOYMENT
 
Employees may hold outside jobs as long as they meet the performance and attendance standards of their job.  Employees will be judged by performance standards as they apply to their position and are expected to adhere to the prescribed work schedule, regardless of any existing outside work requirements.
 

 
ACCESS TO PERSONNEL FILES
 
A personnel file is maintained on each employee.  The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals, salary increases and other employment records.  The personnel file also includes signed acknowledgements of the Archdiocesan policies and the background check verification.  In compliance with federal regulations, no medical information is maintained in the personnel file.  Strict confidentiality is maintained on all employee information.
 
Employees’ personnel files are the property of the employer.  Access to the information it contains is restricted and confidential.  Generally, only the pastor, administrator, directors and management personnel have a legitimate reason to review information in a file.
 
If an employee wishes to review his or her own file, he or she must contact the pastor (or parish/ministry administrator/business manager).  With reasonable advance notice, an employee may review his or her file in presence of the pastor. 
 
 
 
PERSONAL DATA CHANGES
 
It is the responsibility of each employee to promptly notify the director of any changes in personal data.  Legal name, personal mailing addresses, telephone numbers, emergency contacts and beneficiaries should be accurate and current at all times.
 
 
 
KEYS AND ACCESS CARDS
 
Keys and electronic access cards to the outside doors and keys to individual offices are given to Full-Time Employees and Regularly Scheduled Part-Time Employees as necessary.  An acknowledgment form must be signed by the director and employee, and will be kept in the employees’ personnel file.  Upon termination of employment, it is the responsibility of the employee to return the keys to the director.
 
 
 
 
EMPLOYMENT REFERENCE CHECKS
 
All inquiries for references on current or former employees must be referred to the pastor or parish/ministry administrator for further consideration in determining a response.
 
 
 
 
 
OFFICE HOURS
 
The regularly scheduled office hours are 9:30 A.M. to 5 P.M., Tuesday through Friday.
 
 
 
WORK SCHEDULE FOR EMPLOYEES
 
To maintain a safe and productive work environment, the parish/ministry expects employees to be reliable and punctual in reporting for scheduled work.  Absenteeism and tardiness place a burden on other employees and on office operations.  In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they must notify their director or the pastor as soon as possible in advance of the anticipated tardiness or absence.  Poor attendance and excessive tardiness, regardless of the reason, are disruptive.  Either may lead to disciplinary action, up to and including termination of employment when lawful. 
 
 
 
VARIATIONS IN INDIVIDUAL WORK SCHEDULES
 
Any exception to the regular work schedule must meet the business needs of the parish/ministry and be approved by the director.  A change in schedule may be occasional or ongoing.  Reasons for having an ongoing exception should be documented and presented the director and placed in the individual’s personnel file.  In the matter of scheduling, it may not always be possible for the director to honor an employee’s request due to the nature of the work assignment and/or the need to cover office hours, however, it is the intention to give all possible consideration to the individual needs of the employees.
 
 
 
   APPOINTMENTS
 
As a general rule, employees should try to minimize personal and medical appointments during regularly scheduled work hours.  When an appointment needs to be scheduled during the work hours, the employee should consult with the director for approval.  The time away may be made up as mutually agreed upon or applied to other authorized time off (sick or vacation leave, as applicable).
 
 
 
 
EMERGENCY CLOSURES – SNOW AND ICE
 
When the Catholic Schools in Shawnee County close because of snow and/or ice, the parish/ministry offices will automatically have a delayed opening until 10:00 a.m. (Ordinarily these announcements are made before 6:00 a.m. on the local news).  If the office is closed all day the message will be on the Church office voice mail by 9:00 a.m.
 
If individual circumstances prevent an employee from following the decision to remain open during severe weather conditions, the parish/ministry offices remain open, it is the employee’s option to take the day off and use vacation leave or with director’s approval, make up the time later in the workweek.  Employees determining that it is necessary for them to stay home must notify their director as soon as possible.  If the employee’s director cannot be reached, the employee must leave a message on the director’s voicemail and then contact the director to ensure that the employee’s absence is properly reported. 
 
 
 
COMPENSATORY TIME
 
Compensatory time off in lieu of pay is not allowed. 
 
 
Non-Exempt Employees
Compensatory time is not allowable under federal law for Non-Exempt employees (as described in the Employment Classification section).  Any time worked in excess of 40 hours in one week must be paid at one and one half times the employee’s normal hourly rate.  In order to avoid overtime pay, a director may adjust the work schedule of a non-exempt employee for a given week. 
 
Exempt Employees
Exempt employees (as described in the Employment Classification section) must often work other than the normal work day or work week due to the nature of their position.  These employees are responsible for a body of work which may include extended hours, nights and weekends.  When duties demand an extraordinary work schedule, a director may allow an adjustment to the normal work day or week.  There is no legal requirement or obligation to grant compensatory time off to Exempt employees.  A director may choose to grant or deny requests for compensatory time off at the director’s discretion.  Compensatory time should never be considered on an hour-for-hour basis.  Exempt employees must ensure that any time taken off not interfere with completing their job duties or interrupt the normal functioning of their office. 
 
 
TIME RECORDING
 
Non-Exempt Employees
Accurate record keeping of time worked is the responsibility of each individual Non-Exempt employee.  Federal and state laws require that accurate records be kept in order to calculate employee pay and benefits.  Time worked is defined as all the time actually spent on the job performing assigned duties.  It is the employee’s responsibility to record hours worked on a timesheet provided by the office and present it to their director.  The employee is also responsible for reporting any vacation or sick leave used.  The director must review and certify its accuracy by signing and submitting it for payroll processing. 
 
Exempt Employees
Exempt employees do not track hours for pay purposes.  They receive a salary based on job responsibilities and outcomes.  While Exempt employees must not report the number of hours they work on their timesheet, they must accurately report any vacation or sick time used during the time period.  If no vacation or sick time is used during a pay period, the Exempt employee must submit a blank timesheet indicating that no sick or vacation time was used.  The employee’s director must review and sign the timesheet before submitting it for payroll processing. 
 
 
Altering, falsifying, destroying, and/or tampering with time records may result in disciplinary action, including termination of employment.  This time sheet should be delivered to the Payroll Administrator by the deadline established for each pay period, generally three to four days prior to payday. 
 
 
PAYROLL
 
Employees are not required to sign up for direct deposit at the beginning of their employment.  It is the responsibility of the individual employee to submit any bank account changes to the Payroll Administrator prior to payroll processing.  Direct deposit authorization forms are available in the Payroll Administrator’s office and must be accompanied by a voided check to implement bank account changes.  
 
Payroll is processed by the Payroll Administrator and paydays are on the 15th and the last day of the month or the last work day before those days. 
 
 
PAYROLL CONFIDENTIALITY
 
Rates of pay are strictly confidential to the employee, their director(s), and the Payroll Administrator.
 

 
 
PAY INCREASES
 
The annual budgeting process determines whether or not pay increases are given during a fiscal year.  If allowed, pay increases will be based on an individual’s annual performance review.  Salary adjustments are effective July 1. 
 
 
 
REIMBURSEMENT OF EXPENSES
 
Employees will be reimbursed for expenses that are incurred as a result of job duties (meals, transportation, lodging, parking, tolls, etc).  Automobile mileage, other than the employee’s normal commute to and from their home, will be compensated at a rate set by the parish/ministry.  Actual expenses incurred in attendance at conferences, conventions, and the like, with prior approval of the director, are reimbursed.  Meals during regularly scheduled office hours are not reimbursable unless directly associated with external business, training or overnight travel.  Expense reports with supporting documentation must be approved by the director before being presented for reimbursement to the accounting office. 
 
 
 
SEPARATION PAY FOR EMPLOYEES NOT UNDER CONTRACT
 
Employees who involuntarily lose their jobs due to a reduction in force or for a reason other than moral or legal misconduct are provided separation pay based upon either their type of position or their years of service.
 
Eligible employees who have been in a management position that is classified as Exempt under the guidelines of the Department of Labor are entitled to two months of separation pay.
 
Eligible employees in positions classified as Non-Exempt under the guidelines of the Department of Labor are entitled to separation pay based on their years of service.  An individual who has worked 6 months or less receives one week of separation pay.  An individual who has completed one year of service receives two weeks of separation pay.  Individuals who have worked more than one year receive one week of pay for each year of additional service, not to exceed a total of six weeks of separation pay.
 
During the separation period, benefits continue at the same rates and levels of coverage as were in place while the individual was employed.  At the end of the separation period, the individual will be offered the option to continue benefits under the Continuation of Benefits policy. Employees accepting a separation package for a period greater than two weeks must sign an agreement releasing the Archdiocese and their individual employer of any legal claims related to their employment.
 
 
 
 
UNEMPLOYMENT INSURANCE
 
In Kansas, churches and schools operated by churches are exempt from the state unemployment compensation law.  As a result, the parish/ministry does not participate or provide unemployment compensation benefits.
 

 
BENEFITS
 
 
Note:  You MUST submit an enrollment form for ALL full-time and part-time employees within 31 days of hire to the Human Resources Office.  For more information regarding benefits, parish/ministry benefit administrators, business managers, bookkeepers, pastors and principals may visit the online Employers’ Guide to Group Benefits at: www.archkck.org/hrsecure. 
 
 
Eligible employees are provided a wide range of benefits.  A number of the programs (such as Social Security and workers’ compensation) cover all employees in the manner prescribed by law.
 
Benefits eligibility is dependent upon a variety of factors and is addressed in the section on employment classifications.  Details of these programs will be explained to new employees by the parish/ministry Benefits Administrator and each year during the open enrollment period.
 
 
 
 
BENEFIT PLANS
 
Please see the Guide to Benefits for the current year, which explains all benefits offered to eligible employees. 
 
Guide to Benefits – Locations Participating in the Retirement Plan
Guide to Benefits – Locations Not Participating in the Retirement Plan
 

 
WORKERS' COMPENSATION INSURANCE
 
 
The parish/ministry provides a comprehensive workers' compensation insurance program at no cost to employees.  As required by law, this program covers injury or illness that is sustained in the course of employment that requires medical, surgical or hospital treatment. 
 
Employees who sustain work‑related injuries or illnesses must inform their director immediately.  No matter how minor an on‑the‑job injury may appear, it is important that it be reported immediately.  This will enable an eligible employee to qualify for coverage as quickly as possible, if determined appropriate.
 
The director must contact the Human Resources Office at the Chancery immediately to assist in facilitating the reporting process.
 
 
 
VACATION BENEFITS
 
The physical and spiritual well being of all employees is of great concern to the parish/ministry.  Vacation leave is an expression of the parish/ministry’s concern and appreciation.  Regular full-time employees and regularly scheduled part-time employees are eligible to earn and use vacation time as described in this policy.
 
The amount of paid vacation time employees receive each year increases with the length of their continuous employment as shown in the following schedule:
Year      <1           5 days
                                                Years    1-4        10 days
                                                Years    5-14     15 days
Years    15+       20 days
 

• Vacation time is earned each pay period, proportionally to the vacation days allowed for the year(s) of service. Vacation is based on the anniversary date of employment.  The accumulation of vacation begins on the date of hire.

 

• Increases in vacation accrual rates are effective in the pay period in which the anniversary date falls. 

 

• If an observed Holy Day or holiday occurs during a scheduled vacation period, the employee will not be charged vacation time for the Holy Day or holiday.

 

• Vacation time off is paid at the employee's base pay rate at the time vacation is taken.

 

• It is encouraged that vacation time be used within the year it is earned.  In the event that available vacation is not used by the end of the year, paid vacation days may accumulate to a maximum of thirty (30) days, at which point further accumulation will stop until all or a portion of the vacation days are taken.

 

• Vacation pay cannot be granted in lieu of taking actual time off.

 

• Regularly scheduled part-time employees earn vacation according to years of service and are prorated based on the number of hours they work per week.  Part-time employees must use vacation for the same number of hours per day that they normally work.

 

• Upon termination of employment, eligible employees will be paid for unused vacation time that has been earned through the last day of work.

 

• Unpaid vacation leave is only available to employees if they do not have paid leave accrued.  To receive payment for vacation time beyond the accrued time available, approval from the director and the pastor is required.  If a negative balance occurs beyond two pay periods, unpaid leave must be taken for missed work until a positive balance is again available.

 
 
 
SICK LEAVE BENEFITS
 
Regularly scheduled full and part time employees are eligible to earn and use sick leave as described in this policy.
 

• Eligible employees will accrue sick leave benefits, proportionally at the rate of 7 days per year.  The accumulation of sick leave begins on the Date of Hire.

 

• Regularly scheduled part‑time employees receive sick leave benefits prorated by the number of hours they work per week.

 

• Eligible employees may use sick leave benefits for an absence due to their own illness or injury or that of an immediate family member or relative who relies on the employee for care.

 

• Employees who are unable to report to work due to illness, injury or any health needs should notify their direct director before the scheduled start of their workday if possible.  The direct director must also be advised of any on going absence.  If the director is not available, absences should be reported to the pastor.

 

• Absence due to medical or dental appointments should be reported as sick leave unless the missed work time is rescheduled during the same work week.  Exempt (managerial) employees are not required to report sick leave unless they are absent from work for a half-day.

 

• Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence.

 

• Unused sick leave benefits will be allowed to accumulate until the employee has accrued a total of 30 work days of sick leave benefits.  If the employee's benefits reach this maximum, further accrual of sick leave will be suspended until the employee’s balance falls below the limit.

 

• Sick leave benefits are intended solely to provide income protection in the event of illness or injury, and may only be used for this purpose.  Unused sick leave benefits will not be paid to employees.  Accumulated sick leave is forfeited upon termination of employment.  If an employee transfers from one Archdiocesan employer to another, there should be no expectation that unused sick leave will transfer. 

 

• Sick leave pay may be coordinated with short term disability pay.  An employee may use sick pay for the seven day waiting period and begin to receive the disability payments on the eighth day.  If a sick leave balance is available, it must be used to pay the prorated portion of pay not covered by short-term disability.   

 

• Unpaid sick leave is only available to employees if they do not have paid leave accrued.  If a negative balance occurs beyond two pay periods, unpaid leave must be taken for missed work until a positive balance is again available.                    

 
HOLY DAYS AND NATIONAL HOLIDAYS
 
Feast Days in the Church are an important part of all employees’ lives as Catholics.  National holidays are an important part of employees’ lives as Americans.
 
All employees will be granted holiday time off on the holidays listed below:
 
New Year's Day (January 1)
Martin Luther King, Jr. Day (third Monday in January)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving and Friday after
Christmas (December 25)
 
If a holiday falls on a weekend, either the Friday before or the Monday after (which ever is closest) shall be granted as the holiday.
 
Additional Holy Days are granted, recognizing their importance in the life of the Church.  When the following Holy Days fall on a work day, they are observed as days off:
 
Good Friday (Friday before Easter)
 Feast of the Assumption, Aug. 15
Feast of All Saints, Nov. 1
Feast of the Immaculate Conception, Dec. 8
 
No other day is given when these Holy Days fall on Saturday or Sunday.
 
By decision of the U.S. Bishops, with Vatican approval, when these Holy Days fall back-to-back with Sunday, that is, on a Saturday or Monday, the obligation of Mass attendance is lifted.  Therefore, no other day is given as a day off.
 
Regularly scheduled full-time employees are eligible for all Holy Days and holidays with pay.  Regularly scheduled part-time employees are paid for holidays and Holy Days only if they fall on a regularly scheduled work day and are paid for the number of hours they would normally work that day.  Temporary employees and employees working irregular schedules do not receive holiday or Holy Day pay. 

 
FAMILY AND MEDICAL LEAVE
 
Note:  For guidance on administering FMLA, Benefit Administrators should go to the FMLA page in the online Employer’s Guide to Group Benefits at www.archkck.org/hrsecure. 
 
The Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 workweeks of unpaid leave in a 12 month period for specified family and medical reasons, or for any “qualifying exigency” arising out of the fact that a covered military member is on active duty or has been notified of an impending call or order to active duty, in support of a contingency operation.  FMLA also allows eligible employees to take up to 26 workweeks of unpaid leave in a single 12 month period to care for a covered servicemember with a serious injury or illness.  During this leave, an eligible employee is entitled to continued group health plan coverage as if the employee had continued to work.  At the conclusion of the leave, subject to some exceptions, an employee generally has the right to return to the same or to an equivalent position with equivalent pay, benefits and other employment terms. 
 
To be eligible for FMLA, an employee must meet the following criteria:

• Must be employed by the Archdiocese for at least 12 months (which need not be consecutive); and
• Must have worked at least 1,250 hours during the 12 month period immediately preceding the commencement of the leave.

 
FMLA leave may be taken for any one, or for a combination of, the following reasons:

• The birth of a child or to care for a newborn child of the employee;
• The placement of a child with the employee for adoption or foster care or to care for the newly placed child;
• To care for the employee’s spouse, child or parent (but not in-law) with a serious health condition;
• The employee’s own serious health condition that makes the employee unable to perform one or more of the essential functions of his or her job;
• Qualifying exigencies arising out of the fact that the employee’s spouse, child, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation; and/or
• To care for a spouse, child, or parent who is a covered servicemember with a serious injury or illness. 

 
A “serious health condition” is an injury, illness, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider.
 
Limitations on Leave
Leave to care for a newborn or for a newly placed child may not be taken intermittently or on a reduced work schedule unless the employer agrees with respect to an individual leave request.  Leave to care for a newborn or newly placed child must conclude within 12 months after the birth or placement of the child.
 
When both spouses are employed by the same employer, they are together entitled to a combined total of 12 workweeks of FMLA leave within the designated 12 month period for the birth and care of a newborn child, adoption or foster care placement of a child with the employees, and to care for a parent (but not in-law) with a serious health condition.  Each spouse may be entitled to additional FMLA leave for other qualifying reasons (i.e., the difference between the leave taken individually for any of the above reasons and 12 workweeks, but not more than a total of 12 workweeks per person).
 
For example, if each spouse took 6 weeks of leave to care for a newborn child, each could later use an additional 6 weeks due to his or her own serious health condition or to care for a child with a serious health condition.    
 
Leave because of an employee’s own serious health condition, or to care for an employee’s spouse, child or parent with a serious health condition may be taken all at once or, where medically necessary, intermittently or on a reduced work schedule.  If the employee takes leave intermittently or on a reduced work schedule basis, the employee must, when asked, attempt to schedule the leave so as not to disrupt the employer’s normal business operations.  The employer may temporarily transfer such employee to an alternative position with equivalent pay and benefits for which the employee is qualified and which better accommodates recurring periods of leave.   
 
Requests for FMLA Leave
An employee should request FMLA leave by contacting the Benefits Administrator either in person or in writing. 
 
When leave is foreseeable for childbirth, placement of a child or planned medical treatment for the employee’s or family member’s serious health conditions, the employee must provide Human Resources and the employee’s director with at least 30 days advance notice.  When the timing of the leave is not foreseeable, the employee must provide the employer with notice of the need for leave as soon as practicable.   
 
Paid and Unpaid Leave
FMLA provides eligible employees with up to 12 weeks of unpaid leave.  If the employee has accrued vacation or sick leave, the employee must run the paid leave concurrently with FMLA leave.  Any paid leave used for a FMLA qualifying reason will be charged against an employee’s entitlement to FMLA leave.  This includes leave for disability or workers’ compensation injury/illness, provided that the leave meets FMLA requirements.  The substitution of paid leave for unpaid leave does not extend the 12 workweek leave period. 
 
Return from FMLA Leave
An employee is entitled to reinstatement only if he or she would have continued to be employed had FMLA leave not been taken.  Thus, an employee is not entitled to reinstatement if, because of a layoff, reduction in workforce or any other reason the employee would not be employed at the time job restoration is sought. 
 
If the employee does not return to work following the conclusion of FMLA leave, the employee will be considered to have voluntarily resigned.  The employer may recover health insurance premiums that it paid on behalf of the employee during any unpaid FMLA leave. 
 
This policy is intended to comply with the provisions of the Family and Medical Leave Act of 1993 and all subsequent amendments.  Nothing in this policy should be interpreted to create any additional rights to leave and/or benefits other than mandated by federal law.
 
  
 
FUNERAL \ BEREAVEMENT LEAVE
 
In cases of death in the immediate family, an employee eligible for benefits is granted up to three working days off with pay as bereavement leave.  Immediate family is defined as spouse, child, parent, brother, sister, father-in-law, mother-in-law, grandparent, grandchild, and a relative residing in the employee’s home. 
 
For the death of other relatives, including aunts, uncles, cousins and other in-laws, the employee is granted one day off with pay.
 
Other time off as necessary may be taken as vacation time, or unpaid time, as arranged with the employee’s director.  If the death occurs during a vacation, adjustments may be made to provide for the bereavement leave.
 
JURY DUTY LEAVE
 
Employees are encouraged to cooperate in the civic responsibility of serving in the jury system when requested or when subpoenaed to the court.
 
An employee who is summoned for jury duty is responsible for submitting to his or her director a letter from the Court (summons) verifying this fact as soon as possible before reporting to court.  The employee will be paid the difference between regularly scheduled hours paid and the amount received from the court for jury duty. When attendance in court is not required, the employee should return to their work assignment. On any day that one is excused by the court by noon, he/she is expected to return to work for the remainder of the day. 
 
While on jury duty, the employee continues to accrue all appropriate benefits.
 
 
SMOKING IN THE OFFICE
 
The parish/ministry observes a smoke free environment.
 
  
PERSONAL APPEARANCE
 
The parish/ministry office is a professional office building.  All employees – men, women, lay and religious - are expected to dress in modest and appropriate business attire.  The attire of parish/ministry office employees reflects the professionalism with which work is conducted.  We do work with college students and therefore jeans, modest length shorts, t-shirts and tennis shoes are acceptable attire. No “flip flops”.  Additionally, employees are expected to maintain proper grooming and personal cleanliness standards that are consistent with a professional place of work. 
 
Those who work in an environment other than an office should wear clothing appropriate for the safe execution of their duties.
  
 
CHILDREN AND OTHER GUESTS IN THE OFFICE
 
The work environment is never an appropriate place for childcare.  Children and other guests are welcome for short visits as long as they are not disruptive to other employees.
 
  
PETS IN THE OFFICE
 
Pets are not allowed in the offices.

 
CONFIDENTIALITY
 
Employees are expected to keep the trust of those they serve and of one another.  Often, information received in the routine duties of the offices needs to be handled with confidentiality, in some instances by law.  All employees are expected to honor confidential information concerning parish/ministry matters, other employees, and persons who are served by the various programs of the parish/ministry by keeping such information private.  Failure to do so may result in disciplinary action, including termination of employment.
 
For more detail on confidentiality in professional relationships, please refer to the archdiocesan Code of Ethical Standards.
 
COPYRIGHT PROTECTION
 
Employees are expected to abide by copyright requirements and refrain from illegal reproduction or use of educational materials, computer software, liturgical music, photographs, images, logos or any other copyrighted or restricted mate
 
MEDIA RELATIONS
 
To assure proper responses, all media requests should be referred to the director.
 
 
PUBLICITY
 
Employees must always maintain a clear distinction in public expression, whether written or oral, between an individual viewpoint and that of the parish/ministry.  Employees must obtain permission before writing any article for publication or making any public address, which will contain information in any way involving the parish/ministry.  If permission is obtained, such articles shall be submitted to the pastor for approval prior to publication or delivery.
 
 EMPLOYEE ACKNOWLEDGEMENT FORM 
 
 
The Human Resources Handbook describes important information about employment at the Chancery offices and Savior Pastoral Center.  I understand that I should consult my director or Human Resources regarding any questions not answered in this handbook.
 
Since the information, policies and benefits described here are necessarily subject to change, I acknowledge that revision to the handbook may occur, and I understand that revised information may supersede, modify or eliminate existing policies.  Only the Archbishop, or his designee, has the ability to adopt any revisions to the policies in this handbook. 
 
Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document.  I have reviewed this handbook, and I understand that it is my responsibility to comply with the policies contained in this handbook and any revisions made to it. 
 
 
 
 
 
 
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EMPLOYEE’S SIGNATURE                            DATE  
 
 
 
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EMPLOYEE’S NAME (TYPED OR PRINTED)