[CHURCH NAME]
Employee Handbook
Policies and procedures for our staff
Effective [DATE]
01 · Who we are
Mission & strategy
Everything in this handbook serves one thing: the mission God has given [CHURCH NAME]. Every role on our staff exists to move that mission forward.
Our mission
Our strategy
How we carry out the mission, step by step:
02 · Who we are
Foreword
We believe in keeping staff members fully informed about our policies, procedures, practices and benefits: what staff members can expect from the church, and what the church expects of every member of its staff.
This handbook covers general personnel subjects such as confidentiality, pay, office hours, time off and conduct. It aims to spell out the obligations of the church and its staff clearly, so that there are fewer misunderstandings, questions and surprises.
Nothing in this handbook creates a contract, express or implied, or any other legally enforceable obligation between [CHURCH NAME] and its staff members. Where this handbook differs from a formal written agreement, the written agreement prevails.
Because [CHURCH NAME] is a growing church, it may add, change or remove any part of this handbook at any time without advance notice. Staff members should check with the Lead Pastor or the Executive Pastor for the current version of any policy, procedure or practice.
No one other than the Lead Pastor, or someone the Lead Pastor appoints in writing, may enter into an employment agreement or any agreement that changes church policy. Any such change must be in writing and signed.
Every provision of this handbook is to be observed, administered and interpreted in line with all applicable local, state and federal laws, now or as they change.
The policies, procedures, practices and benefits in this handbook replace all earlier written or unwritten ones.
03 · Who we are
Staff culture statements
Policies tell us what to do. Culture tells us how we do it. These statements describe the team we want to be, and we hire, coach and celebrate by them.
Big faith, wise riskWe attempt things only God can do, and we plan like it matters.
Optimistically engagedWe bring energy and hope into the room, especially on hard days.
Purpose over preferenceThe mission matters more than how any one of us likes things done.
Equipping is our callingWe don’t do ministry for people. We raise up people to do ministry.
We over meWe celebrate team wins, share credit and carry each other’s loads.
Solutions over complaintsIf we see a problem, we bring an idea to fix it.
Teachable heartsWe ask for feedback, own our mistakes and keep growing.
Yes is our first answerWe look for the way to help before we look for the reason we can’t.
04 · Policies & behavior
Employment relationship
Categories of employees
Staff members fall into the categories below for pay and benefit purposes. Church policies apply to every category.
Full-time
Staff members hired to work 40 or more hours a week on a continuing basis. The benefits in this handbook refer to full-time staff unless your employment agreement says otherwise.
Part-time
Staff members hired to work fewer than 40 hours a week on a continuing basis. Part-time staff are eligible only for the benefits named in their employment agreement.
Temporary
Staff members hired for a set period, such as summer help, a busy season, or to cover for another staff member. Temporary staff are not eligible for benefits, however many hours or weeks they work.
Exempt and non-exempt
Each position is also classified as exempt or non-exempt from overtime. Non-exempt staff are paid for every hour worked, including overtime as the law requires, and must record their hours. Your classification is listed in your employment agreement.
Religious employer
[CHURCH NAME] is a religious organization. Every role on our staff, paid or volunteer, exists to advance our ministry, and staff members are expected to support our statement of faith and live in line with it. Where the law allows, the church considers faith and conduct in hiring and in continued employment.
Reputation
As followers of Jesus, we want to keep a good name.
“Choose a good reputation over great riches; being held in high esteem is better than silver or gold.”
Proverbs 22:1 (NLT)
Our personal lives and reputations are on display in many places. As a staff member of [CHURCH NAME], you represent God, your family and your church. This handbook names several areas where we ask every staff member to take particular care.
Conflicts of interest
Staff members may not take part in any activity that, in the church’s judgment, is a conflict of interest. A conflict of interest is any activity or transaction that is not in the best interest of [CHURCH NAME], or from which a staff member gains personally because of their role at the church. If you are unsure, ask your supervisor before you act.
Standards of conduct & corrective action
We want every staff member to succeed in their role. Employment at [CHURCH NAME] is at will: either the staff member or the church may end the employment relationship at any time, for any lawful reason or no reason, with or without notice.
The church may also use steps short of termination, such as a verbal warning, a written warning or a suspension. In choosing a response, the church may weigh the seriousness of the issue, the staff member’s past record and the circumstances involved.
Performance reviews
Performance reviews look back at your work and set goals for the year ahead. Your supervisor will talk through your overall performance and your strengths, and suggest where to grow. A review is also a set time for you to ask questions. Reviews take place once a year, in January.
Resignations
Staff members who resign are asked to give at least two weeks’ written notice and to take part in an exit interview with a member of the senior staff. All keys, credit cards, devices and other church property must be returned on your last day.
05 · Policies & behavior
Workplace safety
Alcohol & illegal drug use
All staff members are expected to follow [CHURCH NAME]’s membership covenant at all times, and to report to work in a mental and physical condition to do their job well.
No staff member may use, possess, distribute or sell illegal drugs. Legally prescribed medication may be used at work only if it does not impair your ability to do your job safely and does not put anyone else at risk.
Alcohol may not be served on church property or at any church-sponsored gathering. The church also prohibits off-site misuse of alcohol or controlled substances, including marijuana, where it affects job performance, safety or the church’s reputation. As staff, we are held to a higher standard by the people we serve.
Video surveillance
For security and safety, [CHURCH NAME] uses video cameras in parts of its facilities. Cameras are never used in private areas such as restrooms, locker rooms or changing areas.
Safety & accidents
The church works to provide safe working conditions, and no one will knowingly be asked to work in an unsafe way. Safety is every staff member’s responsibility. Report any unsafe condition, and any accident or injury, to your supervisor right away, however minor.
Smoke-free workplace
Smoking is not allowed in church buildings, vehicles or work areas at any time. This includes all tobacco products, including chewing tobacco, and e-cigarettes or vaping devices.
Security
Doors, files, desks and equipment with locks must be kept locked when not in use and at the end of each day. Report lost keys or access cards to your supervisor immediately. Copying or lending keys, cards or entry codes is not allowed. Direct any security concern to the Operations Director.
Reporting wrongdoing
Staff members are encouraged to report any wrongdoing that could harm [CHURCH NAME], its attendees, its staff or the public. If you believe in good faith that something illegal or dishonest is happening, tell your supervisor. If your supervisor is involved, go to the Lead Pastor or the Board Chair. The church will not retaliate against anyone who makes a good-faith report, by any negative employment action or by threats of any kind.
06 · Policies & behavior
Workplace guidelines
Ethics
The church expects every staff member to live and work by the highest ethical and moral standards, in a manner consistent with employment at [CHURCH NAME]. Your personal life, including how you dress, how you speak, how you treat people and how you handle money, should reflect our staff culture statements. Every interaction, on church property or in public, represents the church. Treat guests and fellow staff with courtesy and kindness.
Harassment & discrimination
[CHURCH NAME] is committed to a workplace free of harassment and unlawful discrimination, and no harassment of any kind will be tolerated. This covers sexual harassment and harassment based on race, color, national origin, age, disability or any other characteristic protected by law, whether it comes from a supervisor, a fellow staff member, a volunteer or a guest.
If you believe you are being harassed, or see it happen to someone else, report it to your supervisor right away. If your supervisor is involved, or you aren’t comfortable going to them, report it to the Lead Pastor or the Board Chair.
Every report will be looked into. When inappropriate behavior is found, the church will take corrective action, up to and including termination.
Confidentiality
Staff members often see confidential information about the church, its staff, members, volunteers and vendors. This includes finances, pay and benefits, giving records, pastoral care matters, plans and leadership decisions. Never share it with anyone who doesn’t need it for church work, and never use it for anything outside your role. Shred confidential documents when they are no longer needed.
Staff salaries are confidential.
Housekeeping
Every staff member shares the job of keeping our facilities clean and tidy. We keep a neat-desk policy: keep your workspace free of clutter and organized at all times. When shipments arrive for an upcoming event, move the boxes to the event storage area.
Personal appearance
How our staff look shapes how people see the church. Business casual is the standard in most church settings, on weekdays and weekends. Avoid revealing clothing; clothing, jewelry, accessories or tattoos with profanity or messages out of step with the church; and dirty or unkempt clothes. Because we work closely with guests, volunteers and each other, please give careful attention to personal hygiene.
Dating & personal relationships
In the spirit of openness, a staff member who is dating another staff member, a church member or a regular attendee should let their supervisor know. If a relationship affects a staff member’s work, it may lead to corrective action. A supervisor may not date a staff member who reports to them.
Children in the workplace
[CHURCH NAME] wants to be a family-friendly place to work: productive, and flexible when family schedules need it. When your children need to be at the church during work hours:
- Message your supervisor for approval before you bring them.
- Tell your supervisor about how long they will be on site.
- If you don’t have a private office, your children must stay in a kids ministry room. Arrange the room with the kids ministry staff first.
- Stay in the room with any child 7 or younger unless an older sibling is supervising them.
- Leave the room cleaner than you found it, and take all trash, including diapers, to the outside dumpster.
- Children may not attend staff meetings. If they need to be on site during one, tell your supervisor and arrange childcare in a kids ministry room.
On Sundays, staff children are welcome in kids ministry for one service. Exceptions can be made when a staff member’s spouse is sick, away or serving that Sunday.
If these steps aren’t followed, you will receive one written warning. If they still aren’t followed, you may not bring your children to the building outside of organized church activities for three months.
Attendance & punctuality
Being on time and present is essential to the work of the church. If you will be late, absent, or need to leave early, tell your supervisor as soon as you can. Keep us informed whenever you are off work for any reason.
If you are absent for three consecutive workdays without telling your supervisor, the church will treat it as a resignation. Repeated lateness or unexcused absences will lead to corrective action.
Personal conduct
As Christian leaders, we need to be above reproach.
“If you think you are standing strong, be careful not to fall. The temptations in your life are no different from what others experience. And God is faithful. He will not allow the temptation to be more than you can stand. When you are tempted, he will show you a way out so that you can endure.”
1 Corinthians 10:12-13 (NLT)
Staff members should:
- Not meet alone behind closed doors with a member of the opposite sex.
- Not meet alone with a minor.
- Pray for the integrity of their fellow staff members.
Requesting time off
Full-time staff receive paid time off (PTO) as described in the Paid time off section and in their employment agreement. The church tracks PTO in Planning Center. Request all PTO there for your supervisor’s approval.
07 · Policies & behavior
Computer use
[CHURCH NAME] relies on its computers and network to do its work, and every staff member is responsible for using them in a responsible, professional, ethical and lawful way. Church computers and accounts are church property, provided to help you do your job. Using them is a privilege that can be withdrawn at any time. When you use church computer resources, you agree to the following.
No expectation of privacy
Do not expect privacy in anything you create, store, send or receive on church computers, accounts or networks. You consent to authorized church personnel accessing and reviewing that material, and to the church monitoring use of its computer resources by people or automated tools.
Prohibited activities
Do not send, display or store material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, threatening, abusive or otherwise unlawful or inappropriate. If you receive or come across this kind of material, report it to your supervisor right away.
Passwords
Protect your passwords. Don’t write them down, store them where others can see them, or share them. You are responsible for anything done with your login. Never use another person’s password or account.
Security
Don’t change or copy another person’s files without their permission. Being able to open a file does not mean you are allowed to. Don’t browse other people’s files or email without a work reason.
When you use outside computers or networks, take reasonable steps to keep the church’s systems secure: keep out intruders and don’t bring in viruses.
Viruses
Take reasonable care not to bring viruses or other malicious software onto the church network. Scan anything from a flash drive, a download or a computer the church doesn’t own before you put it on a church system.
08 · Policies & behavior
Social media, media & email
Social media
Social media means platforms like Facebook, Instagram, TikTok, X, YouTube, dating apps and the like. What you post can affect your reputation, the church’s, and the name of Jesus. Handled well, our online presence draws people toward Christ.
Please don’t post vulgar language, sexually suggestive images or content, pictures that would compromise your testimony or someone else’s, or political commentary that is divisive.
Don’t carry out arguments in public. Scripture is clear: if you have an issue with a brother or sister, go to them privately. If someone attacks your profile or a post, ask for godly counsel before you respond.
“So whether you eat or drink, or whatever you do, do it all for the glory of God.”
1 Corinthians 10:31 (NLT)
Media requests
Newspaper, radio, television, podcast or online reporters may ask to interview church staff. Refer every request to the Lead Pastor. If a reporter approaches you without warning, be honest, positive and respectful, and direct them to the right person.
Email
Email is one of the main ways we communicate with each other and with our church. To get the most out of it and limit risk, these guidelines apply.
- Never assume an email or message is private or secure. It can be stored indefinitely, forwarded or printed, and sent to the wrong person by mistake.
- Think before you send. Write with the same care you would give a letter on church letterhead.
- Do not send material that is harassing, sexually explicit, profane, obscene, intimidating, defamatory or otherwise unlawful or inappropriate. If you receive any, report it to your supervisor.
- Do not start or forward chain emails.
09 · Compensation & benefits
Compensation & benefits
Payroll
Our compensation aims to attract and keep capable staff. We work to pay fairly, based on each position’s responsibility, authority and accountability. The church counts both base pay and benefits as compensation. Staff are paid bi-weekly.
Payroll deductions
The church deducts the following from each paycheck as required or as you elect:
- Federal and state income tax withholding, where applicable
- Social Security and Medicare taxes (non-ministerial staff)
- Your share of insurance premiums
- Your contributions to the 403(b) retirement plan
Errors in pay
The church takes care to pay everyone correctly. If an error happens, tell your supervisor. The church will correct it no later than your next regular payday.
Pay increases
Pay is reviewed once a year and adjusted where needed. Reviews may happen more often in exceptional circumstances.
Benefits
[CHURCH NAME] offers benefits designed to meet staff members’ needs and protect them from financial hardship. Benefits are reviewed regularly so they keep pace with similar churches in our area.
| Health insurance (full-time staff) | Per your employment agreement |
| Retirement plan | Per your employment agreement |
| Paid time off | Per your employment agreement |
Jury duty
Tell your supervisor as soon as you receive a jury summons or subpoena, so your work can be covered. Proof that you served on a jury, sat in a jury pool or were subpoenaed as a witness is required. If your work is vital to the church at that time, you and the church may ask the court to excuse or postpone your service.
Military leave
Staff members who serve in the armed forces, the Reserves or the National Guard are granted leave for service and training, with reemployment rights, as required by the Uniformed Services Employment and Reemployment Rights Act (USERRA).
Parental leave
Full-time staff members with at least one year of service are eligible for paid parental leave after the birth or adoption of a child:
| Birth mother | 4 weeks paid |
| Father or adoptive parent | 1 week paid |
10 · Compensation & benefits
Paid time off
Vacation
We want every staff member to take their vacation. Vacation is for rest, so days don’t carry over into the next year and can’t be paid out instead of taken. [CHURCH NAME] doesn’t separate sick days, emergencies and vacation days, and doesn’t give half-days.
Give your supervisor as much notice as you can and submit a time-off request. Requests may be denied if the time:
- Conflicts with a key event at the church
- Falls on a holiday when it’s your turn to serve
- Would put you over your allotted number of Sundays off
Blackout dates
We ask every staff member to bring an all-hands-on-deck attitude to Easter and Christmas. If your role doesn’t prepare or run those services, plan to help a ministry area that does. Vacation and personal time can’t be taken in these blackout periods without your supervisor’s approval:
- Easter: the 7 days before the first Easter service
- Christmas: the 7 days before Christmas Day
Holidays for full-time staff
[CHURCH NAME] gives the following paid holidays. They are paid days off, though not always on the holiday itself, depending on whether it falls on a Sunday.
| New Year’s Day | 2 days |
| Good Friday and the Monday after Easter | 2 days |
| Memorial Day | 1 day |
| Independence Day | 1 day |
| Labor Day | 1 day |
| Thanksgiving (Wednesday and Thursday) | 2 days |
| Christmas | 5 days |
Bereavement leave
When someone in your family dies, you may take paid time off to make arrangements and attend the funeral, as follows. If you need more time, it will be decided case by case.
| Spouse, child or stepchild | 5 days |
| Parent or stepparent | 5 days |
| Sibling or stepsibling | 5 days |
| Grandparent or grandchild | 2 days |
| Parent-in-law, son- or daughter-in-law | 2 days |
| Brother- or sister-in-law | 2 days |
11 · Sign and return
Closing statement & acknowledgement
Closing statement
Good working relationships depend on good communication. Please stay aware of changes to our procedures, policies and general information, and bring your ideas, suggestions, personal goals and concerns forward as they affect your work at [CHURCH NAME].
Acknowledgement
I acknowledge that I have received a copy of the [CHURCH NAME] Employee Handbook, and I commit to reading and following its policies.
I understand that if I have questions about church policies, I should bring them to the Executive Pastor or my immediate supervisor. I understand that this handbook and related documents are not a contract of employment and do not guarantee the conditions or benefits they describe. I agree to abide by the policies in this handbook.
I understand that [CHURCH NAME] may change, add to or remove any of its policies at any time.
Staff member’s printed name
Staff member’s signature
Date
For you, not your staff · don’t print this page
Review before you hand it out
This handbook was generated for [CHURCH NAME] from your answers. This page is last on purpose: when you print the handbook for your staff, stop at the signature page.
Before you hand it out
- Fill in anything still highlighted in [BRACKETS].
- Read every policy once and change anything that doesn’t fit your church.
- Have an attorney licensed in your state review it, using the list below.
- Give every staff member a copy, and keep their signed acknowledgement page in their file.
Check these with your attorney and CPA
- Being paid a salary does not by itself make a position exempt. Federal and state law look at the salary level and the actual duties of the role. Check each position with your attorney or payroll provider.
- Name the document your staff affirm (statement of faith, membership covenant, lifestyle standards) and have your attorney word this section for your state.
- At-will employment is the rule in most states, with exceptions. If your state is not at will, or some staff have contracts for a set term, change this section.
- Federal labor law protects most non-supervisory employees’ right to talk about their own pay. Ask your attorney how to word the salary sentence for your church.
- Line up the personal conduct rules with your child safety policy, and with your counseling and pastoral care guidelines.
- Ordained, licensed or commissioned ministers usually have dual tax status: the church doesn’t withhold Social Security and Medicare, and part of their pay may be a housing allowance set by the board in advance. Confirm the details for each minister on staff with a CPA.
- The federal Family and Medical Leave Act (FMLA) covers employers with 50 or more employees, and some states have their own family leave laws. Note any unpaid leave available beyond the paid weeks.
- State each staff member’s PTO allowance in their employment agreement, for example days of PTO and Sundays off per year by years of service. Some states require paying out unused vacation or sick time. Check yours.
This handbook is a starting point, not legal advice. Employment law differs by state and changes over time.
