HR Administration For … Pastors, Principals, Business Managers & Administrators May 2015

Compensation There is no such thing as a paid volunteer. If you need to pay people for what seems to be a volunteer position, you must pay them at least the minimum wage and pay them through the employee payroll with all appropriate tax deductions.

Compensation All employees must be paid through the regular employee payroll, with all appropriate taxes withheld. No cash payments are allowed.

Compensation Cash payments make the employer liable for state and federal penalties for failing to withhold and submit income taxes on a quarterly basis.

Compensation Compensation information for most parish and school employees can be found in the “Compensation Guidelines” booklet distributed each year by the Department of Personnel Services.

Compensation The minimum wage in Illinois is currently $8.25/hr. for employees over 18…..and $7.75 per hour for employees under 18. Chicago minimum wage will be $10/hr. over 18 and $7.75/hr. under 18 effective July 1, 2015.

Compensation Exempt employees are those who supervise two or more people, and have the authority to hire, fire, discipline, make salary increase recommendations, etc. (or have significant input regarding those decisions) OR

Compensation Those whose positions require a specialized course of study generally obtained through a 4- year college degree program. OR

Compensation Highly skilled computer technicians OR Administrative employees who are directly involved in running the employer’s business and have authority to make independent decisions on significant matters

Compensation Teachers, principals, site administrators, business managers, pastors, associate pastors, parish administrators, qualified professional lay ministers, information technology professionals and those having true supervisory authority are exempt employees.

Compensation Maintenance employees, secretaries, bookkeepers, office clerks, librarians, teacher aides, playground monitors, lunchroom monitors and extended day workers do not meet the criteria for exempt status and are therefore non- exempt employees.

Compensation Exempt employees are paid an annual salary that is NOT based on hours worked per week. Exempt employees are NOT entitled to overtime pay or comp-time for hours worked in excess of their regular weekly schedule.

Compensation This applies to all exempt employees, including: –Principals –Site Administrators –Teachers –Business Managers –Lay Parish Ministers –Etc.

Compensation Exempt employees must be guaranteed an annual salary of at least $23,660 and may not be docked for absences of less than a full day, except as allowed under FMLA.

Compensation Part-time employees who work in exempt positions… EXCEPT FOR TEACHERS… must be treated as non-exempt employees for purposes of time records and overtime unless they are guaranteed a minimum salary of $23,660 per year regardless of how few hours they actually work.

Compensation Part-time teachers may be paid a pro rated salary based on the percentage of a full-time schedule they are hired to work.

Compensation Non-exempt employees must be paid straight time wages for all hours up to 40 worked in the same work week, and time and a half for all hours actually worked in excess of 40 in the same week.

Compensation Lunch periods should not be less than ½ hour, and are UNPAID unless the employee is required to continue performing duties while on lunch.

Compensation Supervisors may adjust the work schedule of a non-exempt employee in order to avoid an overtime situation as long as the adjustment is made within the same workweek and does not result in the employee working more than 40 hours in the same work week.

Compensation Overtime is determined by the number hours actually worked in one or more non-exempt positions, at one location or multiple locations, within the same workweek.

Compensation For example, 25 hours as a teacher’s aide + 20 hours as an extended day worker = 40 hours of regular pay and 5 hours of overtime pay (time and a half).

Compensation Non-exempt employees may not be given comp time in lieu of overtime pay. Non-exempt employees can not legally waive their right to overtime pay.

Benefits Vacation Holidays Sick Days Personal Days Health Dental Short-Term disability

Benefits Life Insurance Long-Term Disability Cafeteria Plan Professional Growth Allowance Retreat Discount on Graves and Crypts

Benefits Retirement Plan 403(b) Share Plan

Benefits - Eligibility ALL employees who are hired to work at least 26 hours per week for 8 or more months of the year are eligible for ALL employee benefits.

Benefits - Eligibility Eligibility can be achieved by working the required schedule at one location, or by working part-time at two or more locations so that the employee’s combined schedule meets the minimum eligibility requirements for benefits.

Benefits - Eligibility Employees hired for positions in which they will NOT be regularly scheduled to work at least 26 hours per week for at least 8 months of the year are NOT eligible for any benefits under any circumstances.

Benefits - Eligibility This means: –NO paid sick days –NO paid holidays –NO paid vacation –NO paid personal days –NO health, life, dental, LTD –NO pension, –NO 403(b) match –NO Share Plan Contribution

Benefits - Eligibility No parish, school or agency of the Archdiocese of Chicago is authorized to waive, change or add eligibility requirements for any benefits.

Benefits - Uniformity No parish, school or agency of the Archdiocese of Chicago is authorized to add to or subtract from the standard benefit offerings made available to all full-time and benefits eligible part-time employees of the Archdiocese.

Benefits – Benefits - Employee Costs No parish, school or agency of the Archdiocese of Chicago is authorized, under any circumstances, to pay the employee cost for any benefit.

Benefits - Vacation Vacation benefits for school employees are incorporated into the school calendar. This includes time off with pay during the Christmas season and time off with pay during either the Easter Season or Spring Break.

Benefits - Vacation School employees include principals, teachers, teacher aides, librarians and other employees who work the academic year.

Benefits - Vacation Non-exempt, non-school employees are entitled to 2 weeks paid vacation after 1 year of eligible service, 3 weeks after 5 years and 4 weeks after 15 years

Benefits - Vacation Exempt, non-school employees are entitled to 3 weeks paid vacation after 1 year of eligible service and 4 weeks after 5 years of service.

Benefits - Paid Holidays The number and selection of paid holidays to be celebrated is determined locally, but must be consistent for all similarly situated employees.

Benefits - Paid Holidays For example, the holiday schedule may be different for school and non-school employees, but all school employees at the same location should have the same holidays and all non-school employees should have the same holidays.

Benefits - Sick Days & Personal Days School employees are entitled to 10 paid sick days per year to be used for their own illness, or the illness of an immediate family member. 2 of these 10 days may be used for personal reasons (personal days)

Benefits - Sick Days & Personal Days Non-school employees are entitled to 10 paid sick days and 2 paid personal days each year.

Benefits - Sick Days & Personal Days Unused sick days and unused personal days are not compensable at the end of the year or upon termination of employment. Sick days MAY NOT be used as additional vacation days.

Benefits -Sick Days & Personal Days However….unused sick days will carry over from year to year, up to a maximum accumulation of 120 days.

Criminal Background Check Under absolutely NO circumstances may a new hire 18 years of age or older be allowed to start work prior to completing the on-line criminal background check, with confirmed favorable results. (Including f ingerprints for school employees)

Virtus Training Within the first two weeks of employment all new full-time and part-time employees must register for Virtus training. Times,dates and locations are listed on the Archdiocesan website. Employees may enroll online or by calling the Office for Protection of Children and Youth at (312)

Employee Records – Exempt Employees All exempt employees are required, under Archdiocesan policy, to submit timesheets on a bi-weekly basis, indicating ONLY whether they were present or absent each day, and the reason for any absences.

Employee Records – Exempt Employees This applies to all exempt lay and religious employees, including: –Principals –Site Administrators –Teachers –Business Managers –Lay Parish Ministers –Etc.

Employee Records – Non-Exempt Employees Non-exempt employees are required by law to maintain their own timesheets on a weekly basis, indicating the number of hours they actually worked each day, and indicating the reason for any absences.

Employee Records Employee files should contain an official Archdiocesan employment application, the employee’s resume if there is one, verifications of employment and academic credentials, job description, I-9 form, performance appraisals AND

Employee Records Disciplinary notices, letters of commendation, compensation information, records of additional training and education, emergency contact information and other information used in making employment decisions.

Employee Records Employees have a legal right to review and copy the contents of their personnel files…except for medical records and employment or personal references.

Policy Administration Family and Medical Leave of up to 6 months in any 12-month period will be granted to eligible employees beginning the first day of absence, for the birth or adoption of a child, for the employee’s serious illness or for the serious illness of an immediate family member.

Policy Administration To be eligible for FMLA, the employee must have one full year of service, and must have worked at least 1,250 hours in the previous year.

Policy Administration The FMLA policy applies even to medical leaves resulting from Workers Compensation claims.

Policy Administration As a reasonable accommodation under the Americans with Disabilities Act, you may be required to extend an employee’s family or medical leave beyond the 6-months allowed under our policy. (Call HR at if you have any questions.)

Policy Administration While on FMLA, employees are paid only to the extent that they have sick, personal or vacation days available. Sick days may only be used for time off that is medically necessary. Holidays are unpaid (unless vacation or personal days are used).

Policy Administration Christmas Break and the Spring/Easter Break are considered vacation for benefits-eligible school employees, and should therefore always be paid…and should not be charged against accumulated sick days.

Policy Administration Personal leaves may be granted for up to 90 days with supervisory approval. Personal leaves are paid only to the extent the employee has personal or vacation days available. Sick days are not to be used for personal leaves. Holidays are unpaid while on personal leave unless vacation or personal days are used.

Discipline and Termination If you do not document performance or disciplinary issues as they occur, you may not be able to discharge a problem employee when you feel it is necessary without significant legal and financial risk to your parish, school or agency.

Discipline and Termination While some situations may warrant immediate discharge, most terminations should be preceded by warnings that spell out what the problem is, what the expectation is, what corrective action will be required, the time frame for change and the consequences if that change does not occur.

Discipline and Termination Appropriate forms of discipline include verbal warnings, written warnings, suspensions with or without pay, and discharge.

Discipline and Termination ALWAYS contact Human Resources for guidance whenever you have a situation you believe could escalate to the point of discharge.

Discipline and Termination You MUST contact Human Resources prior to any involuntary termination, for any reason, including employer initiated non- renewal of a contract, misconduct, poor performance, layoffs, etc.

Discipline and Termination Human Resources will assist you in achieving an outcome that is fair to both the employee and the organization, and that can be defended if legally challenged.

Human Resources Staff Fred Van Den Hende - Director Human Resources (312) Deacon Mel Stasinski – Benefits Manager (312) Julie Reizman– HRIS/Compensation Specialist (312)

Human Resources Staff Lupe Hernandez - Benefits Specialist Arletta Ferrell - Pension Administrator (312) Susan Zarnowski – HR Assistant (312)

Human Resources Staff Kimberly O’Donoghue - HR Field Rep, Vicariates I & II (312) Erika Gallardo - HR Field Rep, Vicariates III & IV Diana York – HR Field Rep, Vicariates V & VI (312)