Introduction

To Our Employees:

Welcome to the Unitarian Universalist Ministers Association. We are glad to have you as an employee and hope you will enjoy the UUMA and serving our more than 1900 members. The Mission of the Unitarian Universalist Ministers Association is  to call forth courageous and transformative ministries, empowered by love, committed to collective liberation … because we need one another.

This personnel manual is intended to be a general guide and source of information about the UUMA. The application of any UUMA policy frequently will depend on the facts and circumstances of the particular situation. As a progressive and evolving organization which must respond to operating needs and other circumstances, changes and modifications in policies, procedures, and benefits will be made from time to time.

If you have any questions or suggestions concerning the information in this handbook, please feel free to contact the Director of Operations.

Unitarian Universalist Ministers Association

I. Employment Policies and Practices

A. Statement of Purpose     

This Personnel Policy Manual (Manual) is not a contract and can be modified or changed at any time. The relationship between Employer and employee is legally defined as “employment at will,” which means that such employment may be terminated without penalty by either party. Employers may not be compelled to pay wages to persons no longer in their service, and employees may not be compelled to render their labor without their consent.

The Executive Leadership Team may be considered a different class of employee and not guided by all of the provisions in this manual. These provisions shall be indicated in a letter of agreement. 

This Personnel Manual has been prepared to help you understand some of the policies and procedures of the Unitarian Universalist Ministers Association (referred to herein as “Employer”).  Employees should familiarize themselves with the Manual, as it will provide answers to some questions you may have about your employment.  Nothing in this Manual or in any other written or unwritten policies and practices of Employer creates an express or implied contract, promise or representation between Employer and any employee.

The Employer’s policies generally will be applied consistently.  However, the Employer reserves the right to deviate from normal policy in certain situations.  Since every employment situation cannot be anticipated, this Manual provides a general overview only.  

From time to time, changes in the Manual may become necessary.  Therefore, the Employer reserves the right to amend, supplement or rescind any provisions of this Manual as necessary.

The Manual applies to all staff, whether full-time, part-time, exempt or nonexempt, except where otherwise stated.

Employment “at-will” means that an employee or the Employer may terminate the employment relationship at any time for any reason, with or without notice.

This Manual supersedes all previous employment policies, whether written or oral, expressed or implied.  If any provisions of this Manual are found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.  

If you have any questions or comments about this Manual, or if you need more information, please ask your supervisor.  Your comments and suggestions are genuinely encouraged.  

B. Equal Employment Opportunity  

The UUMA affirms its commitment to equal employment opportunity for all individuals.  Decisions about recruiting, hiring, training, promotions, compensation, benefits, and all similar employment decisions must be made in compliance with all federal, state and local laws and without regard to age, race, religion, color, gender, national origin, ancestry, physical or mental challenge unrelated to job performance, sexual orientation, gender identity, marital status or any other classification protected by law.  Any discrimination in the workplace based upon any protected classification is illegal and against policy.  

Employees who have questions about discrimination in the workplace, or who believe this policy has been violated, should report their concerns immediately according to the procedures outlined in Section I.E., COMPLAINT PROCEDURE.  Retaliation against individuals who make a claim of discrimination or participate in the investigation of such a claim is prohibited by this policy and will not be tolerated.

C. Sexual Harassment

Sexual harassment is prohibited and will not be tolerated. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

• submission to the conduct is made either explicitly or implicitly a term or condition of employment 
• submission to or rejection of the conduct is used as a factor in employment decisions affecting an individual 
• the conduct unreasonably interferes with an individual’s employment or creates an intimidating, hostile, or offensive employment environment

Some examples of conduct which may constitute sexual harassment, depending on the circumstances, include but are not limited to, the following:  

• repeated and unwelcome suggestions regarding, or invitations to, social engagements or social events
• any indication, expressed or implied, that any aspect of employment conditions, depends or may depend on the granting of sexual favors or on a willingness to accept or tolerate conduct or communication of a sexual nature
• unwelcome or coerced physical proximity or physical contact which is of a sexual nature or sexually motivated
• the deliberate use of offensive or demeaning terms which have a sexual connotation; or
• inappropriate remarks of a sexual nature.

Any employee who believes they have been sexually harassed by another employee, a supervisor, or any other person encountered in the course of employment should report that conduct immediately according to the procedures outlined in Section I.E., COMPLAINT PROCEDURE.

Every complaint or report of sexual harassment will be promptly investigated.  Although investigations will be conducted with sensitivity to confidentiality issues, investigative information will be communicated as appropriate to those with a need to know.  If the investigation indicates that a violation of this policy may have occurred, timely and appropriate action will be taken.  

Retaliation or reprisal against employees who report sexual harassment claims is prohibited and will not be tolerated.  Any violation of this policy will be treated as a serious matter and will result in disciplinary action, up to and including termination.

D. Harassment      

The Employer prohibits conduct that shows hostility or an aversion toward an individual because of their race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or any other classification protected by law, and that:

• has the purpose or effect of creating an intimidating, hostile, or offensive work environment
• has the purpose or effect of unreasonably interfering with an individual’s work performance
• otherwise adversely affects an individual’s employment opportunities.

Some examples of conduct which may constitute harassment, depending on the circumstances, include but are not limited to, the following:

• epithets or slurs
• threatening or intimidating acts
• written or graphic material
• written, verbal or physical acts that purport to be jokes or pranks.

Any employee who believes they have been harassed by another employee, a supervisor, an agent of Employer, or any other person who the employee encounters in the course of employment should report that conduct immediately according to the procedures outlined in Section I.E., COMPLAINT PROCEDURE.

Every complaint or report of harassment will be promptly investigated.  If the investigation indicates that an act of harassment has occurred, timely and appropriate action will be taken.   Retaliation or reprisal against employees who report harassment claims is prohibited and will not be tolerated.  Any violation of this policy will be treated as a serious matter and will result in disciplinary action, up to and including termination.

E. Complaint Procedure

The grievance procedure describes a process by which UUMA paid staff can bring workplace concerns to their supervisors.  Retaliation against any employee who brings a complaint is prohibited.  Complaints are categorized as (A) informal, to be resolved by discussion and meetings or (B) formal, involving a written complaint to the Board of Trustees.

a. Procedure for Informal Complaints

1. In the interest of harmonious and cooperative working relationships, individuals involved in a conflict are encouraged to make a good faith effort to resolve the situation directly with that person.
2. However, if it is uncomfortable to approach that person, or if the issue persists, the conflict should be discussed with the employee’s supervisor.  The supervisor is expected to evaluate the problem with the complaining person and facilitate a resolution within the applicable policies.
3. If the complaint is with the supervisor, it is acknowledged that an employee may feel intimidated or feel that the employee’s perspective is not heard.  However, it is recommended that the employee make a good faith effort to describe the difficulty to the supervisor either in person or in writing.  The employee may take someone with them.
4. If the complaint remains unresolved, the employee should go to the supervisor’s supervisor, if there is one.  The employee may also request the assistance of the Vice President (VP) in resolving the issue on an informal basis.

b. Procedure for Formal Complaints

In the event that the issue is not resolved to the employee’s satisfaction, the Formal Procedure may be followed.  The employee may initiate the Procedure for Formal Complaints without lodging an Informal Complaint first.  Employees are strongly recommended to follow Procedure A before filing a Formal Complaint except under extraordinary circumstances.

1. The complaint should be submitted in writing to the VP of the Board of Trustees, who shall facilitate the process of investigation and make the Board and the Executive Director aware of the complaint.  This written complaint must be submitted in a timely fashion.
2. The VP may interview appropriate employees, and or appoint a task force to assist.  The VP shall then work with the parties involved to reach a satisfactory resolution of the problem.  The Board will report back to the employee and supervisor in a timely manner.
3. The resolution recommended by the Board of Trustees will be binding upon all involved employees, the supervisor, and any others involved in the conflict.

These steps are offered in the sincere hope that conflicts can be resolved in the best interests of the UUMA and of employees through a recognized process.  However, none of this changes the at-will employment policies for all employees.  An employee may leave the employ of the UUMA at any time, and the UUMA may terminate the employment of a staff member at any time.  

F. Internet Policy 

Employer provides online account access (including e-mail, drive, and docs) to its staff members to assist and facilitate business communications and work-related research.  These services are for legitimate business use only in the course of assigned duties.  All materials, information and software created, transmitted, downloaded or stored on the Employer’s account are the property of the Employer and may be accessed only by authorized personnel.

Inappropriate internet use includes, but is not limited to:

• transmitting obscene, harassing, offensive or unprofessional messages
• accessing, displaying, downloading, or distributing any offensive or inappropriate messages including those containing racial slurs, sexual connotations or offensive comments about race, color, religion, sex, national origin, age, disability or any other classification protected by law
• transmitting any of the Employer’s confidential or proprietary information, including member data or other materials covered by the Employer’s confidentiality policy.

Employer reserves the right to monitor employee use of all systems at any time.  Employees should not consider their electronic communications to be private.  Personal passwords are not an assurance of confidentiality.

Any software or other material downloaded into Employer’s computers may be used only in ways consistent with the licenses and copyrights of the vendors, authors or owners of the material.

Only authorized staff members may communicate on the internet on behalf of Employer.  Employees may not express opinions or personal views that could be misconstrued as being those of Employer.  Any violation of this policy may result in disciplinary action.

G. Media Inquiries

All requests for information about the Employer from newspapers, television and radio media should be directed to the Executive.  An appropriate response to a media inquiry would be, “I’m not the best person to answer that question.  May I contact the appropriate person and have that individual get back to you?”

H. Confidentiality

Employees may have access to confidential information about the Employer, including but not limited to information about members or other staff members.  Such information must remain confidential and may not be released, copied, transmitted or in any other way used for any purpose by employees outside the scope of their employment.  All requests for information concerning past or present employees received from organizations or individuals should be directed to the Executive. 

I. Conflicts of Interest

Employees are expected to avoid conflicts of interest, defined as any situation where an employee may attain personal gain or which may serve as a detriment to the Employer, either monetarily or to its public image.

Employees shall not engage in any business or transaction, and shall not have a financial or other personal interest which is incompatible with their employment duties or which would impair their judgment or actions in the performance of their duties for the Employer.  Employees who have questions about whether an activity violates this policy should discuss the matter with their supervisor.

J. Outside employment

Employees shall not engage in any collateral employment or business activity that is incompatible or in conflict with their duties, functions or responsibilities as an employee.  Activities that may constitute a conflict include use of the Employer’s time, facilities, equipment or supplies, or the use of the title, prestige or influence of the organization for private gain or advantage.

Employees shall not engage in any outside activity which, by its nature, hours or physical demands, would impair the employee’s performance of Employer duties; reflect discredit on the Employer; or tend to increase Employer’s payments for sick leave or long term disability benefits.

K.  Employment of Relatives and Members

Members of an employee’s families may be considered for temporary/short-term positions but not for permanent positions; however, relatives may not supervise one another. Members of members’ families may be considered for all positions. “Relative” means a spouse, domestic partner, parent, sibling, child, grandparent, or grandchild.

L.  Personnel Record

It is very important that employees keep up-to-date all the information provided to the Employer at the time of hire.  This information is essential for many purposes, including benefit administration, mailing information to the employee’s home, and contacting friends or family in case of emergency.  The Director of Operations should be promptly notified of any changes in:

• Address and telephone number;
• Marital status (including legal separation);
• Legal change in employee’s name;
• Dependents;
• Changes in beneficiaries; 
• Person to notify in case of emergency; and
• Any relevant changes in licensing or education. 

M.  Initial Review Period

New employees and employees who are transferred to another position may be required to complete an initial review period of ninety days, but which may be shortened or lengthened at the Employer’s discretion.  Upon completion of this period, the employee will be considered a regular employee.  Satisfactory completion of the initial review period does not alter the employment-at-will relationship.  Employees must continue to perform satisfactorily even after the initial review period is completed.  Although regular employees typically work on an ongoing basis, there is no guarantee that any job position will continue indefinitely.  Any position may be eliminated at any time at the discretion of the Employer.

N. Performance Evaluation

In general, employees will receive a written performance evaluation once each year that will be maintained in the Employee’s permanent personnel file.  Factors considered in assessing performance include but are not limited to quality and quantity of work; dependability; attendance and punctuality; effective interpersonal relationships with members; efforts consistent with the position description and personal conduct. 

Employees are requested to identify goals and objectives in advance so that their work may be evaluated on the basis of clear criteria they have helped to develop.

Employees’ supervisors are expected to set clear performance expectations.

II. Wage and Hour Administration

A. Employment Classifications

For purposes of determining the applicability of various policies, practices, and benefits, employees are classified by the nature of the position to which they are assigned and by their regular work schedule. 

Regular full-time employees are regularly scheduled to work 40 hours per week.  Employees scheduled to work less than 40 hours per week will be considered part-time employees.  Part-time employees working at least 20 hours per week may be eligible for benefits prorated according to the percentage of time worked.  Employees hired before this manual was adopted who were considered full-time at 35 hours per week are exempt from this requirement.

Employees who are subject to state or federal minimum wage and overtime laws are referred to as “non-exempt” employees.  Those in administrative, management, or supervisory positions who are not subject to such regulation are referred to as “exempt” employees.

Job Definitions

Regular Full-Time Employee or Staff Member

An employee who has worked for the UUMA for more than six consecutive months in an established staff position and works a regularly scheduled forty or more hours a week. Regular full-time employees are eligible to receive paid time off and other benefits.

Regular Part-Time Employee or Staff Member

An employee who has worked for more than six consecutive months in an established staff position and who is regularly scheduled to work less than forty hours per week. Regular part-time employees who work at least twenty hours but less than forty hours per week are eligible to receive paid time off and health and life insurance benefits prorated on the basis of their regularly scheduled hours. Regular part-time employees who work less than twenty hours per week are not eligible for these benefits.

Temporary Position (Full or Part-Time)

An employee in a position which is not expected to exist for more than six months. Temporary employees do not receive UUMA benefits. If, at the end of six months, there appears to be continuing need for the position, the situation will be reviewed and it will be decided if the position should be made into a full-time position or continued for another limited period of time as temporary.

Interns

An intern is an employee in a position whose primary focus is on learning. Intern positions are ungraded, may be paid or unpaid, and appointments are generally for periods of one to two years. Interns who are paid and scheduled to work at least 20 hours a week for at least 6 months are eligible for all regular UUMA benefits including: health and dental insurance, plus paid vacation, sick and personal time on a prorated basis. 

Nonexempt and Exempt

Under the Fair Labor Standards Act, jobs fall into two major categories, “exempt” and “nonexempt.” All nonexempt positions are paid on an hourly basis and are compensated for overtime work, in most cases with compensatory time. Exempt positions are those which meet certain legal requirements as “executive,” “administrative,” or “professional.” Exempt positions are paid on a salary basis and are not compensated for overtime work.

B. Hours of Work

A normal, full-time workweek consists of 40 working hours.  (Note exemption in II.A.)  Normal office hours are Monday through Friday from 8 a.m. to 5 p.m. Some staff positions may require work on evenings and weekends.  These differences in hours will be spelled out in the individual job description and/or letter of agreement.   Individual work schedules may change from time to time with approval from the employee’s supervisor.  Attendance at meetings at the request of the employee’s supervisor will be considered time worked. Employees are expected to work from home and attend any staff retreats or other events which are part of their employment. 

Flexibility of work schedules should be discussed with your supervisor. Employees are expected to maintain a shared calendar of working times and report changes to supervisor. A change in work schedule cannot have a negative impact on the work of the organization.

C. Break Periods  

The time of meal and break periods will be at the discretion of the immediate supervisor in conversation with the employee.  Generally, there will be two paid 15 minute break periods when scheduled to work 8 hours.  Employees working 6 hours or longer usually receive an hour unpaid meal period. Non-exempt employees should not perform any work during their meal period, except as otherwise directed by their supervisor, in which case the employee would be paid for time worked.  Break periods may not be accumulated, nor may they be substituted for tardiness or longer meal periods.

D. Timekeeping and Overtime

All NON-EXEMPT employees must submit a record of their time worked to their Supervisor at the end of each pay period.  Any scheduled hours not worked or time worked in excess of their regular schedule must be noted if not previously discussed with their Supervisor.  Where required by applicable law, overtime will be paid to non-exempt employees at the rate of one and one-half times the regular rate of pay for all hours worked in excess of forty in any one work week. Holiday, vacation and sick leave are not counted for purposes of overtime compensation.  Employees should not work overtime without authorization in advance.  

Exempt Staff

Exempt staff, by legal definition, are exempt from the regulations of the Fair Labor Standards Act, which governs the compensation of hourly “nonexempt” employees.

It is expected that UUMA exempt staff will perform the duties and responsibilities required by their positions. Exempt employees will sometimes work in excess of their regularly scheduled hours without additional compensation, in order to complete their work. If such overtime adds up to more than 15 hours in a pay period, an exempt staff person is expected to take a day off within a month. While traveling, exempt staff work hours shall include time spent traveling back and forth plus hours conducting UUMA business. The overtime and the time off, called “offset time”, both require supervisor agreement. Offset time is not accruable, though a supervisor may make an exception under special circumstances – – in which case the exception should be documented with the Human Resources Department. 

Nonexempt Staff

The Fair Labor Standards Act requires that nonexempt employees be compensated for any overtime hours they work. A nonexempt employee must obtain permission from his or her supervisor to work overtime. 

Nonexempt employees may be compensated for working overtime. For overtime that results in more than 40 hours worked in a given week, employees will be compensated with one and one-half hours paid time off for each hour of overtime worked. Overtime calculations are based on the standard work week from Sunday to Saturday.

For traveling nonexempt staff, work time includes time spent at working meals, airplane travel time, and time between airport and hotel as well as time traveling from home to airport or from airport to home.

No nonexempt staff may work more than 12 hours in any one day, nor more than six days in any work week, except in emergencies or at UUMA Events. Overtime hours at GA are subject to the same definitions as when worked during the rest of the year; free time at GA is not counted as work time.

E.  Pay and Payroll Deductions

Pay adjustments generally will be considered for all employees once a year and any adjustments will normally begin at the employee’s anniversary of hire.  There is no guarantee of an annual pay adjustment.  Pay is usually based upon such factors as individual performance, job responsibilities and other appropriate factors.  Employees are paid, through direct deposit, on the 15th of every month. 

Deductions made from employees’ wages are reflected on the stubs of their paychecks.  Federal law requires deductions from pay for income tax, Social Security and Medicare.  Other deductions may include state and/or local taxes.  Some deductions are optional and are made only if the employee has authorized their deduction.  Employees who are ordained ministers may be treated as self-employed following applicable federal law.

Employees are responsible for promptly notifying the Director of Operations of any changes or errors in their deductions.  Any necessary adjustments are usually made and reflected in the employee’s next paycheck.

III. Employee Benefits

Outlined below is a brief summary of the types of employee benefits currently available.  This summary is not intended to and does not create an express or implied contract, promise or representation between Employer and the employee.  These benefits are subject to change at any time at the discretion of the Employer.  In the event of any discrepancy between the benefits outlined below and the benefit plan itself, the plan will govern.  Each year by June 1, the specific list of benefits for the coming fiscal year (July-June) will be sent to all employees and kept as an addendum to this personnel manual.  Any questions about employee benefits should be directed to the Executive.  Questions concerning the administration of benefits should be directed to the Director of Operations.

A. Group Insurance Programs

1. Health Insurance Benefits:  Employees who work a minimum of 1,000 hours a year may enroll in the group health insurance plan sponsored by the UUMA if the health plan allows coverage at 20 hours of employment.  Further information concerning the plan and any alternative health related benefits may be obtained from the Director of Operations.  Eligible employees must enroll in the health plan unless they can prove coverage on a spouse/partner plan.
2. Group Dental, Term Life, and Long Term Disability Insurance:  Employees who work a minimum of 1,000 hours a year may enroll in a group dental insurance and term life insurance sponsored by the UUMA. Further information concerning these policies is available from the Director of Operations.
3. Workers’ Compensation Insurance:  When required by state law, the employer carries workers’ compensation insurance that pays for certain medical expenses and provides partial income protection in the event of illness or injury arising out of or in the course of employment.  When not required by state law the UUMA does not carry workers’ compensation insurance, for employees working in those states the employer strongly recommends you elect disability. 

All on-the-job injuries or illnesses, regardless of severity, should be reported immediately to the Director of Operations.  Employees may be required to provide a physician’s statement in order to receive worker’s compensation benefits, or to return to work.  

B. Retirement Benefits  

All employees are immediately eligible to enroll in the UU Organizations Retirement Plan in order to opt to authorize the employer to make elective contributions on their behalf, even if they have not yet met the Plan’s provision for receiving Employer’s Contributions.

Once an employee has met the plan’s eligibility requirements, the employer will contribute a percentage of compensation as outlined in the benefits addendum. Plan eligibility requirements can be found at www.uua.org/finance/compensation/retirement/eligibility.

C. Vacation

Vacations will be provided for all regular full-time and part time-employees, excluding temporary employees.  To be eligible for vacation, an employee must work a minimum of 1000 hours during the year.  Vacation time is prorated for part-time employees working a minimum of 1000 hours a year.  If, for example, an employee works half-time, the employee will be entitled to 12 half days off during the first and second year of employment.

Vacations are based upon an employee’s anniversary date.  Vacation time is earned from the date of hire; it is available after six months.  Vacations may be taken any time during the year, providing the workload and scheduling permits.  Vacations must be approved in advance by the employee’s supervisor. In the event of conflicting vacation requests, vacation generally will be granted in accordance with length of service and consistent with workload requirements.

Employees who resign in good standing with at least two weeks’ notice may receive payment for accrued vacation days that have not been used.   

Vacation days accrue and may not exceed the number allotted to each year of service.

Vacation days are accrued as follows:

• 12 days of vacation during 1^st and 2^nd year of service
• 15 days of vacation after 2 year of service
• 20 days of vacation after 5 years of service

After approval from an employee’s supervisor, the employee must notify the Director of Operations by the 10th of the month in which vacation time will be used so that payroll may be modified accordingly.  

D. Holidays and Personal Days

Each employee working at least half-time may take eleven (11) days off during the fiscal year to observe holidays.  Holiday hours shall be prorated for employees working less than half time.  

The UUMA wants to support the range of religious and cultural practices of employees with a flexible holiday policy.  We are grateful to the Bush Foundation for allowing us the use of the holiday policy prepared by their Action Learning Team on Holiday Schedules.  Each year, a fixed number of paid holidays are recognized with full closure of the UUMA’s offices. In addition to these holidays, each employee has three paid “floating holidays” (the equivalent of 24 hours) to be used at their discretion. When using floating holiday days or hours, employees should notify the Director of Operations one month in advance. Employees are also encouraged to identify these times on their calendars and colleagues are encouraged to respect these absences by limiting contact and expectations for the employee. 

The Association’s observed holidays are: 

• New Year’s Day
• Martin Luther King Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve Day  
• Christmas Day
• Three floating holidays (for a total of 24 hours)

In addition, the UUMA closes its offices the week between Christmas and New Year’s Day. 

If an observed holiday falls on a Saturday, the preceding Friday generally will be observed as the holiday. If an observed holiday falls on a Sunday, the following Monday generally will be observed as the holiday. If employees are required to work on an observed holiday, they generally will be granted another day off. 

Employees are entitled to take a day off with pay on their birthday. If their birthday falls on a weekend or on a day that is inconvenient to take off, an alternate day within the same month of the birthday may be taken. This alternate day must be approved by their supervisor.

Each employee may take up to five (5) personal days off a year.  Personal days must be requested in advance for specific reasons.  Personal days are not an entitlement and are available to employees only when the reason justifies their use.  Employees are expected to take care of their personal business on their own time whenever possible. Employees may request personal days for critical personal, house/apartment, and family matters which cannot be addressed during their own time.

Personal days must be approved in advance by the supervisor. If the supervisor determines the reason does not qualify for personal days, the supervisor may grant the employee vacation time, if available, or time without pay, depending on the work needs.

Examples of appropriate use of personal days include:

• Religious observances,
• Funerals or memorial services for family or close friends,
• Critical family issues (including those of both nuclear family and parents),
• House/apartment moving,
• School appointments (self or child),
• House/apartment/appliance repair by an outside contractor that cannot be scheduled on an evening or weekend,
• Medical and dental appointments,
• Veterinarian appointments,
• Death of a family pet, 
• Real estate closings,
• Emergency car breakdowns/repairs, 
• Working at the polls or participating in the election process on non-presidential election days, and
• Preparation for one’s wedding.

Personal days are not permitted for: 

• travel to or preparation for religious holidays,
• preparation for exams or writing papers,
• enrichment courses and registration for those courses that are self-directed and not work related,
• or home maintenance that can be completed outside of work hours

Holidays and personal days are prorated for part-time employees working a minimum of 1000 hours a year.  If, for example, an employee works half-time, the employee will be entitled to eleven half days off for holidays.

E. LEAVES OF ABSENCE

1.    General provisions:  The policies in this section describe various types of paid and unpaid leaves of absence provided by the Employer.  Leaves must be requested in advance in writing and require the approval of the employee’s immediate supervisor and the Executive.  The exact nature of the leave and its anticipated length must be included in the written request.  Employees are expected to return to work upon the expiration of the leave as granted.  If prevented from returning as expected, the employee must immediately notify the employee’s supervisor.  Any employee who fails to report to work without notice upon the expiration of the granted leave will be considered to have voluntarily terminated employment retroactive to the first day of the leave period.

2.    Sick leave with pay: All full-time employees accrue ten sick days per year. Unused sick days may be carried over one additional calendar year.  Part-time employees who work more than 1000 hours a year accrue sick leave on a prorated basis.

Sick leave is to be used in the event the employee is unable to work due to the employee’s own illness, injury or other medical condition.  Sick leave may also be used to care for a sick child or other immediate family member.  Sick leave should not be used for routine dental or medical appointments.

Employees should make every effort to notify their supervisor before their starting time if they are ill and unable to work.  Employees may be required to provide a physician’s statement regarding their medical condition, including why the employee was not able to work.  The Employer reserves the right to request employees who are repeatedly absent for illness or injury be examined by a physician chosen by the Employer, and at the expense of the Employer.

Employees, who work a minimum of 10 hours per week, have been diagnosed with a serious illness or disabling condition by a physician and have exhausted their vacation, sick and personal leave benefits, may be paid extended sick benefits at 80 percent of their regular pay until the earlier of release to return to work by the physician, approval for long-term disability payments, or 90 days whichever occurs first.  Extended medical leave goes into effect after all other leave (sick and vacation) has been used.  If the employee recovers and is able to return to their normal schedule before the earlier of the 90-day period or when long-term disability insurance takes over, the UUMA will retroactively pay the employee at 100 percent of pay. 

3. Bereavement: A regular employee will be granted up to 10 days of consecutive work days for bereavement leave to attend to arrangements and to take care of matters attendant to the death in the event of a death of an immediate family member, up to 5 work days for death of a member of the extended family, or 1 work day for other relatives.  Additional time may be requested from your Supervisor. The UUMA recognizes that ‘family’ is a diverse concept with no set definition, and we trust our staff to understand their own families best. Immediate,’ for this purpose, includes, but is not limited to, spouses, domestic partners, parents, siblings, or children, and may include ‘chosen family’ who are emotionally closer to the member than their relationship would immediately indicate. Staff will be allowed to make this distinction in their times of grief. We note that some are sometimes estranged from their families of origin for reasons related to religion, sexual orientation, and/or gender identity, and this policy is intended to privilege compassion and openness over rigid ideas of family.

4. Parental leave policy: In consultation with their supervisor, employees may take parental leave after the birth or adoption of a child.  The employee may take 12 weeks of paid parental leave.  In recognition of individual family needs, the employee may take some or all of the parental leave prior to the birth/adoption of the child, following the birth/adoption of the child, or partially over an extended period of time during the year following the birth/adoption of the child. 

5.    Family and Medical Leave:  Family and Medical Leave:  Twelve weeks of unpaid leave for family and medical reasons is available for employees who have worked at least 1000 hours in the past 12 months.  This leave may be granted for a serious health condition of the employee; the serious health condition of a partner, a child of the employee or their partner, parents or parents of the employee’s partner; and the birth, adoption or placement of a child for foster care with the employee and/or the employee’s partner.  The employer will continue to pay any insurance premiums normally paid.  The employee must make arrangements to pay their portion of premiums.  If the employee does not return to work at the end of the twelve weeks, any money paid on behalf of the employee by the employer must be reimbursed.

6.    Military leave without pay:  Employees who are members of the uniformed services of the United States (including the National Guard or other reserve unit) will be granted unpaid leaves of absence in accordance with state or federal law to perform military duties on a voluntary or involuntary basis.  Requests for military leave of absence must be made in writing and should include verification of the duty call from military authority, the date the leave is to commence and the expected date of return.  

Employees may choose to use any accumulated vacation time for all or part of the period of military service.  Leaves of absence in excess of any available vacation time will be without pay.  In accordance with applicable law, eligible employees will be reinstated to the same job upon returning from an authorized military leave of absence.

Employees who are members of the uniformed services of the United States (including the National Guard or other reserve unit) in service as a Chaplain will be supported in accordance with the Guidelines for Reserve and Chaplain Support, which have been approved by the UUMA 
https://www.uua.org/sites/live-new.uua.org/files/uua-approved-reserve-guidelines-20160616.pdf  

Specific provisions for support will be stipulated in the offer of employment letter for any employees who are or who enter into military service. 

7.   Jury duty leave with pay:  If they provide proof of reimbursement from the county for serving on a jury for up to 20 working days, employees called for jury duty will be paid their regular pay less reimbursement.  Employees should appear for work upon being excused from jury duty on any day. 

8.    Other absences: With the approval of the employee’s supervisor, an employee may take up to two hour off during the work day and make the time on the same day, the preceding or following day.  This may be used for appointments or other personal reasons and should not be abused.

9.  All benefits continue as usual during paid periods of family leave covered under sick leave, parental leave, and long term sick leave policies discussed elsewhere in the Manual.  During unpaid periods of leave, no time off with pay benefits will accrue and no contributions will be made to any retirement or insurance plans.  The employee is responsible for paying the entire monthly premiums for health, dental, life, and long-term disability insurance coverages.    

F. VEHICLE USAGE AND REIMBURSEMENT     

Employees using their own cars for UUMA-related business may be paid mileage at the current rate per mile as established by the Internal Revenue Service plus tolls.  Mileage will be reimbursed monthly upon request by the employee and approval by their supervisor.  Trips must be authorized by the employee’s supervisor.  Employees must have a current and valid driver’s license and proof of insurance.  Employees may not take unauthorized passengers on such trips.  

All tickets for parking and traffic violations are the responsibility of the employee.  The employee must pay all fines promptly and will not be reimbursed by Employer.  

IV. OTHER EMPLOYER POLICIES

A. ATTENDANCE AND PUNCTUALITY

Each employee is expected to be prompt and regular in the employee’s attendance at work, including being ready for work on time and completing the scheduled hours for the day.  Personal appointments should be scheduled before or after work hours; unless necessary to schedule during work hours (see Section III.D. HOLIDAYS AND PERSONAL DAYS).  All scheduled absences must be approved in advance by the supervisor.   Employees must call in each day they are absent, unless otherwise authorized by their supervisor.

Any employee who fails to report to work without notice for three consecutive days will be considered to have voluntarily terminated employment, effective immediately.  

Four or more absences in any six month period are considered excessive and will be cause for the employee’s supervisor to discuss the situation with the employee for possible disciplinary action.  Time off for approved Leaves of Absence as defined Section III.E of this manual will not count toward excessive absence.

B. WORK AND DISCIPLINARY GUIDELINES

Certain guidelines must be observed by all employees to protect the integrity of the UUMA.  Violations may result in disciplinary measures including verbal warnings, written warnings or termination. 

Engaging in any of the following examples of unacceptable conduct may result in disciplinary actions.  These examples are intended only as a guide and are not all-inclusive. 

• Failure to perform work in a manner acceptable to Employer.
• Absenteeism or tardiness.
• Failure to report absences as required.
• Sexual harassment or harassment described in this Manual.
• The use, possession or sale, or being under the influence of alcohol or controlled substances (other than those used for bona fide medical purposes) while working (including meal and other breaks).
• Unauthorized possession of weapons.
• Disclosure of confidential information.
• Failure to report-on-the job injuries.  
• Working another job while absent.
• Failure to accurately complete or permitting another person to complete the employee’s timecard.
• Arrest and conviction for criminal offenses that are job related, including those that may affect the employee’s ability to perform the employee’s job.
• Theft or dishonesty.
• Falsifying records or information (or misuse or unauthorized manipulation of any computer or electronic data processing equipment or system).
• Discourteous treatment of others.
• Taking Employer property without paying for it or without written permission.
• Reckless, careless or unauthorized use of Employer property, equipment or materials.
• Improper or profane language.
• Violation of any other Employer policy.

C. SEPARATION FROM EMPLOYMENT

If an employee’s position is terminated for reasons unrelated to work performance or employee conduct, the employee is eligible for 2 weeks of severance pay, calculated as the regularly scheduled hours x the hourly pay rate for non-exempt hourly employees, for each year of employment up to a maximum of 16 weeks. 

If employment is ended for poor performance before the second anniversary, the employee will be paid 2 week’s severance pay, calculated in the same manner.  If the employee has completed two years or more then they shall receive one additional week of severance for each year of service up to 6 weeks.  If an employee is dismissed for serious misconduct, no severance is paid and all benefits cease at the time of dismissal.  Accrued, unused vacation will be paid.

Resignations and Retirements are voluntary terminations of employment initiated by the employee.  Employees who resign are requested to give at least one month’s written notice to allow for adequate planning and a smooth transition without undue strain on other staff. If covered by health benefits, resigning staff members may be eligible to continue their health insurance under the provisions of COBRA (Consolidated Budget Reconciliation Act of 1985) . Accrued, but unused vacation time is paid at the end of employment. Sick leave and personal time are not subject to payment at the end of employment.

Any employee who is absent for three consecutive days without notifying the employee’s supervisor, or who fails to report to work on or before the expiration of a leave, will be deemed to have resigned, consistent with applicable law.

D. SAFETY AND ACCIDENTS

The safety of employees, as well as members and visitors, is of paramount concern.  All employees are expected to abide by accepted safety standards at all times.   

Any unsafe condition, equipment or practice observed by an employee should be reported immediately to their supervisor or to the Executive.  All on-the-job accidents or injuries to employees, no matter how minor, should be reported immediately to the Executive.

E. PERSONAL PROPERTY 

The Employer cannot be responsible for damage to or loss of personal property.  

F. WORKPLACE THREATS AND VIOLENCE

Threats, threatening behavior, or acts of violence against persons by anyone at a UUMA event or setting will not be tolerated.

Anyone who verbally or physically threatens another, exhibits threatening behavior or engages in violent acts at a UUMA event may be removed and will remain off the event site and other UUMA events pending the outcome of an investigation.  If the Employer determines that a violation of this policy has occurred, the Employer may take appropriate disciplinary action that may include, but is not limited to, suspension and/or termination of employment, and/or legal action as appropriate.

All employees shall inform their supervisor of any behavior which they have witnessed or experienced, which they regard as threatening or violent, when that behavior is job-related or is connected to employment.  In such a case, the employee should follow the procedures outlined in Section I.E. COMPLAINTS PROCEDURE.

G. PROFESSIONAL BEHAVIOR

Employees should maintain a professional attitude and appearance that is appropriate to their position and the Employer.  Personal, non-essential telephone calls, social media updating, email, texting and other communication during work is discouraged.

H. INSPECTION RIGHTS

The Employer reserves the right to open and inspect any computer, computer or cloud files, desk, file cabinet, storage closet, etc. that is UUMA property at any time and without prior notice or consent.

I. EMPLOYMENT AUTHORIZATION

Federal law requires that prospective employees must show proof of eligibility to work in the United States in the position for which they are applying.  When applicable, employees must provide an original document or documents to the employee’s supervisor that establish identity and employment eligibility from the date employment begins. 

J. POSITION DESCRIPTIONS

Each employee should receive a formal description of their position.  This position description should be current and adjusted as needed by the employer and employee.  Changes to the position description may be a part of the annual evaluation process.

K. INTELLECTUAL PROPERTY

Realizing that the creative process is not limited to ideas or thoughts that occur in a specific work setting or during certain hours of the day or night, the Employer hereby assigns the ownership of any copyright pertaining to all works for hire created by an employee to that individual and declines any claim to ownership.  This assignment includes but is not limited to sermons, poetry, worship or devotional materials, educational materials, music, or books or articles prepared for publication or distribution in any media.  In the event of a conflict between the employee and employer over ownership of copyright, both parties agree in advance to abide by a decision arising from informal methods of dispute resolution such as arbitration or mediation instead of litigation.

L. PROFESSIONAL DEVELOPMENT

The UUMA is committed to ongoing continuing education and professional development of all their employees.  Each employee will work with their supervisor each year to develop a professional development plan that shall include continuing education and other programs critical to the employee’s development and/or professional status.  The cost of such education/programs will be paid for by the UUMA upon approval by the employee’s supervisor. In addition all employees will receive professional expenses through the UUMA budget. 

M. HOME OFFICE SUBSIDIES

Any employee who works more than 20 hours per week will be eligible for a quarterly subsidy to partially cover the expenses of home internet/phone.  The amount of reimbursement for each year will be included in the annual benefits addendum to be published in June.  

N.  COMPUTER EQUIPMENT

The UUMA will supply new employees with a computer (if in inventory) or contribute up to $1000 towards the purchase of a laptop to use for work. Computers are expected to last 5 years and the depreciated value will be calculated accordingly. Employees may qualify to replace/upgrade their computer once every 5 years. 

Upon separation of employment: If the laptop costs less than $1000 the equipment remains the property of the UUMA.  Upon leaving their position the employee may “by-back” the computer at the depreciated value. If the laptop costs more than $1000 the employee is responsible for the cost difference and the equipment will be the property of the employee. If the employee leaves their position within 5 years of purchase, the employee will be responsible for the depreciated value of theUUMA portion of the computer (1 year: $800, 2 years: $600, 3 years: $400, 4 years: $200).

O. SABBATICAL POLICY

The UUMA believes that a healthy staff team consists of creative, committed and dependable employees. The UUMA’s Sabbatical policy is intended to create opportunities for staff to replenish the stores of energy and inspiration needed for their work. Regular employees normally scheduled for 20 or more hours per week, who have demonstrated a good work record and are currently in good standing, are eligible to apply for this time which can be spent in study, reflection, spiritual renewal, continuing education, community service, family time or any other pursuits that will enable and encourage renewal.  A Sabbatical may be granted to eligible employees who have been in continuous, regular employment with the UUMA for seven years or longer. Periods of previous employment with the UUMA or other UUA organizations, or periods of temporary employment, do not count toward this time. This program shall be bound by the below guidelines, is a privilege that is earned by UUMA staff, is completely discretionary and may be suspended, terminated, or altered at any time.

UUMA Staff Sabbatical Program Guidelines

• Eligible employees who are in good standing and have been in employment with the UUMA for six years or longer and wish to apply for a sabbatical should discuss their plans with their immediate supervisor in the fiscal year preceding planned time away. Requests for such leave should include information concerning the purpose and intent of the sabbatical as well as information as to how the sabbatical is to be spent. Plans must be grounded in intentional activities that lead to spiritual renewal and growth or vocational discernment, and may include, but are not limited to, work-related study, community service, or professional development.
• Employees may not work for the UUMA or take other employment during the sabbatical. 
• The employee must not have not requested and received a leave of any kind of more than 1 week duration (regular sick leave and vacation time exempted) such as parenting leave, maternity leave, worker’s comp leave, special leave without pay etc. during the fiscal year they are applying. 
• Vacation leave may not be taken within one month before or after taking a sabbatical. 
• In consultation with the Executive, a sabbatical may begin any time between the employee’s sixth and eighth anniversary of employment.
• The eligible employee must submit a written request to be considered for the sabbatical leave program describing how and when they will utilize their time by January 30 of the fiscal year prior to the requested sabbatical.
• No sabbatical shall be granted at a time or under circumstances which, in the judgment of your supervisor or UUMA leadership, are inconsistent with the needs of the staff and/or would result in hardship for the UUMA.
• Sabbaticals may not exceed 14 weeks. Employees may not take a sabbatical more frequently than once every seven years.
• No more than one employee from any program group will be granted a sabbatical at the same time. No more than two employees working for the UUMA will be granted leave during the same fiscal year.
• It is expected that employees will commit to work for the UUMA for at least one year following the end of the sabbatical period.
• All benefits and salary shall, typically, continue during the sabbatical time. If an employee dies while on sabbatical, sabbatical benefits cease at the time of death.
• If employment terminates during sabbatical, sabbatical benefits cease at the time of termination. Approved, but unused sabbatical time is not paid out at termination of employment, nor may it be used to extend employment beyond the termination date.

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Personnel Manual Benefit Addendum

July 1, 2025

Below are the details for all benefits provided to employees who are eligible in fiscal year 2026.

Health Plan Benefits: All eligible employees must have health insurance provided by the UUMA or provide evidence they are covered by an alternate plan. Presently the UUMA provides health insurance coverage for all eligible employees through the UUA Health Plan, which is a Preferred Provider Organization (PPO). The UUMA currently pays 80% of the premium cost for all enrolled employees. Employees pay their portion of the premium pre-tax unless requested otherwise requested.

All employees who work at least twenty hours per week and their spouse/partner, and eligible dependents are eligible to join the health insurance plan at their own cost at the time employment begins. Unless they join at the time of employment, eligible employees and dependents may not join the plan until the open enrollment period in November (with coverage effective January 1^st) unless 1. The employee’s spouse/partner or dependent has lost other insurance, 2. Employer contributions toward the dependents’ coverage were terminated, 3. If the employee marries or enters a domestic partnership, or 4. If the employee has a newborn or adopts a child.  

Employees in long-term, committed relationships other than marriage are eligible to enroll their partner as an eligible dependent in both the dental and health plans. To do so, the employee must complete a Declaration of Domestic Partnership and an Affidavit of Spousal Equivalency, both of which are available from the Director of Operations and Finance.

The UUMA offers health, dental, and health care reimbursement account continuation to employees and dependents under COBRA following: the loss of coverage because of termination of employment (other than for reasons of gross misconduct), divorce or legal separation, the death of the employee, the reduction of hours of the employee, an employee becoming entitled to Medicare, or loss of child dependent status. The employee, their spouse and/or children may continue participation at their own expense for up to 18 months after the employee’s termination of employment. Employees must notify the UUMA within sixty days of their intent to continue coverage. Surviving spouses who are divorced or separated, or who lose coverage due to their spouse’s eligibility for Medicare, and dependents who reach the age at which coverage ends may continue coverage for 36 months and also have sixty days to notify the Director of Operations and Finance. 

Retirement Plan Contributions:  The UUMA will contribute 10% of salary (or salary and housing for ordained ministers) to the UU Organizations Retirement Plan for all employees who are eligible to receive Employer’s contributions according to the plan’s provisions.  Employees may also opt to contribute to the plan through pretax payroll deduction.  The IRS establishes limits (often changing annually) on the amounts of pretax contributions that may be made.

Group Life Insurance: The UUMA provides group term life insurance for all staff members equal to twice the amount of their annual salary (salary plus housing allowance, in the case of ordained ministers) not to exceed $200,000. The UUMA pays the premium for this coverage. Employees are eligible for this plan on their first full day of work. The amount of insurance is reduced by 35% at age 65, and by 50% of the original amount at age 70. Interns do not qualify for group life insurance.

Home Office Telecommunications Reimbursement:  Each employee who works a minimum of 20 hours a week is eligible for a quarterly subsidy of $175 to support telecommunications costs (phone, internet, office supplies, etc.)  Reimbursements will be added monthly to the employee’s payroll as an expense reimbursement (non-taxable).   

Dental Plan: The UUMA offers an optional dental insurance program through the UU Group Insurances Program. Employees pay the full cost of the premium. Employees elect to pay the premium either pre- or post-tax. Full details of the program and its cost can be obtained from the Director of Operations and Finance. 

Long-Term Disability Insurance:  If an employee who works at least twenty hours per week has an illness or injury which totally disables them for a period of ninety consecutive days or more, the employee is covered, after that period, by a long-term disability insurance policy which pays benefits for specified periods according to disability. The policy pays an amount equal to 60% of the employee’s salary at the time of disability, subject to certain conditions and the maximum benefits (currently $6,000/month) as stated in the policy. The UUMA pays the premium and computes the value on the monthly payroll the benefits are not taxed.  Interns do not qualify for long-term disability insurance.