Slide 1

Report
Policies and Procedures
Every Church Needs
Copyright 2012©
Why Have Policies and Procedures?
• Help improve the security posture of the
Church
• Assist with meeting compliance requirements
at local, state, and Federal levels.
• Meet IRS reporting requirements
• Meet Dept of Labor requirements
• Meet Insurance requirements
• Have a Standard Operating Procedure
A Word About Policies and Procedures
• Policies and procedures are a set of
documents that describe an organization's
policies for operation and the procedures
necessary to fulfill the policies. They are often
initiated because of some external
requirement, such as environmental
compliance or other governmental
regulations, such as the American SarbanesOxley Act requiring full openness in
accounting practices.
A Good Policy
• According to the IRS
• Purpose – define the purpose of the policy – what is the goal or desired outcome?
http://www.irs.gov/businesses/small/article/0,,id=200581,00.html
What are the
drivers or triggers that make this policy a requirement?
• Scope – define the scope of the policy – what will it cover, e.g., all agency IT systems that store, process,
transmit or receive FTI? All agency IT systems regardless of function?
• Roles and Responsibilities – define the departments and people that are responsible for policy
creation, policy implementation and monitoring policy compliance. Use titles instead of actual people’s
names.
• Management Commitment – to be effective the policy needs organizational visibility and
management support. Identify the management lead for the policy with a statement emphasizing their
commitment to the policy.
• Coordination Among Organizational Entities – What other internal/external
organizations must be coordinated with to carry out the policy? Define these relationships here.
• Compliance – How will compliance with the policy be measured to ensure requirements are being
met?
A Word About Policies and Procedures
• All churches share things in common
• All churches have unique aspects and
ministries
• Danger of “Policy Death”
– Too few, too many, too long
• This is a sample or “Boiler Plate” set
Major Headings in a P & P Manual
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Administration
Personnel
Buildings and Grounds
Children and Youth
Financial
Ministries
Administrative Support Issues
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Accountable Reimbursement
Housing Allowance for Ministerial Staff
Church Auto Policy
Personnel Review and Pay Raises
Administrative
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Accident-report form
Announcements
Confidential Information
Conflict of Interest
Credit Card
Emergency Response
Internet Useage
Cell Phone Useage
Administrative
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Purchasing
Leave of Absence
Personnel Files
Photo Release
Auto-Church Vehicle
Communicable Disease
Social Media
Personnel Files
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Employment Application
Interview Form
Job Applicant Log
Resume and References
I-9 and W-4
Evaluation form and time line
Hiring and Dismissal Checklist
Personnel
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Conflict of Interest
Discipline
Employee Handbook
Paid Leave
Visitation
Intellectual Property
On Call
Political Activity
Personnel
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Training and Education
Trainees-legal status
Sexual Misconduct
Clergy/Penitent Privilege
Pastoral Counseling
Sexual Harassment
Reporting Abuse
Termination
Employee Benefits
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Retirement
Vacation
Sabbatical for Ministerial Staff
Outside Speaking Engagements
Hiring Issues
Work hours
Pay periods
Employee Benefits
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Health Insurance
Disability Insurance
Life Insurance
Flexible Spending Account
Sick Leave
Personal Use of Church Computers
Qualified Tuition Reduction Plan
Children and Youth
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Child and Youth Safety
Safe Nursery
Adult/Child ratio
Volunteer Screening/Background Checks
Child Check In Procedure
Out-of-Town Trips
Buildings and Grounds
• Building Use
– Groups you will and will NOT rent to
• Conditional Use-facilities rental
• Technical Systems Use
• Websites
Buildings and Grounds
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Transportation
Transportation Registration/Medical/License
Church Inventory
Fire Emergencies
Security
Buildings and Grounds
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Keys Policy
Building Access
Medical Emergencies
Legal Services
Financial
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Charitable Contributions and Gifts
Money Trail
Fraud
Fund Raising
Internal Review
Purchasing
Missions
Designated Giving
Discretionary Fund
Financial
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Investment Plan
Laptop Computer
Money Counting
Reimbursement
Record Retention
Community Ministry
• Disaster Relief Plan
• Non Member Funeral
• Weddings
– Who you will and will NOT perform weddings for
• Benevolence
• Event Planning
Church Ministry
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Volunteers
Member Funeral
Weddings
Benevolence
Event Planning
Men’s Ministries
Women’s Ministries
Celebrate Recovery
Final thoughts
• No Manual covers every event that comes up
– Principle driven, not event or circumstance
• Sometimes less is more
• Policies should be just long enough to cover
issue-200 page documents are overkill
• Policies that are too long will not be read or
remembered-ineffective
• www.yourchurchmatters.com
Compensation Policies for
Ministers and Paid Staff
Meeting their Needs and
Balancing the Budget
What Questions do
you have for me?
559 287-7840 cell
559 256-0858 direct line
[email protected]

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