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10 Essentials for Managing Congregational Human Resources


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The UUA's Director of Human Resources, Rob Molla, presents on the key elements for supporting employees and keeping your congregation out of trouble. Learn from the expert how to manage your HR responsibilities.

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10 Essentials for Managing Congregational Human Resources

  1. 1. 10 Essentials for Managing Congregational Human Resources Rob Molla Director of Human Resources, UUA
  2. 2. Agenda <ul><li>Personnel Files </li></ul><ul><li>Job Descriptions </li></ul><ul><li>The I-9 </li></ul><ul><li>Title VII </li></ul><ul><li>Policy Manual </li></ul><ul><li>Employee or Consultant? </li></ul><ul><li>Fair Compensation and Benefits </li></ul><ul><li>Exempt or non-exempt? </li></ul><ul><li>Communicating around a Termination </li></ul><ul><li>Resources </li></ul>
  3. 3. 1. The Personnel File <ul><li>Application and hire letter </li></ul><ul><li>Pay rate changes </li></ul><ul><li>Job description and updates </li></ul><ul><li>Benefits election forms </li></ul><ul><li>Performance reviews </li></ul><ul><li>Keep separate: </li></ul><ul><ul><li>Background checks </li></ul></ul><ul><ul><li>I-9 </li></ul></ul><ul><ul><li>Medical </li></ul></ul>Locked and secured! Who has access?
  4. 4. 2. Job Descriptions <ul><li>Title, hours per week, schedule, salary range, exemption </li></ul><ul><li>Purpose </li></ul><ul><li>Essential functions and time spent (%) </li></ul><ul><li>Reporting relationships and supervisory responsibilities </li></ul><ul><li>Minimum requirements including education, experience, skills, certifications, etc. </li></ul><ul><li>Working conditions and physical/mental requirements </li></ul><ul><li>“ Performs additional duties as assigned.” </li></ul>
  5. 5. 3. Form I-9 <ul><li>Required by US Homeland Security </li></ul><ul><li>Proves identity and work eligibility </li></ul><ul><li> </li></ul><ul><li>Photocopy IDs </li></ul><ul><li>Secured and separate </li></ul><ul><li>Board discussion? </li></ul>
  6. 6. 4. Title VII and Employee Selection <ul><li>Ask </li></ul><ul><li>Skills </li></ul><ul><li>Work style preferences </li></ul><ul><li>Availability </li></ul><ul><li>Open-ended ?s </li></ul><ul><li>Behavioral ?s </li></ul><ul><li>Avoid </li></ul><ul><li>Age and DOB </li></ul><ul><li>Marital or family status </li></ul><ul><li>Disabilities </li></ul><ul><li>National origin or citizenship </li></ul><ul><li>Race or ethnicity </li></ul><ul><li>Affiliations </li></ul>Can we specify that we want to hire a UU?
  7. 7. 5. Policy Manual <ul><li>Can we hire from within the congregation? </li></ul><ul><li>Do we allow outside employment? </li></ul><ul><li>What happens if I need a leave of absence? </li></ul><ul><li>What happens to my vacation/sick time if I quit? </li></ul><ul><li>How do we handle allegations of harassment? </li></ul><ul><li>Can that be sent through e-mail? </li></ul><ul><li>When do we conduct performance evaluations? </li></ul> > §Policy > “Personnel Policy Manual for Religious Organizations”
  8. 8. 6. Employee or Consultant? <ul><li>Misclassification suits on the rise </li></ul><ul><li>The game of 20 questions (IRS) </li></ul><ul><ul><li>Who determines hours, workplace? </li></ul></ul><ul><ul><li>Advertised business? </li></ul></ul><ul><ul><li>Can the work be outsourced? </li></ul></ul><ul><ul><li>Can the person quit or is there legal obligation to complete project? </li></ul></ul><ul><ul><li>Steady pay or “upon delivery”? </li></ul></ul><ul><ul><li>Duration </li></ul></ul>
  9. 9. Employee or Contractor? <ul><li>Employee </li></ul><ul><li>Benefits </li></ul><ul><li>Fills out W-4 </li></ul><ul><li>Receives W-2 </li></ul><ul><li>State reporting required </li></ul><ul><li>Contractor </li></ul><ul><li>No benefits </li></ul><ul><li>Fills out W-9 </li></ul><ul><li>Receives 1099 </li></ul><ul><li>State reporting required </li></ul>
  10. 10. 7. Fair Compensation Model <ul><li>Salary (plus housing) </li></ul><ul><li>FICA </li></ul><ul><li>Uniform benefits for all eligibles </li></ul><ul><ul><li>Health (80% EE and 50% dependents) </li></ul></ul><ul><ul><li>Life </li></ul></ul><ul><ul><li>Disability (with imputed income) </li></ul></ul><ul><li>Retirement (10% contribution) </li></ul><ul><li>Vacation </li></ul><ul><li>Professional expenses (10%) </li></ul><ul><li>Written personnel policies </li></ul>
  11. 11. Sample Annual Budget <ul><li>Congregational administrator </li></ul><ul><li>Mid-sized II (249-350) </li></ul><ul><li>Geo Index 5 </li></ul><ul><li>Mid point of range </li></ul><ul><li>50 years old </li></ul><ul><li>Family </li></ul>
  12. 12. Benefits <ul><li>UUA’s Office of Church Staff Finances </li></ul><ul><li>UUA Health Plan = 750 hours/year </li></ul><ul><li>UUA Retirement Plan = 1000 hours </li></ul><ul><li>Life, AD&D, Disability = 750 hours </li></ul><ul><li>Avoid rankism </li></ul><ul><li>Require election/rejection forms </li></ul><ul><li>60 day signup from date of hire </li></ul>
  13. 13. UUA Compensation Survey <ul><li>What congregations are paying </li></ul><ul><li>Geo indexed </li></ul><ul><li>Based on congregation size </li></ul>
  14. 14. 8. Salaried or Hourly? <ul><li>Hourly = pay rate per hour worked </li></ul><ul><li>Salary = pay rate per week worked </li></ul><ul><ul><li>Just because you pay an employee a salary does not mean that they are exempt from overtime pay! </li></ul></ul>
  15. 15. Exempt or Non-exempt? <ul><li>Under the FLSA, all employees are “non-exempt” unless they meet certain requirements and you “exempt” them from overtime pay. </li></ul><ul><ul><li>Non-exempt = must be paid 1.5 times hourly rate for time worked beyond 40 hours per week* </li></ul></ul><ul><ul><li>Exempt = no overtime required </li></ul></ul>
  16. 16. FLSA “White Collar” Exemptions <ul><li>Salary test of $455 per week and </li></ul><ul><ul><li>Executive </li></ul></ul><ul><ul><li>Administrative </li></ul></ul><ul><ul><li>Professional </li></ul></ul><ul><ul><li>Outside Sales </li></ul></ul><ul><ul><li>Computer Professional </li></ul></ul>
  17. 17. 9. Communication of a Termination <ul><li>Particularly problematic in congregational settings </li></ul><ul><ul><li>“ We have a right to know.” </li></ul></ul><ul><ul><li>“ It’s part of our democratic process.” </li></ul></ul><ul><ul><li>“ For the sake of transparency.” </li></ul></ul><ul><ul><li>“ It’s OK because the former employee is talking about it.” </li></ul></ul><ul><li>Keep it on a need-to-know basis </li></ul><ul><li>Protect the employee’s confidentiality to avoid defamation lawsuits </li></ul><ul><ul><li>“ Employee is no longer with us.” </li></ul></ul><ul><ul><li>Refer questions to…. </li></ul></ul>
  18. 18. 10. Resources <ul><li>A good employment attorney! </li></ul><ul><li>Your District staff </li></ul><ul><li>Office of Church Staff Finances ( for compensation and benefits </li></ul><ul><li>Books </li></ul><ul><ul><li>Berry, The Alban Personnel Handbook for Congregations </li></ul></ul><ul><ul><li>Bloss, Church Guide to Employment Law </li></ul></ul><ul><ul><li>Hammer, Church & Clergy Tax Guide </li></ul></ul><ul><ul><li>Rendle and Beaumont, When Moses Meets Aaron </li></ul></ul><ul><ul><li>Westing, Church Staff Handbook </li></ul></ul>
  19. 19. <ul><li>Rob Molla </li></ul><ul><li>[email_address] </li></ul><ul><li>(617) 948-4606 </li></ul><ul><li> </li></ul>Contact Information