Employee Handbook

Revised July 22, 2024

_________________________

† Luis Rafael Zarama, J.C.L.

Bishop of Raleigh

Revised July 22, 2024

Dear Brothers and Sisters in Christ,

Greeti

ngs in the Lord! I wish to thank you for joining me in service to the people of the

Diocese of Raleigh. No matter where we serve, our goal is to share the Gospel of Jesus

Christ, building up the Kingdom of God in our midst and accompanying each other on

this pilgrimage of life.

In thi

s handbook, you will find the various responsibilities and expectations of the

Diocese and its employees. It is our hope that this will give you the tools you need to do

your ministry and work well, while informing you of the policies and procedures of our

Diocese and various ministries.

The off

ices in the Catholic Center exist to assist our priests, principals, teachers, parish,

and school staff members, and all who are involved in our various ministries and

organizations. If you have any questions, recommendations, or concerns about

anything related to your work or the Diocese, please do not hesitate to contact the

Human Resources Department.

More th

an anything, please know how grateful I am for your presence among us, and

how honored I am to serve alongside you. Let us serve with humility, joy, and the

blessed assurance that we are doing the work of the Lord!

In Chr

ist,

† Luis Rafael Zarama, J.C.L.

Bishop of Raleigh

1 Revised July 22, 2024

Employee Handbook

Contents

INTRODUCTORY STATEMENT ......................................................................................... 3

BEGINNING EMPLOYMENT .............................................................................................. 4

Nature of Employment ....................................................................................................................................... 4

Equal Employment Opportunity ...................................................................................................................... 4

Employment Reference Checks ........................................................................................................................ 5

Employment Applications .................................................................................................................................. 5

Disclosure of Previous/Current Diocesan Employment .............................................................................. 5

Criminal Background Checks............................................................................................................................. 5

Employment of Minors ...................................................................................................................................... 6

Employment of Relatives ................................................................................................................................... 6

Immigration Law Compliance ........................................................................................................................... 6

Outside Employment .......................................................................................................................................... 7

DURING EMPLOYMENT...................................................................................................... 8

EMPLOYEE CONDUCT AND DISCIPLINARY ACTION .............................................................................. 8

Attendance and Punctuality................................................................................................................................ 8

Personal Appearance ........................................................................................................................................... 8

Sexual and other Unlawful Harassment ........................................................................................................... 8

Threatening or Violent Behavior ..................................................................................................................... 10

Solicitation ........................................................................................................................................................... 11

Meeting Emergency Child Care Needs .......................................................................................................... 11

Business Ethics ................................................................................................................................................... 12

Intellectual Property .......................................................................................................................................... 12

Open Door Policy.............................................................................................................................................. 13

Employee Reporting Policy .............................................................................................................................. 14

Drug and Alcohol Use ...................................................................................................................................... 14

Discipline and Dismissal ................................................................................................................................... 15

EMPLOYMENT STATUS AND RECORDS ......................................................................................... 16

Employment Categories.................................................................................................................................... 16

Employee Files: Access to Employee Files ................................................................................................... 17

Employee Personal Data Changes .................................................................................................................. 17

Name Change ..................................................................................................................................................... 17

Performance Evaluation ................................................................................................................................... 17

EMPLOYEE BENEFITS PROGRAMS ............................................................................................................. 19

Employee Benefits Status ................................................................................................................................. 19

Shared Employees .............................................................................................................................................. 19

Waiver of Benefits/Special Enrollment ......................................................................................................... 19

Medical, Vision, and Dental Insurance........................................................................................................... 20

Life Insurance ..................................................................................................................................................... 20

Long-Term Disability Insurance ..................................................................................................................... 20

2 Revised July 22, 2024

403(b) Retirement Plan ..................................................................................................................................... 20

Workers' Compensation Insurance ................................................................................................................. 21

Flexible Spending Accounts ............................................................................................................................. 21

TIMEKEEPING/PAYROLL ................................................................................................................ 22

Timekeeping ....................................................................................................................................................... 22

Overtime.............................................................................................................................................................. 22

Paydays ................................................................................................................................................................ 23

Advances in Pay ................................................................................................................................................. 23

Pay Deductions .................................................................................................................................................. 23

WORK SCHEDULE AND ENVIRONMENT .................................................................................................. 24

Work Schedules .................................................................................................................................................. 24

Working Remotely ............................................................................................................................................. 24

Children in the Workplace................................................................................................................................ 24

Safety .................................................................................................................................................................... 25

Smoking and Vaping/Use of E-Cigarettes .................................................................................................... 25

Fragrances in the Workplace ............................................................................................................................ 25

Use of Catholic Charities Equipment and Vehicles ..................................................................................... 25

Emergency Procedures ..................................................................................................................................... 26

Emergency Closings .......................................................................................................................................... 26

COMPUTER AND DIGITAL MEDIA USE/COMMUNICATIONS .............................................................. 27

Computer and Email Usage ............................................................................................................................. 27

Participation in Online Publications/Forums/Blogging/Social Media .................................................... 27

Link to Minors’ Social Media ........................................................................................................................... 28

News Media Relations ....................................................................................................................................... 28

Computer Software Policy................................................................................................................................ 29

TIME AWAY FROM WORK ............................................................................................................................. 30

Vacation ............................................................................................................................................................... 30

Holidays ............................................................................................................................................................... 32

Sick Leave ............................................................................................................................................................ 33

Inclement Weather............................................................................................................................................. 34

Parental Leave for School Activities ............................................................................................................... 34

Bereavement Leave ............................................................................................................................................ 34

Time Off to Vote ............................................................................................................................................... 35

Jury Duty ............................................................................................................................................................. 35

Witness Duty ...................................................................................................................................................... 35

Paid Employee and Family Medical Leave .................................................................................................... 36

Americans with Disabilities Act (ADA) ......................................................................................................... 40

Unpaid Family and Medical Leave .................................................................................................................. 41

Military Leave ..................................................................................................................................................... 46

LEAVING CATHOLIC CHARITIES/END OF EMPLOYMENT .................................... 47

Termination ........................................................................................................................................................ 47

Resignation/Giving Notice .............................................................................................................................. 47

Post-Employment Healthcare.......................................................................................................................... 48

Severance Pay Program ..................................................................................................................................... 48

Reemployment Assistance Plan ....................................................................................................................... 50

Payment of Final Paycheck .............................................................................................................................. 52

Payment of Unused Vacation .......................................................................................................................... 52

RECEIPT OF EMPLOYEE HANDBOOK .......................................................................... 53

3 Revised July 22, 2024

INTRODUCTORY STATEMENT

Catholic Charities of the Diocese of Raleigh follows the policies of the Roman Catholic Diocese of

Raleigh. The terms Diocese and Catholic Charities are interchangeable when used throughout this

handbook.

This handbook is designed to acquaint employees with Catholic Charities of the Diocese of Raleigh

and provide them with information about working conditions, employee benefits, and many of the

policies affecting their employment. Employees must read, understand, and comply with all

provisions of this handbook. It describes many of the responsibilities of an employee and outlines

the programs developed by Catholic Charities to benefit employees. One of Catholic Charities’

objectives is to provide a work environment that is conducive to both personal and professional

growth.

No employee handbook can anticipate every circumstance or policy question. As Catholic Charities

continues to grow, the need may arise to change the policies described in the handbook. Catholic

Charities, therefore, reserves the right to revise, supplement, or rescind any policies or portion of the

handbook from time to time as it deems appropriate, in its sole and absolute discretion. Employees

will be notified of such changes as they occur.

4 Revised July 22, 2024

BEGINNING EMPLOYMENT

Nature of Employment

This handbook is intended to provide employees with a general understanding of Catholic Charities’

employment policies. Employees are required to familiarize themselves with the contents of this

handbook, for it will answer many common questions concerning employment with Catholic

Charities. However, it is important to remember that this handbook cannot anticipate every

situation or answer every question about employment.

Nothing in this handbook alters the employment-at-will relationship. Employees may be terminated

at any time, with or without cause and with or without notice. Catholic Charities retains the right to

establish, change, and delete its policies, practices, rules, and regulations at any time. The only

recognized deviations from the stated policies are those authorized in writing by the bishop.

Equal Employment Opportunity

Catholic Charities is strongly committed to providing a work environment that is free from

harassment, discrimination, and inequality. Catholic Charities recruits, hires, employs, trains,

promotes, disciplines, terminates, and compensates employees without regard to race, age, sex,

national origin, citizenship, marital status, veteran’s or other military status, disability, or genetic

information.

Catholic Charities values each employee and strives to make employment at Catholic Charities

enjoyable and satisfying. As part of this commitment, Catholic Charities will not tolerate any form of

discrimination or harassment toward employees, applicants, vendors, or visitors. Everyone should

be treated equally and with respect regardless of race, age, sex, national origin, citizenship, veteran’s

or other military status, disability, or genetic information.

Catholic Charities will be proactive in monitoring our employment practices and policies on an

ongoing basis. Catholic Charities expects employees to be aware of their work environment as well,

and to be sensitive and respectful to all individuals around them. If an employee is subject to, or

witnesses, discrimination or harassment, they must contact their manager or Human Resources

immediately.

Catholic Charities employees are required to immediately report any knowledge or awareness of

discrimination to the HR Generalist for Catholic Charities.

Note: The Equal Employment Opportunity Act of 1972 expanded Title VII’s coverage to include

both public and private educational institutions. It did, however, grant exemption to religious

institutions, including religious educational institutions. The exemption applies only to positions that

pertain to carrying on the religious activities of the institution or where faith and worship

participation are required as essential for fulfilling the position. Religion is a bona fide occupational

qualification in those circumstances that involve religious activities and hiring an individual on the

basis of religion, in that circumstance, is permitted.

5 Revised July 22, 2024

If further clarification of this policy is required, contact diocesan Human Resources.

Employment Reference Checks

To ensure that individuals who join the organization are well qualified and have a strong potential to

be productive and successful in a specified role, it is the policy of Catholic Charities to check the

employment references of all individuals before the start of employment.

If an employee/candidate has worked for another location within the diocese, the hiring manager

should reach out to the former supervisor.

All requests for information about current or former Catholic Charities employees from potential

outside employers should be referred to the HR Generalist for Catholic Charities. Responses to such

requests will confirm only dates of employment and position(s) held. Requests for wage and salary

information must be accompanied by written authorization by the former employee.

Employment Applications

Catholic Charities relies upon the accuracy of information contained in the employment application

as well as the accuracy of other data presented throughout the hiring process. Catholic Charities

reserves the right to verify all information given. Any misrepresentations, falsifications, or material

omissions in any of this information or data may result in Catholic Charities’ exclusion of the

individual from further consideration for employment or, if the person has been hired, may result in

disciplinary action up to and including dismissal.

Disclosure of Previous/Current Diocesan Employment

Upon application to any agency of the diocese, employees must disclose whether they are currently,

or ever have been, an employee of another agency of the diocese. This includes parishes, schools,

early childhood centers, and Catholic Charities, The Foundation, and its initiatives. Failure to do so

may affect benefits status and/or hiring potential.

Criminal Background Checks

Catholic Charities has established uniform policies and procedures regarding criminal background

information checks to review the fitness of all employees.

Any individual who accepts a paid position with Catholic Charities will be required to submit to a

criminal background check. Criminal background checks will be conducted at regularly scheduled

intervals every five years on all current staff as a condition of their continued work on behalf of

Catholic Charities.

An individual may not begin work as an employee until their background check has been

successfully completed and approved by either the Office of Child and Youth Protection or

diocesan Human Resources.

6 Revised July 22, 2024

If criminal background information is revealed for any new or current employee, that information

shall be referred to the Office of Child and Youth Protection for review and consultation with the

diocesan Director of Human Resources. The diocesan Director of Human Resources will make a

final determination as to whether a position will continue to be made available to the individual.

Although the diocesan Director of Human Resources is responsible for making the final decision as

to whether a person will continue to be employed in that position, the director may consult with the

agency director and other appropriate executive staff members as necessary.

Employment of Minors

Catholic Charities may only employ individuals who are age 18 and older. Those under the age of

18 cannot be employed in any capacity or for any duration (including part-time and summer

employment) nor may they be paid via stipend for any work performed.

The two primary reasons for this restriction are that criminal background checks cannot be

completed on individuals under the age of 18 and that two-deep adult supervision would need to be

maintained at all times, which is not possible under many work circumstances, in keeping with the

charter of the US Conference of Catholic Bishops (USCCB).

Employment of Relatives

Relatives of persons currently employed by Catholic Charities may be hired provided no direct

reporting or supervisor-to-subordinate relationship exists. That is, no employee is permitted to work

within “the chain of command” when one relative’s work responsibilities, salary, hours, career

progress, benefits, or other terms and conditions of employment could be influenced by the other

relative. The reporting relationship is not to be manipulated so that the chain of command is

circumvented only to eliminate one relative reporting to another.

To ensure the correct implementation of this policy, when a family member is hired, no matter for

what position, the diocesan Director of Human Resources must approve the hire.

For the purposes of this “Employment of Relatives” policy only, a relative is defined to include

spouses, parents, grandparents, children, siblings, nieces, nephews, stepsiblings, brothers- and

sisters-in-law, fathers- and mothers-in-law, stepparents, stepbrothers, stepsisters, and stepchildren,

and family members otherwise considered in loco parentis.

Immigration Law Compliance

In accordance with the Immigration Reform and Control Act of 1986, Catholic Charities employs

only those individuals who are authorized to work in the United States. All individuals who are

offered employment are required to submit documentary proof of their identity and employment

authorization within three business days of the first day worked. Individuals to whom an offer has

been made will be required to complete, and sign under oath, U.S. Citizenship and Immigration

Services Form I-9. This form requires that employees attest that they are authorized to work in the

7 Revised July 22, 2024

job for which they have been hired and that the documents submitted to establish this right are

genuine.

Catholic Charities participates in E-Verify, a system that compares information from an employee’s

I-9 to data from US Department of Homeland Security and Social Security Administration records

to confirm employment eligibility.

Employees authorized to work in the U.S. for a limited period of time must maintain their legal

status and will be required to update their Form I-9 with appropriate documentation before the

expiration of the authorized employment period. Regardless of one’s citizenship status, Catholic

Charities is an Equal Opportunity Employer and does not discriminate on the basis of national

origin or citizenship.

Outside Employment

An employee may hold a job with another organization as long as they satisfactorily perform their

job responsibilities with Catholic Charities to the standards and expectations of the role. All

employees will be judged by the same performance standards and will be subject to Catholic

Charities’ scheduling demands, regardless of any existing outside work requirements.

If Catholic Charities determines that an employee’s work is not being performed satisfactorily or the

outside employment is affecting the employee’s ability to meet the requirements of Catholic

Charities as they are modified from time to time, the employee may be asked to terminate the

outside employment if they wish to remain employed with Catholic Charities. Outside employment

will present a conflict of interest if it has an actual or potential adverse impact on Catholic Charities

8 Revised July 22, 2024

DURING EMPLOYMENT

EMPLOYEE CONDUCT AND DISCIPLINARY ACTION

Attendance and Punctuality

To maintain a productive work environment, Catholic Charities expects employees to be reliable and

to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other

employees and on Catholic Charities.

Subject to approved leaves of absence and other accommodations, employees are expected to attend

work on all days on which they are scheduled to work. An employee must give their supervisor as

much notice as possible when they realize that they will be absent or arriving later than their

scheduled arrival time. Failure to notify one’s supervisor in a timely fashion may result in disciplinary

action.

Employees must contact their supervisors directly and, in any event, later than their scheduled report

time.

Acceptable forms of communication of tardiness or absence are limited to the following: text,

phone call, voice mail, or email. Unless there are extreme circumstances, notice from an employee’s

family member or friend will not be accepted. Repeated unexcused tardiness, with or without

notice, is unacceptable and will result in disciplinary action up to and including dismissal.

An absence for more than three consecutive days without notification to an employee’s supervisor

may constitute abandonment of that employee’s position or may be considered a voluntary

resignation without notice.

Personal Appearance

Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and

affect the professional image employees present to visitors. During business hours, employees are

expected to present a clean and neat appearance and to dress according to the requirements of their

positions.

Appropriate professional attire is the norm that is expected for all employees.

Employees should consult their supervisors or department heads if they have questions as to what

constitutes appropriate attire.

Sexual and other Unlawful Harassment

A cornerstone of Catholic Charities’ philosophy is based upon fundamental commitment to treating

employees with dignity and respect. An atmosphere of tension created by unwelcome non-work-

related conduct or comments, including ethnic, racial, sexual, or religious remarks, animosity,

9 Revised July 22, 2024

unwelcome sexual advances, or requests for sexual favors or other such conduct does not belong in

our workplace and will not be tolerated. Such conduct will result in disciplinary action, up to and

including dismissal.

Harassment of employees or of applicants by other employees, agents of Catholic Charities, or third

parties is prohibited. Harassment is verbal or physical conduct that denigrates or shows hostility or

aversion toward an individual because of the individual’s race, color, religion, sex, national origin,

age, veteran’s or other military status, disability, or that of the individual’s relatives or associates and:

• 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; or

• Otherwise adversely affects the individual’s employment opportunities.

Harassing conduct includes, but is not limited to the following:

• Epithets, slurs, negative stereotyping, or threatening, intimidating, or hostile acts, that relate

to race, color, religion, sex, national origin, age, veteran’s or other military status, or

disability; or

• Written or graphic materials that denigrate or show hostility or aversion toward an individual

or group because of race, color, religion, sex, national origin, age, veteran’s or other military

status, or disability and are placed on walls, bulletin boards, desktops, or elsewhere on

diocesan premises or in the workplace.

All individuals in supervisory roles have the explicit responsibility to prohibit and prevent the

occurrence of harassment and to take immediate action to correct any harassment of which they

become aware.

While all forms of harassment are prohibited, Catholic Charities wants to especially emphasize that

sexual harassment is a violation of state and federal law and diocesan policies. Sexually harassing

conduct that interferes with an individual’s job performance, creates an intimidating, hostile, or

offensive work environment, or is the basis of any term or condition of employment, regardless of

the source, is illegal and will not be tolerated. This includes, but is not limited to, the following:

• Unwelcome sexual flirtations, advances, propositions or attention (such as jokes);

• Verbal comments of a sexual nature, no matter what the context;

• The display of sexually suggestive objects or pictures;

• Retaliation against an employee(s) for complaining about behavior related to sexual

harassment; and

• Employment decisions such as advancement, compensation, or any other condition of

employment based on refusal to condone any form of sexually harassing behavior.

Handling a Harassment Grievance

In the event an employee feels any form of harassment has taken place, Catholic Charities will make

every effort to resolve the situation as quickly as possible. The following are guidelines for the

resolution of these issues:

10 Revised July 22, 2024

Any employee with a grievance or observation of harassment should raise the issue with

management so appropriate action may be taken. Employees may initiate a grievance by following

the appropriate chain of command, as follows:

• Contact their supervisor;

• Contact their department head;

• Contact any supervisor outside of the chain of command in whom they have confidence, if

the situation involves an individual in the chain of command; or

• Contact the diocesan Director of Human Resources.

In no instance is any employee required to report harassment to the harasser. No one shall be

punished for bringing an issue to management’s attention in good faith, even if the employee does

not have all of the facts. Investigations of harassment complaints will be kept confidential to the

extent possible, subject to Catholic Charities’ obligation to fully investigate the complaint and

remedy any harassment.

No employee will be retaliated against for complaining in good faith about harassment or for

participating in the investigation of any complaint of harassment. Retaliation should be reported to

HR immediately. Retaliation is a serious violation of this policy and will lead to disciplinary action,

up to and including dismissal.

Any determined violation of the stated Harassment Policy is subject to disciplinary action, up to and

including dismissal.

Threatening or Violent Behavior

No employee, including supervisors, executives, clergy or religious, shall be allowed to harass any

other employee or member of the general public by exhibiting behavior including, but not limited to,

the following:

• Verbal threats toward persons or threats to damage property;

• Verbal intimidation or exaggerated criticism; or

• Any physical assault such as hitting, pushing, kicking, restraining, impeding or blocking the

movement of another person.

The prohibitions apply not only to the workplace during work hours, but also to all work-related

social functions, whether on or off diocesan property, and also to work-related travel and electronic

media including e-mail, social media, and voice mail.

Under no circumstances are the following items permitted on diocesan property, including parking

areas: all types of firearms; air guns; switchblade/automatic knives and knives with a blade longer

than five inches; dangerous chemicals; explosives including blasting caps, chains and other objects

used for the purpose of injuring and/or intimidating.

Employees, without fear of reprisal, have the responsibility to bring any form of intimidation,

threats, or harassment to a member of management’s attention. Upon knowledge or request, the

11 Revised July 22, 2024

diocese will investigate the circumstances and review the results of the investigation with the person

making the complaint.

Disciplinary action, up to and including dismissal, will be taken against any employee engaging in

harassment, threats directed at other employees or behavior of a threatening, violent, or intimidating

nature.

The diocese reserves the right to involve law enforcement in the resolution of a threatening situation

and may find it necessary to obtain legal restraining orders to prevent individuals from coming onto

diocesan property.

Solicitation

Persons not employed by Catholic Charities may not solicit or distribute literature or any other items

in the workplace at any time for any purpose.

Catholic Charities recognizes that employees may have interests in events and organizations outside

the workplace. However, employees may not solicit or distribute literature concerning these activities

during working time. (Working time does not include lunch periods, work breaks, or any other

periods in which employees are not on duty). In addition, the posting of written solicitations on

bulletin boards or common areas is prohibited. Bulletin boards are reserved for official organization

communications on such items as:

• Employee announcements

• Internal memoranda

• Job openings

• Organization announcements

• Payday notice

• Workers’ compensation insurance information

• State disability insurance Information

• Federally or State-mandated postings

Meeting Emergency Child Care Needs

In the case of an emergency situation, such as an unexpected school closing, or last-minute daycare

problems, the employee may remain home, without loss of pay, for up to two days, to care for their

child. The employee’s supervisor must recommend approval to the department head. It is the

responsibility of the employee to make the necessary provisions for the child following the

emergency. Children are not to be brought to the workplace for more than a brief visit.

It should be underscored that this policy is for emergent, one-time situations only and should not be

abused. Should there be any questions regarding this policy, and employee should contact their

department head or the diocesan Director of Human Resources.

12 Revised July 22, 2024

Business Ethics

Employment by Catholic Charities carries with it a responsibility to be constantly aware of the

importance of ethical conduct. Employees must refrain from taking part in, or exerting influence in

any transaction in which their personal interests may conflict with the business interests of Catholic

Charities.

Exactly what constitutes a conflict of interest or an unethical business practice is both a moral and a

legal question. Catholic Charities recognizes and respects the individual employee’s right to engage

in activities outside of their employment which are private in nature, and do not in any way conflict

with or reflect poorly on Catholic Charities.

Management reserves the right, however, to determine when an employee’s activities represent a

conflict and to take whatever action is necessary to resolve the situation – including disciplinary

action up to and including dismissal.

It is not possible in a general policy statement of this sort to define all the various circumstances and

relationships that would be considered unethical.

The list below suggests some of the types of activities that would reflect in a negative way on an

employee’s personal integrity or that would limit their ability to discharge job duties and

responsibilities ethically:

• Simultaneous employment by another organization, particularly if the other organization is a

competitor or supplier;

• Carrying on Catholic Charities business with an organization in which the employee, or a

close relative of the employee, has a substantial ownership or interest without proper bidding

process;

• Holding a substantial interest in, or participating in the management of, a firm from which

the diocese makes purchases;

• Sales of outside products at the workplace (e.g., cookies, wrapping paper, popcorn); or

• Personal interest: business/products as part of vending to parish or school without proper

bidding process.

An employee should notify their supervisor before accepting any gift(s) from vendors or potential

vendors that exceed a cash value of $50. If an employee has any influence on transactions involving

purchases, contracts, or leases, they must disclose to their supervisor, as soon as possible, the

existence of any actual or potential conflict of interest so that safeguards can be established to

protect all parties.

Intellectual Property

Intellectual property is a valuable asset of Catholic Charities. Intellectual property includes patents,

copyrights, trademarks, domain names, confidential information, business methods and processes,

computer software, written materials (including paper or electronic form), inventions, graphics,

photographs, audiovisual works (including audio files, videos, slideshows, etc.) and communications

networks and information systems.

13 Revised July 22, 2024

All inventions, works and other intellectual property conceived in the course of employment with

Catholic Charities on Catholic Charities premises or with the use of Catholic Charities equipment,

data, or property or which are within the scope of Catholic Charities’ interests, are the exclusive

property of Catholic Charities and all rights therein are waived by the employee. Employee

acknowledges and agrees that Catholic Charities shall be entitled to all of the benefits, profits, or

other interests arising from or incident to all of employee’s work and services for Catholic Charities,

and any such works prepared by employee, to the extent applicable, shall be deemed to be “works

made for hire.” In the event that any such works are later deemed not to be works made for hire, the

employee shall assign, and hereby does assign, to Catholic Charities all rights, title, and interest in

and to any and all ideas, trade secrets, inventions, patent rights, trademark rights and copyrights,

together with all goodwill associated therewith, that employee may conceive, develop, or acquire

while an employee of Catholic Charities that are reasonably related to the business or activities of

Catholic Charities.

Upon announcement of resignation, employees shall not delete nor destroy documents/files created

while employed by the diocese.

Employees found to be destroying intellectual property may be subject to disciplinary action up to

and including dismissal.

Employees are prohibited, during their employment and thereafter, from divulging Catholic

Charities’ proprietary or confidential information and intellectual property such as inventions and

strategic plans without written permission from Catholic Charities.

Employees are prohibited from seeking or applying for a patent or asserting other types of

protection of intellectual property, in relation to an invention, work, or other intellectual property

developed by them or conceived during or after working hours in the course of their function with

Catholic Charities, or which is within the purview of Catholic Charities' interests. Moreover,

employees should not make use of such intellectual property for their personal benefit.

Employees must immediately disclose to their supervisors any intellectual property developed or

conceived by them during or after working hours in the course of their employment with Catholic

Charities.

Open Door Policy

It is the policy of Catholic Charities to encourage open communication. Employee concerns or

problems are important to Catholic Charities and have a direct bearing on an employee’s

performance and well-being. However, an employee must make someone aware of their concern or

problem in order for the issue to be resolved.

An employee should use the following procedure in presenting a concern or problem:

The employee’s immediate supervisor should be given the courtesy of knowing about the

concern and have a chance to engage collaboratively with the employee to resolve it. They

14 Revised July 22, 2024

work more closely with the employee than any other member of management and are most

likely in the best position to resolve the issue.

If the employee’s immediate supervisor cannot resolve the issue to the employee’s

satisfaction, if the employee feels they did not get a reasonable hearing by their immediate

supervisor or feels the supervisor is the source of the problem, the employee may take the

issue to the supervisor’s manager.

If, after following the procedures above, the issue has still not been resolved, they may escalate

concerns to diocesan Human Resources, who will try to assist the employee in finding a fair and

satisfactory resolution.

There will be no disciplinary action or penalty as a result of an employee using this process. It is the

sincere belief of Catholic Charities that the prompt and proper handling of employee issues and

concerns will help to maintain the desired positive and productive working environment.

Employee Reporting Policy

If an employee has a concern about any of the following matters set forth below, the employee is

required to promptly report these circumstances to the diocesan Director of Human Resources:

• Perceived violations of federal, state, or local laws or regulations.

• Gross mismanagement, waste, fraud, embezzlement, or neglect of duty.

• Actions that are in violation of diocesan policies.

• Actions that threaten or are viewed as harmful to the health, safety and/or welfare of others.

Actions of gross mismanagement of funds, fraud, or embezzlement should also be reported to the

Chief Executive Officer and the Director of Finance.

Failure by an employee to report any of the above circumstances could result in disciplinary action,

up to and including dismissal.

All persons who, in good faith, report matters pursuant to this policy shall be protected from

disciplinary treatment and workplace retaliation.

Drug and Alcohol Use

The unlawful manufacture, possession, distribution, transfer, purchase, sale, use, or being under the

influence of alcoholic beverages or illegal drugs while on diocesan property, while attending

business-related activities, while on duty, or while operating a vehicle or machine leased or owned by

Catholic Charities is strictly prohibited and may lead to disciplinary action, up to and including

dismissal. When appropriate, the diocese/parish/school/agency may refer the employee to

approved counseling or rehabilitation programs.

Employees may use physician-prescribed medications, provided that the use of such drugs does not

adversely affect job performance or the safety of the employee or other individuals in the workplace.

15 Revised July 22, 2024

Discipline and Dismissal

It is the policy of Catholic Charities to recruit, employ and retain individuals who will demonstrate

exemplary conduct and superior performance. Catholic Charities is also committed to providing a

work environment that supports and encourages professional growth and career development.

When an employee’s conduct or performance fails to meet requirements or the legitimate

expectations imposed by the job, it is the responsibility of the supervisor to address the employee’s

deficiencies or inappropriate conduct in an objective and timely manner.

Discipline may include verbal counseling, written counseling, performance improvement plans,

suspension from employment, or dismissal. Although Catholic Charities may choose to use some or

all of these disciplinary methods before dismissing an employee, Catholic Charities reserves the right

to dismiss any employee at any time, with or without cause, and with or without notice, even if there

has been no previous discipline.

Diocesan Human Resources must be consulted prior to issuing written warning and/or dismissal of

an employee.

16 Revised July 22, 2024

EMPLOYMENT STATUS AND RECORDS

Employment Categories

It is the goal and intent of Catholic Charities to clearly define employment classifications so that

employees understand their employment status and benefits eligibility.

Each employee is designated as either non-exempt or exempt from federal and state minimum wage and

overtime requirements, under the Fair Labor Standards Act and NC Wage and Hour Act.

• Non-exempt employees are entitled to minimum wage and overtime pay under the specific

provisions of federal and state wage and hour laws.

• Exempt employees are excluded from these specific provisions of federal and state wage and

hour laws.

In addition to the above designation, each employee is classified into one other employment

category:

Regular Full-Time

Employees who are regularly scheduled to work 30 hours per week or more. These employees are

eligible for Catholic Charities’ full benefits package, subject to the terms, conditions, and limitations

of each benefit program. If an employee’s position only requires them to work for 10 months of the

year, they are still eligible for regular full-time benefits.

Regular Part-Time

Employees who are regularly scheduled to work between 20 and 29 hours per week consistently.

Regular part-time employees are eligible for

some

benefits sponsored by Catholic Charities, subject

to the terms, conditions, and limitations of each benefit program. [Refer to the Benefits section for

more information.]

Part-Time

Employees who are not assigned to a temporary status and who are regularly scheduled to work

fewer than

20 hours per week. While they do receive all legally mandated benefits (such as workers’

compensation insurance coverage), they are ineligible for Catholic Charities’ other benefit programs.

Temporary

Employees who are hired as interim replacements, to temporarily supplement the work force, or to

assist in the completion of a specific project, regardless of the number of hours per week they work.

Employment assignments in this category are of a limited duration. While temporary employees

receive all legally mandated benefits (such as worker’s compensation insurance), they are ineligible

for Catholic Charities other benefit programs.

Employment beyond any initially stated period does not in any way imply a change in employment

status. Temporary employees retain that status unless and until notified of a change.

17 Revised July 22, 2024

Multiple Locations

Employees who work for the diocese in more than one parish, school or agency

may

qualify for

some or all of the aforementioned benefits, depending on how many total weekly hours they work

on a consistent basis. [Refer to Shared Employees in the Benefits section for more information.]

Employment Contracts

Only regular full-time and regular part-time principals, assistant principals, and teachers are

eligible for employment contracts without the express written consent of the bishop. All employees

who do not have an employment contract are classified as “at will” employees.

Independent Contractors

It is expected that most people working for Catholic Charities will be considered employees and may

not be classified as independent contractors. Whether a person is an independent contractor, or an

employee depends on the specifics of each case. Consult with diocesan Human Resources for

further clarification.

Employee Files: Access to Employee Files

Employee files are the property of Catholic Charities, and access to the information they contain is

restricted. Information contained within an employee file is strictly confidential and only officials

and representatives of Catholic Charities who have a legitimate reason to review information in a file

are allowed to do so.

No additional document/documentation may be submitted to an employee file without the

knowledge/awareness of the employee.

Any employee who would like to make a request to view their employee file may submit that request

to HR Generalist. In no event may records be removed or copied from the employee’s file without

the expressed consent of diocesan Human Resources.

Employee Personal Data Changes

It is the responsibility of each employee to promptly notify HR Generalist of any changes in

personal data. Personal mailing addresses, telephone numbers, number and names of dependents,

individuals to be contacted in the event of an emergency, educational accomplishments, and other

such status reports should be accurate and current at all times.

Name Change

Notification of Legal Name Change (i.e. marriage, divorce, etc.) should be submitted to diocesan

Human Resources as soon as possible after the change. Authorized proof/documentation of legal

name change must be submitted with the request for data change before records may be updated.

Performance Evaluation

Supervisors and employees should discuss job performance and goals on an informal, frequent, and

regular basis, preferably monthly.

18 Revised July 22, 2024

Additionally, formal performance reviews are to be conducted at least annually, to provide both

supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses,

encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.

The performance of all employees is to be evaluated according to an ongoing 12-month cycle, which

should be conducted before the end of the fiscal year. A positive performance evaluation does not

universally infer or guarantee an increase in an employee’s rate of pay.

Supervisors seeking guidance on best practices and formats for conducting performance evaluations

and reviews should contact diocesan Human Resources.

19 Revised July 22, 2024

EMPLOYEE BENEFITS PROGRAMS

Employee Benefits Status

Eligible employees of Catholic Charities are provided a wide range of benefits. Several benefit

programs, such as workers’ compensation insurance coverage, cover all employees in the manner

prescribed by law. Eligibility for other benefits is dependent upon a variety of factors, including

employee classification.

Employees working 30 hours or more per week on a regularly scheduled basis (Regular Full-Time)

are generally eligible for medical, prescription drug, vision, dental, life insurance, long-term disability

insurance, 403(b)* retirement plan, paid vacation, paid sick leave, flexible spending accounts, and

workers' compensation.

Employees working 20 to 29 hours or more per week but not scheduled for full-time hours (Regular

Part-time) are eligible for the 403(b)* retirement plan, paid vacation, paid sick leave, and workers’

compensation.

*Regular Full-Time and Regular Part-Time employees are automatically enrolled in the

403(b) retirement plan at a default contribution amount of 5% which is matched at 50% by

the diocese up to the maximum of 2.5% of annualized pay. An employee may elect to opt

out of the 403(b) retirement plan, if they wish, by notifying the Benefits Administrator.

Employees working fewer than 20 hours per week may participate in the 403(b) retirement plan for

employee contributions only and are covered under workers’ compensation.

Detailed information regarding benefits may be found at www.dioceseofraleigh.org/benefits

Shared Employees

Employees who work for more than one parish, school, or agency of the diocese, and whose

schedule when combined equals or exceeds 30 hours per week for ten or more months of the year,

are considered benefits-eligible even if they do not work sufficient hours to be considered benefits-

eligible at any one location. Each location is responsible for a pro-rata share of all employer costs for

the employee benefits.

When applying for additional positions within the diocese, employees must disclose that they work

for other locations.

Waiver of Benefits/Special Enrollment

Eligible employees may waive enrollment in the healthcare benefits at the time of hire. To enroll in

the healthcare plans at a later time, the employee must have a qualifying life event that allows them

to enroll through a special enrollment. Open enrollment is held at the same time each year to allow

20 Revised July 22, 2024

employees who have not experienced a qualifying life event to enroll. A Waiver of Benefits may not

be translated to an increase in income.

Medical, Vision, and Dental Insurance

All regular full-time employees are eligible for coverage under the medical and dental insurance plans

offered by the diocese. Medical insurance includes prescription drug and vision coverage. Benefits

are in effect the first day of the month following date of hire or qualifying status change event;

unless the hire date is the first of the month, then benefits are effective on that day. Employees who

choose to participate in the medical and/or dental plans may elect coverage for Employee Only,

Employee plus Spouse, Employee plus Children, or Employee plus Family, under group rates

provided by the diocesan health insurance carrier. Employees are required to contribute towards the

cost of employee and dependent coverage. All premiums are paid through payroll deduction.

Employees who do not qualify for healthcare benefits under the medical and dental insurance plans

cannot purchase the benefit independently from Catholic Charities.

Life Insurance

All regular full-time employees are covered under the Basic Life and Accidental Death &

Dismemberment Insurance plan of the diocese at no cost to the employee. A basic life insurance

benefit of two times annual salary rounded up to the next thousand dollars is provided, subject to

reduction beginning at age 70. Supplemental employee and dependent life insurance is not available

under the Life Insurance plan of the diocese. Coverage under the diocesan life insurance policy

ends on last day of active employment.

Long-Term Disability Insurance

All regular full-time employees are covered under the Long-Term Disability Insurance plan of the

diocese at no cost to the employee. Long-term disability benefits are provided for eligible

employees after an elimination period of 90 consecutive calendar days of total disability and

approval of the claim by the diocesan long-term disability insurance carrier subject to the terms and

conditions of the long-term disability policy.

403(b) Retirement Plan

Catholic Charities provides a 403(b) retirement plan for all regular full-time and regular part-time

employees.

Enrollment in the 403(b) Retirement Plan is automatic for eligible employees classified as regular

full-time or regular part-time. Catholic Charities will make an employer-paid core contribution in an

amount equal to 4% of eligible compensation beginning with the employee’s hire date. In addition,

Catholic Charities will implement an auto-deferral of 5% of eligible employee’s salary (contributory)

beginning on the first of the month following their date of hire (or as soon as administratively

feasible) and will provide an employer matching contribution in an amount equal to 50% of the first

5% contributed by an employee. Employees may increase, decrease, or opt out of the auto-deferral

feature at any time.

21 Revised July 22, 2024

Employee contributions must abide by certain maximum limitations on salary deferral contributions

made to the plan. These limitations are set by the Internal Revenue Service (IRS) each year. If an

employee has attained or will attain age 50 by the end of the calendar year, the employee may

contribute more, up to a separate IRS limit.

Employees are always 100% vested in their employee contributions and the employer matching

contributions plus any earnings they generate. Vesting on the employer’s core contributions, plus

earnings they generate, is based on a five (5) year vesting schedule of 20% per year.

Workers' Compensation Insurance

Catholic Charities provides workers’ compensation coverage to all paid employees at no cost to

employees. This plan covers disability incurred through accident or occupational disease—arising

out of, and in the course and scope of, employment—that requires medical, surgical, or hospital

treatment. Employees who sustain a work-related injury or illness must inform their supervisors

immediately and file a claim per instructions in the benefits section of the Catholic Charities website

(under Workers’ Compensation.)

Flexible Spending Accounts

Catholic Charities offers the optional benefit of Flexible Spending Accounts (FSA) to all regular full-

time employees. Flexible Spending Accounts allow eligible employees to use pre-tax dollars, subject

to the IRS annual limits, to reimburse out-of-pocket healthcare expenses for employees and their

dependents, or to reimburse for expenses related to the care of eligible dependents while you and

your spouse, if applicable, work. Eligible employees are not required to be enrolled in the healthcare

benefits sponsored by the diocese to participate in the FSA plans.

22 Revised July 22, 2024

TIMEKEEPING/PAYROLL

Timekeeping

Accurately recording time worked is the responsibility of every employee. Federal and state laws

require Catholic Charities to keep an accurate record of time worked in order to calculate employee

pay and benefits, including, but not limited to medical/dental plan, leave associated with the Family

Medical Leave Act (including paid FMLA), vacation and sick time, and the 403(b) retirement plan.

Time worked is all the time actually spent performing assigned duties. Off-site work and work from

home must be pre-approved by the employee’s direct supervisor. Employees should document all

actual time worked, including all work offsite and work from home.

All lay employees, whether Exempt or Non-Exempt according to Fair Labor Standards Act tests,

must accurately record the amount of time they work, within the diocesan-wide time and attendance

system. Furthermore, employees must meet submittal deadlines set by their managers and in keeping

with the HR/Payroll submittal schedule.

The signing and submission of a digital time record indicates that an employee is attesting to the fact

that the time reported is true and accurate. If a supervisor does not agree that the employee has

worked the hours stated, they should not sign off on the time record, and should not send it to

Payroll. Instead, the record in question should be sent back to the employee for further

review/clarification/correction.

Tampering with, altering, or falsifying time records, or recording time on another employee’s time

record may result in disciplinary action, up to and including dismissal.

Overtime

When operating requirements or other needs cannot be met during regular working hours,

employees may be scheduled to work overtime. When possible, advance notification of these

mandatory assignments will be provided. All overtime must be authorized by the supervisor prior to

being worked. Overtime assignments will be distributed as equitably as practical to all employees

qualified to perform the required work.

Non-exempt employees are eligible for pay at a rate of time-and-one-half for any time worked over

40 hours in one seven-day work week (Catholic Charities workweek runs Saturday through Friday).

For non-exempt employees, overtime work must always be approved by the supervisor before it is

performed. However, it should be noted that overtime worked, even if not authorized in advance,

must be paid. Repeatedly working unauthorized overtime is subject to disciplinary action, up to and

including dismissal.

Non-exempt employees should report to work no more than ten minutes prior to their scheduled

starting time and should depart within ten minutes after their scheduled stop time unless they have

express, prior authorization from their supervisor.

23 Revised July 22, 2024

As required by law, overtime pay is based on actual hours worked. Time off, such as holiday, sick

leave, vacation leave, or any leave of absence will not be considered hours worked for purposes of

weekly overtime calculations.

Paydays

Employees are paid biweekly on alternating Fridays. Each paycheck will include earnings for work

performed through the end of the previous payroll period.

If a regularly scheduled payday falls on a federal or bank holiday, employees will receive pay on the

last day of work before the regularly scheduled payday.

Advances in Pay

Employees shall be paid the next scheduled pay day for hours worked within each specified pay

period, according to the diocesan pay schedule issued by diocesan Payroll. Payment shall not, under

any circumstances, be advanced to any employee.

Pay Deductions

The law requires that Catholic Charities make certain deductions from employees’ compensation.

Among these are applicable federal and state income taxes. Catholic Charities also must deduct

Social Security taxes on each employee’s earnings up to a specified limit that is called the Social

Security “wage base". Catholic Charities matches the amount of Social Security taxes paid by each

lay employee. Lastly, all covered wages are subject to Medicare tax at a rate of 1.45%. There is no

wage limit nor employer match for Medicare taxes paid by each lay employee.

Catholic Charities offers programs and benefits beyond those required by law. Eligible employees

may voluntarily authorize deductions from their pay checks to cover the costs of participation in

these programs.

If an employee has questions concerning deductions and their associated calculation, they should

contact the Catholic Charities HR Generalist for assistance.

Deductions for sums owed to Catholic Charities shall not be withheld from an employee’s final

paycheck without prior consultation with and approval from diocesan Human Resources.

If an employee has questions concerning deductions and their associated calculation, they should

contact diocesan Human Resources or Payroll for assistance.

24 Revised July 22, 2024

WORK SCHEDULE AND ENVIRONMENT

Work Schedules

The normal work schedule for regular full-time employees is between 30 and 40 hours a week.

Supervisors will advise all other employees of the times their schedules will normally begin and end.

Staffing needs and operational demands may necessitate variations in starting and ending times, as

well as variations in the total hours that may be scheduled each day and week.

Flex Time

Flex time is the ability for employees to adjust their regular workday, in consultation with their

supervisor and with the approval of their supervisor. An example of flex time would be an

employee, with the approval of their supervisor, adjusting their work schedule from 8:30AM –

5:30PM time to 8:00AM - 5:00PM, or 9:00AM - 6:00PM. This type of flex time is permissible, with

the approval of an employee’s supervisor, as long as it does not negatively impact the service

provided by that individual, department or division.

Employees of the diocese and its agencies, regardless of exemption classification, may not receive

compensatory time in lieu of overtime pay.

Working Remotely

A request to work from home may be made subject to the following:

• Permission to work from home, including the hours, days etc., is at the sole discretion of the

Department Head and can be rescinded at any time.

• The work from home does not impair the operation of the division or does not require

frequent, immediate interaction with other members of the department or other

departments.

• Others do not have frequent need to interact directly with the person working from home.

• Goals, objectives, and timetables are clearly defined in advance.

Employees must adhere to all reasonable and practical organizational policies and procedures while

working from home.

Employees must limit the performance of assigned duties to the designated, approved home

location. Failure to comply with this provision may result in disciplinary action up to and including

dismissal.

Children in the Workplace

Children may, with advanced notice and supervisor approval, visit the workplace of their

parent/grandparent, but the visit is expected to be brief so as to minimize disruption to other staff

members. This policy is established to avoid disruptions in job duties of the employee and co-

workers, reduce property liability, and help maintain the diocese’s professional work environment,

and Safe Environment guidelines.

25 Revised July 22, 2024

Employees who work with children as a function of their employment shall not be permitted to

bring children in their care to work unless they are enrolled as students of the program or school.

Safety

Each employee is expected to obey safety rules and exercise caution in all work activities. Employees

must immediately report any unsafe condition to the appropriate supervisor. Employees who violate

safety standards; who cause hazardous or dangerous situations; or who fail to report or, where

appropriate, remedy such situations, may be subject to disciplinary action, up to and including

dismissal.

In the case of accidents that result in injury, regardless of how insignificant the injury may appear,

employees must immediately notify their supervisor and file a claim per instructions in the benefits

section of the diocesan website (under Workers’ Compensation). Such reports are necessary to

comply with state and federal laws and initiate insurance and Workers’ Compensation benefits

procedures.

Smoking and Vaping/Use of E-Cigarettes

To protect the health and well-being of all employees and visitors, Catholic Charities shall be entirely

smoke free and vape free. Smoking and vaping are prohibited in all enclosed areas within the

worksite without exception. This includes common work areas, classrooms, conference and meeting

rooms, private offices, elevators, hallways, employee lounges, stairwells, restrooms, employer-owned

or leased vehicles, and all other enclosed facilities. Definitions: smoking refers to the use of

traditional tobacco products. Vaping refers to the use of electronic nicotine delivery systems or

electronic smoking devices. These are commonly called e-cigarettes, e-pipes, e-hookahs, and e-cigars.

Individuals who smoke outdoors are responsible for using outdoor ashtrays or other appropriate

receptacles to discard their refuse and should not litter the grounds.

Any employee found smoking or vaping inside Catholic Charities buildings will be subject to

discipline, up to and including dismissal.

Fragrances in the Workplace

In order to accommodate employees who are medically sensitive to the chemicals in scented

products, Catholic Charities requests that all employees refrain from wearing heavily scented

products, including but not limited to colognes, after-shave lotions, perfumes, deodorants,

body/face lotions, hair sprays or similar products. Catholic Charities also asks employees to refrain

the use of scented candles, perfume samples from magazines, spray or solid air fresheners, room

deodorizers, plug-in air fresheners, cleaning compounds or similar products.

Use of Catholic Charities Equipment and Vehicles

When using Catholic Charities property, employees are expected to exercise care, perform required

maintenance, and follow all associated operating instructions, safety standards, and guidelines.

26 Revised July 22, 2024

An employee must notify their supervisor if any Catholic Charities equipment, machines, tools, or

vehicles appear to be damaged, defective, or in need of repair or service. Prompt reporting of

damages, defects, and the need for repairs could prevent deterioration of equipment and possible

injury to employees or others. Employees should ask their supervisors any questions about their

responsibility for maintenance and care of equipment or vehicles used on the job. In the case of an

accident, employees who use Catholic Charities vehicles should do the following:

• notify the local police/authorities

• notify their supervisor

Employee(s) should request the name, address, telephone number, driver’s license number and

insurance company of the other involved party/parties.

The improper, careless, negligent, destructive, or unsafe use or operation of Catholic Charities

equipment or vehicles may result in disciplinary action up to and including dismissal. All traffic and

parking fines are the sole responsibility of the employee.

Emergency Procedures

To protect the safety of all employees, evacuation procedures and diagrams, as well as storm-safe

zones should be provided to each employee. Drills/practice of these procedures should be

conducted on a routine basis.

Emergency Closings

Emergency conditions, such as severe weather, fire, flood, or earthquake, can disrupt operations and

interfere with work schedules, as well as endanger employees’ well-being. In the case of these

conditions, employees should follow the procedure set by the director at their location.

If employees are unable to perform their work during the closing, time shall be coded within the

payroll system as FACILITY CLOSURE.

As always, employees should use prudent judgment to ensure a safe commute. Individual

circumstances such as commute distance, type of auto, ability to drive in ice/snow, etc. should

always be considered.

27 Revised July 22, 2024

COMPUTER AND DIGITAL MEDIA USE/COMMUNICATIONS

Computer and Email Usage

Catholic Charities provides technology resources to enhance an individual’s ability to advance the

mission of the agency. All data stored, transmitted, or created on technology provided by or owned

by Catholic Charities to clergy, employees and volunteers is the property of Catholic Charities and

may be accessed by authorized Catholic Charities representatives for review, storage, auditing, and

monitoring without notice to or permission from any user or employee. Catholic Charities also

reserves the right to audit or track communication transmissions via technology that is the property

of Catholic Charities.

Employees should not assume a right to privacy or confidentiality relating to electronic

communications over the diocese’s systems. Authorized Catholic Center and Catholic Charities

personnel have a right to inspect, monitor, disclose, disseminate, and delete any and all electronic

communications, data files or documents. By signing the Receipt of Handbook acknowledgement,

employees expressly consent to monitoring, auditing, review, and storage of any documents, files, or

communications created, transmitted, or stored on any computer, smart phone, telephone, or other

technology resources owned or supplied by Catholic Charities.

Employees may not access, use or disclose non-public personal or confidential information without

appropriate authorization, in writing, from their supervisor and must take necessary precautions to

protect confidentiality of non-public personal or confidential Catholic Charities information in the

performance of their duties.

Catholic Charities strives to maintain a workplace that is free of harassment and sensitive to our

employees. Therefore, Catholic Charities prohibits the use of computers and the email system in

ways that are disruptive, offensive to others, harassing, or harmful to morale, or that violate any

policies in this Employee Handbook.

It is prohibited to knowingly display, download, or email sexually explicit images and messages.

Other examples of unacceptable computer usage include (but are not limited to) ethnic slurs, racist

comments, offensive jokes, or anything that may be seen by another reasonable person as

harassment or disrespectful.

Catholic Charities employees and volunteers may not use email nor other Catholic Charities

communication networks to solicit others for commercial ventures or political causes.

Employees should notify their supervisor, the Chief Executive Officer, or any member of

management if they learn about a violation of this policy or discover inappropriate material being

stored or transmitted by Catholic Charities technology. Employees who violate this policy are

subject to disciplinary action, up to and including dismissal.

Participation in Online Publications/Forums/Blogging/Social Media

There is no expectation of privacy about what any employee posts or communicates on a public

space. Any use of social media, including, but not limited to, blogging/vlogging, Facebook,

28 Revised July 22, 2024

Instagram, Twitter, or TikTok that violates any Catholic Charities policy, including the harassment

policy, may lead to discipline up to and including dismissal. Employees are not authorized to speak

on behalf of Catholic Charities/the diocese in any blog or online forum. Therefore, employees

should identify themselves when discussing Catholic Charities and should include the following

disclaimer in all of their postings to public forums:

“The views, opinions, and judgments expressed in this message are solely those of the author. The

message contents have not been reviewed or approved by Catholic Charities of the Diocese of

Raleigh.”

Employees should note that, even with a disclaimer, a connection with Catholic Charities exists, and

a statement could be imputed to Catholic Charities. Therefore, employees should not rely on

disclaimers as a way of insulating Catholic Charities from the comments and opinions they

contribute to forums. Communications must not reveal information about Catholic Charities’

confidential information.

Note: Employees who, with the approval of the bishop or an authorized diocesan official, are writing or responding on

behalf of the diocese, regarding diocesan approved business, through the use of these media are exempt from this policy.

Link to Minors’ Social Media

Employees of the diocese who work with minors shall maintain separate, non-personal social media

accounts for the purposes of communicating with minors for educational- and

extracurricular/school- related matters. Under no circumstance shall a teacher, coach, or adult

connect with, friend-request, or direct message a student or minor via a personal social media

account. Failure to adhere to this policy may result in disciplinary action up to and including

dismissal.

News Media Relations

Catholic Charities employees may not grant interviews to the media without prior approval of the

Catholic Charities Director of Communications. With respect to Catholic Charities matters which

are appropriate for public knowledge, it is the policy of Catholic Charities to cooperate with news

media inquiries and communicate truthfully with the media.

If the request comes to a regional office, the reporter should be directed to contact the Director of

Communications, who will contact the reporter to determine the topic and the suitability of granting

the interview.

If the request comes to a Catholic Charities office, the employee should ask the reporter for their

name, the name of the publication, television or radio station, a telephone number, topic which the

reporter wishes to discuss and the reporter’s deadline. The employee should inform the reporter that

a return call/email will be forthcoming. The employee should contact the Director of

Communications for instructions on how to proceed. Courtesy and common sense should always be

used when dealing with reporters.

29 Revised July 22, 2024

Note: Nothing in this policy is intended to or will be applied in a manner to limit employee complaints or discourse

otherwise protected by law.

Computer Software Policy

Catholic Charities recognizes that computer software written for all computers is intellectual

property and is usually protected by copyright rules established by the United States. Further,

Catholic Charities recognizes that protecting the investment of companies who develop computer

software also protects those companies and allows them to gain a fair return on their development

costs, and thus allows those companies to continue to produce enhancements and advancements to

the software.

Catholic Charities also recognizes that it has a unique position of influence in the community and

must make every effort to uphold the law and respect for property, including intellectual property.

The Catholic Charities policy regarding the illegal duplication and use of pirated software requires all

Catholic Charities employees to comply with the law, Anyone who purchases a copy of software

has the right to load that copy of software onto a single computer and make another copy for

archival (backup) purposes only. It is illegal to use that software on more than one computer or to

make or distribute copies of that software for any other purposes unless specific permission has

been obtained from the copyright owner.

All Catholic Charities employees are subject to United States copyright laws. Illegal reproduction of

software by employees may result in their being personally liable in a civil suit for damages, face

criminal liability, and be subject to fines and/or jail terms.

Employees of Catholic Charities who are found copying or found to have copied software for other

than backup purposes, without the permission of the owner of the software, are subject to

disciplinary action, up to and including dismissal. All multi-use software, such as software written for

networks, must be used in accordance with the license agreement.

An employee must contact the Information Systems and Technology Manager in the following

circumstances:

• When seeking permission from a software company to copy a piece of software.

• When seeking permission to copy software written by Catholic Charities.

• When volunteers are asked to use their software on a Catholic Charities computer system.

• When wishing to obtain a multiple copy or an educational discount license.

• When disposing of obsolete computer equipment.

Any employee who determines that there may be a misuse of software must notify their supervisor

and the Information Systems and Technology Manager.

30 Revised July 22, 2024

TIME AWAY FROM WORK

Vacation

Vacation leave with pay is granted to eligible employees to provide opportunities for rest, relaxation,

and personal pursuits. Employees in the following employment classifications are eligible to use

vacation leave as described in this policy:

Employees who work fewer than 20 hours per week are not eligible for vacation. Vacation must be

requested and approved in advance, in keeping with policy and operational needs of the location.

Vacation is pro-rated according to the number of regular hours and days per week worked on a

regular basis. Vacation time is paid at the employee’s base pay rate at the time the leave is taken. The

amount of paid vacation time an employee receives each year increases with the length of their

employment as shown in the following schedule.

Vacation Granting Schedule

Total Years of Eligible

Service

Maximum Vacation

Hours Monthly

(first year)

Vacation Days

Granted Yearly

Maximum Balance

(with Carryover)

Less than 1 year*

Granted up to 6.67 hours

per month worked in fiscal

year

based on a 40-hour work

week (pro-rated)

Maximum 10 days Maximum 15 days

After 1 fiscal year n/a Maximum 10 days Maximum 15 days

After 5 fiscal years n/a Maximum 15 days Maximum 20 days

After 10 fiscal years n/a Maximum 20 days Maximum 25 days

*May be taken after 3 months of employment or with prior approval of manager/supervisor.

Employee Type

Working

Months

Per Year

Qualifies for Vacation Policy?

Regular Full-time

(30+ hours per week)

Yes; pro-rated to correlate with regularly scheduled

weekly hours.

Regular Part-time

(20-29 hours per week)

Yes; pro-rated to correlate with regularly scheduled

weekly hours.

31 Revised July 22, 2024

Years of eligible service are calculated on the basis of a “benefit year,” which is the 12-month period

that begins July 1 and ends on June 30 of the following calendar year. Milestone vacation balance

will be granted on July 1 following the milestone anniversary.

Example: Employee whose fifth-year anniversary is November 1, 2024, will receive an additional

week of vacation on July 1, 2025 up to the maximum allowable days per the Vacation Granting

Schedule.

Minimum Increment of Use, Requesting Vacation

Paid vacation leave may be used in minimum increments of one-quarter hour. To take vacation,

employees should request advance approval from their supervisors. Requests will be reviewed based

on a number of factors, including business needs and staffing requirements. Vacation requests may

be denied by supervisors if the absence will disrupt or burden operations.

Unused Vacation Rollover

In the event that available vacation is not used by the end of the benefit year, up to equivalent of

one week will automatically roll over to the next benefit year. Vacation shall not be paid out in lieu

of carryover to the next fiscal year.

Status Change During Fiscal Year

Employees who move from one benefits status to another (upward or downward in regular hours

per week) will have their vacation time translated to the equivalent balance on their effective date. In

the event that the employee is changing from regular full-time to regular part-time, vacation will be

prorated, and the excess balance will be paid out to the employee.

Length of Service and Eligibility

Employee’s eligibility for vacation is based on years of service in a benefits-qualifying category. That

is, if an employee is working at least 20 hours per week on a regular basis, years of continuous

service in that eligible category count toward total years of service. Years of service in positions

working fewer than 20 hours per week are not counted toward total years of service for the

purposes of calculating vacation. Employees returning to the diocese after a break in service of six

months or more return to a new eligibility under new length of service.

Vacation Balance at Termination of Employment

Upon termination of employment, employees may be paid for unused vacation time. Employees

must give and work a minimum of two weeks’ notice, or the vacation balance will not be paid and

will be forfeited. Holidays are not considered time worked for the purposes of this policy. Vacation

time may not be used in lieu of days worked after notice is given.

32 Revised July 22, 2024

Holidays

Holiday leave is granted to all Catholic Charities employees on the holidays listed below:

New Year’s Day

Martin Luther King, Jr. Day (third Monday in January)

Good Friday

Easter Monday

Memorial Day (last Monday in May) ***

Independence Day***

Feast of the Assumption*

Labor Day (first Monday in September) ***

Day before Thanksgiving

Thanksgiving (fourth Thursday in November)

Day after Thanksgiving

Feast of the Immaculate Conception **

December 24th through December 31

****Floating Holiday: President’s Day,

Juneteenth National Independence Day,

Indigenous Peoples Day,

or Veteran’s Day

* Holiday will be celebrated only if the day is a day of obligation. Also, should this day fall on a

weekend or other non-working day, the day off does not transfer to another day.

** Holiday will be celebrated should it occur Monday through Friday.

*** Catholic Charities offices will be closed at 12 noon on the business day prior to this holiday.

****Employees may elect one of the four (4) Federal Government Holidays listed to be used as a

Floating Holiday.

According to applicable definitions, the employer will grant paid holiday leave to all eligible

employees immediately upon assignment to an eligible employment classification. Holiday pay will

be calculated based on the employee’s straight-time pay rate (as of the date of the holiday) multiplied

by the number of hours the employee would otherwise have worked on that day.

Eligible employee classification(s):

• Regular full-time employees

• Regular part-time employees

Should the holidays of New Year’s Day or Independence Day fall on a Saturday, the preceding

Friday will be taken as the holiday. Should the holidays of New Year’s Day and Independence Day

fall on a Sunday, the following Monday will be taken as the holiday.

If a recognized holiday falls during an eligible employee’s paid vacation, holiday pay will be

provided. In order to receive Holiday pay, an employee must work the day before, the day

of, in the event holiday warrants a half-day closure, and the day after holiday, unless

specifically approved in advance. Additionally, Holiday pay will not be paid if an employee

has given two-weeks’ notice and holiday (day, or days) fall at the end of said notice.

33 Revised July 22, 2024

Employees required to work on holidays may exchange the actual holiday for a day within the same

work week to take off in lieu of the holiday. Holidays are paid at the employees’ regular rate of pay

and will not be counted as hours worked for the purposes of determining overtime for non-exempt

employees.

Early departure for approved holidays should be recorded as ‘holiday’ time.

Sick Leave

Catholic Charities provides paid sick leave to all eligible employees for short-term absence due to

illnesses or injuries. Eligible employee classifications:

• Regular full-time employees

• Regular part-time employees

Eligible employees are granted equivalent hours to 30 days of sick leave at the beginning of their

employment. If the sick leave balance drops below this amount, employees then accumulate hours

equivalent to one-half of one sick day for each month of service up to the maximum of 30 days.

Paid sick time balance will be prorated for employees who work fewer than 40 hours per week.

Employees who are unable to report to work due to illness or injury should notify their direct

supervisor before the scheduled start of their workday, whenever possible. Acceptable forms of

notification include phone calls, voice mail messages, emails, and text messages. The direct

supervisor must also be contacted prior to the scheduled start of the workday on each additional day

of absence.

If an employee absence lasts four or more consecutive days due to illness or injury, the employee

and their supervisor must contact HR Generalist to discuss whether they may qualify for Paid

Employee Family Medical Leave (see “Leaves of Absence” policies).

Before returning to work from a sick leave absence of three days or greater, an employee will be

required to present a physician’s statement verifying the absence, and that they may safely return to

work.

Sick leave rate of pay will be calculated based on the employee’s base pay rate at the time of absence

and normal hours worked.

Sick leave is intended solely to provide income protection in the event of illness or injury to the

employee and/or to the care for a sick or injured child, spouse, or parent under their direct care.

Sick leave may be used for the following types of appointments (for the employee, dependent minor

child of the employee, or, in the case of incapacity, the employee’s spouse): well-care/preventive

care, dental appointments, or eye appointments.

Sick leave may not be used for any other purpose.

Repeated use of unscheduled sick time on or adjacent to weekends, holidays, or vacation, regardless

of the number of consecutive days, may result in disciplinary action, up to and including termination

34 Revised July 22, 2024

of employment. In situations of a pattern or clear instance of abuse, a supervisor may require a

doctor’s note or other medical documentation to verify that an employee’s use of paid sick leave was

consistent with this policy, even if the use of paid sick leave was for three consecutive workdays or

less.

Upon termination of employment, whether voluntary or involuntary, the separating employee shall

not be entitled to any payment for any unused sick leave.

Sick leave may not be donated nor transferred to another employee.

Inclement Weather

In the event that inclement weather results in the closure of a Catholic Charities office, hours

scheduled but not worked due to the closure shall be recorded as ‘Facility Closure,’ correlating with

the employee’s regular start and/or end time.

If a location is open for business, but the employee is unable to get to the location because of

inclement weather, they may use vacation to cover the absence.

Parental Leave for School Activities

Pursuant to North Carolina General Statute § 95-28.3, employees who are the parents, guardians or

legal representatives of school-aged children shall be entitled to four hours per year of leave to

attend or otherwise be involved at their child’s school. The four hours do not have to be taken at

one time but can cover several visits to a school. For purposes of this policy, a “school” includes

public and private schools, preschools, and child day care facilities as defined by North Carolina law.

This parental leave shall be subject to the following rules:

• Any employee requesting leave must submit a written request for leave to their supervisor at

least 48 hours before the leave.

• The leave shall be at a mutually agreed time between the supervisor and the employee.

• The employee must furnish a written statement provided by the child’s school verifying that

the employee attended or was involved at the school during the time of leave.

Bereavement Leave

If an employee wishes to take time off due to the death of an immediate family member, the

employee should notify their supervisor immediately. Paid bereavement leave will be provided to

eligible employees in the following classifications:

• Regular full-time employees

• Regular part-time employees

Bereavement pay is calculated based on the base pay rate at the time of absence. Bereavement leave

will be granted as follows, and must be used within 30 days of death:

• Five Days - Spouse, parent/legal guardian, child, sibling

• Three Days - Other family members

35 Revised July 22, 2024

Special consideration may also be given to any other person whose association with the employee

was similar to any of the above relationships. These special requests must be recommended by the

employee’s supervisor and approved by the Chief Executive Officer.

Time Off to Vote

Catholic Charities encourages employees to fulfill their civic responsibilities by voting. If an

employee is unable to vote in a national, state, or local election during their non-working hours, the

employer will grant up to two hours of paid time off to vote.

Employees should request time off to vote from their supervisor at least three business days prior to

election day, so that the necessary time off can be scheduled at the beginning or end of the workday

in order to provide the least amount of disruption to the normal work schedule.

Jury Duty

Catholic Charities encourages employees to fulfill their civic responsibilities by serving jury duty

when required. Jury duty pay will be calculated on the employee’s base pay rate times the number of

hours the employee would otherwise have worked on the day(s) of absence. Employee

classifications that qualify for paid jury duty leave are:

• Regular full-time employees

• Regular part-time employees

Employees must show the jury duty summons to their supervisor as soon as possible to verify the

reason for their absence. Early notice will also allow the supervisor to make arrangements to

accommodate the employee’s absence. The employee is expected to report for work whenever the

court schedule permits. Either Catholic Charities or the employee may request an excuse from jury

duty if, in Catholic Charities’ judgment, the employee’s absence would create serious operational

difficulties.

Catholic Charities will continue to provide health insurance benefits for the full term of the jury duty

absence.

Accrual for benefits calculations, such as vacation, sick leave, or holiday benefits, will not be affected

during paid jury duty leave.

Witness Duty

If an employee has been subpoenaed as a witness by Catholic Charities, they will receive paid time

off for the entire period of witness duty.

Eligible Categories:

• Regular full-time employees

• Regular part-time employees

Eligible employees will be granted a maximum of 15 hours of paid time off to appear in court as a

witness at the request of a party other than Catholic Charities. Employees will be paid at their base

36 Revised July 22, 2024

rate and are free to use any remaining vacation leave benefits to receive compensation for any period

of witness duty absence that would otherwise be unpaid.

The subpoena is to be shown to the employee’s supervisor immediately after it is received to verify

the reason for absence. Early notice will also allow the supervisor to make arrangements to

accommodate the employee’s absence. The employee is expected to report for work whenever the

court schedule permits.

Paid Employee and Family Medical Leave

Catholic Charities provides location-paid employee and family medical leave to eligible employees as

an enhancement to, and in compliance with, the Family and Medical Leave Act (FMLA). In general,

the diocesan paid employee and family medical leave policy closely follows FMLA guidelines and

regulations.

Employees must follow the specified guidelines and procedures to receive payment under this

policy. If an employee does not follow the guidelines and procedure required to receive paid leave,

in some circumstances, they may still qualify for unpaid FMLA leave. Paid employee and family

medical leave, if approved, also counts as FMLA leave, up to the 12-week maximum. Paid employee

and family medical leave entitlements will be measured on a rolling twelve-month basis.

Each leave case is unique and should be discussed with diocesan Human Resources to determine

length and course of action.

Eligibility for Paid Leave

In keeping with the FMLA, employees are eligible for covered, paid, job-protected leave if they have

worked for Catholic Charities for at least 12 months and have worked 1,250 hours over the 12

months immediately prior to the start of leave.

Maximum Paid Benefit

Maximum paid benefit not to exceed twelve (12) weeks in a fifteen (15) month rolling period for the

same qualifying event.

Basic Leave Entitlement

Eligible employees may take a maximum of twelve (12) weeks paid, job-protected leave consistent

with their regularly scheduled hours for the following reasons:

• For incapacity due to pregnancy, prenatal medical care, or childbirth;

• To care for the employee’s child after birth, or placement for adoption or foster care, or

• To care for the employee’s spouse, son or daughter, or parent, who has a serious health

condition; or

• For a serious health condition that makes the employee unable to perform the employee’s

job.

Definitions

A serious health condition is an illness, injury, impairment, or physical or mental condition that

involves either an overnight stay in a medical care facility, or continuing treatment by a health care

37 Revised July 22, 2024

provider for a condition that either prevents the employee from performing the functions of the

employee’s job or prevents the qualified family member from participating in school or other daily

activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of

incapacity of more than three consecutive calendar days combined with at least two visits to a health

care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or

incapacity due to a chronic condition. Other conditions may meet the definition of continuing

treatment.

"Spouse" means a husband or wife. "Child" means biological, adopted, or foster child, a stepchild,

legal ward, or a child being raised by the employee. The child must be either under 18 years of age,

or 18 and older and incapable of self-care because of a mental or physical disability for Basic Leave

Entitlement; for Military Leave Entitlement, the child may be of any age. "Parent" means biological

parent, or a non- biological parent who had primary responsibility for raising the employee. This

term does not include "parents-in-law.” “Next of kin” of a covered service member means the

nearest blood relative other than the covered service member’s spouse, parent, son, or daughter,

unless the covered service member has designated a specific blood relative in writing for purposes of

military caregiver leave under FMLA.

Both Spouses Employed by the Diocese of Raleigh

In certain circumstances, when two spouses work for the same entity (i.e., within the Diocese of

Raleigh), certain FMLA leave balances must be split between the two spouses. Contact diocesan HR

for more details.

Military Family Leave Entitlements

Eligible employees with a spouse, son, daughter, or parent who is a service member on covered

active duty may use their 12-week entitlement to address certain qualifying exigencies. Covered

active duty means: 1) in the case of a member of a regular component of the Armed Forces, duty

during the deployment of the member with the Armed forces in a foreign country; and 2) for service

members of a reserve component of the Armed Forces or the National Guard in support of a

contingency operation. Qualifying exigencies may include attending certain military events, arranging

for alternative childcare, addressing certain financial and legal arrangements, attending certain

counseling sessions, and attending post deployment reintegration briefings.

Paid Leave Period and Calculation of Pay

Eligible employees may take a maximum of twelve (12) weeks paid employee and family medical

leave consistent with their regularly scheduled hours during a "rolling leave year,” defined as the 12-

month period measured from the date an employee uses any leave under this policy. Leave must be

certified by an appropriate, licensed health care provider.

Employees are entitled to up to 26 weeks of leave in a 12-month period measured forward for

Military Caregiver Leave Entitlement. Up to 12 weeks of this may be paid leave. Additional leave

may be taken up to 26 weeks, but will be unpaid, in keeping with FMLA regulations.

38 Revised July 22, 2024

Employee Responsibilities

• Employees must provide 30 days advance notice of the need to take paid employee and

family medical leave when the need is foreseeable. When 30 days’ notice is not possible, the

employee must provide notice as soon as practicable and generally must comply with the

diocese’s normal sick and absence call-in procedures.

• Employees must provide sufficient information for the diocese to determine if the leave may

qualify for paid employee and family medical leave and FMLA protection, and to determine

the anticipated timing and duration of the leave. Sufficient information may include that the

employee is unable to perform job functions; the family member is unable to perform daily

activities, the need for hospitalization or continuing treatment by a health care provider, or

circumstances supporting the need for military family leave.

• Employees must also inform the diocese if the requested leave is for a reason for which

FMLA (paid or unpaid) leave was previously taken or certified within the past 12 months.

Notification of Eligibility

The diocese will inform an employee requesting paid employee and family medical leave whether the

employee is eligible under the guidelines of the FMLA. If the employee is eligible, the notice to the

employee will specify additional employee rights and responsibilities. In addition, the diocese will

inform the employee if the leave will be designated as FMLA-protected and the amount of leave

counted against the employee’s leave entitlement. If the employee is not eligible, the diocese will

notify the employee that the leave is not FMLA-protected, and therefore not paid employee and

family medical leave, and provide a reason for the ineligibility.

Medical Certification

For leave for medical reasons, medical certification by the health care provider must be obtained and

submitted within 15 calendar days of an FMLA request. Leave may be denied if the certification is

not timely submitted, is incomplete, or insufficient. If the certification is timely received but is

incomplete, an employee will be advised of information needed and given seven days to provide the

required information to enable the diocese to make a decision. Leave may be denied if an employee

does not provide this information. The diocese may request a second medical opinion and designate

the health care provider if the certification is questionable. If the first and second medical opinions

differ, the diocese may require a third opinion which will be final. Any required second and third

certification expenses will be paid by the diocese.

Medical recertification may be requested every 30 days unless the original certification was for a

longer period, or circumstances have changed significantly. In all cases, the diocese may request a

recertification of a medical condition every six months in connection with an absence by the

employee. Recertification may be requested under other circumstances as specified, in keeping with

FMLA regulations.

Upon return, the employee must submit to diocesan Human Resources medical certification of their

ability to return to work. The diocese may deny work to employee failing to provide valid fitness for

duty certificates. Employees taking paid employee and family medical leave must contact diocesan

Human Resources monthly to report their intention to return to work. Any employee who decides

he or she does not intend to return to work with Catholic Charities at the conclusion of leave must

immediately inform diocesan Human Resources. Payment for paid FMLA leave will end

39 Revised July 22, 2024

immediately upon the employee informing diocesan Human Resources he or she does not intend to

return to work with Catholic Charities at the conclusion of leave. The end of payment for paid

FMLA leave will not affect any entitlement an employee may have to unpaid FMLA leave under

federal law.

Certification of Need for Military Leave

The diocese will require certification of the need for Military Exigency Leave and Military Caregiver

Leave. Employees requesting such leave must provide certification within 15 days, except under

unusual circumstances. Failure to do so may result in delay or denial of paid employee and family

medical leave.

Intermittent Leave

Leave may also be taken intermittently or on a reduced leave schedule when medically necessary.

Employees must make reasonable efforts to schedule leave for planned medical treatment so as not

to unduly disrupt operations. Leave due to qualifying exigencies may also be taken on an

intermittent basis.

Employees requiring intermittent or reduced leave for foreseeable medical treatment for their own

or a family member’s serious health condition may be temporarily reassigned during the leave period

to a position with the same pay and benefits that better accommodates a reduced or intermittent

schedule.

Employees may not take intermittent leave for the birth, adoption, or placement for foster care of a

child.

Benefits

During paid employee and family medical leave, in keeping with FMLA regulations, the diocese will

maintain health coverage under its group health plan on the same terms as if the employee

continued to work. Upon return from leave, most employees will be restored to their original or

equivalent positions with equivalent pay, benefits, and other employment terms.

The employee will not accrue additional leave such as vacation or sick while on paid employee and

family medical leave, but those days accrued by the employee up to the beginning of leave will not

be lost.

Status After Leave

Employees who return to work before or on the business day following the expiration of the

approved leave period will be returned to their job or an equivalent position with the same benefits

and pay. However, employees on leave will have no greater right to reinstatement than if they had

been actively employed. If the need for leave was due to the employee's own serious health

condition, the diocese will require that the employee provide medical certification that they are able

to return to work.

Other Provisions

Employees may not engage in gainful employment during any approved leave. This includes any

work, whether full or part-time, for any parish, school, or other entity that is part of the diocese.

40 Revised July 22, 2024

Violation of this provision will result in dismissal. In addition, any intentional misrepresentation to

obtain or continue a leave of absence constitutes grounds for dismissal.

Miscellaneous Paid Employee and Family Medical Leave Information

The following statement also applies to the diocese paid employee and family medical leave policy,

in keeping with the FMLA: it is unlawful for an employer to interfere with, restrain, or deny the

exercise of any right provided under the FMLA and discharge or discriminate against any person for

opposing any practice made unlawful by FMLA or for involvement in any proceeding under or

relating to the FMLA. An employee may file a complaint with the U.S. Department of Labor or may

bring a private lawsuit against an employer. The FMLA does not affect any federal or state law

prohibiting discrimination or supersede any state or local law or collective bargaining agreement

which provides greater family or medical leave rights.

Americans with Disabilities Act (ADA)

The diocese is committed to equal opportunity in all aspects of employment for qualified individuals

with a disability. In accordance with the Americans with Disabilities Act (ADA) and state law, and

consistent with Catholic Charities’ Equal Employment Opportunity and Harassment-Free

Workplace Policies, it is Catholic Charities’ policy to provide reasonable accommodations in

employment to qualified individuals with disabilities unless the accommodation would impose an

undue hardship on the operation of Catholic Charities’ daily business operations or would change

the essential functions of the position. Retaliation against an individual with a disability for utilizing

this policy is prohibited.

Each leave case is unique and should be discussed with diocesan Human Resources to determine

length and course of action.

41 Revised July 22, 2024

Unpaid Family and Medical Leave

(As required by the Family Medical Leave Act)

Catholic Charities provides FMLA leave to eligible employees in compliance with the Family and

Medical Leave Act. An employee may, in rare circumstances, qualify for FMLA as federally

mandated leave, but not qualify for the diocesan paid leave program. All leave cases should be

presented timely to diocesan Human Resources for full consideration.

Family/Medical Leave entitlements will be measured on a rolling twelve-month basis. For example,

if an employee used four weeks of leave beginning March 1, 2011, four weeks of leave beginning

June 1, 2011, and four weeks of leave beginning December 1, 2011, the employee would not be

entitled to any additional leave until March 1, 2012. On March 1, 2012, the employee would be

entitled to four weeks of leave and on June 1, 2012, the employee would be entitled to an additional

four weeks of leave, and so on.

Employees are eligible for a covered FMLA job-protected leave if they have worked for the diocese

for at least 12 months and have worked 1250 hours over the previous 12 months.

Note: Qualified spouses working for the diocese may only take a combined total of 12 weeks for the birth, adoption,

or placement of a child into foster child, or to care for a parent with a serious medical condition; or a combined total of

26 weeks to take leave to care for a covered service member.

Basic Leave Entitlement

Eligible employees may take up to 12 weeks of unpaid, job protected leave for the following reasons:

• For incapacity due to pregnancy, prenatal medical care or childbirth;

• To care for the employee’s child after birth, or placement for adoption or foster care, or

• To care for the employee’s spouse, son or daughter, or parent, who has a serious health

condition; or

• For a serious health condition that makes the employee unable to perform the employee’s

job.

Definitions

A serious health condition is an illness, injury, impairment, or physical or mental condition that

involves either an overnight stay in a medical care facility, or continuing treatment by a health care

provider for a condition that either prevents the employee from performing the functions of the

employee’s job or prevents the qualified family member from participating in school or other daily

activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of

incapacity of more than three consecutive calendar days combined with at least two visits to a health

care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or

incapacity due to a chronic condition. Other conditions may meet the definition of continuing

treatment.

"Spouse" means a husband or wife. "Child" means biological, adopted, or foster child, a stepchild,

legal ward, or a child being raised by the employee. The child must be either under 18 years of age,

or 18 and older and incapable of self-care because of a mental or physical disability for Basic Leave

Entitlement; for Military Leave Entitlement, the child may be of any age. "Parent" means biological

42 Revised July 22, 2024

parent, or a non- biological parent who had primary responsibility for raising the employee. This

term does not include "parents-in-law.” “Next of kin” of a covered service member means the

nearest blood relative other than the covered service member’s spouse, parent, son, or daughter,

unless the covered service member has designated a specific blood relative in writing for purposes of

military caregiver leave under FMLA.

Military Family Leave Entitlement