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Standard & Procedure Name:Work Schedules and Reporting Time
Scope:Field Staff
Revision Date:July 22, 2016
Last Review Date:June 16, 2023


The nature of field ministry often demands that work be performed at various times throughout the week, including evenings, weekends, and sometimes holidays. Measuring a work week is not as simple as working from eight to five, Monday through Friday. Reliant recognizes that ministry staff will tend to have variable schedules and spread their work out during the course of a week. In light of this, employees should concentrate on accomplishing job objectives and responsibilities in a given week and not merely on counting the number of hours worked.

Flextime

Flextime is where an employee has flexible work hours instead of set hours. Employees have flexible work hours within the work week, to the extent approved by their supervisor, in order to accommodate the variable demands of ministry. Some Reliant employees, especially Administrative employees, may or may not have flexible work hours, depending on the work parameters determined by their supervisor.

Absenteeism

Employees must request time off in advance for any Paid Time Off (PTO) & Holidays and all leaves of absence. In the case of absence due to illness or accident, the employee must notify their supervisor as soon as possible. All unexcused absences are considered incidents of absenteeism. Supervisors should notify their Program Team  when an employee incurs three (3) or more unexcused absences within a six (6) month period. Reliant will determine, with the help of the supervisor, the reasons behind the unexcused absences and determine the appropriate action to be taken. Employees may be subject to discipline or termination for absenteeism.

Defining the Work Week

The established work week for Reliant begins at 12:00 a.m. on Monday and ends at 11:59 p.m. on Sunday. Since field ministry work often does not have clearly defined ending points, employees may sometimes work more than the traditional 40 hours a week to accomplish their ministry responsibilities.

Time Cards

Hourly Time Cards

Reliant employees working fewer than 20 hours per week must report their hours worked to Reliant. This is done each month based on the process below and the deadlines established each year. These can be found on your time card as well as listed below. 

Reliant employees who work Full-Time, PT-30, PT-25, or PT-20 (see Field Staff Statuses) are not responsible for reporting back to the Reliant office how their time is spent accomplishing job responsibilities. However, your local church or ministry may require some form of regular feedback for how you are using your hours and accomplishing your roles. Reliant employees are responsible for following any local church or ministry guidelines for accountability in roles or hours.

Time Card Deadlines for 2024

Time Card Deadlines for 2024
End of time periodSubmission DeadlinePay Date
1/31/20242/1/20242/15/2024
2/28/20243/1/20243/15/2024
3/31/20244/1/20244/15/2024
4/30/20245/1/20245/15/2024
5/31/20246/1/20246/14/2024
6/30/20247/1/20247/15/2024
7/31/20248/1/20248/15/2024
8/31/20249/1/20249/13/2024
9/30/202410/1/202410/15/2024
10/31/202411/1/202411/15/2024
11/30/202412/1/202412/13/2024
12/31/20241/2/20251/15/2025

Submitting an Hourly Time Card

Instructions for the first time you are opening the Hourly Time Card file

  1. Log into your Reliant Google Account on this browser. You can do this at mail.reliant.org or drive.reliant.org.
  2. Open the file titled: Last name, First Name (Your Name) (Current Year) Time Card shared with you by timecards@reliant.org.
  3. To make the file easier to find, you can bookmark the sheet to your browser or add it to your Google Drive by selecting "File" from the top menu bar then " Add to My Drive."
  4. Proceed to the instructions below

Instructions for submitting your time card for approval every month

  1. Enter your hours for the weeks covered by the month's time card tab.
  2. In the Missionary Approval blank, type your full name.
  3. Right-click the Missionary Approval cell and select "insert comment," then type: "+timecards@reliant.org I am submitting this time card" and select the blue Comment button to submit your comment. Click the comment box again, and in the Reply box, type "+firstname.lastname@reliant.org (substituting your supervisor's email). Please approve this time card" and click the blue Reply button to submit your reply.
  4. Your supervisor will then need to follow the instructions within the form (see Supervisor Approval) to type their name in the Supervisor Approval Box and to add a comment stating, "I approve this time card for (missionary name)."

No Time Card Submitted

If a missionary does not submit their time card within the deadlines, that time card will be locked and those hours must be reported on an exception time card. Reliant hourly employees are responsible for reporting their hours to Reliant within the Time Card Deadlines listed above. If an employee fails to submit three time cards within a year, Reliant will work with local leadership to discuss a corrective action plan. In extreme cases, Reliant may exit an hourly employee to Associate staff if non-compliance with the time card submission process and deadlines has been a recurring problem without acceptable corrective action taken on the part of the employee. In cases in which the local supervisor cannot resolve the situation effectively, additional regional leadership may be made aware of the situation to assist Reliant with a resolution.

Exception Time Card Process

For more information and links to the Exception time cards, see Exception Time Cards.

Order of Pay Restrictions

Reliant hourly employees must have submitted a time card by the deadline to be eligible to receive payments for expenses after salary in the Order of Pay the next month.  This rule applies to both employees in the scenario of a dually employed couple. No back pay or cabinet expenses will be paid if a time card was not submitted or if a time card was submitted late.

For example, if the time card with November hours was due by November 24, but the time card was locked, a November Exception Request was submitted November 28, it is considered late, and the hours contained on the exception time card will not be paid until January. In this scenario, the employed missionary (and spouse if both spouses are employed) will not be eligible to receive back pay in December (this same rule applies to the payment of reimbursements).

4 Comments

  1. Mike Swann

    Tom Mauriello and Dave Meldrum-Green, this is an old page from the GCM Policy Handbook. 

    I am going to re-write the timecard section, and I already explain some of this on Field Staff Statuses and Paid Time Off (PTO) & Holidays

    Do you see any need for this page any more, now that we are not the church?

     

  2. Dave Meldrum-Green

    Mike Swann the content still all looks very relevant for this page. Maybe you could link the Time Card section to the new section that you're re-writing in Solomon. But my preference would be to keep the page. 

  3. Tom Mauriello

    I agree.  Also, when you move the time card section, this one reads almost like everyone is assumed to be reporting on their time.  We don't do that anymore if we ever did so it can be noted for just hourly staff.

  4. Mike Swann

    Yes, I can keep this and will re-write it. And yes, part of the timecard re-write is getting out that old language.