Updated: 12/3/2024

Dress Code

UMC Food employees contribute to our culture and reputation in the way they present themselves. Here are the policies guiding our dress code:

1. General

1. UMC Food will provide 2 shirts and a hat (upon request) for each employee. 

2. The remainder of the uniform will be the responsibility of the employee.

2. Uniform must include:

1. UMC Food Ministry Supplied Polo or T-Shirt

2. Long Black Pants

3. Non-skid black shoes.

4. UMC Food supplied hat.

3. Presentation

1. All uniforms must be clean and presentable. Employees may request additional shirts if theirs become unpresentable.

2. If the employee loses a uniform or comes to work with a dirty/unpressed uniform, the employee will be given an additional uniform, and a fee will be deducted from the employees next paycheck based on the price per uniform (see item H). 

3. When working in a kitchen and arriving at each site, UMC Food Ministry apparel must be worn and visible while on the clock. 

4. Fake eyelashes and fake nails are strictly prohibited.

5. Aside from earrings no larger than the size of a dime, and a smooth wedding band, jewelry is strictly prohibited.

6. Long hair must be pulled back using a hair tie.

7. A beard guard must be worn for long beards.

4. If separated from employment within 90 days, the employee will bear the responsibility of reimbursing UMC Food Ministry the purchase price of the clothing distributed, if not returned. The reimbursement prices are as follows, and will be deducted from your final paycheck:

1. T-Shirt (All Sizes): $13.00

2. Sweatshirt (All sizes): $28.00

3. Apron: $14.00

4. Hat: $10.0

5. Beanie: $9.00

Call Off Policy – Exempt & Non-Exempt

Call Offs:

• Calling off shifts is not preferred but we are sensitive to the fact that things happen.

• However, they are detrimental to our operation, and must be held accountable. 

• A call off the day of your shift will result in corrective action.

• You will have the opportunity to appeal your corrective action for the following circumstances:

• Sick: You or a family member is ill and needs attention or rest. To excuse the absence, you must obtain documentation from a medical professional and submit it to Human Resources. 

• Bereavement: The death of an immediate family member (Grandparent, Parent, Kid).

• Cover Shift: You may request another employee to cover the shift on your own doing. This employee cannot already be scheduled in another department. 

• Paid Time Off: If you have a sufficient balance in your paid time off balance to cover the absence, you may cash it in to avoid corrective action. Paid time off may not be advanced in this situation. 

• Contact the Director of Human Resources (Braden Watts – 513-237-8174 – accounting@umcfood.org) to initiate your appeal.

• A final ruling will be made between the Chief Executive Officer, Chief Operating Officer, and the Director of Human Resources.

Corrective Action:

• Corrective Action is the result of missing a shift, and if it is determined that it is unexcused, this will count as an occurrence.

• If call offs occur on consecutive days for the same reason, it will count as one occurrence. 

• Excessive call-offs will result in further discipline up to and including termination at the discretion of the Chief Executive Officer, Chief Operating Officer, and the Director of Human Resources. 

• Excessive call offs are defined as more than one day per month.

Drug Free Workplace Policy

(To be signed by ALL employees, and Parents if the worker is either (1) under the age of 18, or (2) over the age of 18 and driving the parent’s vehicle or operating under the parents’ insurance.)

• All employees, regardless of age, acknowledge that they are giving permission to UMC Food Ministry, as well as the outside company the organization may choose to employ to implement this policy, the express permission to (1) obtain the sample of either urine or hair, and (2) obtain and share the information contained in the results of this policy with the team outlined in the policy, consisting of UMC Food Ministry’s CEO, COO, and Director of HR without the further authorization other than this agreement.

• If the employee is under the age of 18, the parents acknowledge that they are giving permission to UMC Food Ministry, as well as the outside company UMC Food Ministry may choose to employ to implement this policy, the express permission to (1) obtain the sample of either urine or hair, and (2) obtain and share the information contained in the results of this policy with the team outlined in the policy, consisting of UMC Food Ministry’s CEO, COO, and Director of HR without the further authorization other than this agreement.

• The employee, if under the age of 18, expressly acknowledges, and gives permission to, the team outlined above, to share these results with their parents, and involve them in a potential treatment plan to address the issue at hand.

• It is understood that if an employee is involved in an auto accident where the use of illegal drugs/alcohol are involved, the result will be immediate termination, not eligible for rehire.

• It is understood that, while this policy contains a provision for retention of employment (except in the case of an auto accident), this 2nd chance policy is NOT guaranteed, and is only at the sole discretion of UMC Food Ministry represented by the team comprised of UMC Food Ministry’s CEO, COO, and Director of HR. The employee (and parents’, if appropriate) acknowledge the procedures involved in the policy entitled “OPTION NOT TO TERMINATE”.

• This agreement remains in effect from the date of the initial signature and concluding upon the termination of employment (Voluntary or Involuntary), unless withdrawn in writing by the employee. (If the employee is under 18 or operating their parent’s vehicle or under the parent’s insurance, then the parent must send written notification to the church of their withdrawal of this agreement).

Paid Time Off Policy – Exempt & Non-Exempt

Policy:

• All employees are subject to the paid time off policy. 

• We utilize an accrued time off policy, where you will earn time off based on the number of hours worked.

• The accrual schedule is based on length of service, and is administered as follows:

• 0-1 Year: 2.2% of hours worked.

• 1-4 Years: 4.4% of hours worked.

• 5+ Years: 6.6% of hours worked.

• Accruals begin immediately, but you are not eligible to use paid time off until after 90 days from the date of hire.

• Paid time off may be used for any reason; personal, sick days, vacation, etc.

• Hours may accumulate up to 80. If hours exceed 80, you must work with Human Resources to implement a spend down plan.

Termination of Employment:

• Upon termination of employment, you are eligible to receive your unused paid time off balance if you meet the following criteria:

• Length of service exceeds 1 year.

• Provide 2 weeks’ notice and work out the entirety of the notice.

Paychex Payroll Policy

Daily Timecards:

• Employees are solely responsible for recording their hours worked in Paychex. This is not the responsibility of management to fix it at the employee’s convenience. In the event of a missed punch (clock in, clock out), you will be paid for your time, but it may be delayed.

• Employees must punch in upon commencement of their shift and punch out at the conclusion of their shift in the Paychex app. This can be accomplished via cell phone or via kitchen manager computer if a phone is not available to the employee.

• Employees working more than 4 hours are entitled to a 10-minute paid break. If a break exceeds 10 minutes, the employee must clock out for the remainder of the break until returning to work.

Steps to be Paid for Missed Punch:

• If an employee neglects to punch in, out, or both, a “Timesheet Punch Submission Form” must be filled out stating the time the employee clocked in, out, or both.

• Timesheet Punch Submission Forms will also be accompanied by a Corrective Action Plan. Employees will provide reasoning for the missing punch and the steps they will take to prevent missing time punches in the future. Must be signed by both the employee and supervisor.

Steps to correct missing transfer of hours:

• If you are scheduled or asked to work in two different locations or programs (Ex. Trinity CNP, Trinity NSLP), you must transfer from your previous work location/program to the current location/program in Paychex prior to beginning work in the new location/program.

• If you forget to transfer your hours, you must fill out the “Timesheet Punch Submission Form”, stating the date, the location/program worked, and the time in and out. 

Submissions:

• “Timesheet Punch Submission Form” submissions will go directly to your kitchen manager.

• Kitchen managers are responsible for submitting Timesheet Punch Submission Forms for their kitchen each week to the accounting department. This can be done 3 ways:

• Scan & email to accounting@umcfood.org

• Send a picture to Braden Watts at 513-237-8174

• Send a copy in the mail bag.

• The accounting department will process the Timesheet Punch Submission Forms received from each kitchen and the hours will be paid out on the next paycheck to be processed.

Personal Vehicle Policy

Submission Requirements:

• Current copy of Driver’s License

• Current copy of Car Insurance. Carrier and date range of policy must be present.

Policy:

• If a van is not available to utilize for delivery routes, the employee must use their own vehicle to make daily deliveries. 

• UMC Food Ministry will reimburse the employee $0.40 for each mile driven from the kitchen to sites, and vice versa. Driving to and from home to work is not eligible for reimbursement. 

• Employees must track their start and end meter reads on their vehicle, and log each site delivered on a mileage sheet. These are to be completed weekly and submitted to the Chief Operations Officer for approval. These must be submitted by Monday the following week to receive timely reimbursement. 

• UMC Food Ministry is a drug free workplace. Therefore, drugs are not to be used when responsible for operating a vehicle during your employment. If you are found to be using drugs when driving a vehicle, you will be subject to termination. 

• Smoking in a vehicle is strictly prohibited when delivering UMC Food Ministry meals. If you are found to be smoking on deliveries, you will be subject to termination. 

Reporting:

• If you are involved in an accident, contact your supervisor as soon as possible. Your supervisor will then contact Human Resources.

• If you are injured while performing a delivery for any reason, please contact your supervisor as soon as possible. Your supervisor will contact Human Resources. A first report of injury will need to be completed as soon as possible. The church carries Workers’ Compensation Insurance to cover our employees who are injured on the job. 

Scheduling Policy

Policy:

• Your schedule is at the discretion of your supervisor and the Chief Operating Officer.

• As a business with fluctuating needs, there are sometimes inconsistent needs for the business.

• Employees must check their schedules daily to ensure they are assigned to work in the correct location and time. 

• Employees can view their schedule on the When I Work app. 

• Employees will be granted scheduling priority on a first come first served basis. As stated in the time off policy, all time off requests must be submitted at least 14 days in advance to the absence. This gives the staff time to plan for your absence.

Smoke Break Policy

Policy:

• Employees that smoke provide some unique challenges in our setting. Some of those challenges include:

• Setting an example for children whom we serve.

• Potential for impacting the food quality and taste through secondhand smoke. 

• Smelling of smoke while delivering food to child centers.

• Reputation of UMC Food Ministry as a premier food provider.

• To counter the above challenges, UMC Food Ministry institutes the following policy:

• You must clock out for all cigarette breaks, and clock back in after you are done.

• Cigarettes may NOT be smoked on the property of any kitchen facility; this includes outdoors on property owned by the church/organization where we have kitchens. You must go OFF property.

• Smoking may not occur on the property of any of our partner sites.

• Smoking may not be done with your UMC Food Ministry shirt is visible. You must either (1) cover up your shirt (2) change out of your shirt prior to taking a smoke break.

• Smoking in your car while food is in your vehicle is STRICTLY PROHIBITED.

• Smoking in UMC Food-owned vehicles, whether food is in the car or not, is STRICTLY PROHIBITED.

• Employees must thoroughly wash their hands and rid themselves of any smoke smell prior to returning to work.

Time Off Policy – Non-Exempt Employee

General Requirements:

• All time off requests must be entered into When I Work at least 14 days in advance. 

• Requests submitted less than 14 days in advance must be approved by your supervisor and the Chief Operating Officer.

• Time off requests are on a first come, first served basis. Your supervisor and the Chief Operating Officer will be responsible for determining the number of acceptable time off requests per week for your department.

Non-Exempt Employee Definition:

• An employee who is not exempt from overtime pay. That is, if the employee works over 40 hours that week, they will receive time and one half per hour for each hour worked over 40. 

Non-Exempt Employee Policy:

• Non-Exempt Employees do not need to have sufficient paid time off in their bank to fulfill all time off requests, as their schedules can be altered at the discretion of their kitchen manager, or the Chief Operating Officer based on needs for the given week.

• However, non-exempt employees are subject to the call off policy, and will be disciplined per the structure of the policy. 

Van Usage Policy

Requirements:

• Current copy of Driver’s License.

• Current copy of Car Insurance. Carrier and date range of policy must be present.

• 18 years of age or older. 

Basic Use of Van:

• Vans will be assigned by the Chief Operating Officer or the Kitchen Manager. 

• If a van is available to utilize for delivery routes, the employee must use the van over their personal vehicle. This is non-negotiable. 

• The kitchen where the van is located will have a Sign Out Sheet which will include the driver’s name, signature, date, time the van is taken out and time the van is returned. The driver must fill this out before leaving and complete it upon return.

• Once in the van, the driver must fill out the initial mileage before the trip starts and fill out the final mileage upon return as well as initialing the mileage log.

• The driver must clean out the van at the end of the trip including all of their personal items and any messes that occurred during the trip. The van must be completely clean at the end of each day.

Fuel:

• If during the trip, the van has a ¼ tank of gas or less, the driver must fill the vehicle before returning to the respective kitchen.

• Each van is equipped with a credit card exclusively for the use of fuel purchases.

• Before leaving the van to use the credit/gas card, you must write your name and date on the credit/gas card log.

• After returning to the vehicle, write in the item(s) purchased and the amount of the purchase, print your name on the receipt, and put the receipt in the receipt pouch in the binder.

Maintenance:

• Each time a driver starts a trip, you need to check the oil change sticker to see when the next oil change is due.

• If you reach the mileage for the next oil change during your trip (or if you notice that the van is already over the mileage threshold), you must notify the Kitchen Manager and the Chief Operating Officer upon return.

• If you notice any other issues with the van that need to be addressed, you need to notify the Kitchen Manager and the Chief Operating Officer immediately.

• The Chief Operating Officer will set up maintenance as needed.

Behavior:

• UMC Food Ministry is a drug free workplace. Therefore, drugs are not to be used when responsible for operating a vehicle during your employment. 

• Smoking in a vehicle is strictly prohibited when delivering UMC Food Ministry meals. 

• When operating a UMC Food Ministry van, you are representing the company. Please be respectful on the road and do not bring unwelcome attention to the company. 

• Violating the following practices will result in disciplinary action, up to and including termination.

UMC Food Ministry Insurance:

• UMC Food Ministry carries owned and non-owned liability insurance. 

• Concerning the automobile coverage that UMC Food Ministry carries, the owner of the vehicle will be responsible for providing the Primary Liability and Physical Damage for the vehicle while being used during their employment with the church and its ministries. 

• UMC Food Ministry policy is EXCESS of the owner’s policy and available to protect the Church’s interest only.

• The church and its insurance carrier have a right at any time to request a Motor Vehicle Report on any driver in its employ, and to make decisions on an employee’s ability to drive based upon the results of said report.

Reporting:

• If you are involved in an accident, contact your supervisor as soon as possible. Your supervisor will then contact Human Resources.

• If you are injured while performing a delivery for any reason, please contact your supervisor as soon as possible. Your supervisor will contact Human Resources. A first report of injury will need to be completed as soon as possible. The church carries Workers’ Compensation Insurance to cover our employees who are injured on the job.