'T'KOrESTA^ir ETISCO'TAL CHU'RCH HANDBOOK OF THE OVERSEAS DEPARTMENT THIRD EDITION hew rO%K: THE HATIOHAL COUHCIL • 1947 CHANGES IN THE REGULAR IONS PASSED AT THE NATIONAL COUNCIL JIEETING IN APRIL, 1947 Add to Par. 7: "If a newly-appointed missionary has had previous experience in the language in which he is to be workingj credit for such experience may be given at the discretion of the officers of the Depart¬ ment j except that in no case shall such person begin at the maximum salary." Add to Par. 9 : (insert before the final sentence) "and will include,, whenev^er practicalj a kitchen stovSj a refrigerator and modern plumbing^ such fixtures v;hen installed by the f'^ission becoming its proper t y. " Change Par. 49 to read: "The term of service in the Missionary District of Liberia is two yearSj with six months' fur¬ lough. " Par. 50-A: "The term of service in the Missionary District of Honolulu is three yearSj v/ith three months' furlough." Add to Par. 93 : "M-ernbers of Religious Orders who are Council ap¬ pointees shallj v/henthey have satisfied the same requirements as apply to the retirement of other Council missionariesj receive a retiring allow¬ ance equal to one-half the rate then in effect for single missionariesj wdth the understanding that such allov/ance may be paid directly to the Order of v'hich the m.issionary is a member." PREFACE THIS Handbook is a guide for missionaries in all fields overseas and for officers of the Overseas Department and the Department of Finance of the National Council. It embodies the regulations which experience has shown to be essential to the efficient conduct of mis¬ sionary work and to harmonious cooperation among all those who are engaged in it. All concerned are expected to be familiar with the Handbook^ to accept its provisions fully^ and to join heartily in their observance. This edition of the Handbook incorporates all regu¬ lations adopted by the National Council up to March 1947. INDEX Re f» r enc9 m are to Se e tion a Accounts, 138 (see Defini- tions) Allowances, children's, 2 , 35 - 39 , 93 , 103 -educational, 2, U0-M3 -freight, 2U -outfit, 25-27 -rental, 10 -retiring, 2 , 92-102 Appeals for funds, 6i Appointments, general, 1-7 - of missionaries of other boards, 7, 28 -of widows of missionaries, 8 Audits, 139 Automobiles, 77 Baggage, 20-23 8irth dates, 36 Board in institutions, 33 Bonding, 1^2 Budgets, adherence to, ill -expenditures before final act ion on, 126 -preparation of, 112-120 -transfer of items in, 121 Buildings, construction or reconstruction of, 128 -erected on mission prop¬ erty, 127 Children, 311 -adopted, U2 College fund, U3 Deaths and funerals of mis¬ sionaries, 9U-96, 103-105 Debts, 106-109, lUO Deeds to mission property, 136 District Treasurer, appoint¬ ment of, 133 -duties of, 12 , 15, 18, 3« 67, 72, 78-80, 82, 110, 119, 125, 13U-1^3» 1U5, m6 Domicile, 11 ■Employed in the field", u, 5, 102 Financial advices, 123-125 Financial services to mis¬ sionaries, 82 Funds, deposit of in field, l«l -investment of in field, 1«3 -personal, 79-80 -special, 78, 81 Furloughs, U4-60 -emergency, 59 -extension of, 56 -for bishops, 53 , 5U -return after, 60 Inoculations, 64 Insurance, 137 -premiums on, 82 Marriage, during term of service, 6, 83-86 Medical ana dental expenses, 65-71 Minutes of Council, 122 Outside work of mission¬ aries, 73 Physical examinations, 63 Property, purchase of, 128 -rental of, 129, 131 -sale of, 130 , 131 Publicity (letters, etc.) 74-76 Quarters, living, 9 Resignation, 87-91, 98 Retirement, 87-91, 98 Salaries, 29-32, 103-105 -advances of, 72 Schedules of Askings (see Budgets) Station Treasurers, 144 Travel, 12-19 -accounting of, 146 -on furlough, 51-52 Vacancies on staff, 132 Vacations, 58 Vaccination, 64 Wills, 82, 110 Thia Handbook a p p1 i e a t o a 1 I Foreign and Extra- Continental M i a aion a r y Diatrieta except that in regard to children*a a 11owance a, education¬ al allowancea, furlougha, and the payaient of medical and dental e x pe n a e a, the Diatrict of Honolulu ia governed by apecia 1 r e g u1 a tion a. DEFINITIONS ACCOUNTS. Budget Accounts. Accounts of the receipt and expenditure of money appropriated by the Council for the use of the District. Local Accounts. Accounts of the re¬ ceipt and expenditure of money received by the District over and above that which it receives from the Council. BISHOP. The Bishopof the Missionary District. COUNCIL. The National Council. DEPARTMENT. The Overseas Department. DISTRICT TREASURER. Treasurer of the Mission¬ ary District. "^ENTITLED". The word is used to mean "receives automatically as of right". Thus "is not en¬ titled to" means no more than "does not receive automatically as of right". MISSION TREASURERS. Treasurers of either Dis¬ tricts or Stations. MISSIONARY. Any worker under appointment by Council or Bishop^ including those employed in the field (except as modified by Section 4). Wives of appointed missionaries are not under 3 . specific appointment and do not receive a sti¬ pend except as they share in the increased stipends given to married men; but wives are regarded in other ways as missionaries and are expected to participate in the work of the mission so far as family responsibilities per¬ mit. Wives of missionaries are subject to all the rules except those which cannot apply to them and they are specifically subject to rules 59 to 71^ 73 to 82j 106 to llOj inclus¬ ive . SOCIETY. “The Domestic and Foreign Missionary Society of the Protestant Episcopal Church in the United States of America". The m«nbers of the National Council are the directors of the Soc iet y. SPECIALS. Missionary projects not included in the regular budget. STATION TREASURER. Treasurer of a station or area within a Missionary District. 4 . APPOINTMENTS 1. Missionaries are appointed by the Council to a specific field but not to any specific station. They are appointed to serve during the pleasure of the Bishop and of the Council. 2. Regular appointment of a missionary by the Council involves not only salary but also travel expensesj living quarterSj children's allowanceSj educational allowances^ part pay¬ ment of medical and dental billSj furloughSj and retiring allowances. 3. Special appointment of a missionary by the Council for a limited term involves no other remuneration than salary and living quarters except by special agreement. 4. "Employment in the field" describes the status of certain workers employed by the Bishop for a limited term. Such workers receive no re¬ muneration or allowances other than their sal- arieSj except by special agreement. 5. Missionaries "employed in the field" may be given regular appointment upon application of the Bishop and affirmative action of the Coun¬ cil. Upon such appointment the missionary shall be given credit for service rendered to the mission while "employed in the field". He shall not be entitled to travel to the field or to an outfit allowance except by special action. His date of appointment shall deter¬ mine the date of his first furlough. 5 . 6. A missionary appointed by the Council who marries subsequent to appointment will not re¬ ceive the salary of a married man until his wife has passed the same medical examination and received from the Council the same approval as that required in the case of wives of can¬ didates applying for appointment. 7. Missionaries who have served under regular ap¬ pointment of other missionary boards or relig¬ ious organizations shallj upon regular appoint¬ ment by the Councilj receive credit for such previous service^ except that the next furlough shall be due at the same time as in the case of an original appointment. 8. A widow of a missionaryj if she received regu¬ lar appointment upon the death of her husban'dj shall be given credit for service from the date of the appointment of her husband and shall receive chi.ldren's allowances under the estab¬ lished rules. Such an appointment may be made without the submission of new papers. QUARTERS 9. In the field regularly appointed missionaries are entitled to living quarters. Such quarters will not include furniture but will be screened at mission expense. If quarters cannot be provided an adequate rental allowance will be given. iO. On furlough a rental allowance will be pro¬ vided as arranged with the Department. Allow¬ ances begin at arrival at furlough domicile and terminate at departure therefrom. If fur¬ lough is spent outside the United States spe¬ cial arrangements must be made with the De- par tmen t . 6 . DOMICILE ii. The domicile of a missionary is that which was registered with the Council when application was made for appointment. In case of a family the registered domicile of the man is consid¬ ered the domicile of the family. The domicile may be changed from time to time with the ap¬ proval of the Council. In the case of families separated because of action by the Bishop or Council another domicile than the registered domicile may be recognized by the Department. TRAVEL 12. All missionaries travel in the United States and Canada on Clergy Fare certificatesj and the amount advanced for rail tickets is calculated as to their cost when bought with these cer¬ tificates. Application blanks are sent to the District Treasurerj and when the time permits missionaries coming home on furlough fill out the applications and return them to the De¬ partment. The certificates are sent to the missionaries^ either to the field or to meet them at the port of debarkation. 13. Each adult receives the following: a. Money for railroad tickets from domicile to port of sailing by direct route. b. Pullman from domicile to port of sailing. c. An advance for incidental expenses to be accounted for and any balance to be returned. These expenses include transportation of self and luggagoj meals and tips on train and steamer; hotel bills at ports of sailing up to two daySj passport fees,, business telegrams. An advance for incidentalSj to be accounted 7 . foTj is made for each child, d. Steamer ticket. 14 . The class of transportation on railroads and steamers will be determined from time to time by tlie Department with the object of providing comfortable travel at a reasonable rate. 15 . The missionary is given a Travel Expense ac¬ count blank on which he shall render an account to the District Treasurer on his arrival in the field. 16. The above provisions hold good far missionaries returning from the field to their homeSj except that they are not expected to remain at the port of debarkation longer than the time re¬ quired to secure rail transportation to their homes and the Travel Expense account shall be made to the Department. 17. Should the missionary wish to travel by an in¬ direct route toor from his domicile he receives cash equal to the railroad fare^ Pullman and steamer tickets by direct route, and $40 for each adultj $20 for each child, to be used for incidentals for which no accounting i s required. Any additional expense connected with his trip is paid by the missionary personally. 18. The Finance Department sends a notice to the District Treasurer when a missionary sails, giving information as to the date to which his salary has been paid, thedate of sailing, name of port and steamer, and the amount of money advanced for travel expenses, also a statement as to whether or not the money is to be ac¬ counted for. 19. In the case of new appointees, the notice gives 8 . in addition to the above informationj the date of appointmentj and information as to the pay¬ ment of outfit allowance. The Department noti¬ fies the Bishop of the sailing. BAGGAGE 20. The following are the regulations in regard to baggage expenses. The usual allowance on U.S. railroads for the checking of baggage is a maximum of 150 pounds. Missionaries bound for Alaska are allowed to ship their personal ef¬ fects by freight from domicile to the Pacific Coastj and to charge these freight costs to the money advanced for their incidental ex¬ penses. Those who live in the area east of Chicago may include charges up to $37.00; those who live in the area west of Chicago may include charges up to $23.00. 21. If Q missionary using Clergy Fare certificates is obliged to travel through two zones of the country^ he may charge his excess baggage be¬ yond 150 Ibs.^ and up to 250 lbs. (that is^an excess of lOO lbs.) to the amount advanced for “incidentals" for hi s travelj from his domicile to that point in the Western Bureau at which he can buy his ticket through to the port of sailing. From this point he is entitled to the regular 250 lbs. of baggage allowed a transpacific passenger. 22. A transpacific passengerj tourist clasSj is entitled to 250 lbs. of baggage carried free of charge. When buying a ticket through to San FranciscOj Vancouverj or Seattle^ it is necessary to show steamer ticket^ and have the railroad agent stamp the ticket "transpacific" on the facej so as to allow the 250 lbs. of baggage. 9 . 23. With the exception of the above^ excess bag¬ gage is to be paid for out of the outfit al¬ lowance. No allowance for freight is made to missionaries going to fields other than Alaska. If goods are shipped by freight such charges must be met personally. A newly appointed missionary has the option of using some of his outfit allowance for this purpose. FREIGHT ALLOWANCES 24. Missionaries retiring from the field in good standing after at least one full term of serv¬ ice will be given a freight allowance on house¬ hold effects as follows: Single missionaries up to 5 tons Married missionaries up to lO tons OUTFIT ALLOWANCE 25. Newly appointed missionaries are allowed the amounts specified below for the purchase of new outfits. This is given to cover the pur¬ chase of personal equipment and furniturej and to pay for freight made necessary by removal to another land. Generally^ one half is paid after appointment and the balance after arriv¬ al in the field. The outfit allowance must not be used for pur¬ poses other than those described above. A re¬ port of its expenditure must be made to the Department and any unused balance must be re- t urned. 26. The amount received for the various fields is as follows: iO. AlaskOj Brazil Chinaj LiberiOj and the Philippine Islands Single missionaries $300 Married missionaries 600 Cubaj Puerto Rico_, Virgin IslandSj Panama Dominican PepubliCj Haitij MexicOj and Honoluluj Single missionaries $225 Married missionaries 450 27. Missionaries returning to the field from regu¬ lar furlough are entitled to an allowance to be used for outfit or freight as follows: Single missionaries $ 50 Married missionaries 100 28. A missionary of another Board receiving regu¬ lar appointment while in the field is entitled to travel from previous station to new station only. No outfit allowance will be granted, but a reasonable baggage allowance will be granted. SALARIES 29 . Salaries of missionaries shall b-e in accord with a pay table adopted from time to time by the Council. Copies of this pay table may be obtained upon application to the Department. Salaries vary with the fields because of dif¬ ferences in the cost of living and other cir¬ cumstances. A missionary temporarily trans¬ ferred from one field to another shall receive the salary for the field in which he is tempor¬ arily working. 30. Field salary starts from the date when the missionary reaches the port serving his field, e . g., Shanghai, Manila, Monrovia, etc., and ceases when he leaves the port for home. 11 . 31. Increases in salary due to length of service shall date from the January 1 st nearest the date of arrival in the field. Such increases are subject to any regulations in regard to language requirements which may be made by the Bishops in the various fields. 32. Missionaries on furloughj or for other reasons at home on salary^ shall receive a standard home salary in accordance with a pay table adopted from time to time by the Council. Home salaries shall begin to be paid when the field salary ceases. Home salaries may be granted by the Department to missionaries under ap¬ pointment pending their arrival in the field. 33 . Board in institutions. Missionaries living in mission institutions shall either provide their own board and all personal service such as laundry^ etc.j or shall pay to the institution monthly a sum sufficient to cover the cost of such board and service as determined by the head of the institution and approved by the Bishop. CHILDREN 34 . Upon appointment each married missionary shall file with the Department a statement as to all children in the immediate family^ showing full name and birth date of each. Upon the birth of a child after the appointment of the mis¬ sionary notification as to birth date and full name shall be filed with the District Treasurer unless the missionary is on furlough^ in which case the notification shall be filed with the Departmen t. 12 . CHILDREN’S ALLOWANCES EDUCATIONAL ALLOWANCES 35. General Rule. Children's allowances do not necessarily represent the full cost of main¬ tenance but are provided in consideration of the increased expense involved. 36. Birth Dates. For the purposes of the plan all birth dates shall be as of January ist. Any child born before July 1st shell be dated as of January ist of the year of birth and be en¬ titled to the full allowance for that year. Any child born on or after July 1st shall be dated from the following January ist. In this statement the word ’’birthday" refers to this hypothetical birthday. 37. Fields Covered. Allowances for children of missionaries under regular appointment by the Council are granted to those serving in the following fields: Alaska Cuba Hai t i Liberia Philippines Mexico Brazil Puerto Pico Dominican Republic India China Japan Panama 38. Allowances are also granted for children of retired missionaries as provided for under "Retiring Allowances". 39. ' Children’s Allowances. The basi c alIowance for children of missionaries shall be as follows: No. of Years From birth up to 5th birthday $1C)0 5 From 5 years up to lOth birthday 150 5 From 10 years up to i8th birthday 250 8 From 18 years up to 22nd birthday 300 4 T? \ 13 . 40. Educational Allowances. In addition to the children's allowance an educational allowance of $100. per half school shall be paid to those children in school in the United States or elsewhere than where their parents are re¬ siding who have passed the 12th birthday and to those in school in the field who have passed the 18th birthday. An allowance of $250* per half school year will be paid to those complet¬ ing their fourth college year in their 23rd year. Thi s plan provides for a basic children's allowance for all children^ regardless of dom- icilOj up to the 22nd birthday plus the payment of $1C)0* per half school year for those past their 12th birthday who are in school in the United StateSj and those past their 18th birth¬ day who are taking their college work in the field. Inasmuch as the children's allowance ends at the 22 nd birthday and to complete col¬ lege work often requires an additional half year a special provision of $250* for this final half year is made. Under this plan the basic allowance for the child's support is pro¬ vided for each calendar year and the educational allowance when and gs needed. 41. Termination of Allowance. Children's allow¬ ances shall cease on the January istj which under the definitions of the plan marks the 22nd birthday. Educational allowances shall not continue beyond four college years. Al¬ lowances for ^ir1s shall be cancelled in cose of and at time of marriage. Allowances for either boys or girls shall cease after the 18 th birthday upon termination of enrollment in school or college provided that he or she accepted remunerative employment. 42. Adopted Children. No allowances will be made for adopted children except by special action 14 . of the Councilj and then only when the child is of the same race as the missionary- 43 , College Fund for Children of Missionaries* The college fund was established to meet the appropriation for children of college age without recourse to the regular budget of the CounciljOS soon as the fund is of sufficient size. Additions to the fund^ which ore made annually from appropriations atthe rates given beloWj are based on the number and ages of the children eligible for allowances between the t iin'e of birth and the 18th birthday. In the case of the death of any missionary or his re¬ tirement from active service in the field; or the death of a child of eligible age; or the failure of a child to continue his or her edu~ cation^ no missionary or child of a missionary shall have any claim against the college fund. Appropriations to College Fund Birth to 5 th birthday 5 th to 18th birthday $1CXD per annum $500 50 per annum 650 Note: The allowances referred to in sections 39 ^ 40j and 43 are subject to the action of the Council and are not contractual. FURLOUGHS 44. A furlough to the United States or.domicile at time of appointment is granted after a definite term of service in the field. The term of serv¬ ice and ci rcumstances vary according to the field. Travel time from and to the field in each case is not to be counted in the furlough term. 45. Alaska. The term of service fora single woman is three yearSj after which a furlough of six 15 . months at home is granted. The first term of service for single and married men is three yearSj after which a six months' furlough is granted. All subsequent terms of service will be four Y®cirs with a six months' furlough. 46 , Brazil. The first term of service for women is four after which a furlough of six months at home is given. All subsequent terms of service will be five Y®cirs. The term of service for men is five followed by six months' furlough at home. 47 , China and Japan. The first term ofservice for single women is four yearSj after which a fur¬ lough of six months at home is given. All future terms of service will be five years. The term of service for single and married men is five yearSj fol1 owed by six months' furlough at home. A teacher at St. John's Universityj Central China CollegOj and St. Paul's Univer¬ sity (Tokyo)j having served three years may (by special arrangement between the Bishop and the Department) be given one year furlough on full salary for special study with the definitce un¬ derstanding that he will return to the field for a further term of five years. 47-A. Philippine Islands. The term of service is four yearSj after which a furlough of six months at home is given. » 4 S, Cuba^ Puerto Rico, Virgin Islands, Dominican Republic, Haiti, and Panama. The term of serv¬ ice for men and women is three years followed by three months' furlough at home. To teachers in CubCj in place of the regular furlough^ travel expenses^ not to exceed $180 round trip are paid each year during the summer vacation for a trip todomicile in the United States and return. 16 . 49. Liberia. The term of service is two and a half yearSj followed by six months* furlough at home. 50. Mexico. The term of service is three years^ followed by three months' furlough at home. 51. In the Oriental fields^ in cases where husband and wife arej one an American and the other Europeanj round-the-world tickets (tourist class) may be authorized in order that they may visit their families in both countries. 52. Tickets and passage must be arranged on the field through the Mission Office or Bishop (when there is no Mission Office) and when re¬ turning to the field through the Travel Bureau of the Church Missions House. 53 . Furloughs for Bishops. Bishops in charge of Districts shall be entitled to a furlough every three years. This furlough shall be taken preferably so as to include the period of the meeting of the General Convention^ in which case an extension of one month shall be added to the furlough. The Council will be responsible for the travel of the Bishops' families not more often than once in three years. 54. The furlough of Suffragan Bishops whose domi¬ cile is in the United States shallj except in unusual circumstancesj be the same as that of regularly appointed missionaries. 55 . Furloughs are given primarily for rest and study. During_regular furlough the tnissionary may accept such speaking engagements as he may deem advisable. Such engagements should be made if possible through the Speakers' Bureau^ but if made personally they should be reported to the Bureau. 17 . 56. Upon approval of the Bishop the Council may extend the furlough of any missionary for speaking engagements. During this period the services of the missionary will be at the com¬ mand of the Speakers', Bur eaUj particularly for i tinerary work. 57. Ifj for reasons approved by the Bishop^ the furlough of a missionary is delayed for one or more yearSj the arrangements for such furlough may follow one of two courses: 1 . He may take a furlough of the prescribed lengthj in which case his next furlough there¬ after shall be due at the time it would have been due if the previous furlough had not been postponed. 2. Or he may take a furlough which shall be lengthened in proportion to the extent of post¬ ponement. In this case the time which would normally elapse before his next furlough shall be reckoned from the end of the lengthened furlough. VACATIONS 58. Bishops in the field aim to make arrangements for all missionaries to have one month's vaca¬ tion each year. This is difficult in certain fields and impossible in others^ so vacations are necessarily dependent on local conditionSj at the discretion of the Bishop and his Coun¬ cil of Advice. 59 . Emergency Furloughs. Emergency furloughs due to sickness may be granted on recommendation of the Bishop after securing the opinion of two physicians separately^ and getting the ap¬ proval of the Department. One of the physi- 18 . cianSj when possiblej should be from outside the Mission staff. In such cases the usual travel allowance will be granted and the regu¬ lar furlough salary and rent allowance (if necessary) will be paid. The Council will de¬ termine upon the Bishop's recommendation whether or not such sick leave shall change the regular furlough dates of the missionary. 60. Return after Furlough, A missionary shall be returned after furlough to the Extra-Continen¬ tal and Foreign Fields only after affirmative action by the Council upon the specific request of the Bishop^ ascertained two months before the beginning of the furlough^ accompanied by such detailed information as to the mission¬ ary's work and qualifications as the Bishop may think advisable and the Council may require. It is expected that the Bishop will confer with the missionary especially in cases where his return after furlough is not desired by the Bishop. APPEALS FOR FUNDS 61. No appeals for special funds for special causes shall be made without the consent of the Com¬ mittee on Projects and Appeals^ appointed by the Presiding Bishop, All expenses incurred in raising special funds and transferring the money to the field (except items covered by budget appropriations^ such as salaries of missionaries and officers and staff of the Council departments who may assist) shall be charged to the fund so raised. DEPUTIES TO GENERAL CONVENTION 62. When a missionary on furlough in the United States has been appointed a deputy to the Gen- 19 . eral Convention^ his travel expenses from his domicile to the Convention and return shall be paid by the National Council. % PHYSICAL EXAMINATIONS 63. Unless conditions render it impossiblej the mission shall arrange for annual physical ex¬ aminations for all members of the mission and their families. Shortly before the return on furlough of any missionary the report of his physical examination shall be sent to the De¬ partment by the Bishop. At the beginning of furlough each missionary shall have a thorough physical examination by a physician approved by the Medical Adviser of the Department. If in the natural course of travel the missionary will be in New York City within four to six weeks of arrival this examination should be made at the Associated Medical OfficOj ISOFifth Avenue. A sufficient amount of time must be allowed for rest and recreation to return to the field in the best possible physical condi¬ tion. At the end of the furlough period (six weeks or so before the date of sailing) the missionary must secure clearance from the Med¬ ical Adviser. A further examination at this time may be required to be certain that all reasonable health objecti ves have been attained. No transportation for return to the field shall be provided until the consent and approval of the Medical Adviser has been obtained. 64. Requirements as to vaccination and inoculations are as follows: Q. Vaccination for small-pox at least once in four years; and in certain countries more fre¬ quently when the local medical authorities so require. 20 . b. Inoculations: Inoculations for tylhoid- paratypboid at least once in two years. For diphtheria: - Children under twelve shall all receive the toxoid preventive treatment. Be¬ yond that age it is advisable to give the Schick Test to see if the child is susceptible before giving the inoculation. For scarlet fever: - Authorities have been hesitant to recommend this for children. A consensus of opinion is that it is advisable but optional. If it is desiredj it should be preceded by the Dick Test to determine whether a child is susceptible or immune. Cholera preventive inoculations are required only where cholera prevails. Yellow eever inoculation is required for workers go¬ ing to areas where yellow fever is endemic ('Liberi Oj Brazi 1) . MEDIC4L AND DENTAL EXPENSES 65. All bills for medical and dental work must be made out in the name of the missionary and not in the name of the Mission^ Councilj or the Society. The Council will pay 80% of such bills with the following exceptions: - (l) to members of religious orders the Council will pay 90%; (2) expenses for orthodontia must be authorized by the Director and payment of bills for the same will be limited to 50%. Medical and dental allowances for children shall ter¬ minate under conditions and dates enumeratedin Paragraph 41. 66. The Council is not responsible for medical or dental expenses incurred by missionaries on furlough unless advance approval has been given by the Directorof the Department. The Council willj however^ consider the payment of bills due to emergencies which do not permit of prior consultation. All bills shall be sub- 21 . mitted in itemized form to the Department and audited by the Treasurer prior to payment. 67. All medical and dental bills incurred in the fieldj including the cleaning of teeth^ must be submitted in itemized form by the missionary to the mission physician^ (if any is attached to the mission) who will submit the same to the Bishop with his recommendation. If there is no mission physician the bills must be sub¬ mitted directly to the Bishop. When certified by the Bishop the bills will be paid by the District Treasurer. Such bills include: a. Doctor's billSj including examination of eyes for glasses. b. Nurses' bills. c. Travel expenses of missionaries in going from an interior station to a central station for treatment. (When the condition of the patient requires a companion,, the same travel expenses will be paid for the companion.) d. Travel expenses of physician or nurse v*\en going from a central station to an interior station to care for a missionary who cannot be moved. % 68 Where the services of a specialist are neces¬ sary,, the Council will allow such expense only when it is recommended in writing by the regu¬ lar physician of the patient. 69. No regular allowance is made for the payment of bills for medicine. In cases where medi¬ cines of a special and unusual expensive char¬ acter are necessaryj a suitable allowance will be made. 70. Medical Service In the Field. At stations 22 . where medical missionaries are working under appointment of the Council they are to be re¬ garded as the physicians of the missionaries in that territory^ They are expected to render necessary service without charge. Missionary hospitals shall charge board to missionaries at $i.OO P®!' day (50'^ per day to members of religious orders) or its equivalent in local currency. The Council does not hold itself responsible for any medical bills incurred where the services ofsuch medical missionaries are reasonably available. 71. Mission Hygiene. Medical missionaries shall be the health and sanitation officers in their respective stations so far as the members of the mission are concernedj and are authorized to study and advise as to individual hygiene Or general sanitation. SALARY ADVANCES 72. District Treasurers shall make no salary ad¬ vances beyond the current month except incases of vacations or furloughSj and then only upon authorization of the Bishop. OUTSIDE WORK OF MISSIONARIES 73. No missionary shall engage in any employment distinct from that of the mission to which he has been appointed,, without first obtaining the consent of the Bishop^ andmoney received in re¬ turn for services so rendered is not to be re¬ garded as an addition to private incomej but must be reported to the Bishop and expended only on such objects as are approved by him. This rule shall cover royalties received from publications produced during the period of service. This rule shall not be interpreted to prevent missionarieSj when on furlough^ from receiving fees for services renderedj not connected with 23 . work for the Council^ provided such fees are occasional and do not constitute salary for any term longer than one month. PUBLICITY: LETTERS AND STORIES 74 . Missionaries supported in whole or in part by designated offerings are expected to write to the supporter at least twice a year sending a copy of the letter to the Department. 75. The Council must depend for its promotional work largely upon reports and stories from the fieldj and every missionary has a responsibil¬ ity in this mat ter. 76. Letters and reports should be vitalj personal,, and dramatiCj free from destructive criticism either of the people of the country or of the work of the mission. Photographs add greatly to the value of such reports. AUTOMOBILES 77 . No missionary is to drive an automobile while directly or indirectly in the service of the Missionary Society unless such car is adequate¬ ly covered by liability and property damage insurance. It is the duty of the Distrcct Treasurer to enforce this rule. SPECIAL AND PERSONAL FUNDS 78. All money given to missionaries for their work, is given to them as agents of the Society and is the property of the Society. Such money should be promptly deposited with the District Treasurer or the Treasurer of the Council in an account which by its title shows clearly the purpose for which the money has been given. Specials designated for maintenance of exist¬ ing work may be disbursed for such purpose on order of the missionary or his successor. Upon 24. the transfer of a missionary from one district to another such special funds shall be retained for use in the district in which the mission¬ ary was located when the money was given. Spe¬ cials designated for buildings or improvements are to be disbursed only for the designated purpose upon the advice of the Bishop. 79. Missionaries may deposit with the District Treasurer personal funds at their own risk. 80. Money which is the property of the missionary^ if deposited with the Station or District Treasurer^ should be in the name of the mis¬ sionary and marked "personal". 81. In no case should money given for the work of the mission be deposited in the personal bank account of the misslionaryj except in tite case of currency received^ in which case a check for the same should be promptly sent to the Treasurer. FINANCIAL SERVICES TO MISSIONARIES 82. The Treasurer of the Council is ready to serve missionaries in various waySj as for instance: Regular deductions from salaries for - a. Dependents at home b. Payment of life insurance premiums c. Other purposes OCCO! s i on al payment s in U . S . A. as arrang ed through the District Treasurer and deduct ed from salary. Safe- keeping of willSj in surance pol i cies^ a nd other valuable papers. 25. MARRIAGE DURING TERM OF SERVICE 85. Upon marriage a missionary is entitled to re¬ ceive an additional outfit allowance equal to the difference between the single and married allowance for that field. 84. If a missionary marries another missionary al¬ ready in the fieldj there will be no added out¬ fit allowance unless the married allowance is greater than the combined single allowanceSj and / then only the additional amount shall be due. 85. Changes in marital status shall be reported to the District Treasurer unless the missionary is on furloughj in which case the notification shall be filed with the Department. 86 . Changes in salary due to marriage take effect pn the date of marriage. RESIGNATION AND RETIREMENT 87. If Q missionary resigns upon his own initiative before completing the first term of service^ he is required to reimburse the Council for the expense incurred in paying for his outfit and his travel to and from the field in an amount to be pro-rated according to the length of time he has servedj and he is not entitled to any home salary or furlough. This applies to a woman resigning as a missionary because of marriage to a man not under appointment by the National Council. This does not apply to a missionary resigning to accept apost under the jurisdiction of an overseas missionary bishop of this Church even though the National Council makes no contribution to the salary attached to the post. 26. 88 . In the case of a missionary whose services have been terminated by the Bishop or the Council^ the salary shall be paid to the date of the termination of his services. Payment of addi¬ tional salary and of return passage may be granted by the Bishop and the Council. 89. When a missionary resigns after completing at least one term of service or retires with the approval of the Bishopj such approval being ratified by the Councilj and returns to his domicilOj the salary shall be paid to the date when resignation or retirement becomes effec- tivej plus home salary for the time necessary to reach domicile by the most direct route^ and home salary for one-half the proportionate furlough earned^ unless^ within this timej re¬ munerative employment has been acceptedj in which case the home salary shall cease upon the date when such employment begins. 90. When a missionary retires and is granted a re¬ tiring allowance and returns to his domicile^ the salary shall be paid to the date when re¬ tirement becomes effective^ plus home salary for the time necessary to reach his domicile by the most direct route^ after which time the retiring allowance shall begin. 91. In case a mi ssionary resigns or retires and stays in the fields salary shall be paid to the date when the resignation or retirement becomes effective and no furlough or travel salary shall be due. RETIRING ALLOWANCES 92. Retirement Because of Age. Each regularly ap¬ pointed missionary who has completed 30 years of service for men^ 25 years for women is en— 27. titled to a retiring allowance upon reaching the retiring age. The retiring age shall be 68 for men and 63 for wonen. 93 . Rates. The amounts of retiring allowances shall be: - Single men or womenj widows or widowers - $1^OOO. per annum. Married couples - $lj800* annum. Three months after the death of a wife of a retired missionary his retiring allowance shall revert to the $1^000. per annum rate. No increase will be granted in case of remarriage. Children's allowances will be paid as provided in the rules. These rates are not contractual and may be changed by action of the Council. 94. Retired missionaries are not entitled to rental allowances. Retired missionaries may be granted medical or dental allowances by special action of the Council, Retired missionaries are not entit led to funeral allowances^ but in the case of the death of a retired missionary^ or a mis¬ sionary's widow receiving a pension^ the pay¬ ment of the retiring allowance shall be made for the month in which the death occurs and for two months thereafter. 95. Upon the death of a retired missionary leaving a widoWj unless his marriage took place after his retirementj the widow shall continue to receive his retiring allowance for the month in which the death occurred and for the follow¬ ing three months^ after which she shal 1 receive an allowance at the single rate^ unless she remarries. 96. The widow of a missionary who dies in active service can be granted an allowance only by special action of the Council. 28. 97 . From the retiring allowances there shall be deducted the amount paid from time to time by the Church Pension Fund or any other fund to which the Council has been making payments for the benefit of the missionary. If a retired missionary who is a clergyman accepts a regular salary for Church work when otherwise eligible for a pension from the Church Pension Fund^ the amount of pension to which he would have been entitled except for such regular employment^ shall be deducted from the amount of retiring allowance to be paid to him by the Society. 93 Continuance of service beyond retiring age. A missionary upon reaching the retiring age may be reappointed for a year at a time upon recom¬ mendation of the Bishop approved by the Counci 1^ until the ages of 72 for men and 67 for women are reached^ at which time retirement is com¬ pulsory. 99. Retirement for Causes other than Age. A mis¬ sionary retiring with the approval of the Bishop and the Council because of disability shall be entitled to an allowance provided he has completed 20 years of missionary service. In such cases the amount of the allowance will be such percentage of the normal rate as the years of active service are to 40 years in the case of men and 35 years in the ca,se of women. Such allowance may be supplemented by special action of the Council^ and the Council may grant allowances for disability not covered by the previous provisions. too. A missionary resigning^ or one whose services have been terminated by the Bishop or the Coun- cilj prior to reaching the retiring age and not 29. because of disability is not entitled to a re¬ tiring allowance. 99. Residence. Retired missionaries shall not oc¬ cupy mission property^ except by action of the Bishop and the Council. 102. Persons employed In the field. Persons "em¬ ployed in the field" are not regularly appointed by the National Council and therefore are not entitled because of such employment to retir¬ ing allowances. DEATH OF MISSIONARY 103. In case of the death of a missionary in active service the salary and children's allowances^ if any^ for the month in which the death oc¬ curred and for the following three months shall be paid to his widow or other dependents^ if any. # 104. Funeral expenses up to $250. will be paid for a missionary or his wife or any minor unmarried childj unless a death benefit has been paid by the Church Pension Fund. 105. Change in Salary because of Death. Should the wife of a missionary die during his term of active service^ his salary as a married man shall be continued for the month in which his wife's death occurred and for two months there¬ after. After that date his salary shall be fixed from time to time by the Council upon the recommendation of the Bishop within the limits of single and married rates for his field and term of service. Children's allowances shall be continued. 30. DEBTS 106. Unless authorized by the Council^ no missionary or missionary bishop shall incur any debt or obligation on behalf of any missionary work. Ifj in violation of this provision^ debts are incurredj the Society will not be responsible for their repayment. 107. As an exception to the obove^ money may be bor¬ rowed or obligations incurred for the temporary protection or repair of property damaged by sudden disaster^ in which case an immediate report to the Bishop and the Department should be madOj accompanied by an estimate of the cost of permanent repair or replacement. 108. Missionaries expending their own money in the purchase of land or erection or improvement of buiIdings or in the maintenance of thf work are not entitled to reimbursement. 109. Mission Treasurers shall not make loans or ad¬ vances to missionaries except as provided else¬ where in this Handbook. WILLS 110. Before leaving for the field each missionary is advised to make a will and deposit it in a safe place. The Treasurer of the Council or the District Treasurer can provide such a place and keep a record of the will. The family and both Treasurers should be notified where the will is kept if not deposited with the Council or the District Treasurer. The Treasurer of the Council will furnish information as to the making of wills. 31. ADHERENCE TO BUDGET lii. No District is permitted to overdraw its bud¬ get or any item therein^ except as provided elsewhere in this Handbookj without express permission of the Council, PREPARATION OF SCHEDULES OF ASKINGS BT MISSIONARY BISHOPS 112. Each missionary Bishop shall prepare and file with the Department a schedule of changes in and additions to the current budget desired for that district for the succeeding year. This schedule should not contain items for which no change^jiis desired. This schedule must be filed by March 15 in General Convention years^ by July 15 in other years. 113. All increases or decreases from exist ing amounts shall be shownj including those due to new ap- pointmentSj retirements^ length of service^ change in marital status^ additional children^ etc. Except for automatic changes provided for in regulations passed by the Council (i.e. "un¬ der the rules’')^ reasons should be given in notes appended and numbered to correspond with the item numbers. New or increased items should be listed in the order of importance. 114. Requests for such to all workers in separate from the changes in salaries as apply the District should be made schedule itself. 115. Requests for purchase of should be on new buildingSj extensive repairs^ landj and other capital needs a separate schedule. 32. 116. Schedules should be mailed to the Director of the Department. As soon as possible after re¬ ceipt each schedule shall be sent to the De¬ partment of Finance for checking as to: Changes under the rules a. Children's allowances b. Salaries c. Insurance Specific actions of the Council Correctness of figures 117. Officers of the Department shall then prepare an abstract of the changes desired by the Bishop. The total increase or decrease because of changes under the rules or because of spe¬ cific action of the Council may be shown in one item. Other changes desired shall be shown in detail and supported by the recommendations of the Bishop and the officers of the Department as to each item. The abstract shall then be sent to the Department of Finance. 118. The schedules will then be presented to the Department and the Council at their October meeting for tentative action. 119. The Department will transmit to the Bishops and the Department of Finance to the District Treasurers (in duplicate) the tentative budget. 120. Final action on the budget shall be taken by the Council at the February meeting^ after which the final schedules will be transmitted to the field in the manner described in Section 117. 33. TRANSFER OF BUDGET ITEMS 121. Except as to items for salaries^ allowances for the education of children^ summer rents for American missionaries^ taxeSj insurancej and sinking fundSj the bishops in the foreign^ Latin American^ and extra-continental fields are authorized to expend,, for purposes already in the annual schedule of appropriationsj any unused balances in each annual appropriation schedulOj at their discretion; provided that a detailed report is made to the Council through the Department at the beginning of each yearj as to how the money^ resulting from unused balanceSj has been used; provided fur- therj that the use does not entail increased cost of maintenance for the future; provided furtherj that no new work shall be undertaken without the approval of the Council. MINUTES OF COUNCIL 122. The Secretary of the Council shall mail to each Bishop a copy of the minutes of each meeting of the Council. FINANCIAL ADVICES 123. The normal channel of communication with the Missionary Districts is from the Department to the Bishop. Certain financial matters require direct communication between the Treasurer of the Council and the'District Treasurer as fol¬ lows 124. The Treasurer of the Counclf shall promptly notify the Treasurer of each District as to: 34. Council Action a. Adopting the annual budget b. Authori 2 ing changes affecting the budget c. Granting Furlough^ Retiring and other Al¬ lowances d. With regard to special gifts or appropria- t ions Routine TransactionSj such as a. Payments made in the United States to or on behalf of missionaries or institutions b. Salary and travel payment to missionaries going to the field c. Receipt of special funds d. Other miscellaneous financial transactions 125. The District Treasurer shall promptly notify the Treasurer of the Council with regard to: Any matter originating in the field which may affect the appropriation schedule Salary and travel payments made to missionaries leaving the field Any other financial transaction affecting the annual appropriation or special accounts EXPENDITURES DURING FIRST THREE MONTHS OF THE YEAR 126. As the final action on the budget of each year cannot be taken until Februaryj the bishops are authorized to expend during the first three months of the year the amounts for each item as contained in the budget of the previous year and such other amounts as have been spe- 35. cifically authori7ed by the Council. Excep¬ tions to this rule are changes in salaries and children's allowances as provided elsewhere in this Handbook or in the pay table. BUILDINGS ERECTED ON MISSIONARY PROPERTY 127. Buildings erected on missionary property become immediately the property of the Mission no matter what the source of the money used in their erect ion. PURCHASE OF PROPERTY CONSTRUCTION OF BUILDINGS 128. No purchase of property or construction or re¬ construction of buildings costing more than Sl^OCXD shall be undertaken without authoriza¬ tion of the Council except when paid for from funds provided locally. RENTAL OF PROPERTY 129. Property not needed for the use of the Mission may be rented with the approval of the Bishop. If such rental is for a term of more than three yearSj or for a rental of more than the equiv¬ alent of SljOOO per annumj the lease should be approved by the Council. SALE OF PROPERTY 130. No property held by or on behalf of the Socie¬ ty shall be sold without authorization of the Council. 36. FIELD INCOME SALES OR RENTALS 131. Money received from the sale or rental of prop>- erty held by or on behalf of the Society is the property of the Society and can be used only upon authorization of the Council. No District or Station has a vested right to the use of such money unless the property from which such money is derived was purchased or constructed from funds designated by the donor for such Districts or Stations. VACANCIES IN STAFF 132. Whenever a vacancy occurs in the missionary staffj the Bishop is authorized to use the salary appropriation concerned for the salary of aperson temporarily filling such a vacancy. He should make prompt report of such action to the Director^ who will take steps to secure a permanent successor. DISTRICT TREASURERS 133. Appointment. District Treasurers and Ass istant Treasurers shall be appointed in the usual way except that each such appointment must receive the approval of the Department of Finance of the Council. 134. Responsibility. As members of the Mission^ Treasurers are under the authority of the Bishop but are also responsible to the Treas¬ urer of the Council as to making an accurate report of all financial transactions and the observance of rules and regulations as to finance as established by the Council. 37. 135. Use of Funds. The District Treasurer is re¬ sponsible for the expenditure of appropriation funds in accordance with the budget approved by the Council^ subject to such transfers as are approved by the Bishop in accordance with the rules of the Council. He is also responsible for the use of all designated "Specials'* solely in accordance with the purpose for which such money was given. 136. Deeds. The District Treasurer shall be the custodian ofal1 deeds to mission property. An abstract or description of such deeds shall be filed with the Treasurer of the Council. All deeds shall be in the name of "The Domestic and Foreign Missionary Society of the Protestant Episcopal Church in the United States of Amer- ica"j or in such other name as may be approved by the Council^ so far as such action is in accord with the laws of the country in which the property is located. By permission of the Bishop and the Council property may be held in the name of a duly incorporated body operating an institution under control of or associated with the District. 137. Insurance. The District Treasurer shall be responsible for keeping all property in the District adequately insured against fire andj when so authorized by the Council^ against other hazards such as earthquake^ typhoon^ etc. He shall also be responsible for automobile insurance as stated under "Automobiles". 138. Accounts. The District Treasurer shall keep clear and accurate accounts of all receipts and expenditures on "Budget Accounts"^ "Spe¬ cials Accounts"^ and "Local Accounts"^ and for— 38. ward to the Treasurer of the Council an annual report thereof and such other reports as the Council shall require. Mission institutions and station treasurers shall file with the District Treasurer annual financial reports in triplicate. One copy of all institutional re¬ ports shall be transmitted to the Bishop and one to the Treasurer of the Council. ^ 39 , Audits. As provided in the Canons of General Convention all accounts shall be audited annu¬ ally. District accounts shall be audited by auditors approved by the Treasurer of the Coun¬ cil. Station accounts may be audited by the District Treasurer. Accounts of mission in¬ stitutions may be audited by the District Treasurer if he is not the treasurer of the institution^ otherwise by independent auditors. 140. Debts. No District Treasurer shall borrow money on account of the District or incur debt in any way except by permission of the Council. 141 : Deposits. Deposits of funds in the hands of District Treasurers shall be made only in in¬ stitutions approved by the Bishop and the Counci 1. 142. Bonds. As provided by the Canons of General Convention all District Treasurers^ Assistant Treasurers^ and other custodians of money or securities shall be covered by fidelity bonds in amounts approved by the Department of Fi¬ nance of the Council. The cost of the premiums on such bonds shall be included in the annual budget of the District. 143. Funds. Funds which have been transmitted by 39. or through the Council for endowment of mission institutions or awaiting use may be invested by the District Treasurer only upon approval of the Bishop and of the Department of Finance of the Council as to the character of such pro¬ posed investment. Funds for such purposes raised locally may be invested by the District Treasurer with the approval of the Bishop and the authority of such institutions as may be concerned. Reports in detail of such invest¬ ments shall be rendered tot he Counci 1 annually. Station Treasurers. Station Treasurers and al 1 who handle station funds shall be responsible to the District Treasurer and shall keep records and make expenditures and reports in accordance with hi s instruct i ons. No mission funds are to be deposited in personal accounts. Correspondence. Correspondence on financial and property matters shall be from the District Treasurer to the Treasurer of the Council. Copies of correspondence regarding movement s of mi ss i onar i es j advances for travel and salary,, etc.j shall be sent to the Department. 146. Travel Accounting. Upon the departure of a missionary tot he fields whether after furlough or on a new appoi ntm.ent j the Treasurer of the Council shall send a statement to the District Treasurer covering salary payments,, travel^ and other allowances and advances. Upon the depar¬ ture of a missionary from the field a similar statement shall be sent by the District Treas¬ urer to the Treasurer of the Council with a copy to the Department. 40.