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HomeMy WebLinkAbout2017-R-3 RESOLUTION NO. 2017-13-sem BEFORE THE COMMON COUNCIL FOR THE CITY OF JEFFERSONVILLE IN THE STATE OF INDIANA RESOLUTION APPROVING 2017 EMPLOYEE BENEFITS SECTION OF CITY OF JEFFERSONVILLE POLICY AND PROCEDURE MANUAL WHEREAS, the Common Council of the City of Jeffersonville, Indiana (hereinafter the Council) is the fiscal body for the City of Jeffersonville; and WHEREAS, the Council is responsible for approving the employee benefits section of the city employee policy and procedure manual; and WHEREAS, there is a need update the city employee policy and procedure manual; and WHEREAS, the Council has reviewed the 2017 Employee Benefits Section of the City of Jeffersonville Policy and Procedure Manual, attached hereto; and NOW THEREFORE IT IS RESOLVED by the Council that the 2017 Employee Benefits Section of City of Jeffersonville Policy and Procedure Manual, attached hereto, is hereby approved. Passed and adopted this 6?0 day of `Mwlz� 2017, by the Common Council of the City of Jeffersonville, Clark County, Indiana. isa Gil , Presiding Officer and Council President VOTED YES: VOTED NO: l h r� AT EST: Vicki Conlin Clerk Resolution No. 2017-R- presented by me as Clerk to the Mayor of said City of Jeffersonville _ this day of 2016. Vicki Conlin Clerk Resolution No. 2017-R- approved and signb me at m. on this day of ) 2016. Mike Moore, Mayor Resolution No. 2017-R- vetoed by me at m. on this day of 2016. Mike Moore, Mayor City of Jeffersonville 2017 Employee Benefits Section 2017-R- TIME OFF AND LEAVE I. Leave Accruals Paid leave accrual totals (i.e., vacation or personal time) will be updated every Friday and will reflect the total as of the closing date of the pay period. It is the responsibility of each employee to review their paid leave accrual totals for accuracy and report any suspected errors to their Department's timekeeper within thirty (30) days of the alleged error. Any alleged errors not reported within thirty (30) days will be considered waived and not be subject to an adjustment. Once the Department timekeeper receives notice of the suspected leave accrual error, it is his/her responsibility to notify the Human Resources Department to investigate the allegations in a timely manner and submit an hour balance adjustment, if warranted. II. Holidays Full-time employees are eligible for the following holidays: (Subject to change annually) 1. New Year's Day January 1 st 2. Martin Luther King Day Third Monday in January 3. President's Day Third Monday in February 4. Good Friday Friday before Easter 5. Primary Election Day First Tuesday in May following the first Monday 6. Memorial Day Last Monday in May 7. Independence Day July 4th 8. Labor Day First Monday in September 9. General Election Day First Tuesday in November following the first Monday 10. Veteran's Day November 1 Ith 11/12. Thanksgiving (2 days) 4th Thursday and Friday in November 13. Christmas Eve December 24th 14. Christmas Day December 25th All holidays are approved annually by the Board of Public Works. Temporary, seasonal, and part-time employees are not eligible for City benefits or holiday pay. To be eligible for holiday pay, full-time employees must work the entire workday or be on previously scheduled and approved vacation or personal leave the day before and after the holiday. If a holiday occurs on a Monday, the preceding Friday will be considered the day before the holiday for the purposes of this policy. If the holiday falls on Sunday, it will be observed on the following Monday; if it falls on Saturday, it will be observed on the preceding Friday. 37 Last Revised Any non-exempt employee who is called in or scheduled to work on a holiday, with the exception of the Police and Fire Departments, shall be compensated at one and one-half(1'/z ) times his/her regular rate of pay for all hours worked, in addition to his/her normal holiday pay. In observance of each authorized holiday, both full-time and part-time employees will normally be granted the day off from work. Only full-time employees shall receive straight time holiday pay for each authorized holiday. At the discretion of the Department Head, some Departments are required to work holidays. In recognition of this fact, if an employee is required to work on a recognized holiday, he/she will be paid for all actual hours worked as well as eight (8) hours of holiday pay. If a holiday occurs while an employee is on vacation, such vacation day will not be deducted from his/her vacation leave. In years where there are no national, state, or local elections, the City will still honor the same number of holidays allotted for the year. The Board of Works will confirm those two holidays in a non-election year. The holiday scheduled may be amended by the Board of Works, with written notice, distributed to all departments within City government. M. Vacation Full-time employees only shall be entitled to annual vacation leave with pay according to the following schedule. A. Length of Service & Vacation Benefit ■ The employee will receive five (5) days of vacation on the employee's one (1) year anniversary of continuous service. ■ On the employee's two (2) through four (4) year anniversary of continuous service, the employee will receive ten (10) days of vacation. ■ On the employee's five (5) through fourteen (14) year anniversary of continuous service, the employee will receive fifteen (15) days of vacation. ■ On the employee's fifteen(15) through twenty-four (24) year anniversary of continuous service, the employee will receive twenty (20) days of vacation. ■ On the employee's twenty-five (25) year anniversary of continuous service and on each subsequent anniversary of continuous service, the employee will receive twenty-five (25) days of vacation. B. Vacation leave is credited for all continuous service in active pay status. Vacation is not accrued while an employee is in a non-paid status (e.g., leave of absence 38 Last Revised without pay, disciplinary suspensions, Family and Medical Leave, and leave under the Americans with Disabilities Act). C. Vacations are scheduled in accordance with workload requirements of the individual department or office. For this reason, unless it is otherwise specified by Department Policy, vacation requests be made at least two (2) weeks in advance of the proposed starting date unless otherwise approved by the Department Head. Department Heads and department supervisors have the authority to approve or deny vacation requests. D. Employees may accumulate vacation time from year to year. Upon separation from the City of Jeffersonville, an employee shall be paid for all accrued unused vacation leave, not to exceed thirty (30) days. Such payment will be made in one payment in the final paycheck to the employee. Any remaining vacation balance after this payment shall be reduced to zero. E. Vacation leave is granted for actual time taken. Vacation time does not count as hours worked for overtime purposes. IV. Bereavement Leave All regular, full-time employees will be granted a paid leave of up to three (3) consecutive workdays in the event of the death in the employee's immediate family. "Employee's immediate family," for purposes of this section, shall mean an employee's spouse, child, parent, grandparent, sibling, corresponding in-laws, grandchild, step-child, step-parent, step grandchild, half sibling, and other residents of the household of an employee. Payment for bereavement leave is at the employee's straight time rate of pay. All regular, full-time employees will be granted one (1) day of leave in the event of the death of a first cousin, aunt, uncle, niece, or nephew. In certain situations, additional days may be granted with the advanced approval of the Department Head or Elected Official. To be eligible for the excused absence and pay provisions, employees are to request bereavement leave through their Department Head, no later than the first scheduled workday following the death of the family member. The City of Jeffersonville reserves the right to request all pertinent information, including the deceased relative's name, the name and address of the funeral home, and the date of the funeral. Bereavement leave must be arranged and coordinated with the appropriate Department Head. V. Personal Time Off(PTO) The City provides employees with personal time off("PTO") for rest, recreation, sickness, and other personal reasons. 39 Last Revised PTO is a benefit provided to full-time employees. New employees must complete a ninety (90) calendar day introductory period before PTO will be granted. An employee's completion of the introductory period does not change the at-will status of his/her employment. (See "Employment-At-Will,"supra). Upon completion of the introductory period, full-time employees will accumulate one (1) day a month thereafter up to six (6) personal days through December 31 st of the first year of employment. On January 1st of each year, employees hired on or after January 1, 2006 will receive six (6) personal days a year(See Ordinance 2006-OR-67). On January 1st of each calendar year, full-time employees hired before January 1, 2006 will receive ten(10) personal days a year. Upon separation from the City of Jeffersonville, for reasons other than for cause, an employee shall be paid for 33 1/3% of unused PTO time, not to exceed a maximum payment of fifteen (15) Days. Such payment will be made in one (1) payment in the final paycheck to the employee. Any remaining PTO balance after payment shall be reduced to zero. An employee who transfers from one department or office of the City to another shall be permitted to take his/her PTO days. PTO days may be used in actual time increments. The procedures for requesting PTO will be determined by each Department Head. VI. Leave of Absence Without Pay There may be the rare occasion when an employee is faced with an emergency or special circumstance that would require an unpaid leave of absence. In such situations, an employee may request a personal leave of absence subject to the terms of this policy. Each request for a leave of absence will be evaluated on an individual basis, taking into consideration length of service, work record, position, staffing needs, and reason and length of the leave. To qualify for a personal leave of absence, the employee must be classified as a full-time employee and must have completed at least three (3) months of full-time service at the time of the request. Leaves of absence must be requested in writing to Human Resources at least two weeks prior to the start date of the leave requested, describing the nature of the leave, the dates the employee expects to be away from work, and the date the employee intends to return. If the leave is an emergency, the two-week requirement may be waived. Failure to report back to work on the first day after expiration of the leave of absence will be considered a voluntary termination of employment.—Leaves of absence may be granted for a period of up to three (3) months, or as otherwise required by law, and will be unpaid. Potential grounds for granting such unpaid leave include,but are not limited to: 40 Last Revised • For personal reasons, such as illness in the family (other than FMLA), personal illness or problems, and legal difficulties, when there is such urgency that no other alternatives are available; and • For personal reasons, when the granting of the leave will not be disruptive to department operations, such as for travel or for highly unusual personal requirements. Employees who are granted personal leaves of absence are expected to exhaust any PTO they have accrued before their leave status changes from paid to unpaid. During a leave of absence, the employee may retain his/her group insurance policy but it will be the responsibility of the employee to pay the full group rate after 90 days unless the leave is concurrent with FMLA leave for which benefits will remain at the same levels and responsibility for up to twelve weeks. During the leave, the employee will not accrue time, nor will he/she be eligible for any other benefits set out herein. The City will make every effort to place the employee in a comparable position and pay upon his/her return to work. However, there is no guarantee of being placed in the exact vacated position. The returning employee will be considered for open positions available upon his/her return. The returning employee will not be allowed to displace another employee. This leave of absence without pay policy shall be implemented in compliance with the Family and the Medical Leave Act and the Americans with Disabilities Act and any such benefit and job protections required thereunder will be applicable. VII. Employee Assistance Program On occasion, employees may be troubled by work related, personal, financial, or family related issues that affect their ability to effectively perform their jobs. The City's Employee Assistance Program (EAP) provides full-time employees and members of their immediate families short term counseling, free of charge, to address issues work-life issues, such as marriage problems, divorce or separation, parent child conflicts, depression, substance abuse dependency, stress, financial difficulties, health concerns, and much more. Up to five (5) face to face sessions are available to each member. The EAP personnel are able to make referrals for long term counseling or to provide telephonic services upon inquiry. All counseling sessions are private and are conducted by trained and certified professional staff. Appointments can be made by the employee or, in some instances, other intervention is necessary. Use of the EAP is confidential. No City manager or administrator has access to the names of employees receiving services through the EAP. The EAP eligibility and benefit levels are determined solely by the vendor contract as approved by the Board of Public Works and Safety. VIII. Court Leave If an employee is called for court jury duty or subpoenaed to testify in a court of law during any portion of the employee's regular scheduled working day, that employee may request time off work and be compensated for such time subject to the terms set forth below. The City requires a 41 Last Revised copy of the summons for jury duty or subpoena be presented within a reasonable period of time after receiving and before an employee is to appear for jury service. The employee may receive his/her regular salary or wage in full for such time from the City. In such case, all compensation received for court service shall be turned over to the Finance Department in full. The employee will be expected to report for work following jury duty if a reasonable amount of time (two (2) hours or more) remains during his/her scheduled work day. If any employee is called for court jury duty or subpoenaed to testify in a court of law, outside of his/her regularly scheduled working hours, all compensation received for such court service shall be retained by the employee. The City will not reimburse employees who miss time from work due to appearing in court for personal criminal or civil cases such as traffic court, criminal matters, divorce proceedings, custody, appearing as directed with a juvenile, etc. An employee taking these absences is required to use leave without pay, vacation, or PTO. This court leave policy will be implemented in compliance with the FLSA. IX. Military or Reserve Service All employees shall be entitled to take a leave of absence for training or service with any branch of the United States uniformed services, including the Reserves and National Guard, consistent with applicable state and federal laws. Military leave is without pay. An employee may, however, use earned PTO/Vacation while on military leave. PTO/Vacation and other types of leave will not be earned during such absence. Employees returning from military service shall be entitled to reinstatement, credit for length of service with the City, and other benefits in accordance with applicable state and federal laws. Employees who need military leave must give the City as much advance notice as reasonably possible so that the City can plan for the employee's absence. In the event of an emergency call to military duty, the employee should report the emergency call-up to the Human Resources Department and follow the oral report with appropriate documentation as soon as possible. The employee may be required to present proof of service following military leave. Please contact the Human Resources Department if you would like additional information regarding your rights with respect to military service. X. PTONacation Day Buy Back The City may purchase from a full-time non-collective bargaining employee up to ten (10) PTO/Vacation days per calendar year. The employee must make the request to his or her department head. The request shall only be granted by the department head after prior consultation with the Department of Finance to ensure there are sufficient funds appropriated for the purchase of the PTO/Vacation days requested and if so, the request shall by processed by payroll. 42 Last Revised Benefits Many of the benefits described here are provided through plan documents by the City of Jeffersonville, contracts with outside vendors, or by state requirements. In each case, the specific provisions are too complex and too detailed to be included here. Please refer to the specific plan document, contract, statute, or city ordinance for details regarding the specific benefits or language. I. Overview All regular full-time employees and elected officials of the City of Jeffersonville, including introductory employees, shall be eligible to join the City of Jeffersonville Health Benefit plan at the date of hire. Medical (including vision) and dental insurance are available separately or jointly. Enrollment in the plans will be completed at the time of the new employee's orientation with the Human Resources Department. If an employee initially declines coverage, he/she must wait until the open enrollment period to enroll unless requirement for a qualifying event occurs. All entitlements to benefits under the City's employee health benefit plan for an employee and his/her eligible dependents shall cease at midnight on the day of employment is terminated. At the time of separation, unless for gross misconduct, the employee shall be offered an opportunity to continue health benefits under federal COBRA (Consolidated Omnibus Budget Reconciliation Act) regulations by paying 100% of the cost of the insurance plus and addition 2% administrative fee. Information regarding the cost and conditions of COBRA shall be mailed to the employee's home address of record shortly after the termination date. Retirees and their eligible dependents may also qualify for continued coverage. Civilian retirees who have completed 20 years of full-time employment and have reached the age of 55 years or older on or before the date of Medicare coverage may be eligible to have the City pay 60% of the insurance premium as established by City ordinance. Until a retired firefighter, police officer, or surviving spouse is eligible for Medicare coverage, the City shall pay a retired firefighter, police officer, or surviving spouse's City insurance premium on the same terms as an active firefighter or police officer, per collective bargaining agreement (CBA). For additional information, please refer to the City's Retiree Ordinance and/or the Summary Plan Description. II. Group Health, Life, Dental, and Vision This section provides an overview of the employee group health benefit plan, Section 125 Plan, AFLAC supplemental health insurance, group term life insurance, and incidental death and dismemberment coverage. The insurance benefits described in this Policy Manual are expressly subject to the terms, conditions, and eligibility requirements set forth in the formal plan documents governing the City's compensation and benefits plans. A copy of benefits will be available from the Department Human Resources at the time of hire. 43 Last Revised A. Group Health Insurance Group health insurance is available for all regular full-time employees and Elected Officials. The effective date of health insurance coverage is the first day of employment, and coverage terminates on the last date of employment. PPO or HDHP (High Deductible Health Plan): Employees who are eligible for the City's group health insurance may choose to participate in the PPO or HDHP health insurance plan. Section 125 Plan: AFLAC supplemental health insurance (American Family Life Assurance Company) Because the City participates in a Section 125 Plan (governed by Internal Revenue Service's compliance and laws) that is administered by AFLAC, employee contributions for group health and other benefit coverage may be made with pre-tax dollars through a payroll deduction. By contributing this way, employees reduce the out-of-pocket dollars and receive a savings in their "take-home" pay or net earnings. In addition to the Section 125 Plan, employees may choose to purchase supplemental insurance products from AFLAC. These benefits are offered to new full-time employees and once yearly at the designated open enrollment period (and upon special qualifying events). No deductions will be made until an employee formally enrolls in a plan and gives the City authorization to make deductions. B. Dental Insurance Group Dental Insurance is available to all regular full-time employees. Dental coverage begins on the first day of employment. This coverage terminates on the last day of employment. For more information concerning this coverage, please contact the Human Resources Department. C. Vision Insurance Group Vision Insurance is available to all regular full-time employees. Vision coverage begins on the first day of employment. This coverage terminates on the last day of employment. For more information concerning this coverage, please contact the Human Resources Department. D. Other Group Voluntary Insurance Benefits In addition to the above-mentioned insurance coverage, the City allows full-time employees to participate in voluntary products, including a flexible spending plan and HSA. Contact the Human Resources Department to enroll in any of these plans. If an employee's address changes while employed (and/or including following separation), or if the employee experiences a life event that triggers a coverage change such as birth, adoption, marriage, divorce, change in custody, or death, the Human Resources Department must to be notified immediately so that the insurance companies have current, 44 Last Revised updated information. Failure to comply may result in coverage or claims not being paid in a timely manner. NOTE: The City of Jeffersonville does not guarantee the continuation of current insurance benefits or any insurance benefits to employees on a permanent basis. Like the group health insurance, no deductions will be made until an employee formally enrolls in a plan and provides the City authorization to make deductions. For more information about the benefits, please contact the Human Resources Department. E. Flexible Spending Account A flexible spending account, a feature of the of the City's Section 125 plan, allows employees to pay a portion of their unreimbursed medical and dependent care expenses through pre-taxed dollars. The City will pay all administrative fees associated with the accounts, which are provided at no cost to the employee. An employee may elect or decline to participate in the flexible spending account on an annual basis. Once enrollment has occurred it cannot be revoked. No deductions will be made until the employee formally enrolls and provides the City with the appropriate authorization to make the deduction. F. Life/Accidental Death and Dismemberment Insurance All full-time employees, including introductory employees, shall be eligible for $50,000.00 of group life insurance coverage and $50.000.00 of accidental death and dismemberment insurance coverage paid by the City. Coverage shall commence on the date of hire. All entitlements to life insurance and accidental death and dismemberment insurance provided by the City shall cease at midnight on the last day of employment. Life/Accidental Death and Dismemberment insurance eligibility and benefits are determined solely by the vendor contract as approved by the Board of Public Works. I. Retirement Benefits-Additional Contribution Eligible retired City employees and their eligible surviving spouses shall be entitled to participate in individual or family group medical insurance benefits made available by the City to full-time City employees. The retired City employee must meet the conditions established by City Ordinance and applicable law. For additional information, please refer to the City's Retiree Ordinance and/or the Summary Plan Description. III. Indiana Public Retirement System (INPRS) Full-time civilian employees who meet the eligibility requirements set by state law and regulation must participate in the INPRS (formerly known as PERF). An employee who is hired as a full-time city employee becomes a member of INPRS on the first day of employment. Two separate and distinct contributions are made to INPRS on behalf of City employees. 45 Last Revised Employer Contribution The City contributes a percentage of each eligible employee's gross wages to INPRS to fund pension obligations. These payments are not credited to a particular employee's account. Employees are eligible for full retirement benefits at age 65 if they have ten (10) years or more of service with the City of Jeffersonville, the State of Indiana, or any political subdivision of the State participating in INPRS. An early retirement plan is available for employees aged 60 with ten (10) or more years of creditable service or at age 55 if the employee's age plus years of creditable service are equal to 85 or more. Employee Contribution An amount equal to three percent (3%) of each eligible employee's gross wages is credited to an annuity saving account (ASA) for the particular employee. The funds are regarded as employee contributions. However, the City makes the contribution on behalf of the employee. An employee is vested in the ASA immediately, but can only withdraw funds at time of separation from the INPRS covered employment at retirement. The ASA allows members to actively participate in managing their self-directed investment options. INPRS provides quarterly statements for each annuity account. INPRS questions should be directed to INPRS. Due to the complexity of the program, employees nearing retirement are to direct all inquiries directly to INPRS at least 90 days in advance of retirement. INPRS must be notified at least 90 days in advance of planned retirement in order to ensure a smooth transition. INPRS eligibility and benefits are determined solely by the Indiana state legislature and are not under the control of the City of Jeffersonville. IV. Deferred Compensation-Benefits Section The City had established an elective deferred compensation (457) plan for employees. The plan is a voluntary, tax-deferred savings plan for employees who wish to supplement their retirement income. The administration of such programs is the sole responsibility of the independent agent/vendor with whom the City contracts. All full-time employees are eligible to participate in the deferred compensation plan upon date of hire. The employee must contact the local plan representative to enroll. Deferred compensation guidelines are determined by the federal government and by vendor contracts, as approved by the Board of Public Works and Safety. V. Former Elected Official Coverage Any former full-time elected City Official, who has served at least two(2) four-year terms as a full time elected official, shall be eligible for coverage under the City's insurance plans until said official becomes eligible for coverage through another employer or becomes Medicare coverage 46 Last Revised due to age or disability. The City shall pay the official's insurance premium at the same contribution rate and terms as defined by the City's Collective bargaining Agreement provided that the official was enrolled in the City's health insurance plan as of January 1, 2017. 47 Last Revised