HomeMy WebLinkAbout2023-R-12 Resolution Approving the Employee Benefits Section of the Jeffersonville Policy & Procedure Manual RESOLUTION NO. 2023-R-
BEFORE /,r{
THE JEFFERSONVILLE COMMON COUNCIL
STATE OF INDIANA
A RESOLUTION APPROVING THE EMPLOYEE BENEFITS SECTION
OF THE CITY OF JEFFERSONVILLE POLICY AND PROCEDURE MANAUL
WHEREAS,the Common Council for the City ofJeffersonville,Clark County, Indiana (the"Council",
is the city's statutory legislative and fiscal body pursuant to I.C. 36-4-5-6 (as amended); and
WHEREAS, the City of Jeffersonville (the "City") offers specific benefits to its employees; and
WHEREAS, those benefits are typically set forth in the City of Jeffersonville Policy and Procedure
Manual (the "Manual") in a separate section entitled, "Employee Benefits"; and
WHEREAS, it is the responsibility of the administration to formulate and administer policies and
procedures for City employees; and
WHEREAS, the administration is requesting that the Council, as the fiscal body, to approve those
employee benefits set forth in the Manual; and
WHEREAS, the Council acknowledges the importance of offering competitive benefits to retain
existing employees and recruit new employees; and
WHEREAS, the Council now desires to approve the employee benefits section to be included in
the Manual; and
NOW, THEREFORE BE IT RESOLVED BY THE JEFFERSONVILLE COMMON COUNCIL, COUNTY OF
CLARK, STATE OF INDIANA, THAT:
1. The Council hereby approves the employee benefits section of the City of Jeffersonville Policy
and Manual, attached hereto as Exhibit "A".
2. The benefits set forth in Exhibit "A" shall supersede those contained in previous manuals,
resolutions or ordinances adopted or approved by the Council.
3. This resolution shall be in full force and affect after its passage, approval by Mayor and
confirmation required by law.
SO APPROVED ON THIS DAY OF C )cve.-,,12',— , 2023.
VOTED FOR: VOTED AGAINST:
g,
PASSED AND RESOLVED by the Common Council of the City of Jeffersonville,Clark County,Indiana,
upon this c/O day of /10vei>,ber , 2023.
Matt Owen, Pr ent
ATTEST:
/
Lisa Gill,C erk
2023-R-Ic PRESENETED TO ME THE MAYOR OF JEFFERSONVILLE, CLARK COUNTY, INDIANA
UPON THIS l DAY OF 170UX '-' , 2023.
ATTEST:
Lisa Gill, lerk
_ ti ern/�c;/L ,
2023-R- ;� SIGNED AND APPROVED BY ME ON THIS �� DAY OF
2023.
Mike Mo re, Mayor
ATTEST:
/--- J`A_- ✓Ji
Lisa Gill, Clerk
2023-R- VETOED BY ME ON THIS DAY OF , 2023.
Mike Moore, Mayor
ATTEST:
Lisa Gill, Clerk
EXHIBIT"A"
(EMPLOYEE BENEFITS SECTION OF THE CITY OF JEFFERSONVILLE POLICY AND PROCEDURE MANUAL)
City of Jeffersonville
2024 Employee Benefits Section
2024-R- 12
Time Off and Leave
I. Leave Accruals
Paid leave accrual totals in the timekeeping system(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 listed on the
paystub 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 will 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 Payroll Manager 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 1st
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. Juneteenth June 19th
8. Independence Day July 4th
9. Labor Day First Monday in September
10. Columbus Day Second Monday in October
11. General Election Day First Tuesday in November following the first Monday
12. Veteran's Day November l lth
13 Thanksgiving(3 days) 4th Wednesday, Thursday, and Friday in November
14. Christmas Eve December 24th
15. Christmas Day December 25th
16. New Year's Eve December 31st
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.
44 Revised Nov. 2023
Any non-exempt employee who is called in or scheduled to work on a holiday shall be
compensated at one and one-half(1 'A) times his/her regular rate of pay for all hours worked, in
addition to his/her normal holiday pay. Employees may not change their regular schedule during
a work week with a holiday to capture additional compensation.
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, and will be
distributed to all departments within the City government.
III. 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 one (1) week of vacation upon completion of a
90 day introductory period.
■ The employee will receive one(1)week 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 two (2)weeks of vacation.
• On the employee's five(5)through nine(9) year anniversary of continuous
service,the employee will receive three(3)weeks of vacation.
■ On the employee's ten (10) through fourteen (14) year anniversary of
continuous service,the employee will receive four(4)weeks of vacation.
■ On the employee's fifteen (15) through nineteen (19) year anniversary of
continuous service,the employee will receive five (5)weeks of vacation.
45 Revised Nov. 2023
■ On the employee's twenty(20) year anniversary of continuous service and
on each subsequent anniversary of continuous service, the employee will
receive six(6)weeks 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
without pay, disciplinary suspensions, Family and Medical Leave, parental leave,
and/or leave under the Americans with Disabilities Act). Vacation is also not
accrued while an employee is on workers' compensation leave, even if such
employee receives pay from a third party insurer.
C. Vacations are scheduled in accordance with workload requirements of the
individual department. Unless it is otherwise specified by Department Policy,
vacation requests should be made at least two(2)weeks in advance of the proposed
starting date. Department Heads and department supervisors have the authority to
approve or deny vacation requests.
D. Upon separation from the City, an employee shall be paid for all accrued unused
vacation leave up to a maximum of six (6) weeks. Such payment will be made in
one payment in the final paycheck to the employee. If an employee is covered by
a CBA, then its provisions with respect to vacation pay control.
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 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.
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. Payment for bereavement leave is at the employee's
straight time rate of pay.
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 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 may only be used for regularly scheduled work hours which an employee does
not work due to the death in their family. Employees who do not miss work may not request
Bereavement Leave to capture additional compensation.
46 Revised Nov. 2023
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,wellness,recreation,illness,
and other personal reasons.
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 who are regularly scheduled to
work five eight days per workweek will accumulate one (1) day per month and, thereafter, up to
six (6) personal days through December 31st of the first year of employment. Upon completion
of the introductory period, full-time employees who work four ten-hour days per workweek will
accumulate 8 hours of PTO per month and, thereafter, up to 48 hours of PTO through
December 31 St of the first year of employment.
On January 1st of each year, full-time employees hired on or after January 1, 2006 who are
regularly scheduled to work five eight-hour days per workweek will receive six (6) days of PTO
per year. Full-time employees hired on or after January 1, 2006 who are regularly scheduled to
work four ten-hour days per workweek will receive 48 hours of PTO per year. (See Ordinance
2006-OR-67).
On January 1st of each calendar year, full-time employees hired before January 1, 2006 who are
regularly scheduled to work five eight-hour days per workweek will receive ten(10)personal days
a year. Full-time employees before January 1, 2006 who are regularly scheduled to work four
ten-hour days per workweek will receive 80 hours of PTO per year.
Employees are not permitted to accumulate PTO time from year to year but may"cash-out"unused
days at the end of a calendar year(see PTO/Vacation Day Buy Back below).
Upon separation from the City an employee shall be paid for unused PTO time. 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. Use of PTO is permitted while an employee is
on unpaid leave.
The procedures for requesting PTO will be determined by each Department Head.
47 Revised Nov. 2023
VI. PTO / Vacation Day Buy Back
The City may purchase up to 80 PTO and/or Vacation hours per calendar year from full-time
employees who are not subject to a collective bargaining agreement.
The employee must request the buy back from his or her Department Head on the designated form.
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 and/or Vacation days requested and, if so,the request shall by processed by payroll.
VII. Paid Parental Leave
The City will provide full-time employees,after two(2)years of employment,up to four(4)weeks
of paid parental leave following the birth of an employees' child or the placement of a child with
an employee in connection with adoption or foster care. The purpose of paid parental leave is to
enable the employee to care for and bond with a newborn or a newly adopted or newly placed
child. This policy will run concurrently with Family and Medical Leave Act (FMLA) leave, as
applicable. See the City's Paid Parental Leave Policy for further information.
VIII. 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 two (2) years 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 maximum,
or as otherwise required by law, and will be unpaid. Potential grounds for granting such unpaid
leave include,but are not limited to:
• For personal reasons, such as illness in the family(other than FMLA),when FMLA
has been exhausted,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.
48 Revised Nov. 2023
Employees who are granted personal leaves of absence are required to exhaust any PTO or
vacation 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. It will be the responsibility
of the employee to pay the full group rate after 30 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.
Full group rate means the actual monthly premium cost paid by the City.
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
Medical Leave Act and the Americans with Disabilities Act and any such benefit and job
protections required thereunder will be applicable.
IX. Employee Assistance Program
On occasion,employees may have concerns regarding work-related,personal,health, 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 who are enrolled in the City's health
plan, and members of such employees' immediate families, with short term counseling, free of
charge, to address issues such as: work-life balance, marital difficulties, divorce or separation,
parent child conflicts,depression,substance abuse dependency,stress,financial difficulties,health
concerns, and much more. Up to six (6) 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 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.
X. 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
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.
49 Revised Nov. 2023
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.
XI. 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. The first fifteen (15) days of military or reserve service
leave shall be paid according to the employee's regular rate and schedule. Any military or reserve
service leave beyond fifteen (15) days shall be without pay. An employee may, however, use
earned PTO and/or Vacation while on military leave. 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 will 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.
XII. Military Family Leave
The City offers up to ten (10) days of unpaid leave to eligible employees who are the spouse,
parent, grandparent, child or sibling of a person who is ordered to active duty for military service
for a period longer than eighty-nine (89) days. Leave under this policy may be taken during the
thirty(30)days before active-duty orders are in effect,during a period in which the person ordered
to active duty is on leave while active duty orders are in effect, or during the thirty(30) days after
the active duty orders are terminated.
To be eligible for leave under this policy, employees must have been employed by the City for
twelve (12) months and worked 1,500 hours during the twelve (12) month period immediately
preceding the start of the leave.
An eligible employee may elect, or the City may require the substitution of paid leave, except for
paid medical or sick leave, for any part of the ten(10)day period of such leave.
50 Revised Nov. 2023
When requesting leave under this policy, employees should provide written notice, including a
copy of the active-duty orders if available, and the date the leave will begin to Human Resources
at least thirty (30) days before the leave will begin, unless the active duty orders are issued less
than thirty(30)days before the date the requested leave is to begin.
XIII. Volunteer Firefighter and Emergency Medical Service Leave
The City provides reasonable and necessary unpaid leave to eligible employees who serve as a
volunteer firefighter to respond to an emergency call received prior to or during the time the
employee is scheduled to report to work.
The City also provides unpaid leave, up to six (6) months from the date of injury, to eligible
employees when such employees are injured or absent from work because of an injury that occurs
while the employee is engaged in emergency firefighting or emergency response activities. Such
leave may run concurrently with leave under the federal Family Medical Leave Act and/or any
other leave policy, including PTO,where permitted under applicable law
Employees are eligible for leave under this policy if they have previously provided the City with
written documentation from the Fire Chief or other officer in charge of the employee's status as a
volunteer firefighter or emergency medical service provider.
Employees who take leave under this policy must provide Human Resources with a written
statement from the Chief or other officer in charge that the employee was engaged in emergency
firefighting or emergency medical service activity at the time of the absence or injury.
Leave under this policy is subject to the business needs of the City. For more information
regarding this leave,please contact the Human Resources Department.
XIV. Emergency Civil Air Patrol Leave
In accordance with Indiana law, the City provides reasonable and necessary unpaid leave to non-
essential employees who are members of the Indiana Wing of the Civil Air Patrol provided the
employee provides reasonable advance notice of the need for leave. The City may request
employees to provide appropriate documentation in support of a request for leave under this policy.
Employees may use accrued PTO when taking leave under this policy.
The City may, at its discretion, exercise its right to reject an essential employee's membership in
the civil air patrol. In such circumstances,the employee's absence from work may subject him/her
to disciplinary action,up to and including termination.
51 Revised Nov. 2023
Benefits
Many of the benefits described here are provided through plan documents by the City, 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. Copies are
available and can be requested from the Human Resources Office.
I. Overview
All regular full-time employees and elected officials of the City,including introductory employees,
shall be eligible to join the City's Health Benefit plan at the date of hire. Medical, vision, and
dental insurance is 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 within thirty(30)
days from date of hire. If an employee initially declines coverage,he/she must wait until the open
enrollment period to enroll unless a qualifying event occurs.
Qualifying events, for health insurance purposes, are major events that affect a person's health
insurance needs and qualifies that person to make changes or buy a health plan immediately, even
if it's outside of the open enrollment dates. Qualifying events may include:
• Birth or adoption of a child;
• Marriage or divorce;
• Loss of other coverage;
• Death;
• Court order; or
• A change in income that changes subsidy eligibility.
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 employment is separated. 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 an additional 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 75% 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 the appropriate collective bargaining
agreement(CBA).
52 Revised Nov. 2023
For additional information,please refer to the City's Retiree Ordinance and/or the Summary
Plan Description or the Fire/Police Collective Bargaining Agreements.
II. Group Health, Life, Dental, Vision, and Disability
This section provides an overview of the employee group health benefit plan, Section 125 Plan,
AFLAC supplemental health insurance, group term life insurance, and accidental 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.
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(Preferred Provider Organization)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 plans.
An employee who enrolls in a HDHP may be eligible to open a Health Savings Account(HSA)to
pay for eligible medical expenses with pre-tax dollars. The HSA is funded by a combination of
employer and employee contributions. All money in an employee's HSA belongs to the employee.
It can be rolled over from year to year, and employees retain control of the account upon
termination of employment. Each calendar year on the second payroll of the new year, the City
will contribute $1200 to HSA (Health Savings Account) Family and $900 to HSA Single plans.
Benefit-eligible employees hired after the second payroll of the new year will receive the
contribution on the first payroll after receipt of account information. Benefit-eligible employees
hired on or after July 1 will receive one-half(1/2) of the contribution allocation except for those
covered under the FOP CBA who will receive the full allocation on January 1 of each year.
Section 125 Plan: supplemental health insurance( )
Because the City participates in a Section 125 Plan (governed by Internal Revenue Service's
compliance and laws)that is administered by by the City,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 . These benefits are offered to new full-time employees and once yearly at
the designated open enrollment period(and upon special qualifying events).
53 Revised Nov. 2023
No deductions will be made until an employee formally enrolls in a plan and provides the City
authorization to make deductions. HSA eligibility and benefits are determined by the federal
government and by the vendor contract, as approved by the Board of Public Works (BPW).
B. Employee Health Care Center
The Employee Health Center is a full-time clinic operated for the benefit of those employees,
retirees, and their family members enrolled in the City's health insurance plan. The Health Center
is staffed by a nurse practitioner with physician oversight and other medical professionals who
provide acute and preventive care.
C. Dental Insurance
Group Dental Insurance is available to all regular full-time employees and eligible retirees. 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.
D. Vision Insurance
Group Vision Insurance is available to all regular full-time employees and eligible retirees. 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.
E. 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 of
employment),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 be notified immediately so that the insurance companies have current,
updated information. The employee will also need to personally contact all carriers of elected
ancillary products with this 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.
54 Revised Nov. 2023
F. Flexible Spending Account / Dependent Care
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.
G. 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.
H. Short-Term Disability
The City's Short-Term Disability (STD) benefit is an employer-funded plan providing income
replacement to protect the income of employees who are unable to perform the duties of their
position for limited periods of time due to pregnancy or an illness or injury due to non-work related
circumstances.
All full-time employees, except those covered by a collective bargaining agreement (CBA),
including introductory employees, shall be eligible for group Short-Term Disability (STD)
insurance coverage. Coverage shall begin on the first day of an accident or on the 15th day of
illness up to a maximum period of 26 weeks. A weekly benefit payment equates to 60% of base
pay up to a maximum of$1,000.00 per week.
STD 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.
55 Revised Nov. 2023
III. Mayor Longevity Pay
The City Council shall direct the City Fiscal Officer to pay the Mayor five percent (5%) as
longevity pay for each successive term that the Mayor is re-elected. For example, the longevity
pay would be five percent (5%) of the gross salary upon re-election to a second term; ten percent
(10%) of the gross salary upon re-election to a third-term; and fifteen percent (15%) of the gross
salary upon re-election to a fourth term and so on. The longevity pay shall be calculated on the
gross salary in the new term.
IV. Tuition Reimbursement
The City encourages employee professional development and improvement of work-related
knowledge, skills, and abilities through the pursuit of educational programs that lead to a college
degree. While the City encourages employees to further their education, educational attainment
does not guarantee promotion or transfer. The reimbursement benefit is not guaranteed and is
subject to approval on a case-by-case basis and the availability of funds. See the City's Tuition
Reimbursement Policy for application procedures, reimbursement details, and stipulations.
Full-time employees who have completed two (2) years of active service and meet current
performance standards are eligible to apply for tuition reimbursement.
Employees may pursue a degree or take individual courses at approved and accredited educational
institutions under this program, provided the course of study is related to the employee's current
position or a reasonable promotional objective within the City.
Employees are eligible for a maximum of twelve (12) semester hours or quarter hour equivalent
reimbursement per calendar year. Employees must attain the grade of "C" or better for
reimbursement for undergraduate work and the grade of"B" or better for graduate level courses.
Courses taken on a pass/fail basis will be reimbursed only if the employee receives a passing grade.
V. Indiana Public Retirement System (INPRS)
Full-time civilian employees who meet the eligibility requirements set by state law and regulation
must participate in the Indiana Public Retirement System("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.
The Indiana Public Employees' Retirement Fund Defined Benefit Plan (INPRS DB) is a cost-
sharing multiple-employer defined benefit plan and provides retirement, disability, and survivor
benefits to plan members. INPRS DB is administered through the INPRS Board in accordance
with state statues (IC 5-10.2 and IC 5-10.3) and administrative codes (35 IAC 1.2) which govern
most requirements of the system and give the City authority to contribute to the plan.
The Public Employees'Hybrid Plan(INPRS Hybrid) consists of two components: (1) INPRS DB,
the employer-funded monthly defined benefit component; and (2)the Public Employees' Hybrid
Members Defined Contribution Account, the defined contribution component. Two separate and
distinct contributions are made to INPRS on behalf of City employees.
56 Revised Nov. 2023
A. 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 fifteen
(15)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.
Please see the INPRS website, www.in.gov/inprs for the member handbook.
B. 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.
1NPRS eligibility and benefits are determined solely by the Indiana state legislature and are not
under the control of the City of Jeffersonville.
VI. Deferred Compensation-Benefits Section
The City had established an elective deferred compensation 457(b) 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.
After one(1) year of full-time employment,the City will contribute 0.5%of the employee's gross
salary to the designated 457(b)plan. In the event the employee elects to contribute to the plan,the
City's 0.5%contribution will cease at which time the City will match up to 3%of the employee's
gross salary.
Deferred compensation guidelines are determined by the federal government and by vendor
contracts, as approved by the Board of Public Works and Safety.
57 Revised Nov. 2023
VII. 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 eligible for Medicare
coverage 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 Agreements with Police
and Fire.
Note: The definitions set forth in the policy administration of the City of Jeffersonville Policy and
Procedure Manual are hereby incorporated. Benefits for City employees are subject to
appropriation by the Common Council.
58 Revised Nov. 2023
City of Jeffersonville
Employee Handbook
Acknowledgment of Receipt of Policy and Procedure Manual
I, the undersigned employee, hereby acknowledge receipt of a copy of the City of
Jeffersonville's Policy and Procedure Manual. I understand that violation of any City policy,
whether or not set forth in the Policy Manual, may result in discipline or termination of my
employment. I agree to read and become familiar with the Policy Manual's entire contents and to
abide by its terms throughout employment. I understand the Policy Manual does not create or
constitute a pact or contract, express or implied, between the City and its employees or any
individual employee (including me). I understand that the City may modify this Policy Manual
and/or any City policy at any time. I understand and agree that my employment at the City is"AT
WILL" and may be terminated at any time by either the City or me for any reason not expressly
prohibited by law or for no reason at all. I understand and agree that only the Mayor has the
authority to enter into an agreement for employment for any specified period of time or to make
an agreement for employment other than at-will, and then only in writing.
Employee Printed Name:
Employee Signature:
Date:
Human Resources Department:
160692\3754374-1
59 Revised Nov. 2023