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HomeMy WebLinkAbout2019 - 2022 Exempt Employee BenefitsLPLf SEBASTL'NN HOME OF PELICAN ISLAND Exempt Employee Benefits Package Effective October 1, 2019 to September 30, 2022 SALARY A. Any COLA percentage increase is at the discretion of the City Manager. LONGEVITY PAY Longevity Pay shall be awarded according to the following schedule. A. All exempt employees, after having completed ten (10) years of continuous service with the City, will receive an increase in their base pay of five (5%) percent. The five percent increase will be added to their base pay effective the date of their ten-year anniversary date. B. All exempt employees, after having completed fifteen (15) years of continuous service with the City, will receive an increase in their base pay of five (5%) percent. The five percent increase will be added to their base pay effective the date of their fifteen -year anniversary date. C. All exempt employees, after having completed twenty (20) years of continuous service with the City, will receive an increase in their base pay of five (5%) percent. The five percent increase will be added to their base pay effective the date of their twenty-year anniversary date. D. All exempt employees, after having completed twenty-five (25) years of continuous service with the City, will receive an increase in their base pay of seven and one-half (7.5%) percent. The seven and one-half percent increase will be added to their base pay effective the date of their twenty-five year anniversary date. GROUP HEALTH INSURANCE A. All full-time exempt employees who participate in the group health insurance agree to pay twenty-five dollars per month towards the premium for group insurance coverage. The City agrees to pay the remainder of the premium to provide individual group health insurance coverage. B. Full time employees eligible to decline group health insurance shall be paid $75.00 twice a month by the City. C. The City agrees to pay the premiums for any full time exempt employee who participates in the group dental and vision coverage. D. Exempt employees who elect to participate in the group dependent health coverage option plan will pay a percent of the cost of the premium for health, dental and vision. The percentage will be determined on an annual basis. E. The City shall provide $15,000 term life insurance and $15,000 AD&D. Employees are eligible to purchase additional coverage per the Carrier's policy. F. Exempt Employees who retire or leave the City with twenty (20) years or more of continued service are eligible to continue only their health insurance for a maximum of 2 years. Exempt Employees will pay no less than fifty (50%) percent of the cost of single group health coverage. If the retired employee wishes to continue Dental, Vision and Life Insurance for the 2 years, the retired employee will pay 100% of the cost. The Health Reimbursement Account (HRA Card) is not part of the retirement insurance. G. The insurance premium may change each fiscal year based on renewal rates. RETIREMENT PLAN A. ICMA 401(A) Plan —City contributes 9% of gross pay. B. ICMA401(A) Plan —New regular full time employees are eligible for entry into this plan as of the first day of the next full pay period following 60 days from their date of hire. Employees previously eligible under the PEA Pension Plan are eligible for entry into this plan immediately. C. ICMA 457 deferred compensation plan or ICMA ROTH IRA at employee's cost. Employer does not contribute to either of these accounts but the employee is eligible to contribute per IRS guidelines. HOLIDAYS The following shall be paid holidays for exempt management employees: New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day Friday after Thanksgiving Day Christmas Eve Christmas Day TIME SHEETS AND LEAVE REQUEST FORMS A. Exempt employees must obtain prior approval for all time off of 8 hours or more by using the ADP Time Off Request or notes in the time card in ADP. B. An exempt employee's time is recorded by exception, therefore on any workday when an exempt employee works any portion of the day, no recorded time is required; however if an exempt employee works less than four (4) hours a day, he or she must submit a Leave Request Form to their Department Head and designate vacation, sick, other or flex time. For time periods of less than half a day (4 hours), no form is necessary; however approval must be obtained from 2 their Department Director or City Manager. Employees must accurately reflect the actual hours worked that day and not automatically put in eight (8) hours on their time sheets. Exempt employees will be paid for eighty (80) hours bi-weekly for normal workweeks, unless notified otherwise by their Department Head and/or the City Manager. PERSONAL LEAVE Exempt employees shall receive thirty-two (32) hours of Personal Leave per fiscal year. A Leave Request must be completed and approved to utilize Personal Leave. Personal leave can be taken in hourly increments. Any exempt employee starting during the year will receive a pro-rata portion of the personal leave hours as follows: • 1st three months (October through December) — 32 Hours • 2Rd three months (January through March ) — 24 Hours • 3rd three months (April through June) —16 Hours • 4t' three months (July through September ) — 8 Hours All Personal Leave must be used by the last full pay period of the fiscal year. If the employee has not used his or her Personal Leave within the fiscal year, the Personal Leave shall be considered lost and forfeited. A new exempt employee is not eligible to take Personal Leave for the first sixty (60) days of employment unless approved by the Department Head and City Manager. FLEXTIME An exempt employee is not eligible under the Fair Labor Standards Act for overtime pay or compensatory time, therefore the City may allow Flextime. Flextime is the ability to report to work at a time other than the regular 8:00 am to 4:30 pm. For example, you attended a meeting the night before that went until 7:30 pm --- 3 hours past the normal leave time. You would be permitted to report to work the next day or that week 3 hours later or leave 3 hours earlier. However, prior to changing hours to use flextime, the employee must obtain approval from their Department Director or the City Manager. Flextime is not cumulative and cannot be used after that pay period ends. Flextime will not be paid out upon separation from the City. Special circumstances for use of Flextime must be approved by the City Manager. ANNUAL LEAVE A. Annual leave is earned on a pro-rata bi-weekly basis. Exempt employees will accrue annual leave based on their years of service with the agency. To clarify the rate at which an employee accrues annual leave the following table will be used. Length of Service 1 Year but less than 5 years Completed 5 Years but less than 10 Years Completed 10 Years but less than 15 Years Completed 15 Years but less than 20 Years Completed 20 Years and over 3 Bi-weekly Annual Leave Accrual Rate Hours Earned 3.077 hours 80 hours 4.615 hours 120 hours 6.153 hours 160 hours 6.92 hours 180 hours 7.69 hours 200 hours B. Exempt employees will not be allowed to carry over from one fiscal year to the next more than 400 hours of accrued annual leave. If during the year the employee accrues more than 400 hours of annual leave, they will have until the last full payroll period in the fiscal year to bring their time balances down to the 400-hour maximum. If the employee does not bring the time balance down to the 400-hour maximum by the last full payroll period of each fiscal year, they will forfeit all hours in excess of the 400-hour maximum carryover. Annual leave will continue to accrue beyond the limitations set forth above when a Department Head or the City Manager fails to grant annual leave when requested in writing by an employee under the provisions of this section. Proper documentation signed by the Department Head or City Manager will be forwarded to the Administrative Services/Human Resources Department where it will be kept on file indicating the reasons for not granting the requested leave. C. Upon separation from the City, exempt employees shall receive the entire account balance of accrued leave paid at the regular hourly rate. SICK LEAVE A. Exempt management employees accrue leave at the rate of ninety-six hours per calendar year. Sick leave will accrue bi-weekly over twenty-six (26) periods. To clarify the rate at which an employee accrues sick leave the following table will be used. Length of Service Bi-weekly Sick Leave Accrual Rate Hours Earned All years of service 3.692 hours 96 hours B. Upon separation from the City, exempt management employees shall receive a distribution of their accrued sick leave balance up to 600 hours in accordance with the following schedule: Years of Service Percentage Less than 1 Year 0 % 1 Year but less than 5 years Completed 25% 5 Years but less than 10 Years Completed 50% 10 Years but less than 20 Years Completed 75% 20 Years or over 100% C. Once an exempt employee accrues 360 hours of sick leave they may at their option convert fifty (50%) percent of any unused accrued sick leave in excess of 360 hours to annual leave on the last pay period of each fiscal year. If the employee is at the maximum vacation accrual on last full pay period of each fiscal year, the sick conversion process cannot be allowed. BEREAVEMENT LEAVE A. Time off Provision — When there is a death in an employee's immediate family, that employee shall be granted a Bereavement Leave as follows: a. 3 Days if in the State of Florida b. 5 Days if outside the State of Florida c. 2 Days if employee is part-time B. Immediate family is defined as the employee's spouse, children (including step- children, supported by a Marriage Certificate), father, mother, brother, sister, parents -in-law, grandchildren, or grandparents, domestic partner or any relative who is domiciled in the employee's household. C. Within thirty (30) calendar days from the date the employee returns to work from such absence, the employee will file a copy of the death certificate of the deceased. Said death certificate will be attached to a leave request form and forwarded to the Department of Administrative Services, Human Resources for processing. Failure to produce a death certificate will result in the employee reimbursing the City for any paid leave taken under this Article. Any employee found to have falsified his or her application request for Bereavement Leave to use this time -will be disciplined up to and including dismissal. It is understood that under certain circumstances the employee will be unable to obtain a death certificate. In this event, in lieu of a death certificate, the employee shall submit a newspaper account showing the death and the relationship of the deceased to the employee and/or other appropriate criteria as deemed appropriate by the Administrative Services Human Resources Director. D. Any absence in excess of five (5) working days in connection with approved Bereavement Leave will be charged to accrued annual or sick leave, at the employee's option. WORKERS' COMPENSATION: Any regular full-time employee who sustains a temporary disability as a result of and arising out of employment by the City as provided by the Worker's Compensation Law of the State of Florida, shall, in addition to the benefits payable under the Worker's Compensation Law be entitled to the following: A. During the first eighty (80) work days of such disability, the employee shall receive net supplemental injury pay based upon his/her net take home pay reduced by the Worker's Compensation indemnity payment. B. Thereafter, the employee may utilize any accrued sick or vacation leave in order to receive supplemental injury pay based upon his/her normal net take home pay reduced by the Worker's Compensation indemnity payment until such annual or sick leave is exhausted. A. Upon exhaustion of all paid leave, the City may, at its discretion, grant an unpaid leave of absence to the employee for a period not to exceed one year. B. If any employee, due to an on-the-job injury, is temporarily or partially disabled from performing the duties of his/her classification, but is determined to be able to perform light duty by a physician designated by the City, the employee may be required to perform such duty or lose the supplemental injury pay. Assignment to light duty shall be considered a temporary assignment, without reduction in pay. Such a reassignment shall be to other duties commensurate with medical and mental fitness, subject to availability of suitable work, and the employee's qualifications for the 61 J position. However, an employee shall not be permitted to continue in a light duty position after reaching his/her maximum medical improvement or for a period that exceeds one year. C. Any employee who suffers an employment connected injury may be required by the City to be examined every twenty (20) working days by a medical doctor, specified and provided by the City, who shall determine the employee's condition and fitness for full or partial return to duty. D. No employee will be entitled to the supplemental injury pay described herein if the injury suffered has been determined to have been the result of intentional self -infliction or where the disability or illness continues as a result of the employee's failure to cooperate with medical advice or corrective therapy. E. While receiving employment connected disability benefits, an employee shall be entitled to all benefits, which he/she would normally, receive pursuant to his/her employment with the City except additional accruals of sick and vacation leave. F. Any covered employee receiving proceeds from a disability insurance policy and Worker's Compensation indemnity payments shall not be allowed to use paid leave, such that they receive a total amount of more than his/her normal take home pay. EDUCATION REIMBURSEMENT Payment by the City of Sebastian for approved educational or training programs will be in conformance with the following: Eligibility--- All exempt employees are eligible for participation up to the limit of the funds available for education. A. The City of Sebastian will, upon approval of the City Manager or designee, pay tuition, required books and lab fees of regular full-time exempt employees for any eligible training or educational program/course. An eligible training or educational program/course is one that, in the judgment of the City Manager or designee, is directly related to the employee's current position or to a related higher position, and which will improve performance in a current position or which constitutes preparation for promotion to related higher responsibilities. The Tuition Reimbursement Plan is as follows: Grade % Paid A 90% B 75% C 50% P-Passing 90% B. Application Procedure — An exempt employee desiring to participate shall submit an application fifteen (15) working days in advance to the City Manager for final approval. C. Course Completion — If the employee achieves a grade of "C" or better in a course which is graded ---or if the employee receives a "pass" in a course which 2 is graded on a pass/fail basis — he/she will submit an official copy of his/her grades along with proof of his/her payment for tuition, required books, or lab fees to Administrative Services/Human Resources Department. Reimbursement shall be made in accordance with City policy for reimbursements. The employee's personnel record will be documented with his/her education achievement. D. Transportation — Transportation shall be at the employee's expense. E. Maximum Reimbursement — The reimbursement shall be available for a maximum total of twenty four (24) semester hours or thirty-two (32) quarter hours in any one (1) fiscal year period for an eligible employee for under -graduate courses pending budget authorization and availability of funds. The maximum tuition rate to be reimbursed for college -level courses is that established annually by the State Legislature for state supported schools (under graduate credit hour fee). Should an employee elect to attend a non -state school, he/she is responsible for the difference in tuition. F. Service Requirement — Employees, who are reimbursed for such courses, agree to remain employed by the City of Sebastian for at least two (2) years after completion of the course(s). Should an employee leave the City service within two years after completion of the course(s), he/she is required to return any payments to the City or it will be deducted from his/her final paycheck. G. City Mandated Education Courses — If the City requires an employee to attend an educational course, seminar or conference, the City shall pay tuition, transportation, and meals and lodging in accordance with the City's Travel Policy. WORK BOOTS /SHOES A. The City will provide those exempt employees from Public Works, Leisure Services, Public Facilities, and Building Department who are required to wear safety boots/shoes as a part of their job function one hundred and twenty dollars ($120.00) per fiscal year, payable to the employee the first full pay period in October of each year. Any employee receiving this benefit will be required to wear the safety boots/shoes at all times while performing their City job functions. If an employee begins employment after the first full pay in October, the boot allowance will be prorated by $10.00 per month. Safety boots/shoes must meet the requirements as established by the department. B. The City will also pay for the replacement of safety boots/shoes due to on the job damage caused as a result of an accident in the amount of no more than $120.00. The Boot/Shoe Replacement Form (Exhibit A) must accompany the accident report and be signed by the Department Head and City Manager. An incident report must accompany this request, which details how the damage occurred. The report must be signed by the employee's immediate supervisor before being submitted. If the damage was a result of the employee's negligence, the employee will pay the full cost of the replacement and may be subject to disciplinary actions. C. If the employee provides medical documentation signed by an attending physician stating that they cannot wear the safety boots/shoes due to a medical condition they will not be required to wear the safety boots/shoes. The employee will also be exempted from the benefit provision and will not receive the $120.00 annual disbursement for safety boots/shoes. 7 D. If the employee does not complete the six (6) month probationary period for any reason, the amount reimbursed for the work boots/shoes shall be deducted from the employee's last pay check which will reflect the actual expense incurred by the City for the purchase of the work boots/shoes. OUTSIDE EMPLOYMENT Annually, before January 1s`, affected employees must notify and complete a Secondary Employment Form. See Exhibit A. The City of Sebastian will be the primary employer in all cases. The City reserves the right to deny outside employment. APPROVAL OF EXEMPT BENEFIT PACKAGE This Exempt Employee Benefit Package is effective October 1, 2019. P/ICarrisle,Jr., City Manager Date ' Witnesses Kenneth W. Killgore, Date CFO/Administrative Services Director hia R. Watson, Date r 4an Resources Director/ Assistant Administrative Services Director EO\ik,1 A aLY I* s HOME OF PELICAN BLAND Exempt Employee Safety Boots/Shoes Authorization Form Date: Employee Nane: The City will provide those exempt employees from Public Works, Leisure Services, Public Facilities, and Building Department who are required to wear safety boots/shoes as a part of their job function one hundred and twenty dollars ($120.00) per fiscal year, payable to the employee the first full pay period in October of each year. Any employee receiving this benefit will be required to wear the safety boots/shoes at all times while performing their City job functions. If an employee begins employment after the first full pay in October, the boot allowance will be prorated by $10.00 per month. Safety boots/shoes must meet the requirements as established by the department. The City will also pay for the replacement of safety boots/shoes due to on the job damage caused as a result of an accident. An incident report must accompany this request, which details how the damage occurred. The report must be signed by the employee's immediate supervisor before being submitted. If the damage was a result of the employee's negligence, the employee will pay the full cost of the replacement and may be subject to disciplinary actions. If the employee provides medical documentation signed by an attending physician stating that they cannot wear the safety boots/shoes due to a medical condition they will not be required to wear the safety boots/shoes. The employee will also be exempted from the benefit provision and will not receive the $120.00 annual disbursement for safety boots/shoes. Authorization Department Head Signature Date City Manager Signature For Payroll Use: Date Paid: Amount: Date L;-J-rU pl T D Ta HOME OF PFUCAk ISLAND CITY OF SEBASTIAN 1225 Main Street Sebastian. Florida 32958 Telephone 772-388-8222 Fax 772-388-8249 SECONDARY EMPLOYMENT REQUEST FORM Form to be Completed and Approved Annually (by January 1) Date: Employee Name- Department: Employees Regular Work Schedule: I request approval for the below described secondary employment: Name of Secondary Employer: phone: Address Street address City State Zip Nature of Business: Hours to be worked per week: Duties to be performed: Duration of Employment for which approval is requested: Expected Start Date Expected End Date How to reach you in case of emergency I hereby certify that I have read and understood the above referenced City of Sebastian's regulations regarding secondary employment and that the nature of this job and the duties I will perform are and will be consistent path said regulations- I also agree that I will only continue my second job as long as it does not affect my job with the City of Sebastian I understand that I mast complete this form and obtain approval for the second job on an annual basis. Employee's Signature ❑ Approved ❑ Approved I� , ❑ ongmal- Human Resources Date Department Head City Manager Assistant Admimstratn-e Senaces Duector1fa Manager ❑ CCP3- Employee ❑ Copy- Department Head 0