HomeMy WebLinkAbout2022 - 2025 Exempt Employee Benefits PackageCMLf
SEBASTIAN
HOME OF PELICAN ISLAND
Exempt Employee Benefits Package
Effective October 1, 2022 to September 30, 2025
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 five (5) years of continuous
service with the City, will receive an increase in their base pay of three (3%)
percent. The three percent increase will be added to their base pay effective the
date of their fifth -year anniversary date.
B. 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.
C. 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.
D. 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.
E. 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. Mission Square (ICMARC) 401(A) Plan — City contributes 9% of gross pay.
B. Mission Square (ICMARC) 401(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. Mission Square (ICMARC) 457 deferred compensation plan or Mission Square
(ICMARC) 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,
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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
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
• 2"d three months (January through March ) — 24 Hours
• Td three months (April through June) —16 Hours
• 4th 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.
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Length of Service Bi-weekly Annual Leave
Accrual Rate Hours Earned
1 Year but less than 5 years Completed 3.077 hours 80 hours
5 Years but less than 10 Years Completed 4.615 hours 120 hours
10 Years but less than 15 Years Completed 6.153 hours 160 hours
15 Years but less than 20 Years Completed 6.92 hours 180 hours
20 Years and over 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. Employees with five (5) years or more consecutive employment as of October 1,
2022, upon separation from employment in good standing (resignation or
retirement with a two -week notice or medical separation) will be eligible to be
paid for his/her accrued balance of vacation leave up to a maximum of 400
hours.
D. Employees hired after October 1, 2022 shall be entitled to be paid a percentage
of his/her accrued balance of vacation leave up to a maximum of 240 hours. The
percentage is as follows:
• If separated before completing the first year — 0%
• 1 Year but less than 3 Years - 25%
• 3 Years but less than 5 Years - 50%
• 5 Years or more - 100%
E. Vacation leave will not be approved or paid during an employee's last two (2)
weeks of employment, except in the case of an emergency. An employee
requesting paid vacation leave will be required to furnish proof of the emergency
or a doctor's note verifying that the employee was medically unable to report to
work. Failure to provide this documentation will result in no pay for the day(s) in
question.
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.
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Length of Service Bi-weekly Sick Leave
Accrual Rate Hours Earned
All years of service 3.692 hours 96 hours
B. Exempt employees hired before October 1, 2022 with consecutive employment
upon separation and in good standing (resignation or retirement with a two -week
notice or medical separation) will be eligible to be paid for his/her accrued
balance of sick leave up to a maximum of 600 hours.
Years of Employment
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. Exempt employees hired after October 1, 2022 with consecutive employment
may accrue up to 480 hours plus accrued time for the current year. This is to
allow for Family Medical Leave. The 480 hours are not paid out when the
employee separates from the City.
D. Sick leave will not be approved or paid during an employee's last two (2) weeks of
employment, except in the case of an emergency. An employee requesting paid
sick leave will be required to furnish a doctor's note verifying that the employee
was medically unable to report to work. Failure to provide this documentation will
result in no pay for the day(s) in question.
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
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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
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.
C
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
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.
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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.
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 1 ", affected employees must notify and complete a Secondary
Employment Form. See Exhibit B. The City of Sebastian will be the primary employer in
all cases. The City reserves the right to deny outside employment.
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SEBASTIAN
NOME OF PELICAN 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 with said regulations. I also agree that I will only continue my secondjob as long as it does not
affect my job with the City of Sebastian. I understand that I must complete this form and obtain approval for
the second job on an annual basis.
Employee's Signature
❑ Approved
❑ Approved
❑ Denied
❑ Denied
❑ Original- Human Resources
Date
Department Head
City Manager
Assistant Administrative Services Director/HR Manager
❑ Copy- Employee ❑ Copy- Department Head
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