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HomeMy WebLinkAbout2016 - 2019 Exempt Employee Benefitsoly OF SE.�. S TL HOME OF PELICAN ISLAND Exempt Employee Benefits Package Effective October 1, 2016 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 $10,000 term life insurance and $10,000 AD&D. Employees are eligible to purchase additional coverage per the Carrier's policy. F. The City agrees to pay fifty (50%) percent of the costs of single coverage group (health only) insurance for up to two (2) years for qualified exempt management employees who retire from the city after being continuously employed by the City for twenty (20) years in a full-time capacity. RETIREMENT PLAN A. ICMA 401(A) Plan —City contributes 9% of gross pay. B. 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 Leave Request Form See Appendix A. 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 discretionary time. For time periods of less than half a day (4 hours), no form is necessary, although 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: 0 1 s` three months (October through December) — 32 Hours 2nd three months (January through March ) — 24 Hours V three months (April through June) —16 Hours 41h 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. DISCRETIONARY TIME An exempt employee is not eligible for overtime pay or for compensatory time, therefore the City is offering Discretionary Time. Earned Discretionary Time must be utilized by the last full pay period of the fiscal year. A maximum of 80 hours may be accumulated and used in the fiscal year. To be eligible for Discretionary Time, an exempt employee must be employed by the City for six (6) months and have successfully completed their probationary period. The Department Head may approve Discretionary time based on his or her awareness of the employee's contribution, work time, and schedule. Discretionary Time may be taken in full days; however a Leave Request must be submitted and approved by the Department Head. Requests for discretionary time may be made at any time within the pay period with no restrictions concerning before or after holidays, vacations, weekends, etc. An exempt employee may not use more than two Discretionary days in a row without the approval of the Department Head or the City Manager. If the exempt employee has not used his or her Discretionary Time within the fiscal year, the Discretionary Time shall be considered lost and forfeited. Discretionary time is not owed to an exempt employee upon termination, resignation, or retirement. ANNUALLEAVE A. Annual leave is earned on a accrue annual leave based on the rate at which an employe used. Length of Service e pro-rata bi-weekly basis. Exempt employees will their years of service with the agency. To clarify accrues annual leave the following table will be Bi-weekly Annual Leave Accrual Rate Hours Earned 1 Year but less than 5 years 3.077 hours 80 hours 5 Years but less than 10 Years 4.615 hours 120 hours 10 Years but less than 15 Years 6.153 hours 160 hours 15 Years but less than 20 Years 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. 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 25% 5 Years but less than 10 Years 50% 10 Years but less than 15 Years 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 of a maximum five (5) working days. 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. 4 C. The City may require documentation supporting Bereavement Leave after an employee returns to work. 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. 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. 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. 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. OUTSIDE EMPLOYMENT Annually, before January 1'�, affected employees must notify and complete a Secondary Employment Form. See Appendix B. 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, 2016. , z-7- Joe Griffin, City Manager Date Witnesses Kenneth W. Killgore, Date Administrative Services Director C#thia R. Watson, Date Human Resources Manager Appendix A CITY OF SEBASTIAN 1225 MAIN STREET SEBASTIAN, FLORIDA 32958 TELEPHONE (772) 388-8206 ! FAX (772) 388-8247 LEAVE REQUEST FORM EMPLOYEE"S NAME DATE: This report is for a: New absence Continuation of a previously reported absence REASON FOR LEAVE REQUEST: Vacation Medical Leave Illness - Self Family Leave Illness - Family Leave of Absence Educational Military (attach copy of order) Accident on the Job Jury Duty (attach copy of order) Accident off the Job Death in the Family (Relationship) Other, Specify Date (s) you wish to be off. through SHOW LEAVE TIME ACCRUED, HOURS OFF, AND BALANCE LISTED BELOW Vacation Sick Discretionary Accrued to date Hrs. Hrs. Hrs. Less Leave - Hrs. - Hrs. Hrs. Request Balance Left = Hrs. = Hrs. = Hrs. Employee Signature: Date Notice of Absence Reported By: ❑ Employee ❑ Other Status of Request: ❑ Approved ❑ Disapproved ❑ Excused ❑ Unexcused ❑ Suspension ❑ Tardy/Leave Early ❑ Employee Medically Treated ❑ Physician Certification Attached Supervisor Signature: Date Department Head Signature: Date: ❑ Original to Human Resources ❑ Copy to Dept. ❑ Copy to Finance E:i ❑ Copy to Employee now HOME 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 second job 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 Date Department Head City Manager Assistant Administrative Services Director/HR Manager ❑ Original- Human Resources ❑ Copy- Employee ❑ Copy- Department Head