A.
Available plans and coverage.
(1)
Employees hired before June 1, 1998.
(a)
The Town/Village shall make available at no cost to all full-time
employees hired before June 1, 1998, the equivalent of Blue Choice
25. The employee shall be responsible for the copayment schedule in
effect for the HMO plan recognized as the base by the Town/Village
(hereinafter "Base HMO"), including special procedure and prescription
medicine copayments. The employee will pay the prevailing copayment
of Blue Choice 25, but will be entitled to reimbursement of the difference
between the Base HMO and of Blue Choice 25 copays upon submission
of receipts to the Town/Village. Employees who desire coverage other
than Blue Choice 25 may elect to do so. Any additional cost for such
coverage shall be borne by the employee.
(b)
The Town/Village will accept, for purposes of reimbursement
of copays, documents generated by either physician's offices or pharmacies.
These documents need not include the nature of the visit or the name
of the medication. The employee may redact such information before
submitting the documentation. The Town/Village will reimburse the
employee within 30 days.
(2)
Employees hired on or after June 1,1998. Employees hired on or after
June 1, 1998, but prior to October 1, 2009, shall be responsible for
20% of the premium for the equivalent of Blue Choice 25 as referenced
above. Employees hired on or after June 1, 1998, who desire coverage
other than Blue Choice 25 may elect to do so. Any cost beyond the
80% of Blue Choice 25 premium incurred by the Town/Village shall be
borne by the employee.
(3)
Employees hired on or after October 1, 2009. Employees hired on or
after October 1, 2009, shall be responsible for 30% of the premium
for the equivalent of Blue Choice 25 as referenced above. Employees
hired on or after October 1, 2009, who desire coverage other than
Blue Choice 25 may elect to do so. Any cost beyond the 70% of Blue
Choice 25 premium incurred by the Town/Village shall be borne by the
employee.
(4)
Nonunion employees hired after January 1, 2005, will not be eligible
for copay reimbursement.
B.
Payment in lieu of medical coverage. Employees who choose not to
be covered by the medical insurance plan offered by the Town/Village
shall be entitled to a payment in lieu of that coverage. That payment
shall be equal to one-half of the dollar amount the Town/Village would
be responsible for paying to insure that employee. Prior to this reimbursement,
the employee must provide proof to the Town/Village that alternate
health care coverage exists.
(1)
Reimbursement is done on a quarterly basis each year. An employee may choose to re-enter the Town/Village's health insurance plan under the same conditions that were available at the time the employee chose to switch. If an employee retires under this provision, all payments will stop at retirement, and all accumulated and unused sick days will revert to § EH-5.3B of this Handbook. At any time in retirement the employee may elect to enroll in the Town/Village health care plan at his or her cost.
(2)
In addition, the Town/Village will accept, for purposes of reimbursement
of copays, documents generated by either physician's offices or pharmacies.
These documents need not include the nature of the visit or the name
of the medication. The employee may redact such information before
submitting the documentation. The Town/Village will reimburse the
employee within 30 days.
It is the policy of the Board of Trustees of the Town/Village
of East Rochester to provide health care coverage to employees who
retire from service to the Town/Village after those employees have
satisfied certain qualifying conditions.
A.
Employees whose terms and conditions of employment are covered by
a collective bargaining agreement may be entitled to health care coverage
in retirement pursuant to the collective bargaining agreement in place
at the time of their retirement.
B.
Those employees not covered by a collective bargaining agreement
who reach retirement age as specified by their tier placement in the
New York State Employees Retirement System, and who have 20 years
of service to the Town/Village, shall be entitled to continue in the
health plan they are enrolled in at the time of their retirement,
under the same premium copayment arrangements as in effect at the
time of retirement. Accrued, unused sick leave shall be reported to
the Employees Retirement System for appropriate service credit, and
shall also be subject to reimbursement according to the following
scale:
|
Number of Days Accumulated Over
|
Additional Benefit
|
|---|---|
|
1 to 50
|
1 day's pay per 4 days
|
|
51 to 100
|
1 day's pay per 3 days
|
|
101 to 250
|
1 day's pay per 2 days
|
|
In no case shall the payment for this benefit exceed 105 full
days' pay.
|
C.
Employees who supervise others who are covered by a collective bargaining
agreement shall be entitled to no less than the benefits described
in that agreement.
D.
The following shall apply to all employees and to all current retirees
enrolled in health insurance plans provided by the Town/Village of
East Rochester:
(1)
Should that qualifying employee, after retiring, predecease his or
her spouse, that spouse shall be entitled to single coverage for life,
or until that surviving spouse remarries.
(2)
It is also to be understood that upon the retiree's or surviving
spouse's attainment of Medicare age, medical insurance in retirement
shall be converted to a Medicare supplemental coverage at the discretion
of the Town/Village.
(3)
The surviving spouse benefit applies only to the spouse of the retiring
employee at the time of employment.
(4)
Whenever a plan offered to a retiree or a surviving spouse is no
longer available, the Town/Village retains the right to change health
plans to achieve equivalent coverage. The Town/Village may also elect
to change retiree plans to find more cost-effective options for providing
equivalent benefits. In any event, as a matter of law, the Town/Village
may not reduce retiree benefits to a level less than that enjoyed
by active employees.
(5)
In the event a retired employee moves out of the Rochester area where
his or her current coverage is unavailable, the Town/Village agrees
to pay a health care provider in the retiree's area the equivalent
cost of the health plan in which the employee was enrolled in at the
time of retirement or the cost of Blue Choice Value, whichever is
greater.
(6)
Dental coverage in retirement: 50% employee; 50% employer.
The Town/Village recognizes that regular dental care is essential
to good health but there may be times when needed dental work is put
off because of cost. We offer eligible employees a dental insurance
program designed to encourage preventive and remedial dental care.
A.
Eligibility. Regular full-time employees are eligible to join our
dental insurance program immediately upon hire.
B.
Benefits. This plan is designed to encourage preventative and remedial
dental care by paying a portion of your dental expenses. Payment for
covered services is determined by a schedule of allowances which is
maintained by Health Economics. A copy of this schedule may be obtained
from the Payroll Department.
C.
Cost. The Town/Village will pay 50% of the cost of a single or family
contract. As a part of our benefits review process, the cost of dental
insurance is evaluated periodically, and the ratio of employer/employee
contribution is subject to change.
D.
Dental insurance coverage at termination. In accordance with the
provisions of COBRA, you have the option of continuing your coverage
through our plan for a period of 18 months, 29 months or 36 months,
depending upon the circumstances of your termination. To continue
our plan, you would need to pay the monthly premiums prior to the
8th day of each month.
E.
Additional details. This is intended as a brief introduction to the
dental insurance plan. A more thorough explanation of the plan is
contained in the actual plan documents and insurance policies available
from the Payroll Department.
The Town/Village of East Rochester provides a tax-deferred compensation
plan for eligible employees. Our plan offers you the opportunity to
reduce your current income taxes while saving for retirement. These
savings may then be used in combination with your Social Security
benefits and personal resources to provide you with a reasonable income
at retirement age.
A.
Eligibility. You are eligible to join our deferred compensation program
immediately upon hire.
B.
Enrollment. The Payroll Department will provide you with the necessary
forms to enroll in the Deferred Compensation Plan.
C.
Contributions. You may elect to make a pre-tax contribution. Please
see the Payroll Clerk for maximum and minimum percentages of your
compensation up to a maximum per year. The minimum amount which may
be contributed is set by the plan administrator and may not be less
than $5 per pay period.
D.
Details of plan. The above information is intended to be a summary
of the Town/Village's deferred compensation program. A full description
of the plan is contained in the Summary Plan Description booklet,
which may be obtained from the Payroll Department.
To maximize employees' take-home pay, the Town/Village offers
a flexible medical spending account.
A.
Eligibility. All full-time and regular part-time employees are eligible
to participate in the program, at the employee's option.
B.
Benefit. Section 125 of the Internal Revenue Code allows employees
to pay specific medical and dependent care expenses with pre-tax dollars;
this will reduce an employee's federal, state and Social Security
taxes. You determine how much you and your dependents will spend annually
on eligible medical and dependent care expenses. That amount is deducted
from your gross earnings through payroll deduction and is redirected
to a flexible spending account. The result is increased take-home
pay because your taxable income is less. Benefits paid by the program
are not considered taxable income.
C.
Enrollment. You can decide each year whether you want to take advantage
of this benefit, which is administered on a calendar-year basis. Enrollment
meetings are held periodically, typically in November.
D.
Administration. The program is administered by the current health
care plan provider.
E.
Additional details. This is intended to be a brief explanation of
the Cafeteria/Flexible Benefits Program. A more thorough explanation
is contained in the actual plan documents available from the current
health care plan provider or the Payroll Department.
A.
All employees shall be allowed 13 days' sick leave, to be granted on June 1 each year. Any unused sick days shall be credited to a sick leave reserve, which may accumulate without limit; except for purposes of calculating the retirement benefit referenced in § EH-5.3 of this Handbook. Sick leave may be taken in one-half-day or one-day increments. Employees will receive 13 sick days per year, which will carry over and, upon retirement, may be turned in for NYS retirement service credit.
B.
For purposes of this policy, a doctor's or physician's certificate
shall mean a notice, on letterhead or otherwise identifiable stationary,
signed by the physician, receptionist or other employee of the medical
facility. Employees must notify their Department Head prior to the
start of the work day to be eligible for sick pay on any given day.
In the event any employee is sick more than five consecutive days,
a doctor's certificate must be presented to the Department Head, or
the employee shall not be paid for any of the five or more days taken.
C.
If an employee uses sick days on three occasions, without a physician's
certificate, during a one-year period from the date of the first occasion,
he or she must submit a physician's certificate outlining the reason
for each occasion thereafter during that year to be paid for that
absence.
D.
All doctor's or physician's certificates must be presented to the
Department Head within five working days of the employee's return
to work. No certificates will be accepted after this time. Any certificate
not received within the five working days will be automatically treated
as an unexcused absence.
E.
If an employee is sick the working day before or after any scheduled
vacation time off, and has three unexcused absences, the employee
must present a doctor's or physician's certificate to be paid for
the sick time off.
F.
No employee receiving sick pay for any time during a twenty-four-hour
period, beginning at 7:00 a.m. each day, shall work for an employer
other than the Town/Village of East Rochester. If an employee is so
engaged, he or she shall forfeit sick pay for each sick day and will
be subject to appropriate disciplinary action. The exception to the
above shall be when an employee misses only a portion of the work
day for a scheduled doctor's appointment and otherwise works most
of that day. In all instances above, a doctor's certificate must be
provided.
G.
Abuse of sick leave shall be cause for disciplinary action up to
and including discharge.
A.
All employees will be given three days' personal leave with pay per
year.
B.
Any employee denied personal leave upon request based on staffing
problems may not later be granted personal leave for that day, except
in an emergency (the employer may request the employee provide proof
of emergency). If an employee is denied personal leave and calls in
for a sick day, a doctor's or physician's certificate must be presented
to be paid for the sick time off.
C.
Employees may apply for a long-term unpaid personal leave of absence.
Permission and conditions for such leaves are subject to Town/Village
Board approval on a case-by-case basis.
A.
An employee's absence in the case of a death in his or her family
is allowed, with the intent that the employee would be engaged in
preparations for and attendance at funeral services or in attending
to business brought on by the loss of the family member.
B.
In the event of a death in the family, the following absences shall
be approved:
(1)
Spouse, son, daughter, father, mother, mother-in-law, father-in-law,
sister, brother, stepfather, stepmother, stepbrother and stepsister:
four working days from date of death.
(2)
Brother-in-law, sister-in-law, grandparents: three working days from
date of death.
(3)
Any other relative: one day shall be allowed to attend the funeral.
A.
Required notice. When an employee desires to take his or her vacation
of one week or more, three weeks' notice is to be given to the Department
Head. If an employee takes his or her vacation in one-day increments,
he or she must give at least two days' prior notice to the Department
Head, with a signed slip from the Department Head.
B.
Amount of vacation earned.
|
Number of Years of Service
|
Working Days of Vacation Earned
|
|---|---|
|
1 through 4
|
10
|
|
5 through 9
|
15
|
|
10 or more
|
15, plus 1 additional day each year over 10 years; maximum vacation
days not to exceed 25 days
|
All nonunion employees are entitled to the following paid holidays:
|
New Year's Day
|
|
Martin Luther King, Jr. Day
|
|
President's Day
|
|
Good Friday
|
|
Memorial Day
|
|
4th of July
|
|
Labor Day
|
|
Columbus Day
|
|
Veterans Day
|
|
Thanksgiving (2)
|
|
Christmas (2)
|
The Town/Village of East Rochester provides eligible employees
with time off when compelling family or medical problems require a
leave of absence.
A.
Eligibility.
B.
Length of leave. Eligible employees may take up to 12 weeks of leave
in a twelve-month period for reasons defined above.
(1)
Absences are calculated based on a rolling twelve-month period
beginning on the date that the first family or medical leave absence
begins.
(2)
Absences due to an employee's serious health condition that
is also covered by disability or workers' compensation are counted
as part of the leave time available under the family and medical leave
of absence.
(3)
Leaves taken for the birth or the placement of a child with
the employee for adoption or foster care must be completed within
12 months of that birth or placement.
(4)
Under certain circumstances, leaves may be taken intermittently
or on a "reduced leave schedule."
(a)
Employees may take leave intermittently or on a reduced leave
schedule when medically necessary for their own serious health condition
or to care for a family member with a serious health condition.
(b)
Intermittent or reduced leave for family reasons (leave to care
for a newborn or newly adopted child or a child placed in foster care)
may be taken only if the Town/Village and employee agree to the arrangement.
(5)
If both spouses are employed within the Town/Village and wish
to take leave to care for a newly arrived child or a sick parent,
their aggregate leave is limited to 12 weeks. If the leave is because
of the employee's or a child's serious health condition or the serious
health condition of the other spouse, each spouse is entitled to 12
weeks of leave.
C.
Procedure for requesting a leave of absence.
(1)
Birth, adoption or placement of a child or planned medical leave.
In the case of leave for birth, adoption or placement of a child,
or a planned medical leave, an employee must provide the Village Administrator
with 30 days' notice in writing before the date on which the leave
would begin. If the employee is unable to provide 30 days' notice,
he or she must provide such notice as is practical.
(2)
Serious health condition. In the case of leave for a serious
health condition, if the leave is foreseeable based on planned medical
treatment, employees are required to make a reasonable effort to schedule
the treatment so as not to disrupt unduly the operations of the Town/Village.
If the leave is foreseeable, employees are required to provide 30
days' notice; or if such notice is not practical because of a medical
emergency, employees shall provide such notice as is practical.
D.
Medical certification.
(1)
Advance notice. Employees are required to provide medical certification
of a serious health condition, either their own serious health condition
or that of a family member. Such certification is required in a timely
manner, usually within 15 calendar days after the leave is requested.
Failure to provide adequate certification may result in delay of leave
until the required certification is provided.
(2)
Return to work. Before returning to work, employees who have
taken a leave for their own serious health condition are required
to present a letter from their health care provider certifying that
they are able to return to work.
E.
Employment and benefits protection. Employees will receive health
benefits under the same terms and conditions as if they were on the
job.
(1)
Employees are required to pay their portion of the health care
premium by the 15th of each month. Coverage will cease if an employee's
premium payment is more than 30 days late. If the health care premium
is overdue for 15 days, the Town/Village will notify the employee
that his or her health insurance coverage will terminate if the premium
is not received within the next 15 days.
(2)
Employees who provide a statement of notice of their intent
not to return to work are not entitled to continuation of health care
benefits, except as covered by COBRA.
(3)
Employees who fail to return from the leave, except for reasons
of continuation, recurrence or onset of a serious health condition,
or something else beyond the employee's control, must repay the Town/Village's
share of health coverage premiums incurred during the leave.
(4)
Employees receive time off on an unpaid basis. Employees who
have available vacation or sick days are required to substitute this
paid time during the leave.
(5)
An employee (other than a key employee) who qualifies for a
leave will return either to the same position he or she had before
or to a position equivalent in pay, benefits and other terms and conditions
of employment.
(6)
Key employees may not be eligible for reinstatement to the same
or an equivalent position if it would cause grievous economic harm
to the Town/Village.
The Town/Village recognizes the obligation of those employees
who are called for military service, whether by draft, enlistment
or with a reserve unit. Your employment status within the Town/Village
is protected by the Vietnam Era Veterans' Readjustment Assistance
Act and all subsequent modifications.
A.
Compensation. An employee who is a member of a reserve component
will be paid his/her normal weekly compensation (base rate) for up
to two weeks per year.
B.
Leave of absence. Employees who serve on active duty will be granted
an unpaid leave of absence.
C.
Notification of supervisor. You are expected to inform your supervisor
as far in advance as possible of your military leave. You also must
submit a copy of the military orders to your supervisor.
Eligible employees of the Town/Village of East Rochester may
participate in the New York State Employees Retirement System. This
plan, which may be used in combination with your Social Security benefits
and personal resources, will help to provide you with income for retirement.
A.
Eligibility. Regular full-time employees are enrolled in the New
York State Retirement System immediately upon hire. Regular part-time
employees may join the plan at any time.
B.
Benefits. Under this system, employees have specific benefits about
forced disability retirement, death, vestment rights, loan privileges
and guaranteed retirement income. The system has six tiers, which
are based upon an employee's original date of hire as a public employee.
Tiers I and II do not contribute into the system; however, those persons
who have been hired since July 27, 1976, fall into Tiers III, IV,
V and VI and are required to contribute 3% of gross wages into the
system for a period of years determined by the New York State Legislature.
C.
Vesting. You will be fully vested after completing five years of
credible service.
D.
Details of plan. The above information is intended to be a summary
of the retirement system. A full description of the plan is contained
in the New York State Employees Retirement System description brochure,
which may be obtained from the Payroll Department.
Disability benefits are temporary cash benefits paid to an eligible
wage earner when he or she is disabled by an off-the-job injury or
illness. The Disability Benefits Law provides weekly cash benefits
to replace, in part, wages lost due to injuries or illnesses that
do not arise out of or during employment. Disability benefits are
also paid to an unemployed worker to replace unemployment insurance
benefits lost because of illness or injury. An employer is allowed,
but not required, to collect contributions from its employees to offset
the cost of providing benefits. An employee's contribution is computed
as a percentage of his or her hourly wage, but shall be no more than
$0.60 per week based on current guidelines. Disability benefits include
cash payments only. Medical care is the responsibility of the claimant.
It is not paid for by the employer or insurance carrier.
A.
Eligibility.
(1)
All employees who cannot work due to a non-job-related disability
are covered under this short-term disability insurance program if
they meet the eligibility requirements of the New York State Disability
Benefits Law as follows:
(a)
Employees or recent employees of a covered employer who have
worked at least four consecutive weeks. An employer of one or more
persons on each of 30 days in any calendar year becomes a covered
employer four weeks after the 30th day of such employment.
(b)
Employees of an employer who elects to provide benefits by filing
an application for voluntary coverage.
(c)
Employees who change jobs from one covered employer to another
covered employer are protected from the first day on the new job.
Generally, an eligible employee does not lose protection during the
first 26 weeks of unemployment, provided he or she is eligible for
and is claiming unemployment insurance benefits.
(2)
Who is not covered?
(a)
Minor child of the employee.
(b)
Employees who change to jobs in an exempt employment or with
a noncovered employer, and work in such employment for more than four
weeks, lose protection until they work four consecutive weeks for
a covered employer. Note: A "noncovered" employer may elect at any
time to provide disability coverage by filing an application for voluntary
coverage with the Chair of the Workers' Compensation Board.
B.
Cash benefits.
(1)
Cash benefits are 50% of a claimant's average weekly wage, but
no more than the maximum benefit allowed. The average weekly wage
is based on the last eight weeks of employment. If counting the last
week in which the disability began lowers the benefit rate, it is
not included in determining average weekly wage. Maximum benefits
are established by state guidelines. Benefits paid by the employer
or insurance carrier are subject to Social Security and withholding
taxes.
(2)
Benefits are paid for a maximum of 26 weeks of disability during
52 consecutive weeks. For employed workers, there is a seven-day waiting
period for which no benefits are paid. Benefit rights begin on the
8th consecutive day of disability. For unemployed workers who are
receiving unemployment insurance benefits and who become disabled
more than four weeks (but within 26 weeks) after termination of employment,
benefits are payable from the first day of the disability that disqualifies
them from receiving unemployment insurance benefits. An employer must
supply a worker who has been disabled more than seven days with a
Statement of Rights under the Disability Benefits Law (Form DB-271),
within five days of learning that the worker is disabled.
C.
Costs. The cost of this insurance is paid entirely by the Town/Village.
D.
Employee's responsibility. Employees must notify their supervisor
immediately if they anticipate being on a medical leave beyond seven
calendar days.
E.
Filing claims.
(1)
If you are currently employed, or if you have been unemployed
within four weeks from the date the disability began, file the claim
with your employer or insurance carrier, using the white Form DB-450.
Keep a copy of this form to submit again if your claim is not paid
promptly.
(2)
If you have been unemployed more than four weeks from the date
the disability began, file the claim with the Disability Benefits
Bureau, using the green Form DB-300. Keep a copy of this form to resubmit
if your claim is not paid promptly.
(3)
You must file your claim within 30 days after you become disabled.
If you file late, you will not be paid for any disability period more
than two weeks before the claim is filed. Late filings may be excused
if it is shown that it was not reasonably possible to file earlier.
No benefits will be paid if you file more than 26 weeks after your
disability begins.
(4)
You must be under the care of a physician, chiropractor, podiatrist,
psychologist, dentist or certified nurse midwife to qualify for benefits.
Your health care provider must complete and sign the "Health Care
Provider's Statement" as proof of your disability.
(5)
However, if you depend for healing upon prayer through spiritual
means alone in the practice of religion, you must be under the care
of a duly accredited practitioner to qualify for benefits. In this
situation, the practitioner must complete and sign the "Practitioner's
Statement" (Form DB-450.5) before mailing.
(6)
Before filing your claim, be sure that you have completed and
signed the "Claimant's Statement" and your health care provider or
practitioner has completed and signed his or her portion. Submit this
information promptly to avoid delaying your claim.
To help employees cope with personal circumstances which influence
their lives on and off the job, the Town/Village offers a free, confidential
Employment Assistance Program (EAP).
A.
Benefit. The Town/Village contracts with an independent service to
provide professional, confidential counseling to you and your family.
There is no cost to you. Counseling is available for all types of
troubling, personal situations, including marital or family conflict,
financial or legal difficulties, drug or alcohol dependence and emotional
problems.
B.
Procedure. You or your family members can self-refer problems to
Associates in Employee Assistance. You do not need to notify your
supervisor or anyone else of the contact. You can rest assured that
no Town/Village staff will be informed of your visit. EAP brochures
are distributed periodically to all employees, are available in the
Payroll Department and can be secured confidentially from Associates
in Employee Assistance. Direct contact with Associates in Employee
Assistance is available at 585-383-4478.
All employees are covered by this federal program, known officially
as the "Federal Insurance Contributions Act (FICA)".
A.
Benefits. Social Security is an important benefit for you and your
family for it provides death, disability and retirement benefits (OASDI).
It also provides you with health insurance if you are elderly or become
disabled (Medicare or HI).
B.
Costs. The cost of this coverage, by law, is divided equally between
you and the Town/Village. In 2021, both you and the Town/Village are
contributing 6.2% of the first $142,800 of your earnings for OASDI
benefits and 1.45% on your total wages for Medicare benefits. These
rates are subject to change in accordance with legislated amendments
by Congress.
C.
More information. Questions regarding this program should be directed
to the Payroll Department.
The Town/Village carries a Workers' Compensation Insurance Policy
which covers all employees if they are injured or become disabled
while on the job.
A.
Benefits. If you are injured while on the job, your medical expenses
and loss of earnings up to the specified maximum will normally be
covered by our Workers' Compensation Insurance Policy. Compensation
under this plan is based on a formula using your average weekly wages.
B.
Eligibility. Benefits begin after the 7th day of disability. If your
disability continues beyond two weeks, the benefits will also be paid
for the first week of disability.
C.
Use of sick leave. Employees may use their accumulated and unused
sick leave time to cover the difference between the benefit amount
paid by Workers' Compensation and their regular weekly wages.
D.
Costs. The Town/Village pays the entire premium for this insurance
policy.
E.
Reporting accidents. Reports of accidents or injuries, even if minor,
must be filed within 24 hours with the Payroll Department so claims
on your behalf can be initiated. You are also responsible for immediately
notifying your Department Head. Failure to receive medical treatment
in a timely manner may result in serious complications and may jeopardize
your eligibility for medical benefits.
