Article IV Fringe Benefits

[Ord. No. 96-13 Ch. 5, 2-6-1996; Ord. No. 00-022 §1, 2-29-2000; Ord. No. 10-009 §1, 1-27-2010]

The County will provide certain benefits to County full-time and percentage-time employees and elected officials. Some optional benefits will also be offered at the employee's expense.

Section 115.320 Benefits.

[Ord. No. 96-13 Ch. 5 §A, 2-6-1996; Ord. No. 00-022 §1, 2-29-2000; Ord. No. 02-117 §2, 7-31-2002; Ord. No. 02-165 §1, 10-30-2002; Ord. No. 03-089 §1, 6-25-2003; Ord. No. 05-187 §1, 12-20-2005; Ord. No. 06-071 §1, 5-31-2006; Ord. No. 07-169 §1, 12-4-2007; Ord. No. 10-009 §1, 1-27-2010; Ord. No. 11-101 §1, 11-4-2011; Ord. No. 12-100 §8, 12-18-2012; Ord. No. 13-103 §4, 12-19-2013; Ord. No. 14-015 §1, 1-27-2014; Ord. No. 18-121, 12-17-2018; Ord. No. 19-112, 12-17-2019; Ord. No. 20-095, 12-21-2020; Ord. No. 23-105, 12-18-2023; Ord. No. 24-107, 12-16-2024; Ord. No. 25-083, 12-15-2025]

A list of current carriers and telephone numbers is maintained by the Department of Human Resources, and shall be available to all employees upon request.

Health insurance. Health insurance shall be offered to all employees occupying permanent full-time and permanent percentage-time positions working sixty percent (60%) hours or more and elected officials, effective on the first date of active employment.

No more than one-half (½) of the cost of dependent coverage shall be paid by the full-time employees, which may be done by payroll deduction on a pre-tax basis. Any additional costs for individual or family coverage, whether due to enhanced coverage or more costly insurance options offered by the County, shall be at the employees' expense. The County's contribution to the cost of employee or dependent coverage for percentage-time employees assuming their positions on or after July 31, 2002, shall be a portion of the amount provided for full-time employees which is equal to the employee's percentage of full-time employment.

Employees shall enroll during the first thirty (30) days of employment; the effective date will be retroactive up to thirty (30) days, back to the first day of employment. Changes may only be made during the next open enrollment period (usually in November of each year), or within thirty (30) days of a qualifying event such as marriage, birth, adoption, change in dependent's employment status, etc.

Employees or their dependents, covered under the County's health plan, leaving the employment of the County or no longer covered may have the right to continue their coverage for a specified period of time at their own expense pursuant to provisions of Federal law.

Coverage for families of employees killed in line of duty.

(1)

The spouse of an employee killed in the line of duty as a result of his or her employment with the County may continue to participate in the County health insurance program on the same terms and at the same rates as though the employee was still in the employ of the County until the spouse is eligible for Medicare or remarries. Further, the spouse may continue coverage of dependent children as defined in the County’s health care plan.

(2)

"Killed in the line of duty" includes any deliberate killing of an employee by another person as a result of the employee’s work for the County or the death of the employee while on duty and directly arising from an accident incidental to the employee’s performance of his or her job duties.

Dental insurance. Dental insurance shall be offered to all employees occupying permanent full-time and permanent percentage-time positions working sixty percent (60%) hours or more and elected officials, effective beginning on the first date of active employment.

No more than one-half (½) of the cost of dependent coverage shall be paid by the full-time employees, which may be done by payroll deduction on a "pre-tax" basis. Any additional costs for individual or family coverage, whether due to enhanced coverage or more costly insurance options offered by the County, shall be at the employees' expense. The County's contribution to the cost of employee or dependent coverage for percentage-time employees assuming their positions on or after July 31, 2002, shall be a portion of the amount provided for full-time employees which is equal to the employee's percentage of full-time employment.

Employees must enroll in the dental insurance program during the first thirty (30) days of employment; the effective date will be retroactive up to thirty (30) days, back to the first day of employment.

Life insurance. Term life insurance and accidental death and dismemberment coverage is offered to all employees occupying permanent full-time and permanent percentage-time positions working sixty percent (60%) hours or more and elected officials, effective beginning on the first date of active employment. The County pays the entire cost of the premium for full-time and sixty percent (60%) or better percentage-time employees except for those sixty percent (60%) time or better percentage-time employees appointed on or after July 31, 2002, where the County's contribution will be proportional to the employee's percentage of full-time employment.

A benefit of one (1) times the annual salary or a minimum of fifty thousand dollars ($50,000.00) of term life is provided.

Benefit reductions at specified ages or limitations in coverage may occur in accordance with the insurance certificate.

Employees may elect to purchase additional life insurance through payroll deduction for themselves and their dependents.

Employees must enroll in the life insurance program during the first thirty (30) days of employment or during open enrollment.

Long-term disability plan. Long-term disability shall be provided to all employees occupying permanent full-time and permanent percentage-time positions working sixty percent (60%) hours or more, full-time elected officials, and is optional for the County Council, effective beginning with the first date of active employment. The County pays the entire cost of the premium for full-time and prorated premium for sixty percent (60%) or more percentage-time employees. Determinations of disability are made by the insurance provider according to its policy provisions. Once the employee who is deemed qualified or approved by the plan for long-term disability benefits exhausts his/her entire FMLA leave, he/she shall not accept any long-term disability payment without first resigning his/her position with the County.

Retirement plan. Employees, as defined by the LAGERS Plan in the Code of State Regulations and as approved by St. Charles County, shall have the entire cost of the retirement plan paid by the County. Employees occupying positions normally requiring at least one thousand five hundred (1,500) hours of work a year are eligible for LAGERS credit as follows:

Six (6) or more hours a day of work shall be regarded as a day of credited service; and

Fifteen (15) or more days of credited service as defined in the Code of State Regulations rendered in a calendar month shall be considered a month of service.

Retirement benefits paid to retirees shall be paid under the LAGERS benefit plan that was in effect on their last day of County employment.

Deferred Compensation Match Benefit. A deferred compensation match known as the "401(a) Plan" may be provided to all full-time employees, both merit and non-merit, permanent percentage-time employees who work at least sixty percent (60%) of full-time hours, and elected officials who participate in the County Deferred Compensation Plan, also known as the "Chapter 457 Plan," and who have completed six (6) months in the County's service.

The benefit is a dollar-for-dollar match per pay period up to the maximum percent of salary matched based on length of service for each pay period in which the employee contributes to the Deferred Compensation Plan. The minimum contribution to a Chapter 457 account shall be twelve dollars fifty cents ($12.50) per pay period, and all contributions shall be through payroll deduction. This benefit is not payable on additions to salary such as overtime, accumulated compensatory time or any leave balance payout and is subject to annual appropriation. The schedule for match is as follows:

Length of Service	Maximum Percentage of Salary Matched
At least 6 but less than 60 months	3.50%
At least 60 but less than 144 months	3.75%
At least 144 but less than 216 months	4.00%
At least 216 but less than 288 months	4.25%
288 months or more	4.50%

If an employee passes a length of service milestone during a pay period, the increase to the next matching percentage shall take effect the following pay period.

The County may provide a deposit of a certain dollar amount as an incentive during a specified pay period when an appropriation for such deposit is authorized in the County's budget.

Upon deposit into the employee's 401(a) account, any such monies become the property of the employee. The 401(a) account is portable. An employee may withdraw or transfer balance as allowed by the Internal Revenue Code and regulations.

Participating employees shall be responsible for any and all plan or plan provider fees.

Employee assistance program. This service is available to employees and immediate family members who may have personal or family problems off the job which affect the employees. The program provides no-cost confidential counseling to employees and their families on issues such as marital and family problems, drug or alcohol abuse, credit problems, etc. The Human Resources Director shall provide a brochure describing the benefits available through the employee assistance program upon employees' requests.

Educational assistance program. This assistance program is available to all permanent full-time and permanent percentage-time employees working sixty percent (60%) time or more. Full-time employees may receive the maximum benefit amount per calendar year as provided by the program. Percentage employees may receive a maximum benefit proportional to the employee's percentage of employment. The Human Resources Director or the designee shall provide program documents as well as an application upon an employee's request. Reimbursement of funds due and owing from an employee where separation from County employment or change to intermittent status is not the result of discipline or job abandonment pursuant to the St. Charles County Personnel Administration Program, Chapter 115 of the Ordinances of St. Charles County, Missouri may be waived.

Section 115.330 Other Optional Employee Benefits. [1]

[Ord. No. 96-13 Ch. 5 §B, 2-6-1996; Ord. No. 00-022 §1, 2-29-2000; Ord. No. 10-009 §1, 1-27-2010; Ord. No. 18-121, 12-17-2018; Ord. No. 24-107, 12-16-2024; Ord. No. 25-083, 12-15-2025]

Short-Term Disability Plan. Employees may purchase short-term disability insurance at their own expense through payroll deduction, subject to eligibility criteria of the insurance provider. Determinations of disability are made by the insurance provider according to its policy. Coordination of short-term disability benefits and accrued paid time off (PTO/EML/Compensatory/Sick Leave) may be used to allow the employee to receive a maximum of one hundred percent (100%) of pre-disability income, with adjustments made for any increases in pay that might be received while on short-term disability.

Deferred Compensation Plan. This program is provided as a convenience to the employees. The County does not contribute any funds. The plan allows employees to divert, through payroll deduction, up to the maximum amount allowed by IRS regulations before taxes and have the money invested for their retirement.

Flexible Spending Account (Chapter 125 Plan). This program is provided as a convenience to the employees and the County does not contribute any funds.

Through payroll deduction, employees occupying full-time and percentage-time positions may divert pre-taxed earnings into special accounts. The employees may be reimbursed from these accounts for eligible medical, dental and child care expenses during the year upon presentation of receipts. This has the effect of paying these bills with pre-taxed dollars.

Employees shall enroll during the first (1st) thirty (30) days of employment and changes may only be made during the next open enrollment period except in the case of a qualifying event such as marriage, birth, adoption or change of employment status.

Pre-Tax Parking Garage Fees (IRC Sect. 132 (f)(1)(C). This program is provided as a convenience to County employees who receive a parking pass from the City of St. Charles paid through payroll deductions.

Through payroll deduction, employees occupying full-time and percentage-time positions who hold parking passes for the City of St. Charles' parking garage may have those fees deducted from pre-taxed earnings on a semi-monthly basis.

Employees may enroll, change or terminate their participation in the pre-tax deduction at the beginning of any pay period. Changes are effective at the beginning of a pay period.

[1]

Cross Reference—As to deferred compensation match benefit program, see §130.100.

Section 115.335 Career Development Program.

[Ord. No. 25-083, 12-15-2025; Ord. No. 26-023, 4-13-2026]

The Career Development Program (CDP) aids employees in job advancement by offering clear pathways to specific career goals and assists appointing authorities with succession planning. This program is led by Department of Human Resources professionals who help identify emerging talent and address skill gaps by also aligning individual growth with the County's organizational needs.

The CDP is voluntary and available to all permanent full-time and permanent percentage-time employees working sixty percent (60%) time or more, and who have an overall score of three (3) or higher on their last evaluation.

If an employee is selected for a trainee position, wherein they take on a position in a developmental capacity, the employee must complete all Individual Development Plan (IDP) requirements within six (6) months of acceptance of the position. When an employee accepts a trainee position, they agree to vacate their current position allowing the department to initiate backfill efforts as needed. Permanent status for the trainee in the new position is contingent upon satisfactory completion of the IDP and final approval from the department's Appointing Authority. All candidates are expected to go through the hiring process to be fully selected for any position.

The rate of pay for an employee in a trainee role shall be as follows:

An additional five percent (5%) while performing duties in the role of a trainee for all pay bands.

Any employee who is not selected for the permanent position will lose their trainee status and the trainee pay associated with it.

If the trainee fails to satisfy the terms of their IDP or are not selected by the hiring appointing authority for the position, the employee will be separated from County employment under Section 115.090, Layoffs.

Upon successful completion of the IDP, meeting the requirements for the new positions, and being hired into the position by the appointing authority, the new rate of pay shall be calculated as follows:

Promotions to a position assigned within Pay Band "B" will be processed in the following manner:

(1)

If the promotion is to a position assigned to a pay grade one (1) grade higher in Pay Band "B," the employee's pay shall be increased an additional two percent (2%) for a total of seven percent (7%) which includes the previous five percent (5%) trainee pay increase, or to the minimum of the new pay range, whichever is greater.

(2)

If the promotion is to a position assigned to a pay grade two (2) or more grades higher in Pay Band "B" the employee's pay shall be increased an additional five percent (5%) for a total of ten percent (10%) which includes the previous five percent (5%) trainee pay increase, or to the minimum of the new pay range, whichever is greater.

Promotions involving a position assigned within Pay Band "B" to one assigned in Pay Band "C" will be processed in the following manner:

(1)

If the promotion is to a position assigned to a pay grade one (1) higher, the employee's pay shall be increased an additional five percent (5%) for a total of ten percent (10%) which includes the previous five percent (5%) trainee pay increase, or to the minimum of the new pay range, whichever is greater.

(2)

If the promotion is to a position assigned to a pay grade two (2) or more grades higher, the employee's pay shall be increased an additional nine percent (9%) for a total of fourteen percent (14%) which includes the previous five percent (5%) trainee pay increase, or to the minimum of the new pay range whichever is greater.

Promotions involving a position assigned to Pay Band "C" or "D" will be processed in the following manner:

(1)

If the promotion is to a position assigned to a pay grade one (1) grade higher, the employee's pay shall be increased an additional five percent (5%) for a total of ten percent (10%) which includes the previous five percent (5%) trainee pay increase, or to the minimum of the new pay range, whichever is greater.

(2)

If the new position is a lateral move, the trainee shall keep the five percent (5%) trainee pay for the new position, not to exceed the maximum of the range.

If the new position is in a pay grade lower than their current pay grade, the trainee shall keep the five percent (5%) trainee pay for the new position, not to exceed the maximum of the range.

Section 115.340 Travel, Training and Reimbursements.

[Ord. No. 96-13 Ch. 5 §C, 2-6-1996; Ord. No. 97-209 §§1—3, 12-31-1997; Ord. No. 00-022 §1, 2-29-2000; Ord. No. 05-187 §2, 12-20-2005; Ord. No. 10-009 §1, 1-27-2010; Ord. No. 14-128 §7, 12-15-2014]

Training — General Statement. It is the policy of St. Charles County to reimburse employees and elected officials for certain training expenses as set forth in this Section 115.340.

Formal academic and vocational courses.

Formal academic and vocational courses taken by permanent full-time and permanent percentage-time employees approved by the appointing authority or elected official and the Director of Administration may be reimbursed pursuant to a training reimbursement plan approved by ordinance and funded through the budget.

Reimbursement will not cover training expenses, including but not limited to incidental fees, books, travel or related expenses for courses that are dropped or not completed successfully.

Employees who pay the initial cost of tuition may apply for reimbursement prior to enrollment or completion of the course, but payment follows completion.

Seminars, conferences and training programs. Training funds referred to in this Section do not include funds authorized by State Statute to segregated accounts for training or discretionary purposes. Those funds are authorized by the appointing authority or elected official. However, all other purchasing policies shall apply. In all other instances in which training funds are utilized, the procedures set forth in Subsection (D)(2) below shall apply.

Travel — General Statement. It is the policy of St. Charles County to reimburse employees and elected officials for certain travel expenses as set forth in this Section 115.340, provided that employees and elected officials select the most cost effective travel method. County departments are expected to establish sufficient controls to ensure travel expenses are minimized to the fullest extent possible. Effective cost control is a management issue, and this policy does not take the place of essential management oversight.

Mileage reimbursement. The Director of Finance will periodically issue mileage reimbursement rates comprised of a standard rate and a fleet rate. The standard mileage reimbursement rate is deemed to represent the total cost to own and operate a personal vehicle and is generally tied to the mileage reimbursement rate established by the State of Missouri. The fleet mileage reimbursement rate reflects the estimated average cost of operating a vehicle in the County vehicle fleet and shall be calculated based upon sixty percent (60%) of the established standard mileage reimbursement rate.

Ground travel options.

Employees and elected officials must utilize the most cost-effective travel option when traveling on County business. All relevant factors such as the urgency; nature of travel required; type of vehicle required for the number of passengers; employee time and effort; proximity to rental or County vehicle; and other administrative costs should be considered when selecting the most effective travel option. In most circumstances, County vehicles or rental vehicles are more cost effective than personal mileage reimbursement; therefore, employees and elected officials should avoid driving privately owned vehicles for official County business.

Employees and elected officials traveling to the same destination should carpool whenever possible. Employees who elect to travel using their personal vehicle when carpooling is available shall be denied reimbursement if space is reasonably available in a County-owned or rental vehicle traveling to the same destination for the same purpose.

Employees and elected officials should drive County vehicles unless an exception applies as set forth in Subsection (B)(2)(d) below. When a County vehicle is available for use and the employee or elected official elects to drive a privately owned vehicle, the maximum reimbursement rate shall be limited to the established fleet mileage reimbursement rate. When a County vehicle is not available, but a rental vehicle is reasonably available and is a lower-cost option for the trip, the maximum mileage reimbursement for the employee or elected official shall not exceed the cost of the rental option plus the cost of fuel.

Notwithstanding Subsection (B)(2)(c) above, individuals who use privately owned vehicles for official County business may be reimbursed up to the standard mileage reimbursement rate when:

(1)

The individual has a documented physical condition that requires the operation of a vehicle equipped to accommodate their specific physical needs.

(2)

Another employee can utilize the County vehicle to a greater extent.

(3)

Employees and elected officials denied the use of a County vehicle due to their driving record may be reimbursed for use of a privately owned vehicle up to the County fleet reimbursement rate.

Employees and elected officials who operate their personal vehicle on County business must do so in compliance with the Motor Vehicle Financial Responsibility Law, Chapter 303, RSMo. Except as may otherwise be required by law, individuals assume the risk and the County shall in no event be liable for damages resulting from an accident that occurs while operating their personal vehicle on County business.

Hotel Stays For Traveling Employees — General Statement. It is the policy of St. Charles County to reimburse employees and elected officials for hotel expenses for employees traveling on County business as set forth in this Section 115.340.

The County allows the purchase of overnight stays in hotels under the following conditions:

The employee is attending a conference or work event that is more than two (2) hours away and the event begins before 9:00 A.M.

Overnight stays shall not be authorized after the conference or event is over unless the employee has had to fly to the event or is five (5) or more hours away and can demonstrate that the time of conclusion of the event was such that no reasonable transportation was available in time to avoid such an overnight stay.

General Rules; Reimbursement Procedure.

Reimbursement forms and information regarding this policy can be obtained from the Department of Finance.

Training reimbursement procedure. Reimbursement for training may be available in accordance with the following procedure and Subsection (A) above.

Training requiring advance approval of the Director of Administration and the appointing authority or elected official. Where the proposed training is outside the State of Missouri or is an in-State conference, seminar or short training program not taken for the purpose of fulfilling continuing education requirements of State licensure or accreditation bodies (including national licensure or accreditation recognized by the State), the Director of Administration and the appointing authority or elected official must both approve the proposed training in order for County reimbursement to be authorized. Requests should be made to the appointing authority or elected official in advance of the proposed training.

Training requiring approval of the appointing authority or elected official. In-State conference, seminar or short training programs taken for the purpose of fulfilling continuing education requirements of State licensure or accreditation must be approved by the appointing authority or elected official in order for County reimbursement to be authorized.

If approved, payment may be made in advance of training. Related costs may be reimbursed when necessary under the provisions outlined herein.

Training expenses paid in advance must be reimbursed to the County if the employee does not attend and/or successfully complete the training.

Travel and hotel reimbursement procedure. Reimbursement for travel and hotel expenses may be available in accordance with the following procedure and Subsections (B) and (C) above.

Advance approval required. The proposed travel must be approved by the Director of Administration and the appointing authority or elected official in advance. As a general policy, employees should obtain advance approval of all travel-related expenses to the extent they are reasonably foreseeable or as otherwise required herein.

Vehicle expenses.

(1)

Personal vehicles. Reimbursement for mileage is available as set forth in Subsection (B) above.

(2)

County-owned vehicle. Out-of-pocket expenses (i.e., gas, oil, repairs) incurred while using a County vehicle will be reimbursed when a receipt for the same is presented and approved by the appointing authority or elected official.

(3)

Rented vehicles for County business.

(a)

Rentals can be reserved and some discounts are available to the County.

(b)

Rentals should only be used when taxis, buses or limousine services are impractical or for emergency transportation.

(c)

Expenses for rentals will be reimbursed when a receipt is presented and approved by the appointing authority or elected official.

(d)

Prior approval for car rental should be obtained from the appointing authority or elected official. In the event of an emergency, no prior approval shall be required.

(4)

Tolls, parking and taxis. Reimbursement will be for the amount incurred. Receipts are required for individual charges in excess of five dollars ($5.00).

Personal meals. Personal meals outside of St. Charles County will be on a per diem schedule set up by the County Director of Administration. Reimbursement for partial days will be reimbursed based on the partial days section of that schedule. Meals provided to the employees as part of the County expense at another event will be deducted from the per diem.

Telephone. Only calls relating to County business will be reimbursed.

Charge cards. Any individual to whom a County charge card is issued is responsible for all charges on the card and should retain all receipts to be submitted along with the billing statement for reimbursement.

Entertainment. Reimbursement for entertainment expenses may be available in accordance with the following procedure.

The amount must be reasonable and the purpose must be well-defined and in the County's interest.

A receipt is required for reimbursement of all entertainment expenses.

The employee shall complete an expense report indicating the dates of the entertainment, the names of the individuals present, their titles, and location and amount of expenses for which reimbursement is requested.

All entertainment expenditures made by anyone other than the County Executive or members of the County Council must have prior approval of the Director of Administration; however, any expenditures made by the Director of Administration must have prior approval of the County Executive.

Reimbursement will be for the actual amount incurred.

Other miscellaneous expenses. Reimbursement for other miscellaneous expenses may be available in accordance with the following procedure.

The expense is reasonable.

A receipt is required for reimbursement of other miscellaneous expenses.

The employee shall complete an expense report indicating the date the expense was incurred, a brief description and the amount. Expenses incurred by non-employees accompanying employees will not be covered.

The receipt(s), expense report, and any accompanying documentation requires the approval of the appointing authority or elected official.

Reimbursement will be made for the actual amount incurred.

Any request for reimbursement otherwise authorized by this Section 115.340 for an amount less than twenty dollars ($20.00) may be approved by the appointing authority or elected official.

Reimbursement requests should be submitted to the Department of Finance. Amounts under fifty dollars ($50.00) may be submitted by petty cash voucher. Amounts of fifty dollars ($50.00) or more should be submitted as a check request.