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HomeMy WebLinkAboutHUR080-002 Benefits - Non-union Employees Procedure Procedure Procedure Title: Benefits – Non-union Employees Procedure Number HUR 080-002 Reference: Employment Standards Act Workplace Safety & Insurance Act Date Originated (m/d/y) May 8, 2000 Date Revised (m/d/y) September 1, 2022 Pages 5 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective The Corporation of the City of Pickering (“City”) will provide its permanent full-time non-union employees with a comprehensive benefits package supporting the health and well-being of its employees. Specifically, this procedure is intended to: 1. Outline the benefits available to non-union employees. 2. Provide a system that will facilitate the administration of the City’s benefits plan to ensure records are kept accurately and up-to-date. Index 01 Definitions 02 Responsibilities 03 Insured Benefits 04 Pension Benefits 05 Disability Benefits 06 Retiree and Survivor Benefits 01 Definitions 01.01 City - The Corporation of the City of Pickering. 01.02 Dependent - A person who is a resident in Canada or the United States, and who is: Procedure Title: Benefits – Non-union Employees Page 2 of 5 Procedure Number: HUR 080-002 (a) the spouse of the employee; (b) the natural, legally adopted, or step child of the employee or spouse, who is unmarried, not engaged in active employment, or dependent on the employee or spouse for financial support. The dependent must be under 21 years of age or under 25 years of age and enrolled in full-time attendance at an accredited educational institution. 01.03 Disability Pension - An unreduced early retirement pension through OMERS for employees who are totally and p ermanently disabled. This pension is calculated using the OMERS Plan pension formula. 01.04 Early Retirement Age - For OMERS purposes only the early retirement age is deemed to be fifty-five (55) years. 01.05 Early Retirement Reduced Pension - Employees who retire prior to age sixty- five (65) and who have not obtained the OMERS pre -determined combined level of age and credited service. 01.06 Early Retirement Unreduced Pension - Employees who retire prior to age sixty-five (65) and who have obtained the OMERS pre-determined combined level of age and credited service. 01.07 Full-time Employee - Employees assigned to work regularly scheduled bi - weekly hours consisting of seventy (70) hours. 01.08 Immediate Supervisor - The direct supervisor of the employee. 01.09 Non-Union Employee - All employees of the City designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who are subject to the City Compensation Plan for non-union employees. 01.010 Normal Retirement Age - For OMERS purposes only the normal retirement age is deemed to be age sixty-five (65). 01.011 OMERS -The Ontario Municipal Employees Retirement System . 01.012 Part-time Hours - An employee who consistently works less than the bi -weekly hours of a full-time position. 01.013 Permanent Employee - An employee hired into a permanent position and who has successfully completed the required period of time, which co nstitutes probationary service. 01.014 Spouse - An adult who is legally married to their respe ctive partner or who cohabits in a conjugal relationship outside of marriage. Procedure Title: Benefits – Non-union Employees Page 3 of 5 Procedure Number: HUR 080-002 02 Responsibilities 02.01 Chief Administrative Officer to: (a) Actively support the Procedure . (b) Approve the P rocedure and any amendments, as required, from time to time. 02.02 Human Resources to: (a) Administer, interpret and ensure consistent application of the Procedure. (b) Recommend Procedure amendments to the Chief Administrative Officer. (c) Perform an orientation session with all new employees, explaining the benefits available, and assisting in the timely completion of all required forms and applications. (d) Administer the benefit plan by enrolling eligible employees in the City’s benefit plan and processing changes as required. (e) Administer the OMERS pension plan by enrolling eligible employees, advising eligible employees of enrolment and processing changes as required. (f) Maintain an up-to-date list of Other Than Continuous Full Time (OTCFT) employees who have enrolled in OMERS. (g) Provide Payroll with copies of OMERS enrolment, leave of absence, disability and terminations documentation. 02.03 Director to: (a) Actively support the Procedure. 02.04 Division Head to: (a) Actively support the Procedure. 02.05 Immediate Supervisor to: (a) Complete all required forms, records and reports respecting the Procedure. (b) Ensure that employees understand the Procedure. Procedure Title: Benefits – Non-union Employees Page 4 of 5 Procedure Number: HUR 080-002 (c)Ensure that employees complete required forms and provide necessary documentation in a timely manner. 02.06 Employee to: (a)Be aware of the regulations, policies and procedures respecting the various benefits plans. (b)Comply with all regulations, policies and procedures respecting application for various benefits plans covered under the Procedure. (c)Advise Human Resources promptly of changes in family status and beneficiaries. 02.07 Payroll To: (a)Prepare financial information for OMERS reporting purposes. (b)Deduct and remit OMERS contributions as determined by OMERS and as required for leave or disability purchases. (c)Verify and remit monthly benefit premiums to the City’s benefits provider ensuring premiums for elective optional benefits are accurately deducted from the participating employee. 03 Benefit Package 03.01 The City shall pay 100% of the premium cost of a comprehensive benefits package including extended health, vision, dental, emergency travel a ssistance, basic life insurance, AD&D, and long-term disability benefits for active permanent non-union employees to age seventy (70). Benefit levels and specific information related to coverage are outlined in the Benefit B ooklet provided by the City’s benefit insurance carrier. 03.02 Permanent full-time employees classified as a Director will receive an annual Health Spending Account administered by the C ity’s benefit insurance carrier details of which are outlined in the Benefit Booklet provided by the Ci ty’s benefit insurance carrier. 03.03 A permanent full-time non-union employee may apply for optional life insurance and optional spousal life insurance through the City’s benefits carr ier. The employee shall pay 100% of the premium cost of this additional insurance. 03.04 A permanent full-time non-union employee may apply for optional critical illness insurance and optional spousal and child critical illness insurance through the City’s benefits carrier. The employee shall pay 100% of the premium cost of this additional insurance. Procedure Title: Benefits – Non-union Employees Page 5 of 5 Procedure Number: HUR 080-002 03.05 The City will continue to pay 100% of the premium costs of the extended health, dental and vision care benefit plans in respect of an employee’s surviving spouse and dependents for up to twenty-four (24) calendar months following an employee’s death while in service. 04 Pension Benefits 04.01 The City shall make contributions on behalf of each participating employee to the OMERS Basic Pension Plan, in amounts required by the Board of OMERS from time to time. 05 Disability Benefits: 05.01 Where an employee is eligible for benefits under the provisions o f a Long-Term Disability Plan provided by the City’s insurance company, the City will continue to pay the premium cost of the extended health care, vision care and dental plan so long as the employee continues to be employed by the City and in receipt of such Long-Term Disability benefits. 06 Retiree Benefits: 06.01 The City shall pay 100% of the premium cost of retiree benefits for p ermanent full-time non-union employees. Employees will be eligible for retiree benefits including, extended health, vision care, dental care, and emergency travel assistance (within provisions established by the benefit carrier) to age 65 if the following criteria are met. All other benefits shall cease at the date of retirement: (a)they have been employed with the City for a minimum of five (5) consecutive years, and (b)they are receiving an unreduced OMERS basic pension or an unreduced OMERS disability pension. 06.02 Permanent full-time employees classified as Directors at the date of retirement will be eligible for retiree benefits as stipulated in 06.01 to the age of eighty-five (85). These benefits continue to include a health care spending account.