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HomeMy WebLinkAboutHUR080-002 Benefits - Non-union Employees ProcedureProcedure Procedure Title: Benefits – Non-union Employees Procedure Number HUR 080-002 Reference: Date Originated (m/d/y) May 8, 2000 Date Revised (m/d/y) June 1, 2025 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: (a)the spouse of the employee; Employment Standards Act Workplace Safety & Insurance Act Procedure Title: Benefits – Non-union Employees Page 2 of 5 Procedure Number: HUR 080-002 (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 permanently 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 lev el 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 Management Position – a position that has supervisory responsibilities over other employees and at least one direct report. 01.010 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 employ ees. 01.011 Normal Retirement Age - For OMERS purposes only the normal retirement age is deem ed to be age sixty -five (65). 01.012 OMERS -The Ontario Municipal Employees Retirement System . 01.013 Part -time Hours - An employee who consistently works less than the bi-weekly hours of a full-time position. 01.014 Permanent Employee - An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.015 Spouse - An adult who is legally married to their respective 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 Responsibilities 02.01 Chief Administrative Officer to: (a) Actively support the Procedure. (b) Approve the Procedure 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 absenc e, 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. 02.07 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. 02.08 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 assistance, 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 Booklet 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 City’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 of 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 c are, vision c are 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 permanent 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 ten (10) 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. 06.03 Effective December 31, 2024, the City shall pay 100% of the premium cost of an annual Health Spending Account (HSA) for permanent full-time non-union employees from age 65 to age 75 who meet the criteria outlined in 06.01 and occupy a management (supervisory) position compensated at pay grade 07 or higher. Details of the HSA are outlined in the Benefit Booklet provided by the benefit insurance carrier.