SUMMARY of BENEFITS For Full-time Regular Employees

PRINCE WILLIAM COUNTY SUMMARY of BENEFITS For Full-time Regular Employees Holiday Leave All full-time regular employees observe 12 paid holidays. These holidays are listed below: New Year s Day Martin Luther King Day Washington s Birthday Memorial Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Thanksgiving Friday Christmas Eve Christmas Day January 1 st 3rd Monday in January 3rd Monday in February Last Monday in May July 4 th 1st Monday in September 2nd Monday in October November 11 th 4th Thursday in November 4th Friday in November December 24 th December 25 th When a holiday falls on a Saturday, it is observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday is observed as a holiday. Sick and Annual Leave Every bi-weekly pay period, full-time regular employees earn 4 hours each of sick and annual leave. The annual leave accrual rate is increased by one hour after completion of each additional three years of service. The maximum accrual rate for annual leave is 8 hours per pay period. With nine years or less of service, employees may carry forward from one calendar year to the next no more than 225 hours of annual leave. After ten years of service, employees may carry forward no more than 300 hours. At the end of each calendar year, (the pay period that includes December 31st), annual leave in excess of these limits is converted to sick leave. The maximum amount of excess annual leave that may convert to sick leave is 135 hours per year. Sick Leave accumulation is unlimited. Upon separation from employment, employees may be paid for the unused portion of accrued annual leave up to the maximum carryover limits. Upon separation and with 5 years of service, employees may be paid 25% of the sick leave balance over 450 hours. (All leave benefits are adjusted proportionally based on an employee s work schedule.) Well Days Employees who use little or no sick leave during the twenty-six pay periods that include December 31 of each year will receive additional annual leave days. Employees who use between 0-4 days of sick leave during the qualifying period receive 2 days of annual leave. Those employees using between 4-8 days of sick leave during the qualifying period receive 1 day of annual leave. Well Days are added to each eligible employee s annual leave balance at the beginning of the next calendar year. To be eligible, employees must have been employed by January 1 st of the previous year and not have used more than 30 days of leave without pay during the calendar year. (All leave benefits are adjusted proportionally based on employee s work schedule.) 1

Sick Leave Bank The Sick Leave Bank is a short-term disability benefit available to all regular full-time employees. Membership begins on the day an employee contributes one day of sick leave to the Sick Leave Bank. New employees may enroll during their employment month. Thereafter, employees may only join during the month of January. The Bank does not cover the first 45 consecutive calendar days of illness or disability. For this initial period, employees use their own accumulated sick, annual, compensatory leave, or leave without pay. After this initial period, a sick leave bank member may use up to a maximum of 45 days with pay (adjusted based on work schedule) from the Sick Leave Bank within a 12 month period. Members utilizing days from the Bank must submit a medical provider s statement prior to each pay period. Forms are available from Human Resources. Upon separation from employment, Sick Leave Bank membership ceases and members cannot withdraw any sick leave days donated to the Bank. Liberal Leave Liberal leave is a term used to describe leave used during severe weather, i.e. annual or compensatory leave or leave without pay. Liberal leave differs from other leave since advance approval is not required. Liberal leave will be announced over PWC Info line (703-792-4636) and PWC Website: www.pwcgov.org When utilizing Liberal Leave, employees are expected to notify their supervisor as early as possible prior to their normal arrival time. Employees are expected to report to work when weather conditions permit safe travel. Essential employees are exempt from Liberal Leave. Other Leave Injury leave - Employees who sustain a compensable job related injury or contract a compensable occupational illness. A Workers Compensation form and an Employee/Supervisor s report of Accident form must be completed and filed with Risk Management. The Risk Management Manual provides detailed information regarding worker s compensation claims, auto accidents, public injuries, etc., and is available from Risk Management. Military Leave - Employees ordered to active duty or to attend military reserve training will receive a leave of absence with pay for up to fifteen days during a 12-month period. Civil Leave - Employees who are called by the Court for Jury Duty or as a witness in a County work related incident will receive their regular salary plus any payments made by the Court. Bereavement Leave Employees are eligible for up to three (3) days leave for the death of a family member. Family members include the employee s spouse, child, sister, brother, parent, parent-in-law, grandparent, grandchild, great grandchild, great grandparent or other relatives who reside within the employee s household. Savings Bonds Employees may purchase Savings Bonds for themselves and/or children through payroll deduction. Enrollment forms are available from Human Resources. 2

Virginia Retirement System - VRS The County provides a retirement benefit for all full-time regular employees. Each pay period the County pays 5% of an employee s salary into a retirement account. All contributions in the account for at least twelve months earn 4% interest, compounded once a year. Upon employment, eligible employees are automatically enrolled in this retirement plan. Employees are required to name a beneficiary(s), which may be updated or changed at any time. Employees are vested when they have accumulated five years of VRS credited service. A reduced retirement benefit is available at age 50 with ten years of credited service or age 55 with five years of credited service. Law Enforcement Officer s System (LEOS) covered employees are eligible to receive a reduced retirement benefit as early as age 50 with five years of credited service. Upon separation from employment, employees have the option of receiving a refund of the contributions in their account, or they may choose to leave the money in their account. If they receive a refund, membership in the VRS ceases. Refunds are subject to 20% federal tax and 4% state tax withholding (for Virginia addresses only), unless the refund is directly rolled over to a tax exempt account. Each year employees receive a Member Benefit Profile. This personalized benefit statement, prepared by VRS, shows the amount of service credit and the total contributions and interest in their account. It also contains information about group life insurance and projected retirement benefits. Additional VRS benefit information is available by referring to the VRS Handbook for Members which is available from Human Resources. Supplemental Police & Fire Retirement Plan The Supplemental Retirement Plan is provided for Police Officers and Uniformed Fire and Rescue Department employees. This plan is intended to supplement retirement benefits provided by the Virginia Retirement System. It is funded jointly through mandatory contributions from participating employees and the County. The employee contribution rate is currently 1.37% of salary. Annually, members receive a personalized benefit statement, which shows projected retirement benefits from the plan. The retirement benefit is payable through one of three options. Additional information is available in the Employee Booklet Summarizing Provisions of the Plan which is available from Human Resources. Group Life Insurance - GLI The County provides life insurance coverage for all full-time regular employees through the Virginia Retirement System. The amount of insurance coverage for natural death is the employee s annual salary rounded to the next highest thousand and doubled. The accidental death benefit is double that of natural death benefits. During orientation, employees complete a designation of beneficiary form, which may be updated or changed at any time. Coverage begins on an employee s first day of employment. Unless you retire, group life insurance coverage ends upon separation from employment. Within 31 days of separation, your group life insurance may be converted to an individual policy. The employee pays premiums directly to VRS. A conversion form is available from Human Resources. Upon retirement, life insurance continues free of charge, but it reduces 2% each month until the coverage reaches 25 percent of its original value. Accidental death and dismemberment coverage ceases at retirement. Optional Life Insurance Employees are eligible to purchase additional term life insurance at group rates by enrolling in the VRS Optional Life Insurance Program. Employees may also choose to cover their spouse and/or children. Premiums are paid by the employee and are determined by the employee s age, salary and the amount of insurance coverage requested. If you enroll within 31 days of your employment date (and your coverage is less than $250,000), a Health Status Declaration (HSD) form is not required. 3

However, a HSD may be required for your spouse/children to receive coverage. Brochures and premium rates are available from Human Resources. 4

Medical Insurance All full-time regular and eligible part-time employees may enroll in a County sponsored health insurance program during their month of hire or during the annual May open enrollment period with coverage effective July 1. A spouse and/or eligible dependent children (to age 23) may also be enrolled. Coverage begins on the first day of the month after employment begins. New dependents must be enrolled within 30 days of marriage, birth or adoption or enrollment is delayed until the next open enrollment period. Employees may elect health insurance through one of two Trigon programs Trigon Healthkeepers (HMO) or Trigon Keycare (PPO). All bi-weekly premiums are deducted from employee paychecks one month in advance on a pre-tax basis. The Trigon programs are distinct separate plans. They have different monthly premiums, co-payments, referral requirements and reimbursement procedures. Different networks of medical providers participate in each program. All health insurance contracts renew on a fiscal year basis and are subject to change. Trigon Healthkeepers HMO Under the HMO, each member must select a participating Healthkeepers primary care physician (PCP). Specialty care may only be accessed through PCP referrals to participating Healthkeepers specialists. Only in the event of a medical emergency, can medical care be obtained through a non-participating medical provider. This program has the least expensive monthly premiums. Physician visit co-payments range from $20-$40. Questions and detailed benefits and copayment information can be referred directly to Trigon Healthkeepers (HMO) at (800) 421-1880. Trigon Keycare PPO Under the PPO, members may access medical care directly through any PPO provider. Referrals are not required. The vast majority of medical providers participate in the PPO as do all Virginia hospitals. Members may also receive medical treatment through non-ppo physicians, but benefits are greatly reduced. The PPO has the highest monthly premiums, however, co-payments for medical services are the least expensive. Physician visits range from $15-$20. Questions can be referred directly to Trigon Keycare (PPO) at (877) 332-8211. Both programs offer a three-tier prescription drug program. 31-day supplies of medication are available. $8-generic drugs, $15-brand name drugs and $30 high cost brands. Certain prescription drugs must be pre-approved. Vision and chiropractic benefits are covered under both programs. Delta Dental Delta Dental is a separate dental plan that provides services at reduced fees. Under this plan you may use any dentist you wish. Calendar year deductible - $50 per person/$150 per family. Diagnostic and Preventive Services are exempt from the deductible. It is to your advantage to select a participating dentist. A list of principle benefits and covered services is available from Human Resources. Maximum benefits per calendar year - $1,000 per person. Orthodontic treatment is limited to a lifetime benefit of $1,000. Enrollment is limited to your employment month. Thereafter, you may only enroll or change your plan during the annual open enrollment period. 5

Flexible Benefit Account Program A Flexible Benefit Account allows an employee to use pre-tax dollars to pay for County sponsored health and dental insurance premiums, out-of-pocket medical/dental expenses and/or dependent care expenses. Employees may enroll only during their employment month or during the annual May open enrollment period. The plan year begins on July 1 st and ends on June 30 th. Claim forms for reimbursement for medical/dental expenses or dependent care expenses are available from Human Resources. 401a Money Purchase Plan Under this program, employees make bi-weekly contributions of 1.25% of their base salary, which is matched by the County. Employees select their own investment options and their contributions do not affect participation in the 457 Deferred Compensation Plan. All contributions are made on a pre-tax basis and earnings are also tax deferred. Under the IRS code, employees must remain in this program while employed. New employees have the option to enroll during their employment month only. The decision to enroll is irrevocable and there is no other enrollment opportunity. Employees receive quarterly statements from ICMA-RC, the plan administrators. 457 Deferred Compensation Plan Deferred Compensation is a pre-tax retirement savings plan where taxes are deferred on the earnings until the funds are withdrawn (after separation from employment only). Employees may enroll at any time and may defer a minimum of $5.00 per paycheck, ($11,000 (age 50-$12,000) annually. You select your investment options from a variety of choices. Within the three years prior to retirement, employees may defer up to $22,000 per year using a catch-up provision. Employees have the flexibility to increase, decrease, stop and restart contributions as often as they wish. Employees receive quarterly statements from ICMA-RC, the plan administrators. Within 60 days of separation, employees must select a date to begin receiving funds. Employee Assistance Program This program provides employees and their family members with free, confidential assistance to help in resolving problems that affect their personal lives and job performance. Menninger Care Systems (MCS) provides free initial assessments and short-term counseling. These services are available at a variety of locations. For help, 24 hours a day, 7 days a week - Call (703)448-8101 or (800)448-4434. Credit Union All employees and their family members are eligible to join the PWC Employees Credit Union. Employees may establish checking, savings, IRA Accounts, receive free traveler s checks, low interest VISA cards, and apply for a wide variety of home equity, auto, home improvement and personal loans. An account is opened when a Membership and Signature card along with $11.00 ($10.00 deposit to your Share Account as savings and a $1.00 fee) is submitted to the Credit Union at 2080 Old Bridge Road, #101, Woodbridge, VA 22192 (Interoffice Zip HR660) or 8811 Sudley Road, Suite 156, Manassas, VA 20110. For more information call the Credit Union at 490-2786. 5

ADDITIONAL INFORMATION No Smoking Policy Smoking is prohibited throughout all facilities under the County Executive control. Smoking is also prohibited in all County vehicles used by multiple drivers and/or occupants. Probationary Period All new employees serve a 12-month probationary period. During this probationary period, employees may be subject to personnel action without notice or grievance rights. New Police Officers and Fire & Rescue Technicians serve a 12-month probationary period following academy graduation. Pay For Performance Pay for Performance is a process established to evaluate an employee s job performance, identify areas that need improvement and establish yearly goals. Upon the completion of a performance evaluation, employees may receive a pay increase from 1 to 7 pay steps until reaching the maximum step of the pay grade, step 61. The level of performance during the evaluation period determines the amount of the increase. Employee performance evaluations are conducted annually and are initiated by your immediate supervisor. Grievance Procedure The Grievance Procedure affords an immediate and impartial method for the resolution of complaints or disputes that arise between the County Government and all full-time regular non-probationary employees in the competitive service. An employee must be personally and directly affected by an occurrence or condition before they can pursue a grievance. A grievance procedure handbook that contains the required forms is available from Human Resources. Direct Deposit of Pay Checks Paychecks or paycheck stubs are mailed to the employee s home address. Employees may direct deposit their paycheck into multiple bank accounts and/or banks. Funds will be transferred into your bank account beginning with the second paycheck following receipt of a direct deposit form. Complete a Direct Deposit Form and return it along with a deposit slip(s) to Payroll, Zip MC445. When you make any type of change in your account(s), you must submit a new Direct Deposit Form. The change will be effective with the second paycheck following receipt of the new form. Contact the Payroll Office at ext 6760 or 6761 for more information. Credited Service Service Credit will be given for all regular service with PWC as either a regular full-time or part-time employee. Full time service credit will be given for part-time service on a prorated basis. Communiqué A bi-weekly newsletter published by the Office of Executive Management for PWC Government employees. The newsletter is distributed with the bi-weekly paycheck or paystub. Employee Advisory Committee (EAC) A representation of county employees who support all employee activities. Suggestions, complaints, etc., may be submitted to the EAC. Activities are communicated through the monthly COUNTY CONNECTION. This information is necessarily brief. More detailed information is available from Human Resources and the Personnel Policy Manual. Contact the Human Resources Office, 1 County Complex Court, Prince William VA 22192 (703) 792-6640. Interoffice Zip MC407. Visit Prince William County Government on the World Wide Web at: http://www.pwcgov.org w:benefits/2002benefits summary full-time 6/2002 6