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HomeMy WebLinkAboutEH05292012.pdf Village of Cayuga Heights Employee Handbook MARCHAM HALL 836 HANSHAW ROAD ITHACA, NEW YORK 14850 VCH Handbook 1 mem: 05/29/2012 VILLAGE OF CAYUGA HEIGHTS TABLE OF CONTENTS Introduction …………………………………………………………………………… 2 General Information for the Village of Cayuga Heights …………………………… 2 Village Clerk/ Office Hours Smoking Policy Conflict of Interest/ Disclosure Forms Personnel Policies for Village Employees and Officers ……………………………. 3 Equal Employment Opportunity Sexual Harassment Violence in the Workplace ……………………………………………………. 4 Drug Free Workplace Americans with Disabilities Act (ADA) ……………………………………… 5 Equal Opportunity …………………………………………………………….. 6 Handling Complaints ………………………………………………………….. 7 Employee Interview & Hiring Personnel Requests Recruitment Advertising ……………………………………………… 8 Interview Process Reference Checks, Background Checks, and Pre-Employment Testing Job Offers Initial Start Date and Orientation Salary Administration Performance Review Code of Ethics ……………………….……………………………………….. 9 Section 1 – Provisions Section 2 – Definition Municipal Officer or Employee Interest Section 3 – Standards of Conduct Gifts Confidential Information Representation before one’s own agency Representation before any agency for a contingent fee ……… 10 Disclosures of interest in legislation Investments in conflict with official duties Private employment Future employment Section 4 – Claims Section 5 - Distribution of Code of Ethics Section 6 – Penalties ………………………………………………….. 11 Section 7 – Effective date Section 8 – Purchasing (as of 3/15/2010) VCH Handbook 2 mem:05/29/2012 1. Requirements, Benefits and Paid Time Off for ………………………………. 11 Non-Bargaining Unit Village Employees 1.1 Employment Classifications 1.2 Work week / Payday 1.3 Overtime ……………………………………………………………….. 12 1.4 Temporary modified duty 1.5 Military time 2. Benefits 2.1 Longevity Pay 2.2 Health Insurance 2.3 Health Supplement ……………………………………………………. 13 2.4 Flexible Spending accounts 2.5 Disability Insurance 2.6 Workers Compensation 2.7 Education Incentives ………………………………………………….. 14 2.8 Retirement 2.9 Retiree Health Insurance Benefits 2.10 Deferred Compensation Plan offered to employees …………………. 15 3. Paid Time Off 3.1 Holidays 3.2 Vacations 3.3 Personal Leave ……………………………………………………….. 16 3.4 Special Requests 3.5 Bereavement / Funeral Leave 3.6 Sick Leave VCH Handbook 3 mem:05/29/2012 Village of Cayuga Heights Personnel Policies for Village Employees and Officers Benefits and Paid Time Off for Non-Bargaining Unit Village Employees Introduction This handbook sets out general policies applicable to all Village employees and the benefits and other policies applicable to Village employees who are not covered by a collective bargaining agreement. Village employees who are subject to a collective bargaining agreement should consult that document first in order to determine their terms and conditions of employment, including wages and benefits. As public employees paid from public funds, all Village employees have responsibilities and obligations, not found in the private sector, to safeguard the public trust. Each Village employee is to be committed to doing the best job possible and performing all duties in a professional manner in order to serve the residents of the Village of Cayuga Heights. General Information for the Village of Cayuga Heights Village Clerk/ Office Hours The office of the Village Clerk and Deputy Clerk in the Village Hall is open Monday through Friday, 9 am to 4:30 pm, except on the named Village holidays identified in section 3, below. Appointments with the Mayor may be scheduled with the Village Clerk. Smoking Policy In accordance with state and local requirements, there is no smoking inside the Village Hall, the Fire Station (except in private residence areas) in the Waste Water Treatment Plant or inside the Department of Public Works facility on Sheldon Road. Employees who wish to smoke must smoke outside in areas designated by the Village for this purpose. Conflict of Interest/ Disclosure Forms Each year, each employee of the Village must complete a disclosure statement setting out his or her real estate ownership of Village property, financial interests in companies doing business with the Village and any contracts with the Village. Personnel Policies for Village Employees and Officers The following policies apply to all employees of the Village, volunteer firefighters, Mayor, Trustees, the Village Attorney, Treasurer, all other officials of the Village and anyone acting in an official capacity for the Village. EQUAL EMPLOYMENT OPPORTUNITY The Village of Cayuga Heights is an equal employment opportunity employer. No person shall be denied employment on the basis of any legally prohibited discrimination involving, but not limited to, such factors as race, color, creed, religion, national or ethnic origin, sex, sexual orientation, age, disability, or veteran status. VCH Handbook 4 mem:05/29/2012 SEXUAL HARASSMENT It is the policy of the Village of Cayuga Heights to provide and maintain a work environment that is free from unlawful discrimination. Sexual harassment is a form of unlawful discrimination and is prohibited in the Village work environment and in situations that affect the Village work environment. This conduct includes unwelcome sexual advances, requests for sexual favors and other verbal or physical contact of a sexual nature or conduct that has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. Incidents of sexual harassment should be reported immediately to your Department Head or the Deputy Mayor or Mayor for prompt investigation, and corrective action, if necessary. If the person receiving the report, receives it in oral and not written form, that person shall immediately reduce that report to written form, including the following information: date of the incident, person(s) involved in the incident, any witnesses to the incident, substance of the incident, where and when (date and time) the incident occurred, what action, if any, was taken by persons present. The Department Head, Deputy Mayor or Mayor (as the case may be), will handle the matter within their discretion, including conducting interviews with the complaining party, the alleged harasser and any relevant third parties. The Department Head, Deputy Mayor or Mayor, will make corrective recommendations, if necessary, to the supervisor of the alleged offending employee after an investigation. The investigator will maintain a file to be kept separately from personnel files, unless a letter is included in an individual’s file as a corrective measure. The Department Head, Deputy Mayor or Mayor, will inform both parties of the results of the investigation. Corrective measures shall be direct and appropriate to the case, and may include altering work assignments, mandated counseling or other disciplinary actions up to and including discharge, (available civil and criminal remedies notwithstanding). Effective 2/16/98, revised 9/13/04. VIOLENCE IN THE WORKPLACE The Village will not tolerate intimidating expressions or violent behavior in the workplace. Anyone who believes they have witnessed or experienced a form of violence in the workplace shall immediately report the incident to their supervisor who shall immediately communicate same to the Department Head (or report the incident directly to their Department Head as necessary or appropriate). Either the individual or the Department Head will reduce the report to writing within five (5) days of the alleged incident. In the case of a physical confrontation, the Department Head should immediately notify the Police Department to assist in the investigation. If for any reason the supervisor or Department Head is an inappropriate choice of intermediary for oral or written report, the report should be made to and filed with the Deputy Mayor or Mayor of the Village. The Department Head, Deputy Mayor or Mayor (as the case may be), will handle the matter within their discretion, including conducting interviews with the complaining party, the alleged instigator of violent activity or threat thereof and any relevant third parties. The Department Head, Deputy Mayor or Mayor, will make corrective recommendations, if necessary, to the supervisor of the alleged offending employee after an investigation. Corrective VCH Handbook 5 mem:05/29/2012 measures shall be direct and appropriate to the case, and may include altering work assignments, mandatory counseling or other disciplinary actions up to and including discharge, available civil and criminal remedies notwithstanding. Effective 2/16/98, revised 9/13/04. DRUG FREE WORKPLACE The Village of Cayuga Heights is a Drug-Free Workplace. All employees are expected to comply with the following requirements: 1. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace or on Village property. Employees engaging in these activities will be subject to discipline. 2. The Village will inform employees of the Village’s policy of maintaining a drug-free workplace; the availability of drug counseling, rehabilitation, and employee assistance programs; and the penalties that may be imposed upon employees for violations of the policy. 3. As a condition of employment with the Village, all employees will: a) abide by the terms of this Policy; b) notify the Village in writing of his/her conviction for violation of a criminal drug statute occurring in the workplace no later than five (5) calendar days after such conviction. 4. The Village will notify the NYS Emergency Management Office in writing within ten (10) calendar days after receiving notice from an employee, or otherwise receiving actual notice of such conviction. Such notice shall include the position title of the employee and the federal identification number of the Village. Further, the Village will take personnel action against such employee, up to and including termination within 30 calendar days of receiving notice of an employee conviction. 5. The Village will make a good faith effort to maintain a drug-free workplace through implementation of the above. Effective 2/16/98; revised 9/22/04. AMERICANS WITH DISABILITIES ACT (ADA) It is the policy of Village of Cayuga Heights to fully comply with of the ADA and ensure equal employment opportunity for qualified persons with disabilities. All employment practices, such as recruitment, hiring, promotion, demotion, layoff and return from layoff, compensation, job assignments, job classifications, paid or unpaid leave, fringe benefits, training, employer- sponsored activities, including recreational or social programs will be conducted so as not to discriminate unlawfully against persons with disabilities. This also extends to prohibit discrimination based on a person's relationship or association with a disabled individual. Reasonable accommodation is available to all qualified employees and applicants with disabilities, unless it imposes an undue hardship on the operations of a program. VCH Handbook 6 mem:05/29/2012 Pre-employment inquiries are made only regarding an applicant's ability to perform the duties of the position. Required pre-employment physical exams will be conducted in compliance with the law. The Village of Cayuga Heights intends to base employment decisions on principles of equal employment opportunity and nondiscrimination, as defined by law. Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) along with work assignments, classifications, seniority, leave and all other forms of employment compensation or advantage. The Village of Cayuga Heights has designated the Village Clerk, 836 Hanshaw Road, Ithaca, NY 14850, (607) 257-1238 to accept discrimination claims and monitor compliance to monitor efforts to ensure the municipality's compliance with the ADA, and to receive complaints of discrimination against disabled persons. Any person who believes he or she is a victim of discrimination can direct a written complaint to this person. This procedure is not intended to restrict an individual's rights to make a complaint to a federal or state agency. The Village of Cayuga Heights's policy is to investigate all such complaints thoroughly and promptly. To the fullest extent practical, the Village of Cayuga Heights will keep complaints and their resolutions confidential. If an investigation confirms that discrimination has occurred, the Village of Cayuga Heights will take corrective action, including any discipline that is appropriate up to and including immediate termination of employment. The Village of Cayuga Heights will cooperate with any state or federal agency in the investigation of any complaints. This directive is for municipal use only and does not apply in any criminal or civil proceeding. The municipal policy shall not be construed as a creation of higher legal standard of safety or care in an evidential sense with respect to third party claims. Violations of this directive will only form the basis for municipal administrative sanctions. Violations of law will form the basis for civil and criminal sanctions and a recognized judicial setting. EQUAL OPPORTUNITY The Village of Cayuga Heights is an Equal Opportunity Employer. Discrimination on the basis of race, color, sex, religion, sexual orientation, age, national origin, marital status, disability, amnesty or veteran status will not be tolerated. This policy applies to terms and conditions of employment, including but not limited to employment advertising, hiring, placement, compensation, training, promotion, demotion, termination, layoff, transfer, disciplinary actions, leave of absence or any other benefits. Discrimination based on any of the above is strictly prohibited and any supervisor, administrator or employee who engages in or tolerates such behavior is subject to disciplinary action in accordance with the Civil Service Law, collective bargaining agreements or any other applicable State or Federal Laws. If an employee believes they have encountered violations of this policy, they may advise their Department Head. In addition, an employee can file a written complaint with the Village Clerk, VCH Handbook 7 mem:05/29/2012 836 Hanshaw Road, Ithaca, NY 14850, 607 257-1238 within (30) calendar days of the incident. Retaliation against the complainant will not be tolerated. The Village of Cayuga Heights’ policy is to investigate all such complaints. If an investigation confirms that a violation has occurred, the Village of Cayuga Heights will take corrective action, including any discipline that is appropriate up to and including immediate termination of employment. This directive is for municipal use only and does not apply in any criminal or civil proceeding. The municipal policy shall not be construed as a creation of higher legal standard of safety or care in an evidential sense with respect to third party claims. Violations of this directive will only form the basis for municipal administrative sanctions. Violations of law will form the basis for civil and criminal sanctions and a recognized judicial setting. HANDLING COMPLAINTS Each member of management is responsible for creating an atmosphere free of discrimination. Further, employees are responsible for respecting the rights of their coworkers. If you experience any job-related discrimination or harassment based on your race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or veteran status, or if you believe you have been treated in a unlawful, discriminatory manner or have been unlawfully harassed, promptly report the incident to your supervisor. If you believe it would be inappropriate to discuss the matter with your supervisor, report it directly to the head of your Department, Village Clerk, or other Village official or officer. Once made aware of your complaint, the Village of Cayuga Heights is committed to commence an immediate, thorough investigation of the allegations. Your complaint will be kept confidential to the maximum extent possible. If, at the completion of the investigation, the Village of Cayuga Heights determines that an employee is guilty of discriminatory or harassing behavior, appropriate disciplinary action will be taken against the offending employee. The Village of Cayuga Heights prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or for assisting in the complaint investigation. However, if, after investigating any complaint of unlawful discrimination, the Village of Cayuga Heights determines that an employee intentionally provided false information regarding the complaint, disciplinary action may be taken against the one who gave the false information. VCH Handbook 8 mem:05/29/2012 EMPLOYEE INTERVIEWS AND HIRING The Village of Cayuga Heights is committed to hiring qualified individuals. Each employee is hired to make significant contributions to the Village of Cayuga Heights. In order to hire the most qualified candidates the following hiring process will be used: Procedure: Personnel Requests Personnel requests must be prepared in order to fill positions. Requests must be initiated by the department head, and presented to the Board of Trustees for hiring authorization. Personnel requests should indicate the positions’ hours/shifts, status, reason for the opening, and current, approved, job description. Recruitment Advertising Positions are advertised internally and externally based upon need and budget requirements. The Village Clerk is responsible for placing all recruitment advertising. Interview Process The Village Clerk receives the applications including the Tompkins County Personnel application. The hiring manager will screen applications and/or resumes prior to scheduling interviews. Initial interviews are generally conducted by the hiring manager and others as appropriate. The hiring manager or supervisor has the responsibility for making a hiring recommendation to the Board of Trustees. Supervisors must notify the Village Clerk of all interviews. Reference Checks, Background Checks, and Pre-Employment Testing Any offer of employment will be contingent upon satisfactory completion of reference checks and background checks. The hiring manager will complete any required reference checks. The Village Clerk will be responsible to have any required pre-employment testing completed by the candidate. Job Offers Once the Village Clerk receives satisfactory results from the reference checks, background check and pre-employment testing, an offer of employment may be extended contingent on approval from the Village Board. The hiring manager/supervisor will notify the candidate of the initial offer and when the Board approves the offer of employment. Prior approval may be granted, at the Board’s option, for offering positions to short-term, temporary employees. Initial Start Date and Orientation On the initial start date, employees will complete required paperwork and their orientation. Employees must complete the necessary paperwork at the Village Clerk’s office. SALARY ADMINISTRATION It is the policy of the Village of Cayuga Heights that all salaries and adjustments thereof shall be established by the Board of Trustees in accordance with applicable laws and labor agreements. In order to facilitate the offering of a position the Board may pre-authorize a salary range for the VCH Handbook 9 mem:05/29/2012 purpose of a salary offer, with the actual salary to be set at the time of Board of Trustees approval of the appointment. PERFORMANCE REVIEWS Employees’ job performance will be reviewed prior to completing their probationary period and at least annually thereafter. The goal of the performance review program is to measure work performance and assist in staff development needs. CODE OF ETHICS Section 1 Pursuant to the provisions of section eight hundred six (806) of the general municipal law, the Board of Trustees of the Village of Cayuga Heights recognizes that there are rules of ethical conduct for public officers and employees which must be observed if a high degree of moral conduct is to be obtained and if public confidence is to be maintained in our unit of local government. It is the purpose of this resolution to promulgate these rules of ethical conduct for the officers and employees of the Village of Cayuga Heights. These rules shall serve as a guide for official conduct of the officers and employees of the Village of Cayuga Heights. The rules of ethical conduct of the resolution as adopted, shall not conflict with, but shall be in addition to any prohibition of article eighteen of the general municipal law or any other general or special law relating to ethical conduct and interest in contracts of municipal officers and employees. Section 2 Definition : (a) “Municipal Officer or Employee” means an officer or employee of the Village of Cayuga Heights whether paid or unpaid, including members of any administrative board, commission or other agency thereof. No person shall be deemed to be a municipal officer or employee solely by reason of being a volunteer fireman or civil defense volunteer, except a chief engineer or assistant chief engineer. (b) “Interest” means a pecuniary or material benefit accruing to a municipal officer or employee unless the context otherwise requires. Section 3 Standards of Conduct : Every officer or employee of the Village of Cayuga Heights shall be subject to and abide by the following standards of conduct: (a) Gifts – He/She shall not directly or indirectly, solicit any gift; or accept or receive any gift having a value of twenty-five dollars ($25.00) or more, whether in the form of money, services, loan, travel, entertainment, hospitality, thing or promise, or any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence him/her, or could reasonably be expected to influence him/her, in the performance of his/her official duties or was intended as a reward for any official action on his/her part. (b) Confidential Information – He/She shall not disclose confidential information acquired by him/her in the course of his/her official duties or use such information to further his/her personal interest. VCH Handbook 10 mem:05/29/2012 (c) Representation before one’s own agency – He/She shall not receive, or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before any municipal agency of which he/she is an officer, member or employee or of any municipal agency over which he/she has jurisdiction or to which he has the power to appoint any member, officer or employee. (d) Representation before any agency for a contingent fee – He/She shall not receive, or enter into any agreement, express or implied for compensation for services to be rendered in relation to any matter before any agency of his/her municipality, whereby his/her compensation is to be dependent or contingent upon any action by such agency with respect to such matter, provided that this paragraph shall not prohibit the fixing at any time of fees based upon reasonable value of the services rendered. (e) Disclosure of interest in legislation – To the extent that he/she knows thereof, a member of the Village Board of Trustees and any officer or employee of the Village of Cayuga Heights, whether paid or unpaid, who participates in the discussion or gives official opinion to the Board of Trustees on any action of or any legislation before the Board of Trustees shall publicly disclose on the official record the nature and extent of any direct or indirect financial or other private interest he/she has in such legislation or action. (f) Investments in conflict with official duties – He/She shall not invest or hold any investment directly or indirectly in any financial, business, commercial or other private transaction, which creates a conflict with his official duties. (g) Private employment He/She shall not engage in, solicit, negotiate for or promise to accept private employment or render services for private interests when such employment or service creates a conflict with or impairs the proper discharge of his/her official duties. (h) Future employment – He/She shall not, after the termination of service or employment with such municipality, appear before any board or agency of the Village of Cayuga Heights in relation to any case, proceeding or application in which he/she personally participated during the period of his/her service or employment or which was under his active consideration. Section 4 Nothing herein shall be deemed to bar or prevent the timely filing by a present or former municipal officer or employee of any claim, account, demand or suit against the Village of Cayuga Heights, or any agency thereof on behalf of him/herself or any member of his/her family arising out of any personal injury or property damage or for any lawful benefit authorized or permitted by law. Section 5 Distribution of Code of Ethics – the Mayor of the Village of Cayuga Heights shall clause a copy of this code of ethics to be distributed to every officer and employee of the Village within five (5) days after the effective date of this resolution. Each officer and employee elected or appointed thereafter shall be furnished a copy before entering upon the duties of his/her office or employment. VCH Handbook 11 mem:05/29/2012 Section 6 Penalties – In addition to any penalty contained in any other provision of law, any person who shall knowingly and intentionally violate any of the provisions of this code may be fined, suspended or removed from office or employment, as the case may be, in the manner provided by lay. Section 7 Effective date – this resolution shall take effect December 1, 1970. Amended May 14, 2012. Section 8 (Resolution #6631 approved 3/15/2010) Purchasing: The Village will not purchase labor, services, goods or materials from any current Village Board member, officer or employee, or from any member of such person’s immediate family, or from any entity that is owned, in whole or in part, or managed or controlled by, any such person or any member of such person’s immediate family, except in the case that a majority of the members of the Board of Trustees vote in favor of doing so, in advance of engaging in the transaction. That the Purchasing Policy be revised to read “All transactions shall be in accordance with the Village’s Code of Ethics as may be amended from time to time. Particular attention should be paid the Code of Ethics provisions regarding transactions with Village officials, employees, or family members. 1. Requirements, Benefits and Paid Time Off for Non-Bargaining Unit Village Employees 1.1 EMPLOYMENT CLASSIFICATIONS When hired, an employee will be informed of his or her employment classification at the Village and the benefits to which he or she is entitled. For instance, some positions are appointed and serve at the pleasure of the Mayor, while others may be civil service positions. Seasonal, temporary and part-time employees are eligible for the statutory benefits (i.e., workers’ compensation, retirement system participation, unemployment insurance) only. Most employees will be hired subject to a three month probationary period during which time their ability to perform the job will be evaluated. 1.2 WORK WEEK/ PAYDAY Village employees who are eligible for overtime under the Fair Labor Standards Act (“non- exempt” employees) will be informed of their hours of work by their supervisors when hired. Exempt employees are paid a salary and are expected to work the hours required to fulfill their position responsibilities. The workweek begins at 12:01 AM Monday and ends at 12:00 midnight the following Sunday. Employees are paid on a bi-weekly basis by checks issued on alternative Thursdays. The Village may offer an option to employees permitting paychecks to be deposited directly to their bank accounts. VCH Handbook 12 mem:05/29/2012 1.3 OVERTIME Overtime should be avoided except in emergencies. All overtime must be approved by the Supervisor. Short overtime may be compensated by equal time off during the same week; if mutually satisfactory to both the employee and the Supervisor. Otherwise, all overtime shall be at the rate of a time and a half for over 40 hours of work in a week to include paid holidays. 1.4 TEMPORARY MODIFIED DUTY The Village will endeavor to provide modified duty assignments for individuals with temporary injuries and illnesses. Such assignments will be limited by the available work, and shall not exceed a total of one-month in a twelve-month period. A request for a modified duty assignment must be accompanied by appropriate documentation from a doctor. 1.5 MILITARY LEAVE The Village of Cayuga Heights supports participation in Military reserve and National Guard activities. In accordance with the Federal Uniformed Services Employment and Re-employment Rights Act (USERRA) and applicable New York laws, employees attending mandatory training or other duty are eligible for leave without pay, or may use vacation or personal leave. Employees should provide a copy of orders or other documentation to their supervisor as soon as possible when leave will be required. Employees called to active duty may be eligible for other payments and/or benefits, which are provided in accordance to laws in effect at time of deployment. 2. Benefits 2.1 LONGEVITY PAY Eligible full-time employees who, during the year on his/her anniversary date, completed a specified number of full years of service, as per the following schedule, will receive a longevity amount, in a separate check with appropriate deductions, at the first regular pay period in December: Effective December 17, 2001: 5th through 9 th year $ 250 10 th through 14 th year $ 500 15 th through 19 th year $ 800 20 th through 24 th year $1200 25 + $1600 Only regularly scheduled full-time employees who are on the Village payroll at the time of longevity payment will be entitled to this benefit. Payment of longevity benefits will not be made at the time of separation from service, i.e., resignation, with the exception of retirees, who shall receive their longevity entitlement on a pro-rata basis at the time of retirement. Effective 5/31/91. 2.2 HEALTH INSURANCE The Village will pay the full cost of the Health Insurance program for full time employees and eligible family members. Coverage will begin at the beginning of the month following the start of employment. One plan consists of the New York State Teamsters Health/ Hospital Fund: VCH Handbook 13 mem:05/29/2012 Medical/ Prescription at “Supreme” level; Dental at Option 1; Vision, Option 1 currently covering the bargaining units of the Village of Cayuga Heights DPW and Police departments. The other plan is the Tompkins County Healthcare Consortium currently covers non-bargaining employees and eligible Village of Cayuga Heights retirees. Permanent, part-time employees may enroll in the Village health plans, upon start of employment or during other such periods as permitted by the insurer. Part-time employees shall pay the full cost of any coverage they elect. 2.3 HEALTH SUPPLEMENT The Village shall provide regular, full-time employees with an annual salary the weekly sum of $22, and regular full-time employees, with a 35 hour work week, receiving an hourly wage an additional amount of $0.63 per hour ($0.55 per hour for 40 hour week), added to base salary and paid bi-weekly, which may be used toward deductibles, uncovered costs, etc. 2.4 FLEXIBLE SPENDING ACCOUNTS The Village shall make available to all regular employees an IRC Section 125 Medical Care and Dependent Care Reimbursement Accounts. Employees may contribute to these accounts in accordance with IRS and plan rules. Copies of the plan document shall be distributed upon commencing employment and annually as part of the annual enrollment period. 2.5 DISABILITY INSURANCE The Village pays the full cost of disability insurance for full-time regular employees. Employees with a non-work related disability are eligible for benefits for 26 weeks, after a waiting period of seven calendar days. The employee must present a statement from a doctor certifying the disability. 2.6 WORKERS COMPENSATION A workers compensation claim shall be filed for all employees immediately upon a work-related illness or disability. For the first 13 weeks of an absence, or a total of no more than 13 weeks for a 12-month period, the Village of Cayuga Heights will continue to pay a full-time regular employee his/ her full salary, including the health supplement. The Village will obtain reimbursement from its carrier for the amount available under NYS law. This benefit is not provided to part-time, seasonal or temporary employees; if injured, those employees would be entitled to the statutory amount available under workers’ compensation. Following the 13-week period, the full-time regular employee will then receive only the amount available under NYS law (which cannot exceed $400/week) directly from the insurance carrier for the balance of the eligibility period. Individuals absent on workers compensation status will not receive any annual salary increases or longevity payments during that period. Any missed adjustments shall be made upon return to work. VCH Handbook 14 mem:05/29/2012 Vacation and sick time will not accrue during a workers compensation absence. Retirement system credit during workers compensation leave varies according to tier, and shall be applied according to the rules of the retirement system. Health insurance will continue to be provided by the Village to full-time regular employees during a workers compensation absence. Any special health care supplement will not be provided beyond 13-week period described above. 2.7 EDUCATIONAL INCENTIVES The Village encourages all employees to improve their knowledge and competence for the position they occupy. Study and education to this end will accrue to the benefit of both the individual and the Village. To encourage regular full-time employees to enroll in study courses that are relevant to their job, the Village offers to advance certain costs such as registration fees on the following basis: 1. The course must be approved by the supervisor and provided for in his budget. 2. The costs must be agreed to in advance. 3. The Village will advance the funds upon the execution of a note and contract signed by the individual to the effect that: a. one-third of the note will be automatically cancelled if the employee remains in the service of the Village for one year after finishing his course. b. Another one-third will be cancelled after two years. c. The note will be cancelled after three years of service after an employee has finished the course. 2.8 RETIREMENT Regular Village employees are eligible for membership in the NYS Local Employees Retirement System. Membership is mandatory for full-time employees. Part-time employees shall be offered membership upon hiring. The plan consists of Section 75g and 75I benefits for Tier 1 and Tier 2 members, and Plans A14 and A15 for Tier 3 and Tier 4 members. Tier level is based on date of entrance into the retirement system. Employees may use accrued sick time for additional service credit under section 41J of the retirement plan. Hours used for additional service may not be counted towards any payout under the sick time provisions. (Feb 2002) The Police Chief shall have the same Retirement System plan as the other Police Officers. 2.9 RETIREE HEALTH INSURANCE BENEFITS The Village will provide health insurance coverage for regular full-time employees when they retire. To be eligible for this benefit, the employee hired after January 1, 2009 must have fifteen (15) years of consecutive full-time employment with the Village immediately prior to their retirement and the employee must apply and receive their retirement benefit under the NYS retirement system. Employees hired prior to January 1, 2009 are eligible for this benefit after ten (10) years of consecutive full-time employment with the Village immediately prior to their VCH Handbook 15 mem:05/29/2012 retirement and with the condition that they must apply for and receive their retirement under the NYS retirement system. The Village will pay 75% of the premium for single and family coverage; the retiree will pay 25% of the premium. Retirees must commence and maintain participation in the health insurance plan at the time of retirement. If an employee withdraws from the plan, he or she may not rejoin. The retiree health insurance benefit ends at the retiree’s death. Retirees participating in the health insurance plan must submit their portion of the premium to the Village on a quarterly basis in advance. 2.10 DEFERRED COMPENSATION PLAN OFFERED TO EMPLOYEES Village employees may participate in the State of New York Deferred Compensation Plan as an additional method of saving for their retirement. These savings may be taxed-deferred under IRC Section 457. Effective 7/21/97. 3. Paid Time Off 3.1 HOLIDAYS The following nine (9) named holidays: New Year’s Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, PLUS three (3) floating holidays to be taken with prior approval of the Supervisor. Employees shall have the following Monday off if the holiday falls on Sunday and the previous Friday off if the holiday falls on Saturday. Eff. 5/20/91. 3.2 VACATIONS Every employee shall be eligible to take paid vacation after six (6) months’ employment with the Village. However, employees shall start to accumulate vacation credit as of their date of employment. Years Complete From Maximum Vacation Last Hire Date Vacation Accrual Rate Granted/Year Less than 1 year ½ day per month 6 days 1-4 years 10 days per year 10 days 5-14 years 15 days per year 15 days Over 15 years 20 days per year 20 days Vacation may not be taken until it is accumulated. Employees with accumulated vacation equal to two years’ vacation days will stop accumulating vacation time and will start accumulating when the vacation balance goes below the two-year maximum accumulation. Upon death, retirement or separation from the village, employees will be paid the monetary value of accumulated vacation, at the final rate of pay, in an amount not to exceed the two-year maximum accumulation. Eff. 9/16/91. VCH Handbook 16 mem:05/29/2012 3.3 PERSONAL LEAVE Employees shall be granted up to three (3) working days of personal leave in a fiscal year. Personal leave does not accumulate. Personal leave is not deducted from sick accrual. Eff. 5/20/91. When personal leave is used in an emergency, e.g., sudden illness in the family or a personal crisis, advance permission is not required; however, the employee should notify his/her supervisor as soon as possible. If the employee intends to use personal leave for purposes other than an emergency, the permission of his/her supervisor must be obtained at least 24 hours in advance. Upon termination, personal leave balances are cancelled. 3.4 SPECIAL REQUESTS Time off with pay shall be given at the discretion of an employee’s immediate supervisor for special requests to attend weddings, etc., of the employee’s immediate family. The Mayor may assume this responsibility at any time he has reason to believe it is being abused. 3.5 BEREAVEMENT/FUNERAL LEAVE The purpose of this leave is to provide all regular employees entitlement to paid leave from work for a total of three (3) working days in the event of a death in their immediate family. The immediate family is defined as the spouse, parent, child, brother, sister, grandparent or grandchild of the employee; the parent, child, brother, sister of the spouse; other persons living in the same household. 3.6 SICK LEAVE Sick leave is to protect an employee’s earning power when he is forced to be absent due to illness, quarantine, or mental or physical disability not incurred at work. All employees who fulfill the definition of regular full-time employees will receive, during an absence due to non-work connected illness or injury, one day at full pay for each month of service to a maximum amount of 120 working days, or whatever sick time has been earned at full pay. Absences of more than one week must be documented by a doctor’s report. Routine appointments with doctors, dentists, etc., should be scheduled outside of normal working hours. However, if this is impractical, they may be scheduled during working hours with the prior approval of the department head, and the time charged to sick leave. Time off with pay will be given for pre-military service physical exams. Except for doctors’ appointments approved by the supervisor and other scheduled medical procedures, sick leave cannot be anticipated. Sick leave can not be taken before it is earned. Abuses of sick leave privileges shall be cause for disciplinary layoffs or dismissal. VCH Handbook 17 mem:05/29/2012 Employees do not accrue vacation or sick leave benefits while on sick leave nor do they receive pay for holidays which fall during sick leave. Sick leave benefits shall be recorded and accrued on a yearly basis, June 1 through May 31. This sick leave policy will go into effect on June 1, 1981, at which time each employee will be credited with a sick leave accumulation based upon the time he was a full-time employee during the previous calendar year. Sick time accrual above 960 hours for employees who work a scheduled 40 hour week and above 840 hours for employees who work a scheduled 35 hour week , less any hours used for additional service under section 41J of the retirement plan, will be paid at retirement at the employee’s final rate of pay. Individuals with 20 years or greater of accumulated service, meeting criteria for retirement, and with sick leave over the payout threshold, may annually elect to receive the amount above the threshold at the last day of the fiscal year, at their then current rate of pay. Elections must be made in increments of 10 hours no later than March 1 for payment on May 31 of that year.