[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.
[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]
A.
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.
1.
Health insurance. Health insurance shall be provided
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.
a.
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.
[Ord. No. 20-095, 12-21-2020]
b.
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.
c.
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.
[Ord. No. 19-112, 12-17-2019]
d.
Coverage for families of employees killed in line of duty.
[Ord. No. 13-103 §4, 12-19-2013]
(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.
2.
Dental insurance. Dental insurance shall be provided
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.
a.
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.
[Ord. No. 20-095, 12-21-2020]
b.
Employees must enroll in the dental insurance program during the
first (1st) thirty (30) days of employment; the effective date will
be retroactive up to thirty (30) days, back to the first day of employment.
3.
Life insurance. Term life insurance and accidental
death and dismemberment coverage is provided 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.
A benefit of one (1) times the annual salary or a minimum of fifty
thousand dollars ($50,000.00) of term life is provided.
[Ord. No. 20-095, 12-21-2020]
b.
Benefit reductions at specified ages or limitations in coverage may
occur in accordance with the insurance certificate.
c.
Employees may elect to purchase additional life insurance through
payroll deduction for themselves and their dependents.
d.
Employees must enroll in the life insurance program during the first
(1st) thirty (30) days of employment or during open enrollment.
4.
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.
Any employee who is determined by the plan as qualified or approved
for such long-term disability benefits may apply for and receive long-term
disability payment for as long as the employee is on FMLA leave status.
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 further long-term disability payment without
first resigning his/her position with the County.
[Ord. No. 18-121, 12-17-2018]
5.
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:
a.
Six (6) or more hours a day of work shall be regarded as a day of
credited service; and
b.
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.
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6.
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.
[Ord. No. 13-103 §4, 12-19-2013; Ord. No. 18-121, 12-17-2018; Ord. No. 19-112, 12-17-2019; Ord. No. 23-105, 12-18-2023]
a.
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:
[Ord. No. 14-015 §1, 1-27-2014]
|
Length of Service
|
Maximum Percentage of Salary Matched
|
|---|---|
|
At least 6 but less than 60 months
|
3.00%
|
|
At least 60 but less than 144 months
|
3.25%
|
|
At least 144 but less than 216 months
|
3.50%
|
|
At least 216 but less than 288 months
|
3.75%
|
|
288 months or more
|
4.00%
|
|
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.
|
b.
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.
c.
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.
d.
Participating employees shall be responsible for any and all plan
or plan provider fees.
7.
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.
8.
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.
[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]
A.
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 provisions.
B.
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.
[Ord. No. 18-121, 12-17-2018]
C.
Flexible Spending Account (Chapter 125 Plan). This program
is provided as a convenience to the employees and the County does
not contribute any funds.
1.
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.
2.
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.
D.
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.
1.
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.
2.
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.
E.
Credit Union. Participation in the credit union is available
to County employees through payroll deduction. Enrollment forms are
available from the Department of Human Resources.
[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]
A.
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.
1.
Formal academic and vocational courses.
a.
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.
b.
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.
c.
Employees who pay the initial cost of tuition may apply for
reimbursement prior to enrollment or completion of the course, but
payment follows completion.
2.
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.
B.
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.
1.
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.
2.
Ground travel options.
a.
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.
b.
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.
c.
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.
d.
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.
e.
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.
C.
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.
1.
The County allows the purchase of overnight stays in hotels
under the following conditions:
a.
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.
b.
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.
D.
General Rules; Reimbursement Procedure.
1.
Reimbursement forms and information regarding this policy can
be obtained from the Department of Finance.
2.
Training reimbursement procedure. Reimbursement for training may be available in accordance with the following procedure and Subsection (A) above.
a.
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.
b.
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.
c.
If approved, payment may be made in advance of training. Related
costs may be reimbursed when necessary under the provisions outlined
herein.
d.
Training expenses paid in advance must be reimbursed to the
County if the employee does not attend and/or successfully complete
the training.
3.
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.
a.
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.
b.
Vehicle expenses.
(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).
c.
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.
d.
Telephone. Only calls relating to County business
will be reimbursed.
e.
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.
4.
Entertainment. Reimbursement for entertainment
expenses may be available in accordance with the following procedure.
a.
The amount must be reasonable and the purpose must be well-defined
and in the County's interest.
b.
A receipt is required for reimbursement of all entertainment
expenses.
c.
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.
d.
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.
e.
Reimbursement will be for the actual amount incurred.
5.
Other miscellaneous expenses. Reimbursement
for other miscellaneous expenses may be available in accordance with
the following procedure.
a.
The expense is reasonable.
b.
A receipt is required for reimbursement of other miscellaneous
expenses.
c.
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.
d.
The receipt(s), expense report, and any accompanying documentation
requires the approval of the appointing authority or elected official.
e.
Reimbursement will be made for the actual amount incurred.
6.
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.
7.
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.
