SUMMARY OF BENEFITS
EXECUTIVE MANAGEMENT
The positions of Executive Management are:
City Manager
Assistant City Manager
Director of Community Services, Parks & Recreation
Director of Development Services
Director of Finance
Director of Human Resources/Risk Management
Director of Public Works
Excerpts from relevant State statutes, City C ouncil Resolutions, and Administrative Policies are found in this document, and are organized alphabetically by subject matter.
ACTING PAY:
The City will grant Acting Pay after an employee has worked in a higher classification for 20 consecutive work days or for 20 non-consecutive work days in a 90 calendar day period. To receive Acting Pay, an employee must be fo rmally assigned the duties of the higher classification. This assignment must be confirmed by the proce ssing of a Personnel Action Form (PAF). Acting Pay will be 5% above the employee’s current base salary rate or “A” Step of the Acting position Classification, whichever is greate r, unless otherwise au thorized by the City Manager
Subject to the conditions noted above, a qualifying employee will receive Acting Pay for all days worked in an Acting position, i.e., after 20 consecutive work da ys or 20 non-consecutive work days in a 90 calendar day period. The employee w ill then receive Acting Pay retroactive to the first day of serving in the acting capacity.
Source: Resolution No. 97-62
ADDITIONAL DUTY PAY:
Afforded to an employee who ta kes on a significant number of extra assignments in an area different than their regularly as signed responsibilities. An em ployee performing this type of work for a period of time greater than two (2) w eeks may be afforded a percentage increase in salary to compensate for performing dual functions at the discretion of the City Manager.
Source: Resolution No. 97-62
ANNUAL PHYSICAL/WELLNESS:
Up to $450 may be provided to employees fo r reimbursement toward the cost of gym membership, an annual physical, or related out-o f-pocket medical expenses. Employees must submit an invoice from the medical provider or proof of gym membership to receive reimbursement.
Source: Resolution Nos. 2001-76, 2006-021
BENEFIT BANK:
Employees are provided with a Be nefit Bank for the purchase of medical, dental and/or vision insurance for themselves and their eligible depe ndents. The Benefit Bank total will be equal to the premium cost of HMO medical (at the Kaiser rate), dental and vision coverage for family
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coverage. Benefit bank change will become effective December 1, 2023. The Benefit Bank amount will be adjusted when new rates beco me effective December 1, 2024. Unused portions of the Benefit Bank will be paid out in the employee's regular paychecks as earned.
Source: Resolution Nos. 85-54, 86-59, 87-83, 89-195, 91-102, 97-62, 98-40, 2000-47, 2000-69, 2001-76, 2004-022, 2005-008, 2006-021, 2007-49, 2013-046, 2015-054, 2019-050
BEREAVEMENT LEAVE:
Employees are provided with a non-accruing bank of five (5) days (50 hours) for bereavement of an immediate family member. An "immediate fa mily member" for purposes of this policy will include the following: spouse, domestic partner, parent, step-parent, sibling, child, step-child, mother-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in -law, father-in-law, grandparent, step-grandparent, gran dchild, or any other relative residing within the employee's home.
Source: Resolution Nos. 87-83, 2000-47, 2000-69, 2001-76, 2019-050
BILINGUAL PAY:
Employees are eligible to receive a $100 allowa nce per month (paid over 24 pay periods) for verbal fluency in any language other than English that the City Manager deems necessary including sign language, under the following conditions:
a. Certification: A competency examination wi ll be developed and administered by the Human Resources/Risk Management Department to determine empl oyees’ proficiency.
Testing and its frequency are at the discretion of the City. An employee must pass the City’s competency examination to be eligible for Bilingual Pay. b. City Manager Approval: To be eligible to ta ke the City’s competency examination, an employee must be recommended by the City Ma nager. Eligibility fo r the opportunity to test for Bilingual Pay is solely at the City Manager’s discretion a nd is not subject to administrative appeal or challenge. The C ity Manager will make their recommendation based on an assessment of the need for the employee to use bilingual skills on-the-job. In the event that an employee is approved for Bilingual Pay, then later changes assignment, classification, job duties, or is transferred or promoted, in any manner, a determination may be made by the City Manager that bili ngual skills are no longer required for use on- the-job and this benefit will be removed from the employee with no right of appeal.
An additional $50 bilingual allowance per month may be granted if the City Manager determines that the employee uses bili ngual skills on an ongoing and consistent basis. Upon recommendation and approval by the City Manager, an additional $50 per month may be granted for this benefit for the recommended employee. The City Manager makes this determination and there is no right of appeal.
Source: Resolution Nos. 85-54, 87-83, 91-102, 97-62, 98-40, 2000-47, 2000-69, 2006-021, 2006-025
COMPUTER LOAN PROGRAM
Non-probationary employees are eligible to participate in a Computer Loan Program managed by the Finance Department.
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COST OF LIVING ADJUSTMENT:
Increases to employees’ base wages/salary ranges are as follows:
Effective the beginning of the pay period including July 1, 2023: 4% Effective the beginning of the pay period including July 1, 2024: 4%
DEATH BENEFIT:
Employees are provided with $250,000 in life insuran ce coverage, payable to beneficiary on file in Human Resources/Risk Management at time of death.
In the event of an employee’s death, their benefi ciary will receive payment of all unused Leave Time at 100% except Sick Leave. Sick Leave Time will be paid out at the rate established by years of service. If the employee would have been eligible for retirement using CalPERS definition, Sick Leave will be paid out to the employee’s beneficiary(ies) at 100% cash out of the employees accrued Sick Leave on record.
In the event of an employee de ath, and such death is define d by the Workers’ Compensation system as an industrial death, the employee’s bene ficiary(ies) will receive 100% cash-out of the employee’s accrued Sick Leave on record.
Source: Resolution No. 2000-047, 2000-069
DEFERRED COMPENSATION PLAN:
A deferred compensation plan is available to all employees, providing ta x-deferred savings to serve as a retirement suppl ement. An employee may contribute to the City's designated deferred compensation plan up to the maximum annual amount allowed by federal and state law through a payroll deduction program. A cont ribution of $700 per month is ma de into the City’s selected plan for each employee each month.
Source: Resolution Nos. 85-54, 86-59, 87-83, 89-195, 98-40, 2005-008
“Catch-up” Provision
Pursuant to federal and state law, employe es attaining the minim um age of 47, who are within three (3) years of their planned reti rement date, may take advantage of the 457 Deferred Compensation Plan "Catch-up" provisions and allowances as defined in federal and state law. To the extent allowed by federa l and state law and the City's deferred compensation plan administrator, the City will allow, during the three (3) years prior to an employee's planned retirement date, the conve rsion of accrued Sick, Vacation, Floating Holiday, Sick Leave Conversion, Management Leave hours to cash contribution at the employee's base rate of pay in effect at the time of conversion. Leave conversion contributions for the "457 Catch- up" shall normally be distribute d over an employee's last three (3) years prior to their planned retiremen t date. However, based on the total amount of "457 Catch-up" contributions available to the employee, accumulated sick leave hours, and the employee's designated reti rement date, "457 Catch-up" contributions may occur over a shorter period of time prior to retirement. To be eligible to pa rticipate, the employee must be within three (3) years of thei r planned retirement date, ha ve "457 Catch-up" privileges available to them, be enrolled in the City-sponsored 457 Deferred Compensation Plan.
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“Catch-up” – Sick Leave
Employees are not entitled to 100% cash-out of Sick Leave until completion of five (5) years of service with the City as the final employer and either a qualified service or disability retirement. The City will adva nce employees 47 years of age or older a cash-out of their accrued Sick Leave up to the indexed amount if they choose to utilize the “Catch Up” provision provided through the City’s 457 plan.
In the event an employee separates for any reason other than service or disability retirement from the City prior to being elig ible to receive 100% Sick Leav e pay, said employee will be required to reimburse the excess amount of Sick Leave previously paid out. The reimbursement will be deducted by the City from any or all earned funds available to the employee on separation, without it being necessary for the City to seek a civil judgment for the monies.
In order to participate, the employee will se lect the amount of Sick Leave they want transferred into deferred compensation at the be ginning of each of the three (3) years. The amount can be a selected number of hours or a percentage of Sick Leave remaining at the end of the year. The employee’s Sick Leave bala nce would then decrease commensurately with the amount of funds withdrawn.
The employee will continue to accrue Sick Leave hours at the normal rate while participating in this program. “Catch-up” hours advanced will be counted towards to the employee’s Sick Leave bank for the Sick Leave Program calculation.
“Catch-up”– Vacation Leave
In order to participate, the employee will se lect the amount of Vacation Leave they want transferred into deferred compensation at the be ginning of each of the three (3) years. The amount can be a selected number of hours or a percentage of Vacation Leave remaining at the end of the year. The employee’s Vaca tion Leave balance would then decrease commensurately with the amount of funds withdrawn.
The employee maintaining their Vacation Leav e maximum would still be eligible for Vacation Leave incentives, such as Vacation Leave Conversion. The employee will continue to accrue Vacation Leave hours at the normal rate while participating in this program.
“Catch-up”– Other Leave Banks
In order to participate, the employee will se lect the amount of other leave (this may be Floating Holiday, Sick Leave Conversion and/or Management Leave) to be transferred into deferred compensation at the beginning of each of the three (3) years. The amount must be a selected number of hours of leave. The employee’s leave balance would then decrease commensurately with the amount of funds withdrawn.
“Age 50+ Catch-up”
In the calendar year an employee reaches age 50 (or older), they may contribute an additional amount over the normal maximu m contribution limit (per the IRS limit). The “Age 50 Catch-up” and “Pre-Retirement Catch-up” provisions may not both be used in the same
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calendar year. Employees may use accrued Sic k, Floating Holiday, Sick Leave Conversion, Management and/or accrued Vacation Leave contribute this additional amount.
Contributions to the deferred compensation plan will be discontinued while an employee is receiving Workers’ Compensation payments.
Source: Resolution Nos. 98-09, 98-40, 2019-050
DEFINED CONTRIBUTION PLAN - 401(a):
This plan, offered in addition to the existing 457 Deferred Compensation Plan, allows employees to defer additional income (beyond what is allo wed in the 457 Plan) as a means of accumulating greater savings for retirement. Participation is voluntary. Employees who elect to enroll in the 401(a) Plan contribute pr e-tax contributions in one of th e established amounts: 1% - 20% inclusive, 25%, or 100%. The City contributes $1 per pay period per pa rticipating employee.
An employee’s election to enroll in the 401(a) Plan is irrevocable. Loans are permitted.
Source: Resolution Nos. 2003-001, 2004-074
DIRECT DEPOSIT:
All employees will have funds dir ectly deposited into an account they established for deposit of their payroll checks.
Source: Resolution No. 2019-050
DISABILITY:
The City will pay all premiums for the City-funded Short/Long Term Disability Program and provide it to all employees, with a buy-down program to be effective on the 41st calendar day of disability, with a provision to continue regular benefits a nd benefit accruals during the “buy- down” and Term Disability coverage periods. Salary continuation effective on the 41st consecutive calendar day of disabili ty will be at a rate of 100% of the employee’s base salary.
Effective on the 61st consecutive calendar day of disability, salary continuation will be made at a rate of 66-2/3% of the employee’s base salary. The entire benefit period will not exceed five (5) years.
Source: Resolution No. 86-59
FLEXIBLE BENEFITS SPENDING PLAN:
A Section 125 - Flexible Benefits Spending Plan is available for employee contributions in accordance with IRS regulations.
Source: Resolution No. 2009-043, 2017-049
FLOATING HOLIDAY TIME:
Employees are provided w ith 35 hours of Floating Holiday Time in July of each year (prorated for new hires following completion of 6 months of full-time/continuous service). This time off is used by the employee with the approval of the City Manager.
Employees may cash-out up to 35 hours of Floating Holiday Time, one (1) ti me per fiscal year, in a set number of hours, payable at the employ ee’s existing base rate of pay at the time of request. Payment will be made with the regular payroll check run nearest the request of the cash-
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out (requires minimum of 10 worki ng days prior to request). Any remaining Floating Holiday Time will be paid out in the final payroll check of each fiscal year.
Except for employees retiring from the City, employees resigning/separating from employment will have Floating Holiday Time credited on a prorated basis (2.916 hours per month), and amounts used/cashed-out in excess of those they qualify for ar e owed back to the City upon separation. The difference will be deducted from the employee’s final check(s), or in the event that sufficient funds are not available, the empl oyee will be responsible to pay back the City within 14 calendar days from the date of separation.
Source: Resolution Nos. 85-54, 86-59, 87-83, 89-195, 97-62, 2000-47, 2000-69, Administrative Policy-Floating Holiday Time
HOLIDAYS:
The City has designated 12 ten-hour holidays as follows:
New Year’s Day Martin Luther King
Presidents Day Memorial Day
Independence Day Labor Day
Veterans Day Thanksgiving Day
Day following Thanksgiving Christmas Eve
Christmas Day New Year’s Eve
Employees must be paid for the regularly scheduled workda y which immediately follows a holiday in order to receive pa y for that holiday. When a holiday falls on a Saturday, the preceding Friday will be the holiday. When a holiday falls on a Sunday, the following Monday will be the holiday.
Source: Ordinance 2002-03; Resolution Nos. 85-54, 86-59, 96-86, 2001-76, 2019-050
HOLIDAY CLOSURE:
The City reserves the right to close non-safety facilities between Christmas Eve and New Year's Day. Employees may use accrued Vacation, Floating Holidays, Compensatory Time, Sick Leave Conversion or remain in an unpaid leave status during this period.
The City shall have the discretion to adva nce Vacation time, which will be earned by the employee in the future, to thos e employees who request it and who do not have any current Vacation, Floating Holiday, Compensatory Time, or Sick Leave Conversion and do not wish to be in an unpaid leave status during the closure.
Based on the organizational needs, certain classifications may be required to work during the holiday closure. This determination will be made by the Department Director.
HOLIDAY TIME COMPENSATION BANK:
When a City-designated holiday is observed on an employee’s scheduled day off, holiday hours will be deposited within a holiday time comp ensation bank. Holiday hours will be utilized within 90 days after said hours appear in the employees’ leave bank.
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Accrued holiday hours, which have not been utilized within the time restriction described herein, will be removed from the records without further compensation.
If an employee’s written request to use the holid ay time is denied, then the above described 90 day time period will be extended by 60 days from the date that the 90 th day expired. An
additional concurrent 60 day extension may be approved until use of the holiday time is both granted and utilized, or stricken from the employee’s account.
Employees who have properly and timely initiated a written request to utilize a holiday, with said request being denied as describe d herein, will not be compelled to utilize the holiday hours on a day which is unacceptable to the employee.
The only circumstance in which an accumulated holiday will be converted to cash, is where the employee separates from City employment (for any reason) and has one or more accumulated holidays on account on the effective date of the separation. In such case, the accumulated holiday will be converted to cash at the hourly rate existing at the time of separation and in an amount equivalent to the number of hours constituting a “workday” at the time of separation.
Source: Resolution No. 2016-047
JURY DUTY:
The policy of the City is no employ ee will be compensated for jury service in excess of ten (10) working days during any fiscal ye ar. A “working day” will be de fined as a regularly scheduled day of work for the affected employee.
For all jury service, employees ar e required to deliver a jury duty certification form at the end of the required jury duty to verify such service. Employees required to serve on a jury must report to work before and after jury duty provided ther e is an opportunity for at least one (1) hour of actual work time.
Source: Resolution No. 96-86, 2019-050
LICENSING RENEWAL FEE FOR REGISTERED ENGINEERS:
The City will pay the employee cost of the re newal fee for Registration as a Professional Engineer in the State of California. If the employee who has been provided with fee payment resigns prior to the expiration of the license, the fee must be refunded to the City.
Source: Resolution No. 91-102
LIFE INSURANCE:
Employees are provided with a total of $250,000 in life insurance coverage. Also see Death Benefits section.
Source: Resolution Nos. 85-54, 87-83, 2000-47, 2000-69
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LONGEVITY PAY
Employees are eligible for longevity pay as a one-time lump sum payout as follows:
20 years of service - $1,000 paid in a lump sum at time of anniversary. 25 years of service - $1,500 paid in a lump sum at time of anniversary. 30 years of service - $2,000 paid in a lump sum at time of anniversary. 35 years of service - $2,500 paid in a lump sum at time of anniversary. 40 years of service - $3,000 paid in a lump sum at time of anniversary. 45 years of service - $3,500 paid in a lump sum at time of anniversary.
Employees will receive a one-time paym ent upon adoption of this Memorandum of Understanding if having already reached one of th e anniversaries above. For example, if an employee has worked for the City for 31 years, employee would receive a one-time payment of $2,000. Upon reaching their 35 year anniversary, employee would receive Longevity Pay of $2,500.
MANAGEMENT LEAVE:
Employees are provided with 90 Management Leave hours in the first pay period of July of each fiscal year. Management Leave is non-accruing and will not be carried from one fiscal year to the next. Newly hired management employees or current employees promoted into management will receive a prorated management leave benefit.
Time taken as management leave must be pre-approved by the City Manager prior to its use.
Employees may cash out up to 70 hours of Management Leave per fi scal year at their current base rate of pay at any time throughout the fisc al year by making notifica tion of request to cash out to the Finance Department. Any unused Mana gement Leave on record at the ending date of the final payroll in June w ill be cashed out, up to 70 hours maximum. Any remaining Management Leave at that time will be removed from the employee’s leave bank.
Up to an additional 60 hours of Management Leav e may be granted by the City Manager with a corresponding ability to cash out these hours for any employee who demonstrates committing an extraordinary amount of time beyond their normal work schedule to the job.
Except for employees retiring from the City, employees resigning/separating from employment will have Management Leave credited on a pr orated basis (7.5 hours per month), and amounts used/cashed out in excess of thos e they qualify for are owed back to the City upon separation.
The difference will be deducted from the employee’s final check(s), or in the event that sufficient funds are not available, the employee will be responsible to pay back the City within 14 calendar days from the date of separation.
Source: Resolution Nos. 85-54, 87-83, 97-62, 2000-047, 2000-69, 2007-049; Administrative Policy-Management Leave
MEDICARE CONTRIBUTION:
The City will pay the cost of the employee portion of the Medicare Tax.
Source: Resolution No. 98-40
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MILITARY LEAVE:
Under certain conditions, employees ordered to active duty may receive wa ge continuation and benefits for up to one year. Cost of living adjustments will be received and leave accruals will continue during the first year of ordered active duty.
Military and Veterans Code section 395.01 et seq.; Resolution Nos. 85-54, 2001-66
PERFORMANCE EVALUATION:
Employees will receive an annual performance evaluation and consideration of a salary adjustment within the Merit Zone and the Outstanding Zone established by the date of hire.
Salary adjustments will be based on individual performance and contribution.
Source: Resolution No. 97-62
PERSONNEL FILE (RESPONSE TO DOCUMENTS PLACED WITHIN):
Employees are limited to 30 calen dar days from service of an adverse document in which to respond to said document placed in his/her Personne l File. If the affected employee, or the affected employee's representative, requires add itional time to prepare a response, either party may, in writing, notify the Direct or of Human Resources/Risk Management and an additional 30 days extension will be granted.
Source: Resolution No. 2000-47
RECRUITMENT INCENTIVES
For recommendation resulting in Sworn Officer hire:
$2,000 at hire + $500 upon completion of probation for entry level. $4,000 at hire + $1,000 upon completion of probation for lateral.
For recommendation resulting in hire of Public Safety Dispatcher or Public Safety Dispatch Supervisor:
$2,000 at hire + $500 at time of completion of probation.
NOTE: The City Manager and Director of Human Resources/Risk Management are not eligible for this benefit.
Source: Resolution Nos. 2006-021, 2007-056, 2013-046
REHIRE POLICY:
Any employee who resigns from City employment and at the time of resignation is noted as being subject to rehire, and who is in fact rehired later than six (6) months after the effective date of resignation and then employed in their former cl assification, or in a position within the classification series held at the time of resignation and in a comparable or lower rank, will serve the same probationary period that any new hire would otherwise se rve and will be subject to all terms and conditions of employment applicab le to any newly hired employee. The only exception will be that any employee rehired will ha ve their leave accrual rates determined based upon the number of years of service with the City of Chino prior to their resignation.
Any employee rehired by the City under the City’s Rehire Policy will be allowed to buy back any time cashed out at time of separation from employment. Said buy back will be at the hourly base pay rate existing upon rehire . Sick Leave on record at the time of separation that was not compensated for, will be reinstated.
Source: Resolution Nos. 96-86, 97-62
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RETIREMENT:
The City has a three-tier retirement benefit as follows:
A. Employees hired before the contract ame ndment with CalPERS effective October 16, 2011 will continue to be eligible for the 2.7% at age 55 Plan, with the single highest year final compensation.
B. Employees hired on or after the contract amendment with CalPERS effective October 16, 2011 will be enrolled in the 2% at age 55 Plan, with a 3-year average final compensation.
C. Employees hired on or after January 1, 2013, will be enrolled in the 2% at age 62 (PEPRA) Plan, with a 3-year average final compensation.
Member Contribution to PERS
Members will contribute the employee rate of c ontributions each payroll. All employee paid contributions to CalPERS will be made on a pre-tax basis, in accordance with IRS section 414 (h)(2) and PERS guidelines:
A. 2.7% at 55, if hired before October 16, 2011:
1) Employee contribution rate – 8% of reportable compensation.
B. 2% at 55, if hired on or after October 16, 2011:
1) Employee contribution rate – 7% of reportable compensation.
C. 2% at age 62 (PEPRA) if entering CalPERS membership on or after January 1, 2013 1) Employee contribution rate – 7.25% of reportable compen sation (subject to change).
Source: Resolution Nos. 1496, 85-54, 89-195, 91-102, 96-86, 97-62, 98-40, 98-50, 2000-47, 2000-69, 2006-021, 2011-30, 2015-054, California Public Employee Pension Reform Act of 2013 (PEPRA)
RETIREMENT HEALTH SAVINGS (RHS) PLAN:
Department Director and Assistant City Manager
A Retirement Health Savings Plan is established in accordance with IRS regulations, consisting of employee contributions only.
Beginning January 1, 2021, employee will contribute $25 per pay period on a pre-tax basis.
Upon separation or retirement, em ployees will contribute 50% of all qualifying accrued Sick Leave to the plan.
Source: Resolution No. 2007-049
SALARY ADJUSTMENTS:
All adjustments to an employee's sa lary will be made at the start of the pay period in which the salary adjustment becomes effective.
Source: Resolution Nos. 97-62, 2000-47, 2000-69, Employee Handbook
SEPARATION FROM CITY:
At the discretion and approval of the City Manager, employees may be allowed to extend their last day of employment through the use of leave time one (1 ) pay period beyond that day on which the employee actually reports to work.
Source: Resolution No. 97-62
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SEVERANCE:
Should the City Manager elect to terminate em ployment without cause, the City shall, upon effective date of such termina tion, and with signature on Waiver and Release Agreement pay to the employee, severance in the am ount equal to four (4) months of base monthly salary, less applicable deductions and excluding deferred compensation or the value of any other benefits.
Source: Resolution Nos. 2009-036A, 2019-050
SICK LEAVE:
Upon hire, employees will be credited with 30 hour s or three (3) days of Sick Leave, whichever is greater, which can be used following the completion of 90 days of continuous full-time employment. Following the 90
th day of employment, for each calendar month in which the employee is paid for more than two-thirds (2/3) of the working days in such month, employees accrue 10 hours of Sick Leave per month up to a maximum accrual of 1,080 hours.
If an employee changes status (e.g. changes fro m full-time to part-time employment), or separates from this bargaining group, the employee will be subject to the new bargaining group’s MOU or Summary of Benefits.
Upon notice of resignation or re tirement from the C ity, any Sick Leave usage requested will require a doctor’s note or certification. If docum entation is not received, the employee will not receive payment of any Sick Leave hours for time missed from work.
Source: Labor Code sections 233-234; Resolution Nos. 85-54, 86-59,2015-046; Administrative Policies-Sick Leave Usage--Examination & Treatment, Sick Leave Usage--Birth of Child, Use of Leave Time for Care of Family Members, Sick Leave Usage--Pre-Employment Physical Examination
SICK LEAVE BUY BACK:
At separation of employment th e City may buy back a percentage of the employee’s accrued Sick Leave hours, at the hourly ba se rate of pay at the time of separation. Th is benefit is contingent upon non-retirement, non-disciplinary separation, and completion of a minimum of five (5) years full-time employment with the City. The percentage of Sick Leave Buy Back is:
Completed Years of Service % of Sick Leave
5 years 30%
10 years 35%
15 years 40%
20 or more years 45%
The City shall buy back 100% of the employee’s accrued Sick Leave hours for a service or disability retirement fo llowing five (5) years of full-time em ployment with the City as the final employer. The percentages may be adjusted in accordance with the Reti rement Health Savings Plan elections and provisions for affected individuals, per IRS regulations.
Source: Resolution Nos. 85-54, 87-83, 2007-56
SICK LEAVE CONVERSION TO COMPENSATION:
Employees who have accrued in excess of 320 hours of Sick Leave as of the final pay period in June of each year will have the option of annually converting up to 40 hours to compensation, for
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hours in excess of 320 hours, calcula ted at their base rate of pay. Sick Leave Conversion is paid in the final payroll check of each fiscal year.
Source: Resolution No. 87-83
SICK LEAVE CONVERSION TO PERSONAL LEAVE:
For employees who have earned Sick Leave accrual benefits for one (1) full fiscal year, Sick Leave may be converted to Personal Leave in accordance with the following schedule:
A
Sick Leave
Days (10 hours)
Earned
B
Annual Sick
Leave Days
(10 hours) Used
C
Personal Leave
Days (8 hours)
Conversion
D
Up to 56 hours of Sick
Leave in excess of 960
hours limit Converted to
Pay
12 days (120 hrs) 0 8 da ys (64 hrs) 0 + 64 + 56 = 120 hrs 11 days (110 hrs) 1 day (10 hrs) 7 da ys (56 hrs) 10 + 56 + 54 = 120 hrs 10 days (100 hrs) 2 da ys (20 hrs) 6 da ys (48 hrs) 20 + 48 + 52 = 120 hrs 9 days (90 hrs) 3 da ys (30 hrs) 5 da ys (40 hrs) 30 + 40 + 50 = 120 hrs 8 days (80 hrs) 4 da ys (40 hrs) 4 da ys (32 hrs) 40 + 32 + 48 = 120 hrs 7 days (70 hrs) 5 da ys (50 hrs) 3 da ys (24 hrs) 50 + 24 + 46 = 120 hrs 6 days (60 hrs) 6 da ys (60 hrs) 2 days (16 hrs) 60 + 16 + 44 = 120 hrs
Personal Leave may not be carried from one fiscal year to the next. Converted Personal Leave that is not used will be credited to Sick Leave at the end of a fiscal year if credited hours do not exceed the 1,080 hours Sick Leave limit.
Source: Resolution No. 86-59, 91-102
SICK LEAVE HIRING INCENTIVE:
New employees may be eligible to be credited with up to 200 hours of Sick Leave from their prior employer so long as the prior employer did not compensate the employee for these Sick Leave hours at the amount proposed or greater.
SICK LEAVE PROGRAM:
Employees having in excess of 960 hours of accumu lated Sick Leave on the last pay period in June will be paid in the final paycheck of th e fiscal year, an amount computed at the then existing hourly rate for each hour in excess of 960 hours, up to a maximum of 56 hours.
Source: Resolution Nos. 87-83, 91-102
TUITION ADVANCE PROGRAM:
Full-time, non-probationary employees who desire to enroll in an accredited college/university degree program or professional de velopment course, are eligible for tuition advancement up to a maximum of $3,500 per fiscal year. A Tuition A dvancement Form must be received by the Human Resources/Risk Management Department fo r review and approval before and advance will be provided. Budgeted funds must be availa ble to cover tuition advance and no expenditure beyond the approved budget allocation will be authorized to cover any amount of any employee’s educational expenses.
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The non-probationary status requirement does not pertain to those employees who are considered to hold probationary status due to a promotio n into a new position in the City. Affected employees are required to complete one year of service with the City from the date of completion of course work to be eligible for this benefit. Individuals voluntarily separating from the City prior to completion of one year of service with the City from date of completion of course work will be required to reimburse the City for funds advanced to them under this program. Said reimbursement shall be deducted from any separation check to be distributed to the employee, no matter what the nature of the funds, without the necessity of a judgement being mandated on behalf of the City.
A college or university shall be defined as an institution accredited by the Western Association of Schools and Colleges Senior College and University Commission (WASC), the Accrediting Commission of Community and Junior Colleges (ACCJC), Northwest Commission on Colleges and Universities (NWCCU), Southern Asso ciation of Colleges and Schools Commission on Colleges (SACSCOC), Middle State Commission on Higher Education (MSCHE), New England Association of Colleges and Schools (NEASC) or an instituti on listed on the Higher Learning Commission (HLC). Other accreditations may be eligible upon review by the Human Resources Department.
Advanceable expenses will include books, tuition, pa rking and registration/enrollment fees. All required fees such as health-related fees, “g ym” fees and other misce llaneous fees, whether billed as “tuition” or otherwise required of the institution are eligible. Items such as paper, pens, notebooks, and printing fees will not be eligible.
Employees agree that upon accepting a tuition advance from the City, the employee is responsible to provide the City w ith verification of completion of class(es), grade(s) and receipts for expenses within 60 calendar days from the da te of final course work (as indicated on the request for tuition advance form submitted by the employee). In the event that the educational institution attended does not provi de the employee with verificati on of completion or grades or receipts within this 60 calendar days timefra me, the employee is responsible to notify the Director of Human Resources/Risk Management , in writing, of such and an additional 60 calendar days extension will be granted. In the event that an employee does not provide verification of completion of class(es), grade(s) a nd receipts for expenses at the end of either the initial 60 calendar days or at th e end of the extension of an a dditional 60 calendar days (to 120 calendar days total), the City will have the righ t to automatically make a payroll deduction from the employee's next regular payroll check in an amount equal to the amount of tuition funds advanced.
Source: Resolution Nos. 85-54, 87-83, 89-195, 91-102,
96-86, 97-62, 2015-054
TUITION REIMBURSEMENT – ENHANCED PROGRAM:
Employees who have incurred otherwise reimbursable tuition cost in an amount greater than the maximum amount available shall be eligible to receive additional reimbursement to the extent that tuition reimbursement funds are available at the end of each fiscal year. No such distribution will be made until the conclusion of th e fiscal year in order to verify the number of employees making application fo r the enhanced benefit. Employees must submit a tuition
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reimbursement invoice to the Hu man Resources/Risk Management Department no later than May 1 of each year in order to participate in this Enhanced Program.
It shall remain the individua l employee’s responsibility to apply for and receive written authorization to participate in a tuition reimbursable course prior to any such enrollment.
Source: Resolution No. 96-86, 2015-054
VACATION LEAVE:
Maximum accrual of Vacation is 400 hours. Upon termina tion of employment, accrued Vacation will be paid at the employee’s then ex isting hourly rate of pay. New employees with less than six (6) months of City service are ineligible to receive Vacation Leave buy back. It is the responsibility of employees to schedule Vacati on time off for rest a nd recuperation in order that earned Vacation time in excess of 400 hours will not be removed from the records.
Months of Completed Service Annual Vacation Accrual
6 – 24 12 da ys p/year (10.0000 hours p/month)
25 – 48 15 da ys p/year (12.5000 hours p/month)
49 – 108 18 da ys p/year (15.0000 hours p/month)
109 – 120 19 days p/year (15.8333 hours p/month)
121+ 20 days p/year (16.6666 hours p/month)
Vacation leave will be taken at a time approved by the City Manager with due regard for the wishes of the employee and pa rticular regard for the needs of the City. Unless otherwise provided by Department rules, em ployees must submit vacation requests to th eir supervisor at least seven (7) calendar days prior to the intende d start of vacation. No person will be permitted to work for compensation for the City during his/ her vacation except with prior approval of the City Manager or designated representative. In the event that one or more City holidays fall within an annual vacation leave, the holidays w ill not be charged as vacation leave; however, extension of the vacation leave for the period of such holiday(s) is subject to approval of the City Manager.
Source: Resolution Nos. 85-54, 86-59, 2005-008
VACATION LEAVE BUY BACK:
At separation or retirement, 100% of accrued V acation Leave, to a maximum of 400 hours, will be paid at the employee’s existing base rate of pay. New employees with less than six (6) months of service are ineligible to receive Vacation Leave Buy Back. The percentages may be adjusted in accordance with the Retirement Hea lth Savings Plan elections and provisions for affected individuals, per IRS regulations.
Source: Resolution Nos. 85-54, 2005-008
VACATION LEAVE CONVERSION:
Employees may convert a maximum of 120 hours of Vacation Leave to pa y per fiscal year.
Employees may convert leave to pay in April and/ or November of each year, calculated at the employee’s hourly base rate of pa y at the time of conve rsion. Six (6) months prior to date of conversion, half* the number of accrued leave hours requested, excluding Sick Leave, must have been taken as time off.
*This usage requirement is waived for “active” military personnel.
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Source: Resolution Nos. 87-83, 89-195, 96-86, 98-40, 2006-021
VEHICLE ALLOWANCE:
Employees not assigned a City vehicle will be provided with $500 per month for vehicle allowance.
Source: Resolution Nos. 86-59, 87-83, 89-195, 91-102, 2005-008, 2013-046
WORKERS’ COMPENSATION PROGRAM:
Whenever any employee of the City is disabled whether temporarily or permanently by injury or illness arising out of, and in the course of, his/her duties the employee will be compensated as follows: On the first, second, and third day of the injury employees will use accrued Sick, Vacation, Floating Holiday and/or Management Leave for full salary continuance.
Commencing the fourth day of the injury, the City will continue the employee’s salary at a rate of 66-2/3% of the current monthly salary, less any applicable deductions (i.e., credit union, health insurance coverage), for a period not to ex ceed 12 months. If the di sability extends for a period beyond 14 calendar days th e City will credit the employee for the first three (3) days of Sick Leave used. If hosp italization is required the first, second, and third days salary is paid by the City through the Workers’ Compensation program.
Source: Labor Code section 4850; Resolution No. 85-54
WORKERS’ COMPENSATION PREMIUM PAYMENT:
In the event of a work-related illness or injury, which results in a permanent disability settlement, the City will provide a 10% premium benefit payment provided the following occurs:
That the Workers’ Compensation Appeals Board approves the total settlement, including the 10% premium benefit.
That neither a “Notice of Claim” nor “App lication for Adjudicati on of claim” will have been filed or served against the City of Chino.
That the injured employee has diligently sought medical attention as prescribed by the treating physician(s) approved by the City.
That the injured employee and the City have employed the guidance of the State Department of Industrial Rela tions Office of Information and Assistance to resolve any outstanding issues or misunderstandings.
Representation is a legal right recognized by statutory law. Nothing precludes an employee from retaining legal counsel or repres entation; however, the premium benefit offered is only available in cases handled without the involvement of lega l counsel. This is done in recognition of the cost savings that result in non-litigated cases that can be passed on to the ill or injured worker.
Source: Resolution No. 97-62
SAVINGS CLAUSE:
Should any clause in this Summary of Benefits be held invalid by law and/or by a court of competent jurisdiction, then only that clause will be stricken and the remainder of the Summary of Benefits will remain in full force and effect.
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MAINTENANCE OF EXISTING BENEFITS:
All wages, hours and other terms and conditions of employment no t specifically altered herein and presently enjoyed by the employees will remain in full force and effect unless determined by law and/or a court of competent jurisdiction to be unlawful or amended by City Council.
IMPLEMENTATION:
These benefits are subject to consideration and approval by the City Ma nager of the City of Chino and will only be implemented upon adoption by the City Council.