Dear Fellow Employees,

The City of Winchester strives to provide a comprehensive o�ering of benefits that help protect the health, finances, and future of you and your family.

Upon becoming a new employee or during our open enrollment period, you will have the opportunity to select coverage which helps you achieve your personal goals for the coming year and future. The City o�ers benefit choices that:

This Benefits Guide provides important information, resources, and helpful tools to assist you in making your benefit elections.

Each year, the benefit plans and costs are evaluated to ensure that the City of Winchester is o�ering the best possible benefit options while keeping costs reasonable and being fiscally responsible with our funding.

Keeping ourselves healthy and being better healthcare consumers are important ways to hold down costs. I encourage you to establish a relationship with a primary care doctor, get your preventative exams and screenings, and participate in our Wellness o�erings in support of being the healthiest and happiest you can be.

Thank you for your continued e�orts and engagement. The City’s team is stronger than ever, and we are proud to o�er this benefits package and to work with you as we build better futures for ourselves, our families, and our community.

Sincerely,

• Promote the health and wellness of your family• Provide financial security in the event of your disability or death• Help you save for retirement• Help balance your personal responsibilities and work life

Paula NofsingerDirector of Human Resources

CONTACT HUMAN RESOURCES

Rouss City Hall, First Floor15 N. Cameron Street Winchester, VA 22601540-667-1815

Director, Paula Nofsinger: 1403Operations Manager, Lynsey Orndor�: 1488Generalist, Golda Albert: 1498Generalist, Rose Johnson: 1404Administrative Assistant, Rickie Murray: 1454

UNITEDHEALTHCARE RATESRates e�ective January 1, 2021 through June 30, 2022

This outline highlights your benefits. Certain limitations and exclusions apply. Complete benefit details will be defined by the carrier’s Certificates of Coverage.

Choice Plus $500bi-weekly contributions

Employee only

Employee + 1

Employee + family

$13.81

$85.67

$207.29

$269.42

$440.83

$569.14

$283.23

$526.50

$776.43

95%

84%

73%

Tier City Contribution

Total Premium % City Plans

Choice Plus $1000bi-weekly contributions

$0

$60.11

$170.00

$269.42

$440.83

$569.14

$269.42

$500.94

$739.14

100%

88%

77%

EmployeeContribution

Employee only

Employee + 1

Employee + family

Tier City Contribution

Total Premium % City Plans Employee

Contribution

INSURANCE PROVIDER

UnitedHealthcareMedical Insurance Provider

Network Provider

O�ce Visit

Co-Insurance

PPO PPO

$25 Primary Care$40 Specialist

$500 individual$1,000 family

$1,000 individual$2,000 family

$4,000 individual$8,000 family

$5,000 individual$10,000 family

80/20% 80/20%

$25 Primary Care$40 Specialist

Plan Year Deductible

Out-of-Pocket Maximum per Plan Year

Benefits Choice Plus 500 Choice Plus 1000

www.myuhc.com

†Both Choice Plus 500 & 1000‡$40 copay for specialists, both plans

For Choice Plus 500 & 1000

Retail, In & Out of Network Pharmacy, Preferred Specialty Network Pharmacy Mail Order, Network Pharmacy, Preferred 90-day Retail Network Pharmacy

$15

$30

$45

$55

$30

$60

$90

$110

The dental coverage o�ered is bundled in your medical plan with UnitedHealthcare. If you go to an out of network provider, you may be responsible for any amounts above the allowable charges.

The benefits illustrated above are based on using a participating provider or facility. Please refer to the summary plan description for a more detailed summary and out of network benefits.

UnitedHealthcare Dental

$1,500

$25/$75

Deductible, 20%

Deductible, 50%

50% co-insurance, no deductible$1,500 lifetime max

100%

Deductible(Individual/Family)

Annual Maximum

Preventive Services

Primary

Orthodontic Services

Major

Choice Plus 500 & 1000Dental Coverage

UnitedHealthcare Vision

$100 retail allowance, $20 copay

$20 copay

Once every 12 months

Medically necessary: 100%Non-medical: $100 allowance + 30% o�

Routine Eye Exam

FramesEye Glass Lenses

Contact Lenses Elective/Non-elective

Frequency Exam Lenses/Contact lensesFrame

Choice Plus 500 & 1000Vision Coverage

OTHER OPTIONAL BENEFITS

Let us know if you’d like more details about these optional benefits.

Flexible Spending Accounts provided by Pro Benefits

Employee Assistance Program 24/7 assistance, online or over the phone!

Guardian Short Term Disability • Allstate Cancer, Accident, and Critical Illness • Legal Shield • IDShield • Minnesota Life Insurance • 457 ICMA-RC Deferred Compensation Plan or Roth IRA

Workplace safety • child and elder care • grief and loss • family health • home improvement • addiction and recovery • dealing with identity theft

FSA’s provide you with an important tax advantage that can help you pay for health care or dependent care expenses on a pre-tax basis. You save Federal, State and FICA taxes on all the money you set aside into a Flexible Spending Accounts. By anticipating your family’s costs for the next year, you can actually lower your taxable income. Estimate carefully though– any funds left in the account at year end are forfeited. You can incur claims from July 1-June 30.

Call: 888-887-4114 | Visit: www.myuhc.com

You’ll incur expenses as usual, then submit a claim for reimbursement from your account with tax-free dollars. Contact Human Resources for detailed information.

Healthcare Dependent Care Maximum | $2,750

copays • prescriptions & OTC meds • copies of EOBs • vision expenses • dental & orthodontia

day care • in-home dependent care • before/after school care • preschool • summer day camp

Maximum | $5,000

Health + WellnessRally on myuhc.com

myuhc.com

Create a well-being plan based on the results of a private health assessment and your own personal targets and goals.

Real Appeal

A digital weightloss program focused on making small changes to help you live a healthier life.

Get the App

Find nearby care options, get estimated costs, and video chat with a doctor 24/7.

Maternity Support Programs

Expecting? Enroll for free pre and post-natal support to help ensure a healthy pregnancy.

Quit for Life Tobacco Program

Virtual Visits

Just like having a coach right at your fingertips!

Access a doctor 24/7 without leaving the house.

WELLNESS PROGRAMS

THE LOCAL CHOICE

877-201-5328

Health Resources on myuhc.com

uhc.com/virtualvisits

VIRGINIA RETIREMENT

SYSTEM

ENROLLMENT IN THE

Virginia Retirement System (VRS)

Virginia Retirement System (VRS)

Employees will be enrolled in the appropriate VRS plan which will be e�ective the first full month of employment. Creditable compensation will be based on your annual salary. The City and employee each contribute 5% toward the retirement plan.

VRS Life Insurance is e�ective the first day of employment.

Employees may purchase additional term life insurance for themselves and family members with Optional Life Insurance through Minnesota Life (see back cover for contact information).

Agency Code #55222 www.varetire.org888-827-3847

Contact

Hybrid Plan Service PlanDefined Contribution/Benefit

Employees hired on or after January 1, 2014**Employees hired before this date are in Service Plan 1 or 2.

Specifically for Police O�cers, Sheri�’s Deputies, and Firefighters

Law Enforcement O�cers

Group Life Insurance Accidental Death & Dismemberment

Twice the amount of your annual salary rounded up to the next highest thousand

Four times the amount of your annual salary if death is an accident

LEAVE & COMPENSATION

All full-time positions are part of the City of Winchester’s pay plan and are categorized exempt or non-exempt based on the Department of Labor’s Fair Labor Standards Act (FLSA).

The Fair Labor Standards Act also establishes minimum wage, overtime pay, record keeping, and youth employment standards.

Employee not eligible for overtime compensation for “extra” hours worked.

$7.25 (e�ective July 24, 2009) All employees must complete a timesheet, and the City is required to keep

such records.

Covered, non-exempt employees must receive overtime pay for hours

worked over 40 per workweek (Saturday-Friday) or established Public Safety

schedules.

The City ensures that when young people work, the

work is safe and does not jeopardize their health,

well-being, or educational opportunities.

Employee must receive overtime pay (one-and-a-half times their regular rate of pay) for hours worked over 40, or established schedules for specific public safety positions.

The Exempt category consists of several subordinate categories which are applicable to the City’s classified service. Categories highlighted in our Comprehensive Employment Management System (CEMS) are Executive, Administrative, and Professional.

All full-time positions are classified in a grade that corresponds to a salary range, under the City of Winchester Salary Administration Program, based on the essential duties, responsibilities, and qualification requirements. The Salary Administration Program is available to all employees on the City’s internal website, or a copy may be obtained from a member of the HR Team.

Exempt

Federal Minimum Wage Record KeepingOvertime Child Labor

Fair Labor Standards Act

Non-Exempt

Fair Labor Standards Act,

Non-Exempt employees that incur overtime do have the option to earn those hours as compensatory (comp) time. Comp time must be used before any paid leave. All leaves defined above with the exception of medical leave are counted as hours worked for the purpose of calculating overtime for non-public safety employees. All leaves defined above are counted as hours worked for the purpose of calculating overtime for public safety employees.

Funeral Leave: Funeral leave is available to employees upon the death of a close family member (employee’s spouse, parent, spouse’s parent, son, daughter, brother, sister, grandparents, grandchild, step-child, step-parent, guardian, and any person residing in the same household as the employee). Employees may use up to three consecutive days with approval of their Department Head.

Civil Leave: Any employee summonsed or subpoenaed to appear as a witness or called for jury duty may use civil leave at the approval of the City Manager. Department Heads may request a copy of the court documents to certify any civil leave usage.

Military Leave: Employees are entitled to 15 days of Military Leave per federal fiscal year (October 1st - September 30th) for military training and must provide a copy of their duty schedule to their Department Head. Any employee who enlists in the armed forces will be granted Military Leave without pay for the duration of the active military service not to exceed 5 years. A copy of the order along with the employees request must be submitted to the Department Head for approval.

Holidays: The City observes 13 holidays each year and employees are paid their normal rate of pay. If an employee should have to work on an authorized holiday, he/she will be paid for their regular hours of work plus 8 additional holiday pay hours at their straight time rate.

Short Term Disability: The Short Term Disability benefit o�ered by the City provides some income protection should an employee not be able to work because of a disease, non-work related injury, or pregnancy.

The Family Medical Leave Act (1993) provides employees with unpaid leave and job protection specifically for family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.

Must be employed by the City for at least 12 months, and have provided at least 1,250 hours of service during the 12 months.

The City of Winchester is responsible for paying the employee’s portion of the group health benefit premium should the employee utilize leave with no pay, however, the employee will be responsible for reimbursing the City for his/her portion of the premium once they return to work. This also includes contributions made on the employee’s behalf for VRS and any voluntary benefits.

Paid Leave

Family Medical Leave Act (FMLA)

All job-related injuries/illnesses, regardless of the extent, must be reported immediately or within the first 24 hours to the Nurse Triage and the employee’s immediate supervisor. If medical treatment is needed, the employee may only choose a doctor from the Panel of Physicians.* If the employee declines to select from the panel, they must understand any medical treatment and/or doctor bills will be their responsibility and worker’s compensation will be denied. The Panel Physician selection form, along with an Employee Incident Report form, must be completed and returned to the HR Department.

ATTENTION: Before returning to work, the City will require a physician’s note stating the employee’s fitness for duty. Should the employee be o� work due to a compensableon-the-job injury or illness, the first seven days can be used as sick or annual leave, or leave without pay. Worker’s eligible compensation insurance payments begin on day eight of lost time. Should the employee be o� through day 21, worker’s compensation will then reimburse the employee for days 1-7 of lost time. The City will not reinstate any leave used. The employee’s worker’s compensation checks are received from VML Insurance Programs in the amount of 66 2/3 of the employee’s average gross wages over the previous year. Employee’s on worker’s compensation injury leave must also apply for FMLA if the employee is out for an extended period.

Twelve work weeks of leave in a 12-month rolling* period for:

Twenty-six work weeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness for a spouse, son, daughter, parent or next of kin.

Requests for FMLA must be submitted to the Department Head using the FMLA Request Form.Health Care Provider Certification is required to be completed by the doctor and submitted by the employee within 15 days of the request to the HR Department.Once the request and certification is received, the City will make the decision based on the documenta-tion provided and notify the employee of their rights and responsibilities along with a designation letter.Employee/Supervisor must complete the time record using any FMLA leave (sick and/or annual) hours available first then FMLA “No Pay” for remaining time missed from work.

FMLA Entitlement Options

FMLA Process

Worker’s Compensation

Nurse Triage Contact877-234-0898

the birth of a child and to care for the newborn child within one year of birth

any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter or parent is a covered military member on “covered active duty”

a serious health condition that makes the employee unable to perform the essential functions of his or her job

to care for the employee’s spouse, child, or parent who has a serious health condition

the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement

*The employee’s Panel Physician can refer them to a specialist if needed. The employee may not choose a specialist. If a Panel Physician is unavailable at the time of an emergency, an emergency facility may treat the employee; however, any follow up care must be rendered by the physician chosen from the Panel of Physicians.

The City of Winchester recognizes that employees have diverse needs requiring time o� from work and believes that employees should have opportunities to enjoy time away from work to help balance their lives. The City has established a Paid Time O� policy to meet those needs. Employees shall be accountable and responsible for managing their own paid time o� hours to allow for adequate reserves to cover illness, disability, appointments, emergencies, or other needs that require time o� from work.

Eligibility: Active, regular full‐time employees in benefit eligible positions. Paid time o� begins accruing upon hire or transfer into a benefit eligible position.

Accrual: Length of service determines the rate at which the employee will accrue Paid Time O� and the maximum amounts allowable for accrual. Employee becomes eligible for the new higher accrual rate on the first day of the next pay period in which the employee’s anniversary date occurs.

Medical Leave is leave that an employee can reserve to use for longer term sickness or illness.

Eligibility: Active, regular full‐time employees in benefit eligible positions, excluding all active, regular full-time employees of the Fire & Rescue Department. Eligibility begins upon hire or transfer into a benefit eligible position.

Balance of Accounts: Balance of hours in the account are based upon hours that automatically transfer from the employee’s Paid Time O� when it has accrued over the maximum amount allowed per the Paid Time O� policy. There is no maximum accrual for Medical Leave. As long as the employee is at their eligible maximum amount allowed for Paid Time O�, the excess hours will automatically transfer into the employee’s Medical Leave account.

Scheduling and using PTO: Whenever possible, Medical Leave must be scheduled in advance. It is subject to supervisory notification and established departmental procedures. An employee may use Medical Leave for a medical situation involving the employee or a family member of the employee, when the situation lasts longer than 7 calendar days. Family Member is defined as an employee’s spouse, child, parent, or any person living in the same household as the employee.

Medical Leave can be used after an initial elimination period of seven (7) calendar days. It can begin on the eight day of the longer term sickness or illness.

Paid Time O� (PTO)

Medical Leave

Read more details about the Paid Time O�, Medical Leave, and other policies in the City’s Employee Management System (CEMS). Scan the code for the direct link!

Paid Time O� Accrual

Years of Service

0-4

5-9

10-19

20+

Max CarryoverAccrual Rate Per Month

16 hours/19 WFRD

18 hours/21.5 WFRD

20 hours/24 WFRD

22 hours/26.5 WFRD

200 hours/240 WFRD

250 hours/300 WFRD

300 hours/360 WFRD

350 hours/420 WFRD

Scheduling and using PTO: Whenever possible, Paid Time O� must be scheduled in advance. It is subject to supervisory approval, department sta�ng needs, and established departmental procedures. Employees may only take Paid Time O� hours that have actually been accrued. Unused Paid Time O� balances carry over from year to year until the maximum number of carryover hours is reached.

The City of Winchester expects the highest standard of behavior at all times from its employees, supervisors, and department heads. Employees that fail to conduct themselves in an appropriate manner shall be subject to discipline.

Sexual HarassmentAny employee who feels he is being subjected to sexual harassment should immediately contact their immediate Supervisor, Department Head, the Human Resources Director, or the City Manager, whomever the employee feels the most comfortable. The employee that has made the formal complaint must provide the What? When? Where? How? and Who? An investigation will be conducted and if founded, immediate and appropriate discipline will occur.

Dress Code PolicyAll City employees are expected to maintain high personal and professional standards, specifically when it comes to dress. Therefore, all employees shall dress appropriately for the job and maintain good personal hygiene in a manner that creates a positive impression on the people they serve as well as their co-workers. O�ce employees shall wear business-like attire. Employees furnished uniforms by the City shall wear the complete uniform only while on the job. Employees are referred to the City Manager’s Administrative Order for further guidance on appropriate dress.

Professional ConductConduct yourself in a way that portrays dignity and respect to others, integrity in your actions, and establishing good working relationships.

Examples of acceptable behavior include:

PROFESSIONAL BEHAVIOR

Every employee is responsible for their own professional conduct on a daily basis. Employees suspected of violating the City’s Professional Conduct Policy will be subject to disciplinary action.

• Conducting yourself as a representative of the City at all times, whether on duty or o�• Creating a working environment based on mutual respect• Following City policies• Adhering to the letter of the City’s Code of Ethics and also the intent• Doing your best at your job• Being responsible for your actions• Leaving personal problems that could negatively a�ect the workplace at home• Minimizing personal communications• Following reporting structure• Treating coworkers, supervisors, customers, and citizens with respect at all times• Arriving at work on time and ready to perform your job duties• Adhering to the Dress Code Policy

OTHER ESSENTIALS

The City recognizes its employees and their years of service, starting with their first year of employment and every 5 years thereafter.

The Human Resources Department holds an annual flu shot clinic each fall. Flu shots are provided to any full-time employee at no cost.

Service Recognition

Flu Shot Clinic

Links

Paycheck Information: https://click2gov.winchesterva.gov/Click2GovESS/index.htmlBenefit Information & More: https://onboard.neogov.comForms, CEMS Policy, and more: http://internal.winchesterva.govIT Help Desk: https://helpdesk.winchesterva.gov

2021 Holiday Observances

1/1

1/18

2/15

5/31

7/5

10/11New Year’s Day

Martin Luther King, Jr. Day

Presidents Day

Memorial Day

Independence Day (Observed)

Columbus Day

11/11

11/25

11/26

12/23

Veterans Day

Thanksgiving Day

9/6 Labor Day 12/23 Christmas Eve

Thanksgiving Day Holiday

Christmas Break

2021 Pay Calendar

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

January 8

January 22

February 5

February 19

March 5

March 19

April 2

April 16

April 30

May 14

May 28

June 11

June 25

July 9

July 23

August 6

August 20

September 3

September 17

October 1

October 1521

22

23

24

25

26

October 29

November 12

November 26

December 10

December 24

12/19/2020-1/1/2021

1/2/2021-1/15/2021

1/16/2021-1/29/2021

1/30/2021-2/12/2021

2/13/2021-2/26/2021

2/27/2021-3/12/2021

3/13/2021-3/26/2021

3/21/2021-4/9-/2021

4/10/2021-4/23/2021

4/24/2021-5/7/2021

5/8/2021-5/21/2021

5/22/2021-6/4/2021

6/5/2021-6/18/2021

6/19/2021-7/2/2021

7/3/2021-7/16/2021

7/17/2021-7/30/2021

7/31/2021-8/13/2021

8/14/2021-8/27/2021

8/28/2021-9/10/2021

9/11/2021-9/24/2021

9/25/2021-10/8/2021

10/9/2021-10/22/2021

10/23/2021-11/05/2021

11/6/2021-11/19/2021

11/20/2021-12/3/2021

12/4/2021-12/17/2021

Pay # Pay Date Pay Period

UnitedHealthcare/ID Theft866-414-1959www.myuhc.com

City Hall, first floor 540-667-2304

This Guide is only intended to offer an outline of benefits. All detail and contract obligations of plans are stated in the group contract/insurance documents, including any disclosures (whether regarding “grandfathering” of plans or others) required by the new health reform law, the Patient Protection and A�ordable Care Act (PPACA). In the event of conflict between this guide and the group contract/insurance documents, the group contract/insurance documents will prevail. Please contact your Human Resources Department for further information.

CONTACTS

BENEFITS CHANGES

Once you make your benefit elections, federal tax laws say you can- not change your elections during the year unless you have a qualified family status change, as defined by the IRS. Eligible changes that may allow you to change some or all of your elections, sometimes called “qualifying life events.” They may include events like:

• Birth, adoption, or legal custody of a child• Marriage, divorce, or legal separation• Death of a spouse or child• Change in a spouse’s coverage due to change in employment or annual enrollment• Gain or loss of dependent’s eligibility• Expiration of COBRA coverage• Loss of eligibility due to reduction in hours• Significant change in health care premium contributions

IMPORTANT! If you experience one of the above Qualifying Life Events, you have 30 days to report it to Human Resources. If it is not reported to Human Resources within the 30 day period, the change will occur at the next open enrollment period. Please note documentation of the life event will be required.