Employee Benefits
The City prides itself in its employee benefits package. Full-time and part-time employees are eligible to participate in our plans and programs based on the number of hours they work weekly. In addition to outstanding comprehensive health and welfare benefits, the City also provides a Wellness Program for employees and retirees. Please review the information below for further details on our employee benefits.
Benefits Summary
As a full-time, regular employee of the City of Alexandria you are presently eligible for the following benefits:
- Annual Leave
- Credit Union
- Deferred Compensation
- Defined Benefit Retirement Plan (see your retirement benefits)
- Dental Benefits
- Employee Assistance Program
- Flexible Spending Accounts
- Paid City Holidays (special rules for sworn personnel)
- Health Insurance
- Long-Term Care Insurance
- Savings Bonds
- Sick Leave
- Supplemental Life Insurance
- Group Life Insurance
- Long-Term Disability
- Other Optional Benefits
Part-time employees who work 20 or more hours per week are eligible for the above benefits with the exception of Virginia Retirement System benefits. Further, their annual, sick, holiday and funeral leave benefits are pro-rated.
Part-time employees who work 10 but less than 20 hours per week are only eligible for health insurance, savings bonds, credit union, employee assistance program, dental, flexible spending plans, and pro-rated annual and sick leave benefits. School crossing guards accrue sick leave only.
For a full list of benefits, please contact the Human Resources Department, Benefits and Records Division, at 703.746.3777, or log on to “Benefits” in the Human Resources Department page on the Intranet. It is important for you to contact the Benefits and Records section to determine your benefits if you change your employment status, such as changing from a full-time to part-time status. The following is a brief discussion of some of the major benefits offered to City employees.
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Retirement Benefits
The City participates in a number of public employee retirement plans. For detailed information on these plans please contact the Pension Administrator, in the City Finance Department. A brief description of these plans follows:
Virginia Retirement System (VRS)
This is a defined benefit plan administered by the Virginia Retirement System that covers all full-time, regular employees who are not classified as Police Officers or Firefighters. The City pays 100% of the required contributions. VRS members are eligible for full retirement benefits at age 65 with at least five years of service, or at age 50 with at least 30 years of service. Employees are eligible for early retirement with reduced benefits at age 50 with 10 years of service or age 55 with at least five years of service. Retirees qualify for annual cost-of-living increases on July 1 of the second calendar year after retirement. VRS Disability Benefits - If you are unable to perform your job because of a physical or mental disability and the disability is likely to be permanent, you may apply for disability retirement benefits through VRS. After VRS receives the disability application they will determine if you meet their definition of disability.
Your eligibility begins on the first day of employment in a VRS-covered position. Any medical condition you have when you are first employed, however, must worsen substantially for you to be considered for disability retirement. You also must apply for disability retirement while employed in a VRS-covered position or within 90 days of leaving employment. Employees who qualify for disability retirement and are vested (have five or more years of service) receive a benefit amount that is the higher of (a) the VRS formula amount; or (b) the minimum guaranteed benefit. You are not eligible for disability retirement if you have taken a refund of your VRS retirement benefit or you have been on leave without pay for more than 24 months.
For information regarding benefit amounts, see “Estimating Your Retirement Benefit” in the Applying for Disability Retirement Booklet available from the Pension Administration Division. These benefit provisions and all other requirements are established and may be amended by State statutes. For further information on the various retirement programs, please refer to the VRS web site at www.varetire.org.
City Supplemental Retirement Plan
This is a City-administered, defined benefit plan that covers all regular full-time and 50% (or greater) part-time employees who are not classified as Police Officers or Firefighters. The plan provides employees with a monthly annuity at retirement. The City pays 100% of the required contributions. Employees are eligible for full retirement benefits at age 65 with at least five years of service, or at age 50 with at least 30 years of service. Employees are eligible for early retirement with reduced benefits at age 55 with at least five years of service.
The Supplemental Plan provides separate benefits for Deputy Sheriffs and Emergency Rescue Technicians (ERTs). Normal retirement is age 50 with 25 years of service. The benefit formula is graded based on the number of years of service. Additional information on this plan can be obtained by contacting the Pension Administration Division.
Retirement Income Plan for Deputy Sheriffs and Emergency Rescue Technicians
This is a City-administered, defined contribution plan that covers all employees classified as Deputy Sheriffs or Emergency Rescue Technicians (ERTs). Employer contributions are determined annually.
City of Alexandria Firefighters and Police Officers Pension Plan
The City offers a defined benefit pension plan with disability provisions to sworn Firefighters and Police Officers. The Firefighters and Police Officers Pension Plan also grandfathers a defined contribution feature for certain firefighters and officers hired before February 21, 2004. Under the defined benefit pension plan, sworn firefighters and police officers are entitled to a specific monthly income at retirement. Details of the plan provisions can be obtained from the City of Alexandria Firefighters and Police Officers Pension Handbook and from the City of Alexandria Firefighters and Police Officers Pension Plan itself. Both documents can be obtained from CityNet or from the Pension Administration Division.
Sworn Firefighters and Police Officers who are unable to work because of a disability prior to their retirement eligibility are eligible for the following benefits:
- Service-connected total and permanent disability - 70% of final average earnings;
- Non-service connected total and permanent disability - 66 2/3% of final average earnings;
- Service-connected partial disability - 66 2/3% of final average earnings;
- Non-service connected partial disability - 50% of final average earnings.
City of Alexandria Deferred Compensation Plan
The City offers a IRC 457 deferred compensation plan. The employee authorizes the City to withhold a portion of the employee’s salary; which is deferred compensation and not taxable until the employees receives a distribution. The employee directs the investment of their contribution in a variety of mutual funds. In-service withdrawals such as emergency withdrawals or loans are available from your 457 deferred compensation plan. Brochures and information on the 457 plan are available in the Pension Administration Division.
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Health & Life Insurance
Brochures on all health and life insurance and dental plans are available from agency payroll contacts and the Employee Benefits Division of the Human Resources Department. Read these carefully and choose the insurance that best suits your needs. The City pays for a portion of the insurance coverage for health insurance plans, regardless of the plan chosen. The remainder of the premium is deducted from the employee’s paycheck.
New employees must elect coverage within 30 days of employment, and all other employees must elect coverage within 30 days of a status change that affects the employee’s coverage (e.g., divorce, birth or death of a family member, spouse’s loss of employment), otherwise they must wait until open enrollment (usually held the last two weeks of May). Coverage begins on the first day of the month following 30 days of employment. For example, if an employee starts work on Monday, March 10, his or her medical insurance is effective May 1. If the employee’s first day of work is April 1, his or her effective date for coverage is still May 1. Coverage for employees electing to enroll or change during open enrollment begins July 1. The selection of plans and their costs are subject to change.
You may include your spouse on your medical plan only if you are legally married, which means that you must be able to verify your marital status with a marriage license if requested to do so. You also include your unmarried children on your medical plan if all of the following are true: a) you are the biological parent, a legal step-parent, a legal guardian, or the child is legally adopted; and b) the child’s age complies with the requirements of your medical plan. Children are eligible for inclusion on most of our plans after they reach age 19 if they are disabled or full-time students. Full-time students are generally covered through age 22. No other individuals are eligible to be covered under the City’s medical plans. If you are currently carrying someone on your policy who is not eligible for City medical insurance, you must correct this error immediately. Employees are responsible for notifying the Benefits Division within 30 days of any changes in their dependent’s status (divorce, marriage, student disenrollment, etc.). Employees who are in violation of this policy will be charged with a Group III offense under the City’s disciplinary regulation (A.R. 6-20), a charge that normally warrants termination of employment.
The City offers employees two plans, Kaiser Permanente and Optimum Choice. Both Plans are health maintenance organizations (HMO’s) and employees can choose out of plan services with the addition of point of service (POS) options. This allows employees four options to choose from:
- Kaiser Permanente HMO In Plan (members.kaiserpermanente.org)
- Kaiser Permanente, Added choice-Out of Plan
- Optimum Choice (A UnitedHealth Group Co.) HMO Preferred-In Plan (www.mamsiunitedhealthcare.com)
Sign up for United Healthcare Newsletter at http://unitedhealthcare.p0.com/bulletin_reg.jsp
- Optimum Choice Preferred-Out Plan
Flexible Spending Accounts
Flexible Spending Accounts (FSAs) are available for dependent day care and health care expenses that you estimate you will incur during the year. Health Care accounts are available to pay for out of pocket expenses (like physician and prescription co-pays, eyeglasses, over the counter medicines etc.) for you and your dependents. Dependent day care accounts cover day care expenses for your children (under age 13) or disabled dependents while you work. Each November or open enrollment period you designate the amount to be deducted from your paychecks in equal amounts throughout the next calendar year. The maximum deduction is $5,000 annually ($208.33 per pay period) for dependent care and $5,000 annually ($208.33 per pay period) for medical expenses. Though the actual salary remains the same, the taxable annual salary as reported to the government is reduced by the amount put into the FSA. The FSA can be used to pay for eligible medical, dental and vision services or for care of elderly parents, or a disabled spouse or dependent. Please note that the IRS rules provide that if you don’t use all of the money in the FSA when the calendar year and 75-day grace period are up, those funds will be forfeited and no longer available to you. You cannot transfer funds from the dependent day care account to the medical account so careful planning is required.
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Additional Benefits
Homeownership Affordability Programs
- Virginia Housing Development Authority’s (VHDA) Home Stretch Program
VHDA’S “Home Stretch” Program assists low-to-moderate income households in affording homeownership in the high cost Alexandria housing market. The program is designed to assist first-time homebuyers or City employees seeking to relocate into Alexandria. It reduces the initial cost of homeownership - enabling the purchase of a home today. A second mortgage with affordable terms and deferred repayment is provided. No payments are required and no interest is charged during the first three years. Loan payments will begin in the fourth year with fully amortizing payments at a rate of 5% for the remaining 27-year term. Second mortgage loan amounts up to $20,000 will be available to eligible applicants to be used with VHDA first mortgage programs. All VHDA programs, including standard first-time homebuyer programs, SPARC, and Flexible Alternative programs are eligible. For further information contact the Alexandria Office of Housing at 703.746.4990.
- Homeownership Assistance Programs
The Homeownership Assistance Program (HAP) and Moderate Income Homeownership Program (MIHP) are designed to assist low- and moderate-income families in purchasing a home located within the corporate limits of Alexandria. Qualified applicants can receive assistance in the form of a no-interest, 99-year deferred payment loan for principal reduction, down payment and/or closing cost assistance. Applicants must not currently own a home or have an ownership interest in a property. Applicants must have lived or worked within the corporate limits of Alexandria for at least six months prior to application, must be a U.S. citizen, or possess a valid work permit and a Social Security card, and must have a net worth within current VHDA limits. The maximum sales price limit for the City’s program is $225,000. For further information, contact the City of Alexandria Office of Housing at 703.746.4990.
- Employee Homeownership Incentive Program (EHIP)
The new EHIP program provides an interest-free, deferred payment loan of $5,000 to full-time, City employees who purchase homes located in the City (part-time employees who regularly work 20 or more hours per week are also eligible, and the EHIP assistance is pro-rated). Employees may use EHIP assistance to purchase any type of property, including condominiums, cooperative housing, townhouses, and detached homes.
The sales price of the property purchased cannot exceed $475,000. If eligible, employees may combine EHIP program funds with the City’s existing Homeownership Assistance Program (HAP), Moderate Income Homeownership Program (MIHP), and Affordable Set-Aside Units Program. EHIP funds may also be used in combination with Virginia Housing Development Authority-funded (VHDA) SPARC and Home Stride Programs.
Employee Assistance Program (EAP)
The City of Alexandria offers a free, confidential Employee Assistance Program (EAP) to help employees deal with serious problems in their lives such as family or marital difficulties, problems with alcohol and/or drug abuse, emotional illness, financial or legal worries, or difficulties with stress on the job. The EAP covers all City employees, and extends to spouses and other dependents in the immediate household. It offers assessment, short-term counseling, and referral for personal problems of employees or family members. Individuals who use the EAP will have the opportunity to speak openly and confidentially with an EAP counselor for professional guidance and referrals. Employees may see a counselor during their lunch hour, or before or after work. However, if the appointment is made during working hours, the employee must use sick, annual, or compensatory leave or leave without pay for the absence. In an emergency, call the EAP at 800.346.0110 or visit their web site at www.inovaeap.com.
Employee Parking
Subsidized parking is offered to qualified employees at the Market Square Garage. Contact General Services at 703.746.4770 for information about the availability of the subsidized parking.
Transit Incentive Program
The City Office of Transit Services and Programs established the Transit Incentive Program for City employees as part of the City’s efforts to meet the region’s air quality standards. This program encourages transit use and vanpooling by providing a transit incentive effective July 1, 2005 of up to $75 per month with up to an additional $35 pre-tax option to employees who commute to and from work via bus, rail or qualified vanpool. Individuals must be regular employees of the City. Summer interns, temporary, seasonal, and short-term employees are not eligible. Employees must commute to and from work via transit or a qualified vanpool a minimum of four days per week.
Employee Newsletter
CityNews is a bi-monthly publication of the City that highlights employee achievements as well as updates on benefits and upcoming events in the City of Alexandria.
Employee Appreciation Picnic
The City sponsors an annual picnic in September for all employees and elected officials. The picnic is normally held in late afternoon at a local park, with food and games for all.
Credit Union
If you wish to save money by investing in the Employees’ Credit Union, or if an employee is repaying a loan from the Credit Union, a regular payroll deduction can be made. The size of this deduction depends on the amount of money the employee wishes to save or the terms of the loan. Applications for this deduction are available at the Credit Union office. Additional information about the Credit Union is available in the Human Resources Department or at the Credit Union office or at their web site at www.alexcu.org. A credit union ATM machine is now located on the first floor of City Hall.
U.S. Savings Bonds
If you wish to save money by investing in U.S. Savings Bonds, a regular deduction can be made from the employee’s paycheck. This deduction depends on the
amount of money an employee designates towards the purchase price of the bond selected. Applications for this deduction are available in the Human Resources Department.
Elder Care Benefit
Employees can register their family members for services at the Alexandria Adult Day Services Center (ADSC) in the Lee Center on Jefferson Street. This valuable work-life-balance benefit offers support and assistance to families managing the care of an older family member. The program is operated by the Alexandria Department of Human Services, Office of Aging & Adult Services, and it serves seniors aged 55 and older who need supervision and support during the day due to medical conditions, memory loss, psycho-social decline or other issues related to aging. The Center provides a safe environment and strives to maintain or improve the physical health, mental functioning, and daily living skills of program participants while also providing support and respite for families. The ADSC staff includes a full-time Registered Nurse and therapeutic recreation, administrative, and volunteer staff. The program operates from 7:30 a.m. until 5:30 p.m., Monday through Friday, and it includes breakfast, lunch, medical oversight, medication administration, therapeutic activities and a family support group, all of which are offered in a warm and caring environment. Program costs are based on the income of the senior family member and are extremely reasonable. For more information, or to request an admission package, please call ACSC at 703.838.4224.
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Wellness Program (Well! Well! Well!)
The mission of the City of Alexandria Wellness Program (Well! Well! Well!) is to provide employees with wellness opportunities to enhance their overall health and well being. The wellness programs are for the enjoyment of our employees and retirees, and are strictly voluntary and confidential.
The Wellness program is administered through an eight-member standing Wellness Committee that is comprised of representatives from the Health Department, Human Resources, Risk Management and others. Additionally, there are Wellness Champions located throughout the City who assist the Wellness Committee, with the coordination and dissemination of wellness information, fitness challenges, flu clinics etc., at their own work sites.
Making wise choices regarding our health styles and healthcare begins with educating ourselves on the latest research and health information. As part of that, the Wellness Committee and Kaiser Permanente provide noon time classes on a national health theme once a month.
Other programs include:
- Blood pressure screenings
- Flu shots
- Health Fair
- Weight Watchers at Work
- Yoga at lunch
- Health screens
- Employee fitness challenge
- Free use of City recreational facilities
- Discount rates at Alexandria YMCA
- EKG/ECG/Carotid Artery/Aortic Artery screens
- Osteoporosis screens
- Employee Assistance Program traning
- Health risk assessments
- Blood drives
Many of these programs are free or at a significantly discounted rate. We are very proud of our Wellness program and consider it one of the best in Virginia and the nation. Make the wise choice towards a healthier lifestyle and join us. It’s easy and inexpensive. Just contact our Benefits Division at 703.746.3786 to find out how to get started.
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