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City of Alexandria, VA City of Alexandria, VA
Personnel Services
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Page updated Jun 23, 2014 8:27 AM
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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.

Summary

Standard Benefits;
 

  • Health Insurance
  • Life and Accidental Death and Dismemberment Insurance
  • Long Term Disability Insurance (excluding sworn personnel)
  • Flexible Spending Accounts (Health and Dependent Care)
  • Paid Annual and Sick Leave
  • Paid City Holidays
  • Employee Assistance Program
     

Voluntary Benefits:
 

  • Dental Insurance
  • Supplemental Life Insurance
  • Long Term Care Insurance
  • Sick Leave Bank
     

Eligibility:
 

1.  Eligible Employees:

  1. Full-time, regular employees of the City of Alexandria are eligible to receive the employee benefits listed above.
  2. Part-time employees who work 20 or more hours per week are eligible to receive the benefits listed above. Annual, sick, holiday and funeral leave benefits are pro-rated.
  3. Part-time employees who work 10, but less than 20 hours per week are only eligible for the following benefits:

             a.    Health insurance

             b.    Flexible Spending Accounts

             c.    Employee Assistance Program

             d.    Pro-rated annual and sick leave benefits.

Note: School crossing guards may enroll in a City-sponsored medical insurance plan and flexible spending account program, however, they can only accrue pro-rated sick leave.

2. Eligible Dependents:

The following individuals may participate in some of the City of Alexandria’s benefit plans due to their relationship to a benefitted eligible employee. The employee must be able to provide documentation of qualification in a form that is acceptable to the Human Resources Department upon request.

  1. Eligible Spouse – An individual who, together with the benefitted eligible employee has entered into a marriage with a person of the opposite sex that is officially recognized by the United States government for federal income tax purposes, or a marriage or civil union with a person of the same sex that is recognized by a U.S. state, territory or a foreign government. The employee and the eligible spouse are able to attest that their marriage has not been dissolved or ended by divorce.

The benefit plans available to eligible spouses are:
 a.   Health Insurance

 b.   Dental Insurance

 c.   Supplemental Life Insurance

 d.   Employee Assistance Program

       2.    Eligible Domestic Partner - An individual of any sex who, together with the benefitted eligible employee, meets all of the following criteria:

 a.   Is in a relationship of mutual support, caring, and commitment with the employee, in which both intend to remain.

 b.   Has been sharing a primary residence as domestic partner with the employee for at least six continuous months unless residing in different geographical areas on a temporary basis.

 c.   Is not currently married to, nor part of a civil union or domestic partnership, with anyone else, and whose employee domestic partner can attest to the same. Has not been in a marriage with the benefitted employee within the last three years.

 d.   Is at least 18 years of age or an emancipated minor.

 e.   Is not the employee's parent, child, sibling, grandparent, grandchild or any blood relation that would bar marriage in the State of Virginia.

 f.    Shares joint responsibility for one another’s common welfare and basic needs for at least six continuous months, as evidenced by at least two (2) of the following for the employee and eligible same/opposite-sex domestic partner:

  1. named parents in a co-parenting or adoption agreement
  2. joint mortgage, lease, or title
  3. joint ownership of motor vehicle or bank account or credit card account
  4. designation of domestic partner as a primary beneficiary of employee's life insurance, retirement benefits, or will
  5. assignment of a Durable Power of Attorney or Health Care Proxy to one another.

 g.   The benefit plans available to eligible domestic partners are:

  1. Health Insurance
  2. Dental Insurance
  3. Employee Assistance Program

     3.    Eligible Dependent Child(ren) - The benefitted eligible employee's dependent child(ren) must satisfy the following requirements in order to be eligible to participate in the City’s health insurance program:

a.   The eligible dependent must have one of the following relationships with the benefitted eligible employee:

  1. biological child;
  2. child of an eligible spouse or eligible domestic partner;
  3. child for whom the benefitted eligible employee, eligible spouse or eligible domestic partner has either legal custody, or has been appointed legal guardian; or
  4. adopted child or a child who has been placed with the benefitted eligible employee, eligible spouse or eligible domestic partner for adoption.

b.   The eligible dependent must satisfy the criteria in either (1) or (2) below:

  1. is younger than age 26 and not eligible for coverage as an employee or spouse under another employer-sponsored health plan or
  2. is unmarried, is or becomes disabled before age 26 as certified by a City health plan, and qualifies as a tax dependent of the benefitted eligible employee, eligible spouse or eligible domestic partner.

c.   The benefit plans available to an eligible dependent child(ren) are:

  1. Health Insurance
  2. Dental Insurance
  3. Supplemental Life Insurance
  4. Employee Assistance Program

Note: Benefits for eligible spouses and/or domestic partners could, in certain circumstances, be taxable.

3.  Enrollment of Eligible Employees, Spouses, Domestic Partners, and Dependents

Enrollment in benefits must take place within 30 days of an employee first becoming eligible for benefits, during an annual open enrollment period, or within 30 days of an appropriate qualifying life event. All necessary forms and required documentation must be submitted to the Benefits Division of the Human Resources Department within this time period.

See the Domestic Partner Enrollment Guidelines.

A qualifying event, as defined by the IRS, includes the following:

    a.    Marriage, divorce or newly eligible domestic partner

    b.    Birth, adoption, or legal guardianship of a child

    c.    Death of a spouse, domestic partner, or dependent child

    d.    A dependent becoming ineligible for coverage

    e.    A spouse or domestic partner gaining or losing coverage at his/her job

    f.     A change in an employee’s employment status (e.g., transferring from full-time to part-time status)

    g.    A change from a non-benefit eligible position to a benefit eligible position

Coverage for an eligible benefitted employee, spouse, domestic partner, or dependent child(ren) will be terminated upon the date he or she no longer meets the eligibility criteria for the benefit plan (e.g., date of divorce, dissolution of marriage, civil union or registered domestic partnership, or the earliest date the domestic partner criteria are no longer met, as applicable). Eligible employees must notify the Benefits Division of the Human Resources Department and submit all necessary forms and required documentation within 30 days of the date their covered spouse, domestic partner or dependent child(ren) no longer meets the eligibility criteria.

Eligible employees may voluntarily terminate coverage for themselves or their eligible spouses, domestic partners, and dependent child(ren) during an annual open enrollment period or within 30 days of an appropriate qualifying life event. For qualifying life events, insurance coverage will be terminated at the end of the month from the date of the event provided all necessary forms and required documentation are submitted to the Benefits Division of the Human Resources Department.

An eligible spouse's, domestic partner's, or dependent child(ren)’s open enrollment period that includes new coverage options that have not been previously available is considered a qualifying life event for voluntarily terminating coverage.

Notes:

  1. Contact the Benefits Team at 703.746.3785 with any questions you have regarding benefits eligibility, enrollment, contract requirements of the health insurance plans offered by the City, etc.
  2.  If you are currently carrying someone on your policy not eligible for City employee benefits, you must correct this error immediately to avoid violating City policy for a Group III offense under the City’s disciplinary regulation (A.R. 6-20), a charge that normally warrants termination of employment. Please contact the Benefits Division at 703.746.3785 immediately.  

BACK TO TOP 


Retirement Benefits

The City participates in a number of public employee retirement plans. For detailed information on these plans, please contact the Pension Admnistration, in the City Finance Office at (703) 746-3885 or visit the Pension Administration website.

BACK TO TOP 


Transportation Benefits

The City encourages employees to take transit, walk, bike, vanpool or carpool to work by providing a variety of incentive programs. For detailed information on these programs, or for commute assistance, please contact the City of Alexandria’s Local Motion Program at 703.746.4084 or visit the Local Motion website.

BACK TO TOP 


 Health Insurance

New employees must elect coverage within 30 days of employment. All other employees must elect coverage within 30 days of a qualifying life event that affects the employee's coverage (e.g., divorce, birth or death of a family member, spouse's loss of employment, etc.) or otherwise wait until open enrollment, which is held annually in 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 health insurance is effective May 1. If the employee's first day of work is April 1, his or her effective date of coverage is still May 1.

The City’s health plans renew annually on July 1st and enrollments and changes made during open enrollment begin July 1st. The choice of plans and their costs are subject to change.

The City currently offers employees and their eligible dependents three choices in health insurance plans: Kaiser Permanente DHMO and United Healthcare HMO and PPO plans. Each of the plans provides the following types of benefits: 

  • Hospital care, hospital physician services, maternity care, out-of-area emergency services, emergency dental benefits and mental health benefits. 
  • Preventive care, including annual physical examinations, routine immunizations, nutrition counseling, well-baby/child care, and routine eye examinations. 
  • Additional benefits, including doctor office visits, diagnostic lab & x-rays, physical therapy, out-patient surgery, and prescription drugs.

The City pays a portion of health insurance costs regardless of the plan chosen. The remainder of the premium is deducted from an employee's bi-weekly paycheck.

Brochures on all health, life, and dental insurance plans are available from the Employee Benefits Division of the Human Resources Department. Please review them carefully so you can choose the health insurance plan that best suits your needs.

Important: All benefits and services are governed by the specific terms of the respective health insurance contracts. In the event of a conflict between a summary and the actual contract, the contract controls the service provided. For more information, contact the Employee Benefits Division of the Human Resources Department.
 

FY 2015 Plans: July 1, 2014 through June 30, 2015  

To avoid the costs of printing enrollment forms that employees may not use, employees may access enrollment forms and other benefit information via the following three sources:

  • AlexNet
  • Department HR Liaisons
  • Human Resources Dept., Room 2500, City Hall

Open Enrollment Guide 

Guide to FY2015 Open Enrollment 

Plan Summaries  

Kaiser Permanente:

Standard HMO (no deductible) plan 

Deductible HMO (DHMO) plan


United Healthcare:

Choice (EPO) Plan 

Choice Plus (POS) Plan


Aetna Forms - NEW! 

Aetna Mobile 

Finding a doctor 


Dental

Aetna Dental Enrollment Form
Aetna DMO Brochure
Aetna DMO Plan Benefit Summary
Aetna DMO VIDEO  


Aetna DPPO Brochure
Aetna DPPO Plan Benefit Summary
Aetna DPPO VIDEO
Aetna Dental Plan Discounts Brochure  


Using Orthodontia Benefits
Aetna Navigator Member Website Brochure


Vision

Aetna Vision Enrollment Form
Aetna Vision Overview
Aetna Vision Plan Benefit Summary
Aetna Vision VIDEO 


Other Enrollment Forms 


Kaiser Permanente Enrollment Form
LTD Waiting Period Buy-Up Enrollment Form
Sick Leave Bank Enrollment Form
United Healthcare Choice EPO Enrollment/Change Form
United Healthcare Choice Plus POS Enrollment/Change Form

 

PayFlex (Flexible Spending Accounts) Forms

Flexible Spending Accounts (FSAs) are available for full-time, regular and part-time employees who work 10 or more hours per week to set aside pre-tax dollars at the beginning of the plan year to pay for out-of pocket, eligible health care (e.g., physician and prescription co-pays, eyeglasses, over the counter medicines if prescribed by a doctor, etc.) and dependent care expenses. Dependent day care accounts cover day care expenses for children under age 13 or disabled dependents while employees work. During the open enrollment period, employees designate the amount to be deducted from their paychecks in equal amounts throughout the next plan year. IRS rules stipulate unused funds will be forfeited and no longer available if they are not used during the plan year or the 75-day grace period that follows after the plan year ends. Funds cannot be transferred from the dependent care account to the health care account so careful planning is required.

PayFlex’s sole focus is account-based administration and has been for more than 26 years. It provides services to more than 3200 clients, who represent diverse industries nationwide, and processes more than $1 billion dollars annually in account-based healthcare claims.

The FSA plan for the short plan year (January 1 thru June 30, 2014) will have the following grace and run-out periods:
Grace Period will run from July 1 thru September 15, 2014
Run-out Period will run from July 1 thru September 30, 2014
Note: Employees are required to enroll annually during the FSA open enrollment period in order to participate in the plan. Enrollment Materials: PayFlex Employer ID: 128776

New Participant Enrollment Form
Online Enrollment Guide
Flexible Spending Account Overview Flyer
Debit Card Flyer
Mobile App Flyer
PayFlex Mobile App VIDEO
PayFlex Dependent Care VIDEO
PayFlex FSA Direct Deposit Form
PayFlex Claim Form

  

Retiree Health Insurance

  As long as a full-time employee retires under a primary City-sponsored retirement plan, they may continue to participate in a City-sponsored health insurance plan as a retiree. Contact the Employee Benefits Division of the Human Resources Department for plan options and monthly premium rates. 

Retiree Health Insurance Reimbursement Program  

The purpose of this program is to help defray the rising costs of health insurance for retirees enrolled either in a City-sponsored or non-City-sponsored health insurance plan. Retired full-time employees receiving lifetime monthly benefits from a primary City-sponsored retirement plan and were enrolled in a City health insurance plan at the time of retirement are eligible to participate. Please note that retired police officers and firefighters participating in the defined contribution retirement income plan must have at least 20 years of City service to be eligible to participate. The City reserves the right to amend or terminate any provision of this program.

For enrollment information, please contact the Employee Benefits Division of the Human Resources Department.

Group Term Life & Accidental Death and Dismemberment (AD&D) Insurance

The City of Alexandria provides group term life insurance coverage at no cost to full-time, regular employees per the following schedule:

  • Employees hired prior to July 1, 2009: Basic coverage equal to 2 times annual base salary rounded to next highest thousand up to $500,000
  • Employees hired on or after July 1, 2009: Basic coverage equal to 1 time annual base salary rounded to next highest thousand up to $500,000

The coverage begins the first of the month following 90 days of continuous service. Additionally, you can purchase supplemental life insurance in the amount of one (1) or two (2) times your basic yearly earnings, but the total amount of basic and supplemental life insurance may not exceed $750,000. You will be required to show proof of good health if you apply for any amount of supplemental life insurance more than 31 days after the date you become eligible. Additionally, employees may purchase dependent life insurance. As with all insurance policies, it is important to notify the Employee Benefits Division of the Human Resources Department of all changes in personal data, particularly dependent and beneficiary changes.

 

Active Employees Hired Prior to 07/01/2009 
Group Life Certificate of Insurance 

Active Employees Hired On or After 07/01/09
Group Life Certificate of Insurance 

Retirees
Group Life Certificate of Insurance 

Accidental Death and Dismemberment Certificate
 

Evidence of Insurability Forms 

Life Insurance Forms 

 

 

Long-Term Disability Insurance

The City’s full-time, regular and part-time employees, who work 20 or more hours per week, except sworn police officers and firefighters, are eligible for long term disability (LTD) insurance benefits through the Standard Insurance Company. LTD benefits are designed to partly replace income lost during periods of disability that result from injury, sickness, or pregnancy. Employees may receive 60% of basic monthly pay (excluding bonuses, overtime and other non-basic wages) subject to a maximum schedule amount of $5,000 per month, or until the maximum benefit period ends. The waiting period is 120 days for non-contributory insurance and 90 days for contributory insurance. The long term disability benefits are offset by other benefits received such as worker's compensation, retirement, or social security.
It is important to read the LTD insurance plan documents below carefully to determine eligibility, type, and amount of benefits available. 

 

 Other Life Insurance

Eligible employees may apply for universal life and critical illness insurance and may also insure their eligible family members. This voluntary benefit plan is provided through. This plan does not replace your existing group term life insurance coverage. It is not offered to new employees, since it is only available during special open enrollment periods. You may choose to continue the universal life insurance coverage if you retire or leave City employment for any reason.

Long-Term Care Insurance

The City makes available to eligible employees the Commonwealth of Virginia's Long Term Care Insurance (LTC) through the Genworth Life Insurance Company. Long Term Care (LTC) insurance covers the costs of services not covered by health insurance. Individuals who require long-term care are generally not sick in the traditional sense, but instead, are unable to perform some or all of the basic activities of daily living (ADLs) such as dressing, bathing, eating, toileting, continence, transferring (getting in and out of a bed or chair), and walking. LTC situations can result from injuries caused by accidents, illnesses like MS, diseases like Alzheimer's or Parkinson's, or strokes and other chronic conditions. This insurance is provided at group rates. Newly hired full-time and part-time employees who work 20 or more hours per week can enroll during their first 30 days of employment with no requirement for medical underwriting. Employees who do not elect to enroll at that time can enroll later, but evidence of insurability is required. Enrollment is easy. Go to: www.genworth.com/cov. You may also call 1-866-859-6060 to get a quote.

 

Flexible Spending Accounts

Flexible Spending Accounts (FSAs) are available for full-time, regular and part-time employees who work 10 or more hours per week to set aside pre-tax dollars at the beginning of the plan year to pay for out-of pocket, eligible health care (e.g., physician and prescription co-pays, eyeglasses, over the counter medicines if prescribed by a doctor, etc.) and dependent care expenses. Dependent day care accounts cover day care expenses for children under age 13 or disabled dependents while employees work. During the open enrollment period, employees designate the amount to be deducted from their paychecks in equal amounts throughout the next plan year. IRS rules stipulate unused funds will be forfeited and no longer available if they are not used during the plan year or the 75-day grace period that follows after the plan year ends. Funds cannot be transferred from the dependent care account to the health care account so careful planning is required. 

Note: Employees are required to enroll annually during the FSA open enrollment period in order to participate in the plan.

****   URGENT REMINDER FOR CERIDIAN FSA PARTICIPANTS: 

Please be reminded that you will no longer be able to incur eligible health care and dependent care expenses using unused funds after March 15, 2014 (“grace period”). Additionally, ALL claims for reimbursement for eligible FSA expenses must be submitted to Ceridian no later than March 31, 2014. Per the IRS, any and all unused funds will be forfeited after March 31, 2014.

This reminder is only applicable for Ceridian FSA participants – not PayFlex.  

(2013 FSA accounts can be managed online at www.ceridian-benefits.com.)


 

Open Enrollment for Flexible Spending Accounts (FSA) Scheduled November 5 - 22

What’s New:  

  1. New Vendor! Moving from Ceridian to PayFlex Systems USA, Inc., effective January 1, 2014

    PayFlex’s sole focus is account-based administration and has been for more than 26 years. It provides services to more than 3200 clients, who represent diverse industries nationwide, and processes more than $1 billion dollars annually in account-based healthcare claims.
  2. Current Plan Year (January 1-December 31, 2013) Close-Out

As in the past, current FSA participants will be provided a period after the plan year ends on December 31, 2013: 

To continue to incur expenses and use the funds remaining in their accounts toward eligible FSA expenses. This period is called a “grace period”. It begins on January 1, 2014 and ends on March 15, 2014.

To submit claims to Ceridian for eligible FSA expenses until March 31, 2014. This is known as the “run-out period”. When it ends, all unused funds are forfeited. This is an IRS rule.

    3.       Short Plan Year - In order to align the plan year of the FSA with that of the health insurance plans, there will be a short plan year which will run from January 1 – June 30, 2014. 

              The maximum contribution amounts for the short plan year will be as follows:

                Health Care FSA - $1,250 
                Dependent Care FSA - $2,500 
 

                A full plan year will then begin on July 1, 2014 through June 30, 2015 and open enrollment will be held in May 2014. 

    4.        To learn more about FSAs and determine whether an FSA is right for you, please review the PayFlex Announcement Notice.

 

UPDATE! FSA Open Enrollment: 

  • Two FSA informational meetings, one morning and one afternoon, will be conducted on Thursday, November 21st by Sherry Dille of PayFlex for benefitted employees eligible to participate. The meetings will be held at the following worksite locations:
    • 10:30 – 11:30 am – Charles Houston Center, 901 Wythe Street, Game Room
    • 1:30 – 2:30 pm – Lee Center, 1108 Jefferson Street, Exhibit Hall
     
  • The FSA plan for the short plan year (January 1 thru June 30, 2014) will have the following grace and run-out periods:
    • Grace Period will run from July 1 thru September 15, 2014
    • Run-out Period will run from July 1 thru September 30, 2014
     
  • The short plan year will include 13 pay periods and they are listed below:
    • 12/21/2013 thru 1/3/2014
    • 1/4/2014 thru 1/17/2014
    • 1/18/2014 thru 1/31/2014
    • 2/1/2014 thru 2/14/2014
    • 2/15/2014 thru 2/28/2014
    • 3/1/2014 thru 3/14/2014
    • 3/15/2014 thru 3/28/2014
    • 3/29/2014 thru 4/11/2014
    • 4/12/2014 thru 4/25/2014
    • 4/26/2014 thru 5/09/2014
    • 5/10/2014 thru 5/23/2014
    • 5/24/2014 thru 6/6/2014
    • 6/7/2014 thru 6/20/2014
     
  • Reminder:  
    • Open enrollment ends the close of business Friday, November 22nd . All enrollment forms must be returned to the Benefits Team by that time in order to be processed for the new plan year that begins January 1, 2014. 
       

PayFlex FSA Information Meetings:

Two informational meetings, one morning and one afternoon, will be conducted on Thursday, November 21 by a PayFlex representative for eligible employees during the Open Enrollment period. The Human Resources Department will announce the locations on AlexNet and email all employees once the meetings are confirmed.
 

How to Enroll:  

  1. Due to the HR ERP/MUNIS implementation scheduled for January 1, 2014, we will not be able to conduct an online-enrollment or issue debit cards. However, we do expect to have online enrollment and debit cards available for the next plan year enrollment.
  2. If you wish to enroll, you must complete a paper enrollment form and return it to the Benefits Team, City Hall, 301 King Street, Room 2500 not later than the close of business on Friday, November 22. You may also email your completed form to HumanResources@alexandriava.gov or fax to 703.838.3850.
  3. If you wish to have your claim reimbursements paid via direct deposit into your bank account, please complete the direct deposit form and return it to the Benefits Team with your enrollment form.
     

Reminders:  

  1. Employees enrolled in a 2013 FSA MUST RE-ENROLL to continue participation in calendar year 2014.
  2. Participants who set up a health care FSA and dependent care FSA cannot use funds from one account to reimburse expenses for the other. For example: funds set aside for dependent day care cannot be used for medical expenses.

Enrollment Materials:  

  1. AlexNews - November 4, 2013 
  2. PayFlex Welcome Letter 
  3.  PayFlex FSA Overview (Smart, Simple Savings Flyer) 
  4. PayFlex Flexible Spending Enrollment Form 
  5. PayFlex FSA Direct Deposit Form 
  6. PayFlex Claim Form 

 (2013 FSA accounts can be managed online at www.ceridian-benefits.com.)

 

301 King St., Room 2500
Alexandria, Va 22314
703.746.3777
FAX: 703.838.3850
TTY: 703.838.5035
VA Relay Services 711

Office Hours:
Monday-Friday,
8:00 a.m. - 5:00 p.m.