Benefits

Policy

Category: Human Resources
Subject: Benefits
Division: Human Resources and Corporate Services
Policy Number: CA.52.01.134
Effective Date: February 12, 2015

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) strives to provide a competitive benefits program that meets the needs of its employees as well as attracting and retaining employees. WDGPH benefits program is designed to help protect eligible employees against significant financial losses due to sickness, disability, or death; and to provide a means for retirement savings.

Employees are provided with basic benefit information during the recruitment process and when hired as part of their offer of employment. Additional information and benefit booklets are provided as part of the orientation process. Employees may seek further benefit information by contacting the benefit carrier directly.  WDGPH will provide information regarding any changes in benefits as they may occur through communications and/or presentations by the benefits carrier. Benefit booklets and website links can be found on the WDGPH Human Resources page on Extranet.

Employee Classifications
  • Permanent full-time employee who is regularly scheduled to work the normal full-time hours of work, 35 hours per week;
  • Permanent part-time employee who is scheduled to work less than the normal full-time hours on an ongoing basis and schedule;
  • Temporary full-time employee who is engaged in a fixed-term or task on a full-time basis as per a written letter of an offer of employment with a specific end date;
  • Temporary part-time employee who works temporarily less than the normal full-time hours per week as per written letter of an offer of employment with a specific end date; and
  • Casual employees work on an occasional basis and may be scheduled for assigned work as needed.
Benefits program

The benefits program consists of the following:

  • Short-Term Disability (STD) and Long-Term Disability benefits (LTD);
  • Insurance Coverage – Basic Life Insurance, and Accidental Death and Dismemberment (AD&D);
  • Health Benefits – Extended Health Services, Drug, Vision, Travel;
  • Dental;
  • Pension – Ontario Municipal Employees Retirement Systems (OMERS);
  • Employee Assistance Program (EAP); and
  • Fitness Facilities Corporate Membership.

The following chart provides an overview of employee’s eligibility for benefits:

Table 1

Classification

STD and LTD

Basic Life Insurance/ AD&D

Basic Life Insurance/ AD&D

OMERS Pension

EAP

Fitness Corporate Membership

Permanent Full-time 1 FTE

 

YES

 

YES

 

YES

 

YES

 

YES

 

YES

Permanent Part-time 0.8 FTE

YES*STD/LTD as per plan.

See notes below. 

 

NO

YES*cost-shared by employer and employee

YES* as per OMERS guidelines

 

YES

 

YES

Permanent Part-time less than 0.8 FTE

 

NO

 

NO

YES*cost-shared by employer and employee

YES* as per OMERS guidelines

 

YES

 

YES

Casual / Temporary Full-time and Part-time

 

NO

 

NO

 

NO

YES* as per OMERS guidelines

YES* eligible upon completion of waiting period

 

YES

WDGPH provides health and dental benefits for eligible employees based on single or family status. 

Temporary employees may be provided with a percentage in lieu of benefits.

Cost Sharing of Benefits During Short and Long-Term Disability
  • During STD and up to 24 months of LTD, if an employee becomes disabled, extended heath and dental benefits will continue from the date of disability at the cost sharing levels applicable to active employees;
  • After 24 months of LTD, the employee will retain their single coverage and have the option of paying family coverage at 100% for a maximum three-year period unless they turn 65 years of age or termination of employment occurs in that period.  The employee will be required to pay 100% of the extended health and dental benefit family premiums; and
  • The insurance company will discontinue insurance benefits when the employee no longer satisfies the insuring company’s definition of totally disabled.
Life Insurance and Accidental Death and Dismemberment (AD&D)
  • Basic group life insurance and AD&D are available to permanent full-time employees only.
Extended Health and Dental Benefits Plan
  • Enrollment is mandatory for permanent full-time employees and optional for permanent part-time employees. If application is not made within 31 days of becoming eligible to join, there will be a three-month waiting period to enroll unless a life-event has occurred; and
  • Permanent part-time employees are eligible for extended health care and dental benefits. The benefits premiums will be shared on a pro-rata basis.
Employee Assistance Program (EAP)
  • WDGPH offers this program to all employees. Permanent full-time and part-time employees are eligible for EAP services beginning on the first day of their employment; and
  • Casual and temporary employees are eligible for EAP after six months of service.
Pension – Ontario Municipal Employees Retirement Systems (OMERS)
  • Permanent full-time employees must enroll in the pension plan upon hire. Employee contributions are determined by OMERS; and Permanent part-time, temporary and casual employees are eligible to enroll after completing the requirements of the Pension Act, i.e.700 hours or 35% of the yearly maximum pensionable earnings per year for two consecutive years. Once enrolled in the plan, an employee remains a member until they terminate.

Pension details are outlined in the OMERS booklet available on the employee website under Human Resources or at www.omers.com.

Corporate Fitness Facilities Membership
  • WDGPH supports a healthy workplace and provides many opportunities through the internal Healthy Workplace Committee to promote stress management, physical and mental well-being of its employees; and
  • All employees are eligible to participate in the corporate fitness membership plan at various facilities aligned with WDGPH’s geographic layout.

Details are available on extranet of the services and programs supported by the Healthy Workplace Committee. 

SCOPE

This policy applies to all WDGPH employees eligible for benefits entitlement, as identified in the employee classifications. 

Termination of Benefits

Employee benefits will end at termination of employment with WDGPH.

Effective April 1, 2015, the following benefits cease at age 65:  Health, Dental, STD, Basic Life Insurance, Accidental Death and Dismemberment (AD&D).

LTD will terminate 120 days preceding the date an employee turns 65 years old. People 65 years and older are entitled to some paid coverage through OHIP.  For further information refer to the Ministry of Health and Long-Term Care website www.health.gov.on.ca.

DEFINITIONS

Benefits carrier – provides insurance coverage for employees as outlined in the insurance booklets provided by the carrier.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.134  Benefits
CA.52.01.115   Short-Term Disability Claims
CA.52.01.116   Non-Cumulative and Cumulative Sick Days
WDGPH Employee Payroll Deduction Agreement
Sun Life Benefits Booklet
Green Shield Benefits Booklet
OMERS www.omers.com

CONTACT FOR INQUIRIES

Director, Human Resources and Corporate Services

APPROVED BY

Director, Human Resources and Corporate Services


Procedure

Category: Human Resources
Subject: Benefits
Division: Human Resources and Corporate Services
Procedure Number: CA.52.02.134
Effective Date: February 12, 2015

PROCEDURE

  1. Employees may contact Human Resources directly for benefit information.
  2. Human Resources will provide basic benefit information during the recruitment process to prospective candidates, and in the offer of employment letter.
  3. Human Resources will schedule an orientation meeting with the employee when hired.
  4. Human Resources will provide the employee with all the necessary paperwork including benefit booklets to complete the sign up process for benefits.
  5. Once all benefit paperwork is completed, Human Resources will forward the information to the appropriate benefits carrier.
  6. Once the sign up process is completed with the carrier, the employee will receive confirmation from the benefits carrier.
  7. For reimbursement of expenses, refer to the appropriate carrier process.
  8. Employees should contact the benefits carrier directly if there are concerns regarding reimbursement or questions regarding specific benefit coverage.

Employees will be provided with information regarding OMERS during their orientation with Human Resources, sign up for OMERS and Human Resources will forward the form to OMERS.

  1. Corporate Fitness Facilities Membership:  See Corporate Fitness Facilities Membership information sheet.  Interested employees complete the Employee Payroll Deduction Agreement, and forward the agreement to the designate on the Healthy Workplace Committee who will in turn forward the completed agreement to Human Resources. 
  2. Employees can access all forms for submission for reimbursement of health benefits (i.e. medical, dental, vision) on Extranet or on the respective benefit websites.
  3. For further information regarding short-term and long-term disability, refer to policy CA.52.01.115 Short-Term Disability Claims.

RESPONSIBILITIES

Senior Management will:
  • Approve benefit packages as required.
Managers will:
  • Understand benefit options as detailed in the policy and benefit booklets; and
  • Ensure employees understand the benefit policy and procedure.
Human Resources will:
  • Advise and provide the employee with benefits information during recruitment interviews, offer of employment and orientation process when hired;
  • Ensure all documentation is completed for sign-up in eligible plans by the employee;
  • Provide updates regarding benefit changes and act as a benefit information resource;
  • Ensure cost-sharing information is posted annually;
  • Administer benefit program and establish policy/procedure; and
  • Interface with benefit provider, review update information, provide information regarding benefit options.
Employees will:
  • Ensure they have a thorough understanding of benefits plans and options;
  • Review, sign and submit the necessary documentation when required;
  • Participate in orientation process regarding benefits; and
  • Attend insurance communication/presentation sessions when required.

DEFINITIONS

Benefits carrier – provides insurance coverage for employees as outlined in the insurance booklets provided by the carrier.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.134  Benefits
CA.52.01.115   Short-Term Disability Claims
CA.52.01.116   Non-Cumulative and Cumulative Sick Days
WDGPH Employee Payroll Deduction Agreement
Sun Life Benefits Booklet
Green Shield Benefits Booklet
OMERS www.omers.com

CONTACT FOR INQUIRIES

Director, Human Resources and Corporate Services

APPROVED BY

Director, Human Resources and Corporate Services