Effective November 2, 2004 MILITARY PAY SUPPLEMENT FOR CITY EMPLOYEES ACTIVATED TO MILITARY SERVICE AS A RESULT OF THE TERRORIST ATTACKS UPON THE UNITED STATES Purpose The purpose of Military Pay Supplement is to assist employees that will be absent from their City jobs as a result of being called to active military service on an involuntary basis as a result of the terrorist attacks upon the United States on September 11, 2001. Supplemental pay will only be available to military personnel called to active duty for these operations. The intent of this program is to minimize an employee’s loss of pay due to involuntary activation into military service. Criteria For Eligibility To Receive Military Pay Supplement Employees receiving supplemental pay must: Ø be called to active full-time military duty status Ø have exhausted all of the 15 days of annual paid military leave (from October 1 – September 30) Ø be a full-time or part-time regular non-elected employee on the payroll of the City and a member of the Retirement Fund Military Pay Supplement Benefit and Period Supplemental pay will be provided on a graduated scale for up to one full year (365 calendar days) for employees receiving Military Pay (base pay plus additional pay such as housing allowance, combat pay and other special pay) that is less than 100% of their total City of Fort Worth pay (base pay plus additional pay such as assignment pay, incentive pay, shift differential pay, civil service longevity and bilingual pay.) Overtime pay and Holiday Overtime Pay is not factored into the total pay provided by the City of Fort Worth. The Military Pay Supplement will be calculated as follows: 100% Supplement Subtract the total monthly military salary from the total monthly City salary. If a negative number or zero results, no supplement is provided. If a positive number results, supplement will equal the number (See attachment 3). To reconcile the difference in pay schedule between the military and the City, pay rates will be converted to daily rates. Employees who were called to Active Duty prior to November 2, 2004, and who are still on Active Duty will receive Military Pay Supplement at the 100% level from November 2 for one full year or until they are deactivated, whichever comes first. Renewal Military Pay Supplemental Benefit shall be renewed with each subsequent activation by an employee. Example: Employee is deployed from November 15, 2004 to June 16, 2005, and is then released from active duty. The employee is later reactivated from December 1, 2005 to November 1, 2006. The employee will receive Supplemental Pay Benefit for up to one year for each period of activation. Initialization and Application Employees seeking supplemental pay will be required to submit a request using a “Military Supplemental Pay Request” form. This form will collect relevant information needed to calculate the supplemental pay involving military rank, years of service, additional military pay. Employees will certify that all information is correct and will provide appropriate documentation of all military pay to receive any supplemental pay. Employees will also submit a copy of their military orders. In the event that the employee is unable to 1) submit a Military Supplement Pay form in a timely manner due to deployment or 2) provide proof of all military pay upon activation (e.g., paycheck stub); if a hardship arises and is verified, alternate arrangements will be made to estimate the amount of military pay, subject to verification later. Upon receipt of the appropriate documentation of total military pay, the appropriate amount of underpay or overpay will be calculated for the appropriate time period. Any overpayments will be required to be refunded to the City. Health, Dental and Hi-Option Life Plan Coverage The employee’s current health, dental, and high-option life insurance benefits will remain in effect while the employee’s leave of absence is being paid with his/her accrued vacation or similar leave. The normal premium contributions will continue to be made by payroll deduction. Employees may drop their medical benefits coverage at the time they are called to active duty and may re-enroll upon their return to City employment. They will be reinstated without a waiting period upon their return to employment. After exhausting his/her accrued leave, or if the employee is no longer on the payroll or the salary difference check is less than the amount of payroll deductions, the employee will be responsible for mailing direct payments for the normal monthly premium contributions for Health, Life and Dental coverage. The employee will also have to make arrangements with the vendors for other voluntary deductions, such as credit union payments, child support and long-term disability. Termination This program expires on December 31, 2005, unless extended by the City Council. MILITARY LEAVE DONATION PROGRAM (M&C #G-13498) Purpose The Military Leave Donation program provides the opportunity for all city employees to financially assist city personnel called for active duty as a result of the terrorist attacks upon the United States on September 11, 2001. The leave donation program is designed to minimize financial hardship in the event the employee’s total Military Pay is less than 100% of the total City o f Fort Worth pay, and the employee and/or family is experiencing a financial hardship. Eligibility to access donations will be determined on a case-by-case basis by the Military Leave Donation Program Committee. Another purpose of this fund is to provide retroactive supplemental pay to those called up to active duty before the effective date of the Military Pay Supplement. Criteria for eligibility to receive leave time from the Military Leave Bank All employees requesting to receive/use leave from the Military Leave Bank must be deemed eligible by the Military Leave Donation Program Committee and: • be activated to active full-time duty military status as a result of the terrorist attacks upon the United States on September 11, 2001 • have exhausted all of the 15 days of annual paid military leave • be a full-time or part-time non-elected employee on the payroll of the City and a member of the Retirement Fund • have total Military Pay which is less than 100% of the total City of Fort Worth pay under the same conditions as put forth for supplemental pay Contribution of hours – ALL CITY EMPLOYEES with accumulated vacation leave are eligible to contribute vacation leave to the Military Leave Donation Program. At least 56 hours of vacation leave must be on the books after the donation. Donations to the Military Leave Donation Program are not applicable to the “use it or lose it” provisions in the City’s Personnel Rules and Regulations. The Human Resources Department will convert all donations to a dollar amount based on the donor’s base rate of pay at the time of donation. Military Leave Donation Program Committee The City Manager shall appoint three employees to serve as the Military Leave Donation Program Committee. Membership will consist of employees who have donated into the fund. The committee will assist in establishing the guidelines of the program and review requests for receipt of the leave donation. The date of activation, financial hardships, and salary differential may be used as criteria in reviewing requests. The Military Leave Bank Committee will approve or disapprove the request within 10 working days or as soon as is practicable after receipt of the request and documentation of the hardship. Guideline for Insufficient Donation of Funds If insufficient leave is donated to adequately fund all supplemental pay, an equitable distribution of funds will be determined by the committee. If the fund is exhausted, a request will be made to City employees for additional donations. Guideline for Retroactive Supplemental Pay The schedule for the rate of retroactive supplemental pay under the Military Leave Donation Program will be the same as that put forth for the City of Fort Worth Military Pay Supplement Benefit. Employees who used accrued leave benefit prior to January 22, 2002 and wish to take advantage of retroactive supplemental pay must buy back their used leave time to take advantage of the supplement. Termination This program expires December 31, 2005, unless extended by the City Council. 11/2/04-12/31/05 City Manager Signature effective dates Attachments: 1 M&C G-14569 2 M&C G-13498 3 Example of Calculation of Supplemental Pay ATTACHMENT 3 EXAMPLE OF CALCULATION OF SUPPLEMENTAL PAY Employee’s total City pay rate is $1100/biweekly and the employee’s total military pay is $1800/month. Step 1: Convert pay to daily amount. City daily rate = $1100 x 26 ÷ 365 = $78.35/day Military daily rate = $1800 x 12 ÷ 365 = $59.18/day Step 2: Calculate the difference between City pay rate and military pay. $78.35-$59.18 = $19.17 The City of Fort Worth will pay the equivalent to $19.17/day for up to one full year (365 days), and $0 for the remainder of time the employee is on full-time military leave.
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