Benefits

Health and life insurance coverages are determined by the NorthStar Services Governing Board, as are the amounts of the premium for which NorthStar Services accepts responsibility. The employee must absorb the insurance costs that are not paid by NorthStar Services. The insurance policy will be explained at the time a person is hired by NorthStar Services. A full-time employee is eligible for group insurance 90 days after their full-time employment date (the first of the next month following the 90-day completion).

Full-time employees who apply for Life insurance only, will receive an additional amount approved by the Governing Board per month in the first full pay period after they become eligible for coverage.

Retiree plan for NorthStar Services group health insurance plan ($500 deductible/rates adjusted by NACO)---To qualify, NorthStar Services employees must be at least 55 years of age, actively participating for at least one year in the NorthStar Services group health insurance plan at the time of their retirement from NorthStar Services, and have been a full-time employee with NorthStar Services for at least 5 consecutive years. Please see Office Manager for more details. (1/20/2000)

Group Health and Life Insurance can only be terminated on the first day of the month. If an employee wishes to terminate coverage, a correctly completed Pers. 6a (Health/Life) or Pers. 6 (Life only) must be received by the Central Office before the first day of the month the employee wishes to terminate coverage. If a completed form is not received, the coverage will continue with the employee responsible for the premium.

Full-time employees are authorized to receive the following holidays as time off with pay (eight (8) hours). There is a 90-day waiting period before new full-time employees are eligible for holidays. Benefits begin the first full pay period after the satisfactory completion of the 90-day period. Full-time employees who have not completed their 90-day training period will be paid at the rate of time and one-half for holidays worked. This 90-day training period may be extended by the Area Director or immediate supervisor.

Independence Day July 4
Labor Day First Monday in September
Veterans' Day November 11
Thanksgiving Day Fourth Thursday in November
Thanksgiving Friday Fourth Friday in November
Christmas Eve Day December 24
Christmas Day December 25
New Year's Day January 1
Good Friday (PT employees will be paid time
and a half for Easter Sunday only)
Memorial Day Last Monday in May

If a full-time employee is on authorized personnel leave or works scheduled hours on the days immediately preceding and following an observed holiday, he or she is entitled to pay for that holiday.

If a holiday falls on Saturday, eligible full-time employees will receive the preceding Friday as the holiday. When a NorthStar Services holiday falls on Sunday, the full-time employees will receive the following Monday as their holiday. When an eligible full-time employee (see above) is requested to work on a holiday by his/her immediate supervisor, that employee will receive holiday pay in addition to actual time worked. Part-time staff will be compensated at the rate of time and one-half for hours worked on NorthStar holidays.

Pre-employment physical examinations will be reimbursed by NorthStar Services based on the rate and health care provider approved by the CEO for each Area program. NorthStar Services will reimburse for the basic pre-employment physical. Any other tests, exams, etc. will be the responsibility of the person seeking the physical. Pre-employment physicals must be completed prior to commencement of work. Ninety* (90) days after employee’s initial date of employment, NorthStar Services will reimburse the second portion of the physical examination cost. *The 90-day training period may be extended by the Area Director or Immediate Supervisor if training requirements have not been met).

Any claim for reimbursement must receive prior approval and authorization by the appropriate director or the CEO.

MILEAGE: Reimbursement of approved mileage for personal vehicles will be at the current rate as established by the NorthStar Services Governing Board.

1. NorthStar Services employees must report only actual expenses paid for lodging. It is expected that NorthStar Services staff will seek lodging at a reasonable rate.

2. Receipts for lodging must be filed with personal expense sheets. Lodging receipts must be hotel/motel statement forms and be properly receipted. Credit card slips are not acceptable.

4. Lodging expenses will be paid only when the employee is required to stay at a location more than 50 miles from the headquarters city. The CEO may waive this provision if it is to NorthStar Services' advantage to do so.

MEALS: Meals shall be reimbursed when travel requires an employee's absence from his/her primary workstation. Rates are subject to review by the NorthStar Services Governing Board.

1. The maximum allowance for meals per day shall be established by the Governing Board. In some cases, the CEO may approve a higher meal allowance. Receipts must be attached to employee expense sheets for reimbursement.

2. If travel is started from headquarters on or before 6:30 a.m., breakfast allowance may be paid; if return to headquarters is on or after 7:00 p.m., the evening meal allowance may be paid.

3. Noon meal expenses may be paid if the employee departs from headquarters before 11:00 a.m. returns after 2:00 p.m.
***See Leisure Meal Procedure.

An Expense Sheet will be used when a staff person has an agency-approved reimbursable expense. (See Personnel Policy - Benefits - Section D - Employee Expense Allowance).

Employees complete in ink: the Area #, Area Name, Month/Year, Employee #, Employee Name, Soc. Sec. #, Home Address lines, also the Date thru Misc. columns. Employees are to complete their own expense sheets, sign them and attach receipts. Employees are responsible for the accuracy of their expense sheets.

The Office Manager will complete the Total Column. The Area Director must approve the expense sheet with his/her signature.

Expense sheets are due to the Office Manager by the date listed on that month’s A/P calendar (usually around the 15th of the month). Office Managers are to send completed expense sheets to the Central Office by the date on the Central Office fiscal calendar.

1. Inservice & meeting meals are paid only if a receipt is attached. Staff are to make sure
inservice and/or meeting names are included for meals, mileage, etc.

2. For ALL Leisure/Reinforcement activities (meals, movies, etc., and for parking anytime), receipts are required. Receipts are stapled to the BACK of the expense sheets. ALL receipts for meals, movies, parking, etc. while out with an individual served are to be attached before they will be paid.

3. Start/Stop times are required for ALL meals. Start/Stop times are explained below. No meals will be paid if the Start/Stop column is empty. Do not use actual meal times!

4. If an individual served (client) is in the vehicle, mark ONLY a C, not C/S or initials. The individuals initials go in the Place & Purpose column.

5. If it is ONLY Staff in the vehicle, ONLY an S is placed in Client/Staff column (not staff initials).

6. Mileage expenses are:

Paid for out of town inservices and/or other Agency business as well as mileage for errands with the following exceptions:

1. Mileage reimbursable for staff running daily office errands must be over one mile & not made more than twice a day. (Example: going to the post office or bank)

2. Unless there is an individual served in the car, trips to and from facilities are not paid unless approved by the Immediate Supervisor.

3. All mileage with an individual served is paid as long as the trip has a destination or purpose. NO CRUISING.

Mileage is to be recorded in the Mileage column ONLY, and number of miles driven in the miles column. ALL mileage is to be recorded, the only exceptions are when traveling to Norfolk or Wayne (use Inservice Mileage sheet), or if your Area has a similar mileage sheet for Area destinations. Otherwise, ALL mileage is to be recorded! The reimbursable rate per mile is determined by the Governing Board. Consult with your Office Manager.

7. If an Expense Sheet is not turned in on time (see A/P calendar each month), it will NOT be paid. Only current month’s expenses are to be paid. This is the employee’s responsibility!!

Paid for out of Area inservices only and/or Agency business (must be out of the Area town a staff works in). These are marked S on the expense sheet. Receipts are required to be attached to the expense sheet, and meals will be reimbursed up to the amounts below. Start/Stop times MUST be recorded for the meals to be reimbursed. NO RECEIPTS-NO REIMBURSEMENT!

Breakfast --up to $ 3.00 (leave town on or before 6:30 a.m.)
Lunch --up to $ 6.00 (leave town before 11:00 a.m., and return after 2:00 p.m.)
Dinner --up to $ 7.00 (return to town on or after 7:00 p.m.)

Total --up to $16.00 (if gone on or before 6:30 a.m. & return on or after 7:00 p.m.)

Leisure/Reinforcement meals out with individuals served are reimbursed up to $6.00 limit (same as lunch), and only once per month (once per expense sheet is permissible). No snacks are paid for. You will also need a receipt for Leisure/Reinforcement meals.

LEAVES

New full-time NorthStar Services employees are authorized personnel leave hours in the first full pay period after completing a 90-day training period, unless the 90-day period is extended for a disciplinary reason such as not completing required training. Employees will earn personnel leave as long as the employee is considered full-time and on active working status. Any full-time employee on Leave of Absence, Leave without Pay, Workers Compensation, or Suspension will not earn leave.

Personnel leave hours are earned and may be accumulated as follows:

Personnel leave hours can only be used after they have been earned. NorthStar Services does not require an employee to distinguish what personnel leave hours are used for, however, in the case of illness the agency may request a statement from a physician. Personnel leave hours cannot be used to extend an employee's termination date. Requests for personnel leave hours should be made two weeks in advance when possible and are subject to the approval of the employee's immediate supervisor. A request for personnel leave can be denied if the immediate supervisor determines timing of the request is not in the best interest of the agency. Scheduled work weeks may not be re-arranged by the full-time employee to avoid using Personnel Leave time. The employee’s immediate supervisor must first approve all changes in work week schedules, as NorthStar Services’ needs dictate.

Holidays occurring during an employee's personnel leave do not count as personnel leave time, and as such, are not deducted from the employee's personnel leave time.

Full-time employees who have been employed by NorthStar Services for 14 years or more of consecutive full-time service and go to part-time status or leave the agency as an employee in good standing, (those who have not been terminated by the agency, those who have passed an original probation, and have given the agency at least fourteen (14) calendar days written notice of their resignation date) will be paid 100% of their unused accumulated personnel leave time. Those full-time employees who have been employed by NorthStar Services for less than 14 years of consecutive full-time service and go to part-time status or leave the agency as an employee in good standing--see above, will be paid for 1/2 of their unused accumulated personnel leave time. Should an employee die, his or her beneficiary will be paid for 100% of accumulated personnel leave. A resignation letter is required of all full-time employees resigning in good standing before unused personnel leave time is paid. Personnel leave does not extend a termination date. Personnel leave will not be granted for use after resignation notice is given. Personnel leave will be recorded on an hourly basis, with any fraction of an hour rounded up to the next quarter hour.

In extreme cases, personnel leave can be transferred from one employee to another. This is at the discretion of the CEO. The hours cannot be returned to the person giving their hours.

Transfer of personnel leave hours will be permitted provided both parties are employees in good standing and have satisfied their original probationary period. The transfer must be due to injury or illness of an employee or an employee’s immediate family (employee’s spouse, son/daughter or parent). Once a transfer is made from one employee to another, the transfer is considered complete. Authorization of such transfer must be supported by the employee’s immediate supervisor with the final approval from the CEO.

LEAVE WITHOUT PAY

All NorthStar Services full-time staff may be granted leave without pay. However, all full-time staff must exhaust all personnel leave hours before being eligible for leave without pay. Leave without pay status may be used for, but not limited to, educational purposes, severe weather, maternity, funeral, injury, or sickness (See p. 22 for Policy Concerning Family and Medical Leave). The employee must submit a request for leave without pay in writing. Supervisors may approve leave without pay according to the following guidelines:

Support Supervisor 5 working days (40 hrs)
CEO 20 working days (100 hrs)
Area Director 20 working days (100 hrs)

Additional days over and above 20 working days may be requested in extreme situations from CEO through the appropriate supervisor (see Policy Concerning Family and Medical Leave).

All employees who are members of the Armed Forces Reserve Units will be granted time off to fulfill their service obligations. Full-time employees are asked to use personnel leave and, if necessary leave without pay during this time to maintain their full-time status. These employees, full or part-time, will not receive any other pay from the agency during this time.

Any full-time employee who is a member of the Armed Forces and receives an emergency call-up or is drafted into military service will be granted a military leave of absence. When discharged, the employee must apply for reinstatement within one month following separation of services. Failure to do so will be considered a voluntary resignation. The employee is asked to use his/her earned personnel leave during this time. The same policy applies to part-time employees except no pay will be made by the agency during their military leave of absence.

1. When an employee is called to serve as juror or is appointed to serve as a clerk or a judge on an election board or a counting board.

2. When an employee is called to perform emergency civilian duty in connection with a national disaster such as a flood or tornado, or for emergency civilian duty in connection with national defense. This should not be confused with leave for military duty in connection with national defense or national disaster.

3. When an employee is subpoenaed to appear in court, leave with pay will normally be granted.

An employee who is required to appear in court as a plaintiff or defendant on a personal matter may be granted personnel leave or leave without pay.

An employee will receive pay from NorthStar Services in the amount of the difference between the employee's civil leave pay, and the amount he/she would have received from NorthStar Services for that period of time.

POLICY CONCERNING FAMILY AND MEDICAL LEAVE

Family and medical leaves shall be allowed under the terms and conditions of the Family and Medical Leave Act of 1993 (FMLA).

The "leave year" for purposes of the FMLA shall be a "rolling" 12-month period measured backward from the date an employee uses any FMLA leave.

Employees may be required to submit medical certifications to support a request for FMLA leave because of a serious health condition, or a sick leave as deemed appropriate by the CEO, or the NorthStar Services Governing Board, based on the nature of the illness or other circumstances surrounding the leave. Employees may be required to report periodically, at such times as requested by CEO, or the Governing Board, on their intent to return to work from FMLA leaves and other leaves. Employees shall be required to submit a fitness-for-duty certification from their health care provider as a condition of returning to work from a FMLA leave taken because of the employee's serious health condition, and upon request of the CEO or the Governing Board when such is deemed appropriate by the CEO, or the Board based upon the nature of the illness or other circumstances surrounding the leave.

FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to "eligible" employees for certain family and medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, and for 1,250 hours over the previous 12 months, and if there are at least 50 employees within 75 miles.

The employee may be required to provide advance leave notice and medical certification. Taking of leave may be denied if requirements are not met.

The employee ordinarily must provide 30 days advance notice when the leave is "foreseeable".

An employer may require medical certification to support a request for leave because of a serious health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report to return to work.

For the duration of FMLA leave, the employer must maintain the employee's health coverage under any "group health plan". The employer will continue to make the employer contributions only through this time.

Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.

The use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave.

Educational release time provides NorthStar Services employees with the opportunity to pursue their educational degree(s) and/or expand their knowledge base and skill expertise through course-work directly related to the duties and responsibilities of their position. Educational release time provides simultaneous benefits to both employer and employee. Employees that further develop their skills, increase effectiveness on the job. Educational release time is either rescheduled or without pay.

1. To attend classes which are directly related to the employee's position duties and responsibilities.

2. To attend classes in which an employee is enrolled for credit towards attainment of a degree (Bachelor's, Master's, etc.) in a field related to the employee's job function.

POLICY CONCERNING EMPLOYEE ASSISTANCE PROGRAM (EAP)

The Best Care Employee Assistance Program (EAP) is available to all employees and their family members, at no charge. Family members shall include the employee’s spouse; the employee’s children under the age of 22 years; the employee’s parents or siblings who regularly reside with the employee; and others who regularly reside with, and are economically dependent upon the employee.

NorthStar encourages employees to utilize the EAP, as it is hoped that personal life concerns will be well managed to produce a more pleasant and efficient work area. The EAP provides a comprehensive resource to this end.

All employees and their family members (as listed above) may access the confidential services of the Employee Assistance Program, free of charge, for up to 5 (five) sessions per year, to manage any personal or work performance issues. Reasons for utilizing the EAP may include, but are not limited to:

If more than 5 sessions are needed to manage a situation, if legal assistance is needed or if other treatment or services are required, the additional expenses are the responsibility of the employee. NorthStar will not pay for these added expenses.

The EAP also offers organizational/administrative services as listed in the contract.

While the EAP is an essential partner with NorthStar management, it is not to be utilized in lieu of the established chain of command. The EAP does not provide medical diagnosis or treatment; long-term counseling; psychiatric care or legal advice.

NorthStar reserves the right to Remind, Recommend, or Require an EAP consultation if job performance suggests the employee may need outside help to work up to their potential, and/or a drug test has returned positive for the presence of drugs or alcohol. See the Policy Concerning Drug-Free Work Environment for further information.

Each new employee hired will receive an EAP Welcome letter, an EAP brochure and a copy of this policy at the Initial Orientation. Employees will receive an orientation to the EAP within the first three months of employment, which includes a review of the policy, access to the Orientation video and EAP materials.

Employees may contact the Best Care EAP 24 hours a day, at 402-354-8000,
800-666-8606, or www.BestCareEAP.org.

Years of Consecutive Full-time Service	Earned Personnel Leave Hours/ Month	Earned Personnel Leave Hours/ Annually	Earned Personnel Accumulated Maximum Hours
0-90 Days*	0 hours
90 Days* - 7 years	16 hours	192 hours	520 hours
7-14 yrs	18 hours	216 hours	520 hours
14 yrs & over	20 hours	240 hours	520 hours
*The 90-day training period may be extended by the Area Director or Immediate Supervisor (if training is not completed).