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Home  //  Government City Departments - 909-620-2311   //  Human Resources - 909-620-2291  //  Volunteer Information  //  Government  //  City Departments  //  Human Resources  //  Compensation & Benefits

Volunteer Information

Becoming Disabled

disability2A temporary or permanent disability can impact your coverage or benefits, to learn more about it, please check out the following options/programs.

Checklist, what do I need to do?

  • Immediately inform your immediate supervisor. 
  • Submit appropriate paperwork.
  • Contact Human Resources to determine how your benefits may be impacted or schedule a meeting to discuss your options. 

Different Options to Consider:

Depending on the extent and type of disability, you may have the following options:

  • Time off with or without pay.
  • Catastrophic leave if all accruals have been used.
  • Disability Insurance benefits.
  • Other voluntary benefits.
  • Withdrawing funds from your Deferred Compensation Plan account. 
  • Interactive Meeting to determine reasonable accommodations.
  • Release to return to work to full or modified duty or with restrictions.
  • Disability Retirement.

Time off with or without pay:

If your disability is temporary, you may just need time off.  If you have enough accruals, you may be able to take your entire leave with pay.  However, if you do not have sufficient accruals, you will have to request a Leave of Absence without Pay.  You can supplement your income by obtaining donations through the Catastrophic Leave Donation program or by obtaining benefits through the City provided Disability Insurance Plans.  In addition, if you have purchased voluntary disability insurance through AFLAC, you will be eligible to collect those benefits.  Lastly, you can withdraw your funds from your Deferred Compensation Plan account if you have an unforeseeable emergency ("hardship"); however, your plan may limit the withdrawal to a portion of your account. In the event that you need a Leave of Absence without pay, your benefit coverage may lapse during leave. To avoid any disruption to your health coverage, contact the Human Resources Department immediately for completion of a Direct Payment Authorization Form to pay your premium directly to the insurance carrier(s). If you do not elect to direct pay, your health coverage will be cancelled. You may need to re-enroll in a CalPERS health plan once you return to work or once your retirement is approved by CalPERS. 

Interactive Meeting to Determine Reasonable Accommodations:  

For injured or disabled employees in California, there are two forms of protection: 

An employee who has suffered from a qualifying disability and is able to perform the essential functions of the job with or without accommodations is covered. A protected disability is a medical condition, physical or mental disability that makes the achievement of a major life activity difficult.  The City is required to engage in a timely, good faith interactive process with a disabled employee in determining whether reasonable accommodations exist that would enable the employee to perform his/her job.  Upon receipt of your doctor's information, a Human Resources staff member will contact you to schedule an interactive meeting to determine reasonable accommodations.  

Release to Return to Work: 

If you are released to return to work full or modified duty, or have temporary or permanent restrictions, you must submit the doctor's report to your immediate supervisor who will forward a copy to the Human Resources Department.  You will only be able to return to work with a release from your doctor.  However, if you are released to modified duty or with restrictions, a Human Resources Department staff member will contact you to engage in an interactive meeting to discuss the impact of the modified duty or restrictions. 

Disability Retirement:

  • You must meet specific requirements to continue your health insurance coverage into retirement or to maintain the right to re-enroll in the future after retirement.
  • In the event that you become disabled, your coverage may lapse during the processing of your disability retirement application. To avoid any disruption to your health coverage, contact the Human Resources Department for completion of a Direct Payment Authorization Form to pay your premium directly to the insurance carrier(s). If you do not elect to direct pay, your health coverage will be cancelled. You may need to re-enroll in a CalPERS health plan once your disability retirement is approved.

 

 

 
Family and Medical Leave and California Family Rights Act

fmla noticesThe Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) provides eligible employees with up to twelve (12) workweeks (480 hours) of unpaid, job protected leave during a twelve month period. While on FMLA/CFRA, employees must use paid accrued leave, if available in accordance with City policy.  FMLA/CFRA requires that group health and dental benefits be maintained during the leave at the same level as if the employee continued to work.

Purpose of Leave:
The FMLA/CFRA allows employees to balance their work and family life by taking reasonable, job protected, unpaid leave for certain family and medical reasons. 

Employee Eligibility:
To be eligible for FMLA/CFRA leave, an employee must meet both eligibility requirements listed below:
1.  Employee must have worked for the City for at least (12) months; and
2.  Employee must have worked at least 1,250 hours (accrued time hours do not count) during the twelve months prior to the start of the FMLA/CFRA leave.

Reasons for Leave:
Leave is only permitted for the following reasons:

A.  The birth of a child or to care for a newborn of an employee (bonding);

B.  The placement of a child with an employee in connection with the adoption or foster care of a child;

C.  Leave to care for a child, parent, spouse, or a registered domestic partner who has a serious health condition;

D.  Leave because of a serious health condition that makes the employee unable to perform the functions of his/her position.

E.  Leave for a “qualifying exigency” may be taken arising out of the fact that an employee’s spouse, child, or parent is on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation (under the FMLA only, not the CFRA); or

F.  Leave to care for a spouse, child, parent, or “next of kin” service member of the United States Armed Forces who has a serious injury or illness incurred in the line of duty while on active military duty (this leave can run up to 26 weeks of unpaid leave during a single 12-month period) (under the FMLA only, not the CFRA).

G.  All leaves designated as Worker's Compensation Leave (except for 4850);

Please click on the following link for the City's Family and Medical Leave Policy with more detailed information including the definitions of a "Serious Health Condition".

Family and Medical Leave Policypdf icon

Process for Requesting Leave:  

A detailed step by step process can be found by clicking this link.  

FMLA Forms: 

 
Deferred Compensation Plan
 
 
 

MassMutualLogo

Mass Mutual Representative
Paul Whipple
949-204-9180
This email address is being protected from spambots. You need JavaScript enabled to view it.

General Mass Mutual Phone Number:
800-743-5274
 

 
 

The City's Deferred Compensation Plan, also known as 457(b) Plan, is an excellent way for employees to save and invest for retirement. All employees (full-time and part-time) are eligible to participate in the plan immediately upon employment. The plan is administered by Mass Mutual, formerly The Hartford. To enroll, change your contribution amount, change investment options, check your balance, and many other options please visit the Retire Smart website at https://retire.massmutual.com/participant/public/login.aspx. Click on Enroll or Log in on the top right corner of the screen.

You are also welcome to contact the City’s Mass Mutual representative, Paul Whipple, at the contact information above.

 

 

Deferred Compensation Committee 

By-Laws pdf icon

Investment Policy (coming soon)  pdf icon

 

 

 

 

 
Pregnancy Disability Leave

pregnancy

The Fair Employment and Housing Act (FEHA) contains provisions relating to Pregnancy Disability Leave (PDL). 

Leave Requirements:

  • An employee disabled by pregnancy is entitled to up to four (4) months disability leave.  For a full-time employee who works 40 hours per week, "four months" is equivalent to 693 hours of leave.  The calculation is based on 40 hours per week times 17 1/3 weeks (one-third of a calendar year).

Reason and Entitlement for Leave: 

  • Leave is only permitted for pregnancy or a pregnancy related condition. 
  • Leave can be taken before or after birth during any period of time the woman is physically unable to work because of a pregnancy or pregnancy-related condition.
  • Pregnancy leave is available when a woman is actually disabled.  This includes time off needed for prenatal care, severe morning sickness, doctor-ordered bed rest, childbirth, recovery from childbirth, or any related medical condition.
  • The City is required to provide reasonable accommodations to employees who are disabled as the result of a condition related to pregnancy, childbirth, or associated medical condition.
  • There is no eligibility requirement, such as maximum hours worked or length of service, before an employee affected or disabled by pregnancy is eligible for reasonable accommodation, transfer, or disability leave under the PDL law.
  • Employees are entitled to take pregnancy disability leave in addition to any leave entitlement they might have under California Family Rights Act (CFRA) or Family Medical Leave Act (FMLA).  For example, an employee could take four months for PDL for her disability, and 12 weeks CFRA leave to bond with the baby.  FMLA will run concurrently with PDL, if available. 

Salary and Benefits During Leave: 

  • PDL is unpaid; however, employees are required to use their sick leave accruals.  
  • The City will maintain and pay for group health coverage for an eligible employee who takes pregnancy disability leave for the duration of the leave (up to four months) at the same level and under the same conditions that coverage would have been provided if the employee had continued in employment continuously for the duration of the leave.
  • Depending on lenght of disability and accruals, employee may be eligible for Disability Insurance.
  • NOTE:  City employees do not contribute to State Disability Insurance (SDI) and are therefore not eligible for SDI or any other programs funded by SDI. 

Right to Reinstatement:

  • After pregnancy disability leave or transfer, employees are guaranteed a return to the same position and can request the guarantee in writing. 
  • If the same position is no longer available, such as in a layoff, the City must offer a position that is comparable in terms of pay, location, job content, and promotional opportunities, unless the City can prove that no comparable position exits. 

Discrimination Prohibited on the Basis of Pregnancy or Perceived Pregnancy:

It is an unlawful employment practice to discriminate against or harass or retaliate against an employee or applicant because of pregnancy OR "perceived pregnancy." "Perceived pregnancy" is now specifically defined as "being regarded or treated by an employer as being pregnant or having a related medical condition."

Notices and Medical Certification Form:

Notice B (for employers with 50 or more employees) has been revised with specific changes in the employer's responsibility to inform its employees of their rights under the PDL law and employee's obligations to give reasonable notice of their need for leave/transfer/reasonable accommodation. The regulations added a medical certification form, similar to the one used for CFRA leaves, within the text of the regulations.

Notices A and B are available below: 

Notice A - Your Rights and Obligations as a Pregnant Employee

Notice B - Family and Medical Leave Act and Pregnancy Disability Leave

For more information, you can visit the Department of Fair and Employment Housing or contact the Human Resources Department at (909) 620-2291.  

 
Death

deathDeath of an Active Employee: 

Upon your passing, your surviving spouse, registered domestic partner, a family member or a designee must notify the Human Resources Department as soon as possible.  A Human Resources staff member will assist your spouse, registered domestic partner, family member or designee with coordination of all benefits, necessary paperwork, and any questions they may have. 

What would your Family Member/Designee Need? 

  • Date, time of death.
  • Report it to the Human Resources Department by calling (909) 620-2291.
  • A copy of your death certificate will be necessary.

What Happens Next? 

  • A Human Resources staff member will contact CalPERS and notify them of the death. 
  • CalPERS will send your family member the necessary paperwork to determine who will be the beneficiary and what benefits will be paid. The Death Benefit Application publication, which includes the necessary forms, can only be obtained upon reporting a death to CalPERS. It cannot be ordered online.
  • Your family member must complete and return all the forms to CalPERS, along with the required documentation shown in the package he/she will receive. CalPERS will need a copy of the death certificate.
  • If you were eligible to retire on the date of death, your surviving family member will be eligible for continuation of health benefits provided they were eligible at the time of death and qualify for a monthly survivors check.
  • Surviving family members who do not meet the above qualifications may be eligible for Consolidated Omnibus Budget Reconciliation Act (COBRA) Continuation coverage. 
  • Your family member must return all of the City property/equipment assigned to you to the City as soon as possible. 
  • If you were a member of the Death Benefit Fund Program at time of death, a check will be prepared and distributed to your beneficiary within 48 hours of the notification of the death. 
  • Your final check will be issued to the beneficiary listed on the Check Recipient Designation form the next pay period. 
  • If you had a Deferred Compensation Plan account, your family member must contact Mass Mutual Life Insurance Company to coordinate withdrawal of funds. 
  • If you had other voluntary plans, your family member must contact each company to coordinate withdrawal or cancellation of the benefit. 

Death of Spouse, Registered Domestic Partner, or Dependent:

You must report the death of a spouse, registered domestic partner, or dependent to the Human Resources Department as soon as possible.  

 
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