Information for New and Potential Employees
Retirement Benefit Plans Summary for General Schedule Employee (includes 457 Deferred Compensation Plan)
Important information regarding payroll deducted contributions for new employees or employees newly covered by the Virginia Retirement System
ICMA-RC Makes Correction to Second Quarter 457 Statements ICMA-RC notified the City that the quarterly administrative fee of $18.25 was posted to employee 457 Deferred Contribution Plan accounts twice in the second quarter, April - June 2015. ICMA-RC processed the correction to delete the second fee posting on July 1, 2015 and credited the fee back to employee accounts. The correction will appear on the third quarter (July - September) statements. ICMA-RC reports that the posting of the fee twice and correction of it did not have any financial impact on employee accounts. When employees log into www.icmarc.org and view their Account Activity screen, they will see the fee posted twice on April 1, 2015 (-$18.25 and -$18.25). A third posting ($18.25) cancels one of the incorrect postings (-$18.25).
VRS Hybrid Retirement Plan Effective January 1, 2014: Beginning January 1, 2014, employees newly covered under the Virginia Retirement System (VRS) will be enrolled in new VRS Hybrid Retirement Plan (Hybrid Plan). Benefits for current VRS members (Plan 1 and Plan 2) will remain the same. Current Plan 1 and Plan 2 members do not need to take any action unless they are interested in voluntarily transferring to the Hybrid Plan. Read for details.
Attend a Retirement Workshop for employees covered under the Virginia Retirement System (VRS) who plan to attend in the next two years. The workshop will take place on Tuesday, June 2, and will be held in the Lee Center Exhibit Hall (basement). Read for details.
- Retirement Benefit Plans Summary for General Schedule Employees (includes 457 Deferred Compensation Plan)
- The retirement checklist provides information on steps you must follow to retire from the City retirement plans with estimated due dates.
The City provides retirement and disability retirement benefits under VRS for regular, full-time employees. The VRS web site, forms and publications may refer to other benefits that VRS provides to participating employers. However, the City does not participate in any benefits other than the ones described here.
Beginning January 1, 2014, employees newly covered under the Virginia Retirement System (VRS) will be enrolled in new VRS Hybrid Retirement Plan (Hybrid Plan). Benefits for current VRS members (Plan 1 and Plan 2) will remain the same. Current Plan 1 and Plan 2 members do not need to take any action unless they are interested in voluntarily transferring to the Hybrid Plan. Read for more details.
Forms and Publication
- Applying for Service Retirement has instructions. The following forms needs to be completed to apply for a VRS retirement:
- Applying for Disability Retirement has instructions and the following forms that an employee needs to apply for a disability retirement from VRS:
- Explanation of Disability
- Physician's Report
- Employer Information
- Tax Withholding
- Direct Deposit Forms
NOTE: Employees applying for a disability retirement should contact the Pension Administration Division as soon as possible.
- Designation of Beneficiary
- Complete Part A on page one, but not Part B. In Part C, you may list individual beneficiaries or check box 8, but do not do both. If you choose box 8 you are requesting death benefits be paid according to state law. The instructions provide information how benefits are paid according to the law of Virginia. Mail your completed form to the Pension Administration Division in Room 1400, City Hall, mailbox 42.
- Contact Human Resources if you wish to designate, or change the designation of, the beneficiary of your City life insurance benefit.
- VRS Handbook
- VRS website View information on the Member tab. You are able to view your personal information and create retirement estimates when you log onto myVRS.
- myVRS User Guide: a short easy-to-read guide that describes how to register and use the VRS website
- Plan Document as of January 1, 2014
- Plan Document as of January 1, 2009
Prudential administers the Supplemental Retirement Plan. Employees may visit the Prudential website to calculate retirement benefits and to view information on retirement planning.
- Prudential Website and creating pension estimates
- Retirement Education provides information on retirement planning and investing.
For help with registering and using the Prudential website, contact :
Monday - Friday, 8 a.m. - 9 p.m.
Supplemental Retirement Plan Board
The Supplemental Retirement Plan has a Pension Board made up of representatives from General Schedule employees, Deputy Sheriffs, Medics, and Fire Marshals as well as City management.
|Member||Term Ends||Member||Term Ends|
|Jack Browand (Management)||Appointed by the City Manager||Nancy McFaddent (Medic/Fire Marshal)||December 31, 2016|
|Shane Cochran, Chairman (General Schedule)||December 31, 2018||Marietta Robinson (General Schedule)||December 31, 2016|
|Charles Curia (Medic/Fire Marshal - Alternate)||December 31, 2016||Laura Triggs, Secretary (Management)||Appointed by the City Manager|
|James Davis (Management - Alternate)||Appointed by the City Manager||Lillian Vagnoni (General Schedule - Alternate)||December 31, 2018|
|Brenda D'Sylva (General Schedule - Alternate)||December 31, 2016||Valarie Wright (Deputy Sheriff - Alternate)||December 31, 2018|
|Robert Gilmore (Deputy Sheriff)||December 31, 2018||Christina Zechman-Brown (Management - Alternate)||Appointed by the City Manager|
|Jean Kelleher (Management)||Appointed by the City Manager|
Board Meeting Schedule
The Pension Plan Board holds meetings throughout the year in City Hall, 301 King Street, in the room indicated below. Meetings are open to the public. During Due Diligence Meetings, the Board focuses on reviewing investment reports of the pension and disability funds. These meetings may last three hours or longer. Interim meetings may be shorter and often include educational presentations. The Board may consider other issues brought to their attention at any meeting.
|January 6, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|February 11, 2016||Thursday||8:30 AM||Due Diligence||Sister Cities, City Hall Room 1101|
|March 2, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|April 6, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|May 12, 2016||Thursday||8:30 AM||Due Diligence||Sister Cities, City Hall Room 1101|
|June 9, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|July 6, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|August 3, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|September 8, 2016||Thursday||8:30 AM||Due Diligence||Sister Cities, City Hall Room 1101|
|October 5, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
|November 10, 2016||Thursday||8:30 AM||Due Diligence||Sister Cities, City Hall Room 1101|
|December 7, 2016||Wednesday||8:30 AM||Interim||Sister Cities, City Hall Room 1101|
Board Meeting Minutes (Notes)
- January 8, 2014 Supplemental Board Minutes
- February 13, 2014 - meeting was cancelled due to inclement weather
- March 5, 2014 Supplemental Board Minutes
Investment Policy Statement (IPS)
The Supplemental Reitrement Board is responsible for the investments of the Plan. Click HERE to see the current Investment Policy Statement.
The City is now providing employees an additional way to save for retirement. Employees who enroll in a Payroll Deduction Roth IRA account with ICMA-RC will be able to make contributions to that Roth IRA account using payroll deductions. For more details click on the following.
- Informational Video on the Payroll Roth IRA and ICMA-RC
- Details on the Payroll Roth IRA
- Brochure on the Payroll Roth IRA
Deferred Compensation Plan Plan Number 300832
The City sponsors the 457 Deferred Compensation Plan (457 Plan) with ICMA Retirement Corporation (ICMA-RC) to help employees save for retirement. A 457 plan is a savings plan available to state and local government employees that allows an employee to save through payroll-deducted contributions on a pre-tax basis. This means the contributions are deducted from the paycheck before federal and state taxes are withheld and the amount of taxable income is reduced by the amount of the contribution. Earnings also accumulate on a tax-deferred basis. Taxes are paid on contributions and interest when money is withdrawn.
For those just starting out, payroll-deducted contributions can be as little as $10 per pay period and up to the annual deferral limit for the year. The Internal Revenue Service determines the maximum deferral limit each year.
Log onto the ICMA-RC web site, www.icmarc.org, to view your account information, information on the funds, and to learn about investing. You will need to use the City Plan Number, 300832, the first time you log onto the website.
Changing Your Contribution
If you want to change your contribution amount to the new deferral limit, or make any other change to your contribution amount, you will need to complete a 457 Deferred Compensation Plan Amount of Deferral Change Form. Complete the form with your new contribution amount and send it to:
Pension Administration Division
City Hall, Room 1400
Employees have two opportunities to catch-up on contributions that they did not make in the past.
- Age-50 Catch-Up: Any employee who turns 50 or older during the year is eligible.
- Pre-Retirement Catch-up: Available to employees who are eligible to retire within the next three years with an unreduced retirement benefit. The amount that you may actually contribute under this provision is determined by subtracting the actual amount you have already contributed from the maximum allowed. This provision is complicated for employees who wish to defer some or all of their leave payout at retirement.
For more information on the Pre-Retirement Catch-Up and deferring leave payout, contact:
Pension Administration Division
301 King St., Room 1400
The booklet 457 Deferred Compensation Plan Catch-Up Provision Packet provides more information on the Age-50 Catch-up and the Pre-Retirement Catch-up provisions.
ICMA-RC Representative and Investor Relations
The City's ICMA-RC representative, Gloria Moody, is available to meet employees to discuss the 457 Plan. She will make appointments to meet employees at their locations or over the phone. To arrange a meeting or talk about the plan, call:
Monday-Friday, 8:30 a.m. to 9 p.m.
For answers to questions or assistance with using the website call:
Monday-Friday, 8:30 a.m. to 9 p.m.
Forms and Publications
- Forms and Publications (City Plan Number 300832
- Why am I receiving a W-2 if I am a City Retiree? This information applies to retirees who have City life insurance benefits.
- Virginia Retirement System (VRS) Retiree Web Page
- Letter from VRS to Retirees Requesting Repayment for 2009 - 2011 COLA Overpayments
VRS mailed letters to retirees and beneficiaries in July 2012 to notify them about overpayment of Cost of Living Adjustments (COLAs) for 2009 - 2011. The VRS letter explained the reason for the overpayment and how much each retiree or beneficiary must repay VRS. Retirees and beneficiaries who have questions on the letter should call VRS at 888.827.3847 for more information.
- Contact Information for the City pension retirement and 457 Deferred Compensation plans.
- Contact VRS at 1.888.827.3847 Monday - Friday from 8:30 a.m. to 5 p.m. if you have questions on your monthly VRS benefit, 1099s (year end tax information), to change your address or tax withholdings, or to report the death of a retiree or beneficiary receiving a monthly pension from the Virginia Retirement System (VRS).
- Contact Prudential Retirement at 1.877.778.2100 from 8 a.m. to 9 p.m. if you have questions on your monthly Supplemental Retirement Plan benefit, 1099s (year end tax information), to change your address or tax withholdings, or to report the death of a retiree or a beneficiary receiving a monthly pension from the Supplemental Retirement Plan (often called the City Plan). Prudential is the administrator for employees who retired on or after July 1, 1997.
- Contact Principal at 1.800.247.7011 from 8 a.m. to 6 p.m. if you have questions on your monthly Principal benefit, 1099s (year end tax information), to change your address or tax withholdings, or to report the death of a retiree or beneficiary receiving a monthly pension from Principal. Principal is the administrator of the Supplemental Retirement Plan for employees who retired prior to July 1, 1997.
- Contact ICMA-RC at 1.800.669.7400 from 8:30 a.m. to 9 p.m. to inquire about the 457 Deferred Compensation Plan. Employees had the option of participating in this plan by making payroll-deducted contributions.
- Contact the City Pension Administration Division at 703.746.3885 for further information on the retirement plans.
- Contact the Human Resources Benefits and Records Division at 703.746.3785 for inquiries on health and life insurance benefits. You may also find information on those benefits on their web site.