Staff Time Off Benefits

• Employee Handbook: Leaves from Work
• Request for Leave of Absence Form (PDF)
• Certification of Health Care Provider (PDF)

 

Employees with an assigned FTE of 0.50 or greater, with appointments of greater than six months, are eligible for vacation, pro-rated based on FTE. Vacation accrual rates for non-exempt staff vary based on years of service at Macalester.

Important Note: Members of Macalester’s collective bargaining units (CBU) should refer to collective bargaining contract in force for paid leaves of absences polices.

Non-exempt Employees (Paid bi-weekly)

Years of service	Hours Earned Per Pay Period (Based on 1.0 FTE)	Maximum Accumulation Hours (equivalent to up to 48 days of accrual, based on 1.0 FTE)
0 – 4.99	4.47 hours (~15 days per year)	Vacation accrual cannot exceed 232.50 hours in any given month
5 – 9.99	5.94 hours (~20 days per year)	Vacation accrual cannot exceed 309 hours in any given month
10+	7.16 hours (~24 days per year)	Vacation accrual cannot exceed 372 hours in any given month

Security Officers Employees (Paid bi-weekly)

Years of service	Hours Earned Per Pay Period (Based on 1.0 FTE)	Maximum Accumulation Hours (equivalent to up to 48 days of accrual, based on 1.0 FTE)
0 – 4.99	4.62 hours (~15 days per year)	Vacation accrual cannot exceed 240 hours in any given month
5 – 9.99	6.14 hours (~20 days per year)	Vacation accrual cannot exceed 319 hours in any given month
10+	7.39 hours (~24 days per year)	Vacation accrual cannot exceed 384 hours in any given month

Exempt Employees (Paid monthly)

Years of service	Hours Earned Per Pay Period (Based on 1.0 FTE)	Maximum Accumulation Hours (equivalent to up to 48 days of accrual, based on 1.0 FTE)
N/A	15.50 hours (~24 days per year)	Vacation accrual cannot exceed 372 hours in any given month

• Vacation accruals in excess of the equivalent of 48 days of accrual based upon years of service and FTE are forfeited each month in which the accrual is at the maximum.
  • Example: Non-exempt employee with 3 years of service and 0.80 FTE
    • 26 pay periods per year; Accrual rate of 4.47 hours (based on table)
    • 2 years x 26 pays x 4.47 hours x 0.80 FTE = 186.00 hour maximum
• When claiming vacation, non-exempt staff should record time utilized in ¼ hour increments (i.e. .25, .50, and .75) and exempt staff may utilize time in two hour increments.
• Cash payment may not be made in lieu of paid time benefits. In addition, time off benefits will not be paid in excess of authorized hours.

Employees with an assigned FTE of 0.50 or greater, with appointments of greater than six months, are eligible for sick time, pro-rated based on FTE. Sick time is accrued at a rate of 0.0462 per compensated hour (˜12 days per year prorated per FTE) and may be carried over from year to year.

Beginning July 1, 2017, employees with an assigned FTE of 0.49 FTE or less are eligible for sick time at an accrual rate of 1 hour for each 30 hours paid (0.0334 hours per compensated hour).  A maximum of 48 hours of sick time may be accrued per calendar year.  Employees may accrue up to a maximum of 80 hours.

An employee may donate sick time hours to another employee who is on an approved Family Medical Leave (FMLA) partial or full leave of absence. The FMLA must be a formal designation through Employment Services. Sick time donations will work as follows.

1. The receiving employee must have exhausted their current time off balances and be on a FMLA leave of absence.
2. The maximum sick time an employee may receive is equivalent to three weeks based upon their FTE at the time their leave of absence was established. Additionally, the employee may only receive this maximum donation once per FMLA designation.
3. Donated sick time may not be used to supplement disability or worker’s compensation benefits. At no time would a recipient receive more pay than they would have earned in a normal pay period.
4. The donating employee must have at least 77.5 sick time hours in their available sick time balance prior to making a donation. Donations must be in full day increments (i.e. 7.75 hours for Staff and 8 hours for CBU and Security Officers).
5. The maximum sick time hours an employee may donate to an individual is the equivalent of three days, per FMLA designation. However, donations can not result in the donors balance falling below 77.5 hours.

To donate, an employee must fill out the Macalester College Sick Time Donation Request Form (PDF). Completed forms must be submitted to Employment Services for processing. Employment Services will notify employees who receive time.

Macalester staff members with an FTE of .5 or greater are eligible for a paid parental leave of absence of up to six weeks (prorated per FTE) after they have been employed by Macalester for two years. Staff members who have been employed by Macalester for more than one year but less than two years will receive paid parental leave prorated by their number of months of service at the time the leave of absence begins.

• Bereavement leave
• Jury duty leave
• Voting and election judge leave
• Bone marrow donor leave
• FMLA Leave
• Minnesota Parenting Leave
• MN School Conference And Activity Leave
• Military Leave
• Educational Leave
• For full details regarding time away from work policies at Macalester, see the Employee Handbook.