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Draft: Time Off Benefits

Time Off Benefits

  • Bereavement Leave

    STAFF/UNION MEMBERS

    Bereavement leave can generally coincide with the days surrounding the bereavement practices, such as a funeral or mourning period. Employees may arrange for additional or alternate time off with approval from their manager.  If the employee doesn’t have any time off available, Employment Services can help explore other options. Employees who are already on an unpaid leave of absence are not eligible for bereavement leave. Bereavement leave is paid out at the employee’s regular rate with no overtime or shift differential for regular time missed during the bereavement period.

    Often the bereavement period is taken in consecutive days, though this is not required and can be dependent on your mourning practices.  After 90 calendar days of employment, benefit-eligible employees are provided per occurrence up to:

    • Five (5) scheduled days away from work in the event of the death of the employee’s current spouse, registered domestic partner, parent, child, or sibling;
    • Three (3) scheduled days away from work in the event of the death of the employee’s parent-in-law or stepchild;
    • One (1) scheduled day away from work in the event of the employee’s former spouse, child-in-law, sibling-in-law, grandparent, grandchild, stepparent, sibling’s child, or parent’s sibling.

    Bereavement leave may be dependent upon proof of death, such as a eulogy or death certificate, submitted to Employment Services at Employment Service’s discretion.

    FACULTY

    You will need to connect with the Provost Office to coordinate any time away that is needed.

  • Bone Marrow Donor Leave

    STAFF/UNION MEMBERS

    Employees with an assigned FTE of 0.50 or greater, with appointments of greater than six months, are eligible for up to one week (pro-rated per FTE) of paid time off to undergo a medical procedure to donate bone marrow. This time away may be taken on an intermittent basis as it is necessary. Employees will be required to provide a Certification of Healthcare Provider form from their treating clinician.  Bone Marrow Donor Leave will not be charged against any other type of time off balances.

    FACULTY

    You will need to connect with the Provost Office to coordinate any necessary time away.

  • Emergency Medical Leave

    FACULTY

    In the event of a short term disability or other emergency leave of fewer than 90 days, a faculty member who has an on-going relationship with the College may continue to receive his or her salary. Arrangements for classes and other responsibilities will be made by the Provost in consultation with the department chair. The College will continue to pay health insurance premiums for eligible employees.

    Each year, faculty members may use up to 80 hours of “emergency medical leave” provided for in this Policy for any of the reasons articulated in, and in the matter required under, the St. Paul Sick Leave Ordinance.

    Staff members should refer to the Sick Leave section below.

  • Holiday Leave

    Visit the Holiday webpage for more information.

  • Jury Duty Leave

    ALL EMPLOYEES

    All regular, on-going employees are eligible for Jury Duty leave.  An employee’s pay and eligible benefits will continue without interruption for up to one month.  Employees are not required to report any compensation received for serving on a jury.  The employee is expected to report to their department for work during normal working hours when the jury is in recess.

    Faculty members should connect with the Provost Office  to discuss class coverage while out on Jury Duty Leave.

  • Military Leave

    ALL EMPLOYEES

    You are entitled to a military leave of absence without pay for service in the armed forces of the United States or a state National Guard. Short leaves may be with pay if they are charged to your accumulated vacation. If you are called to active duty, please contact the Employment Services Department regarding your benefit status during leave.

    Employment Services will coordinate with other departments as needed to provide coverage during your leave.

     

  • MN School Conference & Activity Leave

    ALL EMPLOYEES

    Macalester College provides all employees 16 hours of unpaid time away from work during a 12-month period to attend school functions that cannot be scheduled outside regular working hours.  This includes foster children, children receiving child care services, children in a special-education program, or children in a pre-kindergarten program in addition to children in primary and secondary school. Activities may include but are not limited to:  conferences; school-related activities; and program/service observation or monitoring. For Staff/Union Members, time taken is unpaid, though an employee may choose to utilize vacation leave balances to receive normal pay.

    Employees should provide as much notice as possible to supervisors for departmental coverage purposes.

     

     

  • Parental Leave

    STAFF/UNION MEMBERS

    Macalester staff members with an FTE of 0.50 or greater are eligible for up to six weeks of paid parental leave (prorated per FTE) after they have been employed by Macalester for two years. Staff members who have been employed more than one year but less than two years will receive paid parental leave prorated by their FTE as well as the number of months of service at the time the leave of absence begins. The paid parental leave must begin no later than six weeks after the birth or adoption of a child. The paid parental leave must also end no later than six months from the date of birth or adoption of a child. See the table below for more information.

     Time at Mac More than 1 but less than 2 years at Mac 2 or more years at Mac
    FTE 0.50 – 1.00 0.50 – 1.00
    Leave Amount 6 weeks, prorated based on  months of service and FTE 6 weeks, prorated per FTE
    Leave Begins No more than 6 weeks after birth/adoption No more than 6 weeks after birth/adoption
    Leave Ends 6 months after birth/adoption 6 months after birth/adoption

    FACULTY

    Macalester Faculty members with a 0.50 FTE or greater are eligible for parental leave during the semester in which the birth or adoption of a child occurs or during the semester immediately following if the birth or adoption occurs during winter or summer break.

    Structure of Leave

    • A 2-course release should coincide with an entire semester of leave, and the faculty member would return from leave and teach a 3-course semester.
    • If the leave coincides with a 3-course semester, the salary will be reduced by a 1-course equivalent, unless alternate arrangements are made with the Provost’s Office.

     

  • Sabbatical Leave

    FACULTY

    See the Faculty Funding & Support section of the Provost and Dean of Faculty’s website for the Sabbatical Leave Application Form. Details regarding the policy are provided on the form.

    Staff members should refer to the Staff Professional Leave section below.

  • Sick Time

    Sick time should be taken when an employee is unable to perform their job duties due to illness, injury, health condition, or a physical or mental disability. Physical disability includes pregnancy and any pregnancy-related disability. Sick time should also be used if an employee may expose fellow employees or the public to a contagious or infectious disease.

    Sick time is available for use as earned. Under certain circumstances, your supervisor may request a physician’s statement.

    Faculty members should refer to the Emergency Medical Leave section above.

    If an employee will be away from work for medical reasons for a combination of three or more days, the employee must complete a Request for Leave of Absence Form and may be required to provide a completed Certification of Health Care Provider form. Please contact Employment Services if this applies.

    STAFF

    This grid is an example of a typical 1.0 FTE employee’s leave accrual information (numbers vary depending on hours worked per pay):

    Category Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
    Exempt 0.0462 7.75 93.00 No Max
    Non-Exempt (0.50+ FTE) 0.0462 3.58 93.00 No Max
    All Staff
    (0.49 FTE & Below)
    0.0334 1.27> 33.00> 80 hours

    UNION MEMBERS/PUBLIC SAFTEY

    This grid is an example of a typical 1.0 FTE employee’s leave accrual information (numbers vary depending on hours worked per pay):

    Category Accrual Rate per hour worked Hours accrued per pay   (1.00 FTE) Annual Accrual  (1.00 FTE) Max Accumulation (1.00 FTE)
    Non-Exempt (0.50+ FTE) 0.0462 3.70 96.20 No Max
    Non-Exempt (0.49 FTE & Below) 0.0334 1.31> 34.00> 80 hours

  • Sick Time Donation

    An employee may donate sick time hours to another employee who is on an approved Family Medical Leave of Absence (FMLA). 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 77.50 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.

  • Staff Professional Leave

    STAFF/UNION MEMBERS

    The purpose of the Staff Professional Leave is to allow staff members to upgrade their job-related skills, learn new ones, and/or acquire new information and knowledge. The expectation is that the individual will return to the College with fresh ideas and increased professional expertise, allowing them to better perform their tasks, which will benefit the staff member’s department and the College.

    An educational leave to study may be granted if it is determined by the College that such a leave of absence will benefit both you and the College by enabling you to perform your job duties more effectively. See Section 5 for the Staff Professional Leave Policy.

    FACULTY

    Faculty members should refer to the Sabbatical Leave section above.

  • Vacation Time

    Macalester acknowledges that employees periodically need some personal time away.  To support this, Macalester provides eligible employees that opportunity.  Employees with an FTE of 0.50 or greater and appointments of more than six months are eligible to accrue vacation time.  Vacation time accrues at different rates based on employment classification, years of service, and FTE.

    Vacation time accrues throughout the year, and leave balances are updated as part of the regular payroll process.  There is no use-it-or-lose-it clause, rather you will stop accruing when you hit the maximum accumulation.  Upon departure from Macalester, leave-eligible employees who have been employed for longer than six months will be eligible for a vacation payout of up to one year’s accrual.

    Faculty members are not eligible to accrue vacation.

    Staff

    This grid is an example of a 1.00 FTE exempt employee’s leave accrual information:

    Category Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
    Exempt 0.0924 15.50 186.00 372.00

    This grid is an example of a typical 1.00 FTE non-exempt employee’s leave accrual information (numbers vary depending on hours worked per pay period):

    Non-Exempt Years of Service Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
     0 – 4.99 0.0577 4.47 116.25 232.50
    5 – 9.99 0.0767 5.94 154.50 309.00
    10+ 0.0924 7.16 186.00 372.00

    Public Safety

    This grid is an example of a typical 1.00 FTE Public Safety Officer’s leave accrual information (numbers vary depending on hours worked per pay period):

    Non-Exempt Years of Service Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
     0 – 4.99 0.0577 4.62 120.00 240.00
    5 – 9.99 0.0767 6.14 160.00 319.00
    10+ 0.0924 7.39 192.00 384.00

    Union Members

    This grid is an example of a typical 1.00 FTE Maintenance Union member’s leave accrual information (numbers vary depending on hours worked per pay period):

    Non-Exempt Years of Service Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
    0 – 4.99 0.0424 3.39 88.00 176.00
    5 – 9.99 0.0616 4.93 128.00 256.00
    10 – 14.99 0.0808 6.47 168.00 336.00
    15 – 19.99 0.0924 7.39 192.00 384.00
    20+ 0.1000 8.00 208.00 416.00

    This grid is an example of a typical 1.00 FTE Engineering Union member’s leave accrual information (numbers vary depending on hours worked per pay period):

    Non-Exempt Years of Service Accrual Rate per hour worked Hours accrued per pay (1.00 FTE) Annual Accrual    (1.00 FTE) Max Accumulation (1.00 FTE)
    0 – 4.99 0.0500 4.00 104.00 208.00
    5 – 9.99 0.0616 4.93 128.00 256.00
    10 – 14.99 0.0808 6.47 168.00 336.00
    15 – 19.99 0.0924 7.39 192.00 384.00
    20+ 0.1000 8.00 208.00 416.00

  • Voting & Election Judge Leave

    ALL EMPLOYEES

    Voting
    Though employees are encouraged to vote outside of regular working hours, per state law all employees are eligible for paid time away from work to vote on election day in all scheduled federal, state, and local elections.  For the purpose of maintaining staffing needs, supervisors may request individuals in their departments to coordinate their leaves throughout the voting day.  Individuals may take only as much time away from work as is needed to cast their vote.  No leave balances will be affected to cover this time off.

    Election Judge Leave
    All employees who serve as an Election Judge will not lose wages from serving in that capacity. For the purpose of maintaining staffing needs, please coordinate with your supervisor prior to the election period. 

    Faculty members should connect with the Provost Office if you need class coverage while you are out voting or serving as an election judge.