Resources

Employee Handbook: Leaves from Work

Request for Leave of Absence Form (PDF)

Certification of Health Care Provider (PDF)

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

Vacation

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.

NON-EXEMPT EMPLOYEES (Paid bi-weekly)
Years of Service Hours Earned Per Pay Period
(Based on 1.0 FTE)
Maximum Accumulation Hours
(24 months of Accrual, based on 1.0 FTE)
1st Year through 5th Year 4.47 hours
(~15 days per year)
Vacation accrual cannot exceed 232.50 hours in any given month
6th Year through 10th Year 5.94 hours
(~20 days per year)
Vacation accrual cannot exceed 308.76 hours in any given month
11th Year or greater 7.16 hours
(~24 days per year)
Vacation accrual cannot exceed 372.00 hours in any given month
EXEMPT EMPLOYEES (Paid monthly)
Years of Service Hours Earned Per Month
(Based on 1.0 FTE)
Maximum Accumulation Hours
(24 months of Accrual, based on 1.0 FTE)
N/A 15.50 hours
(~24 days per year)
Vacation accrual cannot exceed 372.00 hours in any given month
  • Vacation accruals in excess of 24 months 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.

Sick Time

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 0.0461 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.

Sick Time Donation

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).
  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.

Paid Parental Leave

Macalester staff members with regular full‐time employment are eligible for a paid leave of six weeks after they have been on the payroll for two years if they are the primary caregiver for a new dependent. Staff members who have been employed more than one year but less than two years will receive paid leave prorated by their number of months of service.

Other Paid and Unpaid Leaves

  • 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.