FLEXIBLE PAID TIME OFF

About This Policy

Policy Statement

he university provides a flexible Paid Time Off (PTO) Program for the purpose of providing All regular full-time employees and permanent part-time employees with the opportunity to take time away from work without loss of compensation. The PTO Program is an inclusive time off program intended for use in connection with vacations, short-term injuries, and illnesses (non-work related) of five (5) days or less, personal business, family care, and other needs which may require time off from work.

While each employee should take a reasonable amount of paid time off annually, employees must ensure that they make satisfactory arrangements for work continuity during their absence and obtain supervisor approval for the timing and duration of successive days of paid time off.

All permanent part-time employees of North Central University are eligible for flexible paid time off in proportion to their hours worked.

The PTO program does not include paid time off for holidays, parental leave, FMLA, or other types of leave covered by specific university policies.

Scheduling, restrictions, and due care
For discretionary leave that is foreseeable, North Central requests 7 days advance notice. For discretionary leave that is unforeseeable, North Central University requests notification as soon as is practicable.

Employees must request time off in advance using the university’s designated time-off tracking system.

There are no limits on the total amount of time an employee can take under this policy each year.

Supervisors are responsible for ensuring that employees utilize PTO in a manner that balances the operational and service delivery needs of the department or work unit with the time off preferences of the employees. Supervisors must ensure that meet agreed-upon deliverables and work efforts with the relevant job description and annual planning activities.

The university and supervisors maintain the right to deny PTO requests which may have an adverse effect on university or departmental operations or cancel previously approved PTO requests if unexpected circumstances arise which require an employee’s attendance at work. Supervisors cannot deny request that comply with the Minnesota Sick and Safe Leave law.

Department supervisors are responsible for ensuring that time-off requests do not unduly disrupt departmental or university-wide operations.

Employees must use discretion and considerate judgment when taking time off from work.

Employees must communicate with their supervisors to coordinate time off and ensure coverage of essential tasks during their absence.

Under the flexible time off policy, individuals cannot take absences exceeding two consecutive weeks.

Employees must obtain approval from the Office of Human Resources for any absences exceeding two weeks, as the university considers them a leave of absence.

Employees must not use flexible PTO to extend their last date of employment.

Exceptions
Exceptions are for absences covered in the Minnesota Sick and Safe Law and other university policies concerning FMLA, civic duty, campus closures, military, and parental leave.

Appeals
Employees must request appeals for scheduled absences longer than two weeks, which are not formal leaves of absence, through the Office of Human Resources.

Accruals and rollover
PTO does not accrue throughout the year. Because PTO does not accrue, a PTO balance does not carryover or rollover to the next year.

Payouts
Because time does not accrue under this policy, no cashout or payout of unused time is available upon termination.

Issues with leave
Employees experiencing issues with time off approval by their supervisor should reach out to the Office of Human Resources.

The university will address excessive absences that affect performance and departmental function under a performance improvement plan.

Protection from adverse action
The university will not discipline or retaliate against an employee because the employee has used or attempted to use Minnesota Earned Sick and Safe Time. Counting the use of Minnesota Earned Sick and Safe Time as an absence that could result in adverse action under an attendance policy or point system is not permissible.

Reason For Policy

North Central University recognizes the importance of work-life balance and trusts its employees to manage their time effectively. The university designed the flexible paid time off (PTO) policy to provide employees with flexibility and autonomy while ensuring smooth operations. Additionally, this policy complies with the City of Minneapolis Sick and Safe Time Ordinance (Ord. No. 2016-040, § 1, 5-27-16 and the State of Minnesota Earned Sick and Safe Time law (Statutes §181.9447, subdivision 9).

Policy Scope

This policy applies to the following categories of employees who work at least 80 hours in a year for North Central University:

• Full-time benefits eligible employees.
• Permanent part-time employees

This policy does not apply to:

• Part-time employees that work less than 20 hours a week.
• Student employees are not eligible for flexible time off and accrue discretionary time off under the Minnesota Earned Sick and Safe Law.

Procedures

• There are no procedures associated with this policy.

Forms

• There are no forms associated with this policy.

Appendices

• There are no appendices associated with this policy.

Additional Contacts

Definitions

Family Member
For discretionary leave, North Central University abides by the definition of family members as outlined in the City of Minneapolis Sick and Safe Time Ordinance: “The employee’s child, stepchild, adopted child, foster child, adult child, spouse, sibling, parent, step-parent, mother-in-law, father-in-law, grandchild, grandparent, guardian, ward, members of the employee’s household or registered domestic partner.”   North Central University states that “members of the employee’s household” do not include unrelated individuals

Flexible Paid Time Off (PTO)
Under Flexible PTO, the university does not assign employees a specific number of vacation days or paid time off days each year. Instead, employees are allowed to take as much time off as they need or want, within reason, with approval from their supervisor.

The key distinction with flexible PTO lies in the absence of a predetermined number of days limiting employees. However, employees must still fulfill their job responsibilities and coordinate their time off with their team to ensure that work remains uninterrupted.

Full Time Benefits Eligible
The Affordable Care Act and the IRS define a full-time employee as one who works at least 30 hours a week or 130 hours a month on average.

Performance Improvement Plan (PIP)
 The university utilizes Performance Improvement Plans (PIPs) to address employee performance issues. During the Performance Improvement Plan (PIP), supervisors will set predetermined review dates for the employee, providing opportunities for improvement and communication. The PIP will outline specific improvement goals.

Responsibilities

Employees

• Submit time off through time tracking system.
• Receive approval in advance for absences not covered under the Minnesota Sick and Safe Leave Law.
• Report to the Office of Human Resources supervisors that are not accommodating time off.

Office of Human Resources

• Mediate between employees and supervisors when conflicts arise due to declined PTO.
• Administer performance improvement plans.

Supervisors

• Approve reasonable requests based on departmental function and other time off requests.
• Determining black-out times within the department where non-Minnesota Earned Sick and Safe time off will not be approved and communicating those times well in advance to employees.
• Collaborate with the Office of Human Resources if a performance improvement plan is necessary due to employees’ inability to meet deadlines and complete required job duties.

RELATED INFORMATION

Related Policies & Procedures

• Discretionary Leave (part time employees (less than 20 hours), student workers and temporary employees.) Discretionary Leave
• Holiday Pay – Holidays
• Parental Leave – Parental Leave

Related Legislation

• State of Minnesota Earned Sick and Safe Leave – Minn. Stat. 181.9445 to 181.9448)
• City of Minneapolis Sick and Safe Time Ordinance (Ord. No. 2016-040, § 1, 5-27-16)

Other Important Information

• City of Minneapolis Sick and Safe Time Information Site
• Minnesota Earned Sick and Safe Leave Site

History

Issued

2024-06-01