All Policies › Human Resources › Discretionary Leave
Discretionary Leave
Responsible Office
Vice President for Strategic Operations & Human Resources
Policy Owner
Vice President for Strategic Operations & Human Resources
Policy Contact
Vice President for Strategic Operations & Human Resources
Issued
2019-04-18
Last Revised
2026-10-01
On this page: Policy Statement · Reason for Policy · Policy Scope · Procedures · Frequently Asked Questions · Forms · Appendices · Additional Contacts · Definitions · Responsibilities · Related Information · History
Policy Statement
All employees are awarded one hour of paid discretionary leave for every thirty hours worked. Discretionary leave accrues per pay period up to a maximum of 48 hours in a calendar year. Employees may carry accrued but unused discretionary leave time which shall not exceed 80 hours at any given time.
Discretionary leave will be granted to all employees for any of the following reasons, as provided under the Minnesota Earned Sick and Safe Time law:
- The employee’s own mental or physical illness, injury, or health condition, or the need for diagnosis, care, treatment, or preventive care.
- Care of a family member with a mental or physical illness, injury, or health condition, or who needs diagnosis, care, treatment, or preventive care.
- Absence due to domestic abuse, sexual assault, or stalking of the employee or a family member, including seeking medical care, counseling, victim services, relocation, or legal help.
- Closure of the employee’s workplace due to weather or other public emergency, or closure of a family member’s school or place of care due to weather or other public emergency.
- When a health authority or health care professional determines that the employee or a family member would put the health of others at risk because of exposure to a communicable disease.
- Arranging or attending a funeral or memorial, or addressing financial or legal matters that arise after the death of a family member.
Employees must request and document discretionary leaves through the university’s human resources management system. All discretionary time will follow the employee through any position or departmental changes. At termination of employment, accrued hours of discretionary leave are not paid out.
All discretionary leave will run concurrently with any other leave or time off that the employee is legally entitled to under university policy or applicable law.
Personal Business
Part-time employees, temporary employees, and student workers cannot use discretionary leave to conduct personal business.
Notice of Leave
For discretionary leave that is foreseeable, North Central University requests 7 days advance notice. For discretionary leave that is unforeseeable, North Central University requests notification as soon as is practicable.
Exceptions
As permitted by law, North Central University does not allow employees to use discretionary leave during their first 90 days of employment.
Employees will not accrue discretionary time off while out on an approved leave of absence.
The university reserves the right to investigate suspected abuse of discretionary leaves and to deny leaves that do not qualify. Managers, supervisors, and employees who violate this policy are subject to disciplinary action, up to and including termination.
Reason for Policy
This policy exists to define the accrual rate and usage of discretionary time off for all employees. Additionally, this policy complies with the Minnesota Earned Sick and Safe Time law (Minn. Stat. §§ 181.9445–181.9448) and the City of Minneapolis Sick and Safe Time Ordinance.
Policy Scope
This policy applies to the following categories of employees who work at least 80 hours in a year for North Central University:
- Part-time employees who work fewer than 20 hours a week.
- Temporary employees.
- All student employees, including work study and departmentally paid.
Full-time and permanent part-time employees who work 20 or more hours a week receive paid time off under the Flexible Paid Time Off (PTO) policy.
Procedures
Requesting and Approving Discretionary Leaves
Request a Leave
An employee desiring discretionary leave time must request it via the university’s Human Resource Management System (HRMS).
Approve the Request
- A supervisor must consider the conditions surrounding the employee’s request for a discretionary leave (A complete list of conditions appears in the policy statement of the Discretionary Leave policy.)
- Complete appropriate HRMS documentation to initiate a recommendation for the leave of absence.
Document the Leave Request
The responsible administrator/supervisor ensures that appropriate documentation of the discretionary leave is entered in the HRMS.
Frequently Asked Questions
Q: How much discretionary leave do I earn?
A: Employees earn one hour for every 30 hours worked, up to 48 hours in a calendar year. You can carry over unused hours, but your balance cannot exceed 80 hours.
Q: Who uses discretionary leave instead of PTO?
A: Since June 2024, the Flexible PTO policy covers most employees. Discretionary leave now applies to part-time employees working fewer than 20 hours a week, student workers, and temporary employees.
Q: What can I use discretionary leave for?
A: Your own or a family member’s illness, injury, or medical care; needs related to domestic abuse, sexual assault, or stalking; workplace, school, or care closures due to weather or a public emergency; communicable disease exposure; and funerals, memorials, or matters after a family member’s death.
Q: How do I request discretionary leave?
A: Request it through the university’s human resources management system (HRMS). Give seven days’ notice when you can, or tell your supervisor as soon as possible when you cannot.
Q: Can I use discretionary leave right away?
A: No. Employees cannot use discretionary leave during their first 90 days of employment.
Q: Do unused hours get paid out when I leave?
A: No. The university does not pay out unused discretionary leave when employment ends.
Q: Do I keep my hours if I change jobs at NCU?
A: Yes. Your discretionary leave balance follows you through any position or department change.
Q: Who do I contact with questions?
A: Contact the Office of Human Resources at 612.343.4412 or hr@northcentral.edu.
Forms
There are no forms associated with this policy.
Appendices
There are no appendices associated with this policy.
Additional Contacts
| Subject | Contact | Phone | |
|---|---|---|---|
| Policy Clarification and Interpretation | Office of Human Resources | 612.343.4412 | hr@northcentral.edu |
Definitions
Family Member
For discretionary leave, North Central University follows the definition of family member in the Minnesota Earned Sick and Safe Time law (Minn. Stat. § 181.9445). The definition includes the employee’s children, spouse or registered domestic partner, siblings, parents, grandchildren, grandparents, in-laws, other relatives whose close association with the employee equals a family relationship, and one individual the employee designates each year.
Responsibilities
Employees
- Utilize and record discretionary time as needed.
Human Resources
- Explain and administer this policy to all employees and supervisors.
Payroll
- Implement this policy by tracking discretionary leave accruals and hours requested and used.
Related Information
Related Policies & Procedures
Related Legislation
- Minnesota Earned Sick and Safe Time law (Minn. Stat. §§ 181.9445–181.9448)
- City of Minneapolis Sick and Safe Time Ordinance (Ord. No. 2016-040, § 1, 5-27-16)
Other Related Information
- Minnesota Department of Labor and Industry: Earned Sick and Safe Time
- City of Minneapolis Sick and Safe Time Information Site
History
Amended
2026-10-01 – Updated to reference the Minnesota Earned Sick and Safe Time law, including qualifying uses and the family member definition. Updated scope to reflect coverage under the Flexible PTO policy. Non-substantive updates (e.g., titles and copy errors); moved the procedure onto the policy page; added frequently asked questions.
2024-06-01 – This policy is superseded by the Flexible PTO policy for all identified employees and now only governs the leaves of part time employees (less than 20 hours), student workers, and temporary employees.
2020-02-07 – Clarity concerning faculty, part time, temporary, and student worker use of discretionary leave for personal business.
2019-07-11 – Clarity and editorial updates. Clarified the definition of a family member. Added definition of University Housing. Added responsibility for Employees.
Issued
2019-04-18