All Policies › Human Resources › Paid Leave
Paid 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
2025-11-10
Last Revised
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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
North Central University provides paid family and medical leave benefits to employees through a private plan that offers job-protected leave and partial wage replacement for qualifying family and medical reasons. All university employees who work in Minnesota participate in the plan through payroll contributions. Employees who meet eligibility requirements may take paid leave for their own serious health condition, to bond with a new child, to care for a family member, or for other qualifying reasons under Minnesota law.
Eligibility for Benefits
Employees qualify for paid leave benefits when they meet all of the following criteria:
- Work at least 50 percent of their total work time in Minnesota.
- Earned wages totaling at least 5.3 percent of the Minnesota State Average Annual Wage during their base period.
- Have a qualifying reason for leave under Minnesota law.
Types of Leave
Medical Leave. Employees may take up to 12 weeks of medical leave per benefit year for their own serious health condition, pregnancy, childbirth, recovery from childbirth, or related medical appointments.
Family Leave. Employees may take up to 12 weeks of family leave per benefit year to bond with a newborn or newly placed child, care for a family member with a serious health condition, address needs arising from a family member’s military deployment, or address safety needs arising from domestic abuse, sexual assault, or stalking.
Combined Maximum. Employees who qualify for both types of leave in the same benefit year may take a combined total of up to 20 weeks.
Application and Administration
Employees must apply for paid leave through the Minnesota Department of Employment and Economic Development (DEED) Paid Leave system. The university’s private plan administrator reviews applications, determines eligibility, calculates benefits, and coordinates payments. Employees receive job protection during approved leave and continue to accrue seniority and benefits.
Premium Contributions
The university and employees share the cost of paid leave premiums through payroll deductions each pay period. Minnesota law prohibits the university from charging employees more than they would pay under the state-administered program. The university sets the employee contribution rate each year within this legal limit and gives employees at least 30 days advance notice of any change. All employees who work in Minnesota contribute premiums, whether or not they currently qualify for benefits.
Job Protection
Employees who take approved paid leave have the right to return to their same position or an equivalent position with equivalent pay, benefits, and terms of employment. The university prohibits retaliation or discrimination against employees for requesting or taking paid leave.
Coordination with Other Benefits
Paid leave runs at the same time as Family and Medical Leave Act (FMLA) leave when both apply.
Employees eligible for both Minnesota Paid Leave bonding benefits and the university’s Parental Leave benefit must apply for Minnesota Paid Leave benefits. The Parental Leave policy provides compensation at 100 percent of regular base pay, while Minnesota Paid Leave provides partial wage replacement. The university coordinates these benefits so employees receive their full regular compensation during parental leave, with Minnesota Paid Leave benefits offsetting a portion of the university’s compensation costs.
Employees must not use discretionary leave, paid time off, or any other university leave to supplement paid leave benefits. The university coordinates paid leave with workers’ compensation and disability benefits according to law and insurance policy terms.
Notice Requirements
For foreseeable leave, employees must give at least 30 days advance notice when possible. For unforeseeable leave, employees must give notice as soon as practicable. Employees must notify both their supervisor and the Office of Human Resources and submit documentation that supports their leave request.
Appeals
Employees who receive an adverse determination may appeal through the private plan administrator’s appeal process within 30 calendar days of the determination date. The Office of Human Resources provides information and help with the appeals process.
Reason for Policy
North Central University values supporting employees through critical life events and health challenges. Minnesota Statutes Chapter 268B requires all Minnesota employers to provide paid family and medical leave benefits beginning January 1, 2026. The university meets this requirement through a private plan that protects employee rights while keeping university operations running.
Policy Scope
Paid leave requirements apply to:
- All employees who work in Minnesota, including full-time, part-time, temporary, and student employees
- All faculty members, staff members, and administrators who work in Minnesota
- Supervisors and department heads who manage employees eligible for paid leave
- Office of Human Resources personnel who administer the plan
Procedures
Applying for Paid Leave
Employees who request paid leave complete the application process through DEED while coordinating with university personnel.
Notify Supervisor. The employee notifies their immediate supervisor of the intent to take paid leave as soon as the need becomes known. For foreseeable leave, the employee gives at least 30 days advance notice. For unforeseeable leave, the employee gives notice as soon as practicable.
Contact Human Resources. The employee contacts the Office of Human Resources for information about the application process, required documentation, and coordination with other benefits. Human Resources explains:
- How to access the DEED Paid Leave application system
- What documentation the employee needs to gather
- How paid leave coordinates with FMLA and other university leave policies
- Health insurance continuation during leave
- Expected timelines for application review
Submit Application Through DEED. The employee submits an application through the Minnesota DEED Paid Leave online portal at paidleave.mn.gov or by calling 1-888-PAID-LEAVE. The application requires:
- Basic employee information (name, Social Security number, contact information)
- Employer information (North Central University)
- Type of leave requested (family or medical)
- Reason for leave and expected dates
- Whether leave will occur continuously, intermittently, or on a reduced schedule
Provide Supporting Documentation. The employee gathers and submits required documentation based on the type of leave:
- Medical leave: medical certification from a healthcare provider detailing the condition, treatment plan, and expected duration
- Bonding leave: birth certificate, adoption papers, or foster care placement documents
- Family care leave: medical certification for the family member plus documentation of the relationship
- Safety leave: police reports, court documents, or victim services documentation
- Deployment leave: military orders or other official deployment documentation
Monitor Application Status. The employee tracks the application through the DEED portal and responds promptly to any requests for additional information. The private plan administrator typically processes complete applications within 14 days.
Coordinate Return to Work. When leave nears its end date, the employee contacts their supervisor to schedule a return. For medical leave, the employee may need to provide medical certification of fitness to return to work.
Processing Leave Requests
Supervisors and the Office of Human Resources coordinate when employees request paid leave.
Receive and Document Notice. The supervisor documents when the employee gives notice of the intent to take paid leave, including the expected start date, duration, and reason (in general terms to protect privacy).
Notify Human Resources Immediately. The supervisor notifies Human Resources as soon as the employee gives notice. This notification prompts Human Resources to begin coordinating the leave, including determining concurrent FMLA eligibility and planning for benefits continuation.
Plan for Coverage. The supervisor develops a plan to cover the employee’s work during the absence. The plan may include redistributing work to other team members, hiring temporary staff, or adjusting deadlines. The supervisor coordinates with the employee to transition ongoing projects before leave begins.
Await Determination from Plan Administrator. The private plan administrator reviews the application and determines eligibility and benefits. The university does not approve or deny the leave request itself. The plan administrator makes all eligibility determinations according to Minnesota law.
Receive and Communicate Decision. Human Resources receives the determination from the plan administrator and communicates it to the employee and supervisor. An approval notice includes the benefit amount, leave duration, and start date. A denial notice includes the reason for denial and information about the appeals process.
Maintain Communication During Leave. The supervisor may keep appropriate contact with the employee during leave to coordinate return-to-work planning, but must not pressure the employee to return early or perform work during leave.
Processing Benefit Payments
Payroll processes benefit payments according to the approved leave determination.
Receive Payment Authorization. Human Resources gives Payroll the payment authorization from the private plan administrator, including the weekly benefit amount, payment schedule, and duration.
Calculate Benefit Amount. The private plan administrator calculates weekly benefits using the Minnesota formula:
- 90 percent of wages up to 50 percent of the state average weekly wage, plus
- 66 percent of wages above 50 percent and up to 100 percent of the state average weekly wage, plus
- 55 percent of wages above 100 percent of the state average weekly wage
The maximum weekly benefit equals the Minnesota state average weekly wage.
Process Payments. Payroll processes benefit payments according to the approved schedule, typically following the regular payroll calendar. Payroll:
- Issues payments for the approved benefit amount
- Withholds applicable federal and state taxes
- Deducts employee health insurance premiums
- Records payments in the payroll system
- Provides payment documentation to the employee
Continue Health Insurance. Payroll continues deducting the employee’s regular health insurance premium contribution during paid leave to maintain coverage under the same terms as before leave.
Monitor Payment Duration. Payroll tracks the duration of benefit payments so they continue for the approved period and stop at the right time.
Reporting Leave to DEED
Human Resources submits required reports to Minnesota DEED on a regular schedule.
Submit Quarterly Wage Reports. By the last day of the month following each calendar quarter (April 30, July 31, October 31, and January 31), Human Resources submits a detailed wage report to DEED through the Unemployment Insurance system. The report includes:
- Total wages paid to each employee during the quarter
- Employee identifying information
- Number of hours worked in Minnesota
- Premium contributions collected
This reporting continues even though the university uses a private plan.
Submit Annual Private Plan Report. By November 1 each year, Human Resources submits an annual report to DEED detailing the private plan’s administration, including:
- Number of employees covered
- Number of leave applications received, approved, and denied
- Total benefits paid
- Types of leave taken and average durations
- Premium collections
- Any other information DEED requires
The private plan administrator may submit this report on the university’s behalf when contracted to do so.
Maintain Records. Human Resources maintains all records required for reporting and compliance:
- Quarterly wage reports and supporting documentation
- Leave applications and determinations
- Benefit payment records
- Premium collection records
- Employee notices and acknowledgments
- Workplace posters
Records remain available for DEED inspection and audit for at least seven years.
Respond to DEED Inquiries. Human Resources responds promptly to any DEED inquiry, audit, or investigation by providing requested documentation, answering questions, and cooperating with compliance reviews.
Addressing Appeals
Human Resources supports employees through the appeals process when they receive adverse determinations.
Receive Appeal Notice. An employee who wants to appeal an adverse determination notifies Human Resources. Human Resources provides:
- An explanation of the appeal deadline (30 days from the determination date)
- Information about the appeals process
- Contact information for the plan administrator’s appeals unit
- Help understanding the reason for denial
Support Employee Appeal. The employee submits the appeal directly to the private plan administrator. Human Resources may assist by:
- Providing employment records or verification
- Confirming wage and hour information
- Verifying employment status or work location
- Clarifying other employment-related facts
Track Appeal Progress. Human Resources monitors the appeal status, follows up with the plan administrator to keep the appeal moving, and keeps the employee informed of progress.
Implement Appeal Decision. When the plan administrator issues an appeal decision, Human Resources implements it:
- When the appeal succeeds, Human Resources coordinates benefit payments, including any retroactive payments
- When the appeal fails, Human Resources explains any further appeal options
- Human Resources updates all relevant records
Address Retaliation Complaints. When an employee alleges retaliation or discrimination related to requesting or taking paid leave, Human Resources investigates following the university’s standard investigation procedures and takes corrective action when warranted.
Returning from Paid Leave
Supervisors and Human Resources coordinate the employee’s return to work.
Receive Return Notice. The employee gives advance notice of the planned return date, typically at least one week before returning. For medical leave, the employee may need to provide medical certification of fitness to return.
Prepare for Return. The supervisor makes sure the employee’s workspace, computer access, and other resources remain ready. When the employee returns to a different position due to legitimate business changes, the supervisor coordinates setup of the new workspace.
Conduct Return Meeting. On the return date, the supervisor meets with the employee to:
- Welcome the employee back
- Review any changes that occurred during the absence
- Discuss the employee’s schedule and current responsibilities
- Address questions or concerns
- Confirm that benefits continued properly
Restore Position. The university restores the employee to the former position or an equivalent position with equivalent pay, benefits, and terms of employment. When the former position no longer exists due to legitimate business reasons unrelated to the leave, the university offers an equivalent position.
Monitor Reintegration. The supervisor monitors the employee’s reintegration during the first few weeks to support a smooth transition and identify any issues that need attention.
Document Return. Human Resources documents the return date and position in personnel records.
Frequently Asked Questions
Q: Who pays for paid leave benefits?
A: Both the university and employees fund the plan through payroll contributions. Minnesota law limits employee contributions to no more than the employee would pay under the state program. The university sets the employee contribution rate each year and gives advance notice of any change.
Q: Can I take paid leave intermittently?
A: Yes. Employees may take leave intermittently or on a reduced schedule when medically necessary or for qualifying family reasons. Employees work with their supervisors to schedule intermittent leave.
Q: Does paid leave count against my FMLA leave?
A: Yes. When leave qualifies under both programs, the time counts against both the 12-week paid leave maximum (per type) and the 12-week FMLA maximum.
Q: Will I continue accruing seniority and benefits while on paid leave?
A: Yes. Employees continue accruing seniority, service credit, and benefits while on paid leave as if actively working.
Q: What if I had a baby in 2025? Can I take bonding leave in 2026?
A: Yes. Bonding leave may occur any time within 12 months after a birth, adoption, or foster placement. A 2025 birth qualifies for 2026 bonding leave when the leave falls within that 12-month window.
Q: How does paid leave work with NCU’s Parental Leave policy?
A: Eligible employees receive full compensation during parental leave through the university’s Parental Leave policy (8 weeks maternity or 2 weeks paternity at 100 percent pay). Employees must also apply for Minnesota Paid Leave benefits, which provide partial wage replacement. The university coordinates the two so employees receive their full salary, with Minnesota Paid Leave benefits offsetting part of the university’s cost. Employees do not receive separate payments from both programs. The university keeps total compensation at 100 percent of regular pay.
Q: Can I use discretionary leave or PTO to increase my paid leave benefits?
A: No. The university does not allow employees to use discretionary leave, paid time off, or any other university leave to supplement Minnesota Paid Leave benefits.
Q: Who approves or denies my leave request?
A: The private plan administrator makes all eligibility and benefit determinations according to Minnesota law. The university does not approve or deny leave requests.
Q: How do I appeal if my leave gets denied?
A: Employees have 30 days from the determination date to file an appeal with the private plan administrator. Contact the Office of Human Resources for information about the appeals process.
Q: Will my job remain protected during leave?
A: Yes. Employees have the right to return to their same position or an equivalent position with equivalent pay and benefits. The university prohibits retaliation for taking protected leave.
Q: What counts as a serious health condition?
A: A serious health condition includes any illness, injury, impairment, or physical or mental condition that requires inpatient care or continuing treatment by a healthcare provider and that keeps the individual from working or requires them to care for a family member.
Forms
- Minnesota DEED Paid Leave Application Portal
- Minnesota Paid Leave Employee Guide
- Minnesota Paid Leave Workplace Poster – available from the Office of Human Resources
- Medical Certification Forms – available through the DEED portal
Appendices
None.
Additional Contacts
| Subject | Contact | Phone | |
|---|---|---|---|
| Primary Contact | Office of Human Resources | 612.343.4412 | hr@northcentral.edu |
| DEED Contact Center | Minnesota DEED | 1-888-PAID-LEAVE | paidleave.deed@state.mn.us |
Definitions
Base Period
The four most recently completed calendar quarters immediately before the employee’s first day of leave. The base period determines whether the employee earned enough wages to qualify for benefits.
Benefit Year
A 52-week period that begins on the date the employee first takes paid leave. The benefit year sets the maximum leave available during that period.
Bonding Leave
Leave taken to bond with a newborn child or a child newly placed for adoption or foster care, within 12 months of the birth or placement.
Deployment-Related Leave
Leave taken to address needs arising from a family member’s military deployment to a foreign country.
Domestic Partner
An individual in a committed relationship with the employee, shown by registration with a government entity or employer, or meeting criteria set by Minnesota law.
Family Leave
Leave taken to bond with a new child, care for a family member with a serious health condition, address deployment needs, or address safety needs. Maximum of 12 weeks per benefit year.
Family Member
For paid leave purposes: spouse, domestic partner, child, parent, sibling, grandparent, grandchild, or an individual for whom the employee holds legal guardian or conservator responsibility. Includes biological, adopted, foster, and step relationships.
Intermittent Leave
Leave taken in separate blocks of time for a single qualifying reason, such as medical appointments or recurring treatments, in increments as small as one hour.
Medical Leave
Leave taken for the employee’s own serious health condition, including pregnancy, childbirth, and recovery. Maximum of 12 weeks per benefit year.
Minnesota State Average Annual Wage (SAAW)
The average annual wage for all Minnesota employees in covered employment, which DEED calculates each year. The SAAW sets the minimum earnings threshold for eligibility.
Premium
The cost of providing paid leave benefits, expressed as a percentage of employee wages. Both the employer and employees contribute premiums.
Private Plan
An employer-provided paid family and medical leave benefit program, approved by Minnesota DEED and the Minnesota Department of Commerce, that meets or exceeds state program requirements.
Qualifying Reason
A circumstance that entitles an employee to paid leave under Minnesota law: a serious health condition, bonding with a new child, caring for a family member, deployment needs, or safety needs.
Reduced Schedule Leave
Leave taken by reducing the employee’s usual weekly or daily work schedule, such as working part-time instead of full-time.
Retaliation
Any adverse action taken against an employee because the employee requested or took paid leave, took part in proceedings related to paid leave, or opposed practices the employee reasonably believed violated paid leave law.
Safety Leave
Leave taken to address needs arising from domestic abuse, sexual assault, or stalking experienced by the employee or a family member, including seeking medical attention, victim services, legal proceedings, or relocation.
Serious Health Condition
An illness, injury, impairment, or physical or mental condition that requires inpatient care or continuing treatment by a healthcare provider and that keeps the individual from performing job duties or requires the individual to care for a family member.
Responsibilities
Vice President for Strategic Operations & Human Resources
- Provides executive oversight of the paid leave program
- Ensures adequate resources for administration
- Approves major program decisions and modifications
- Serves as the primary liaison with the private plan administrator and Minnesota DEED
- Ensures compliance with statutory requirements and university policies
Office of Human Resources
- Administers the program day to day
- Helps employees understand their rights and the application process
- Coordinates with the private plan administrator
- Maintains required records and submits reports to DEED
- Investigates retaliation complaints
- Provides training to supervisors and employees
Payroll
- Processes benefit payments according to approved amounts and schedules
- Collects premium contributions through payroll deductions
- Maintains records of premiums and payments
- Ensures correct tax withholding and deductions
Supervisors and Department Heads
- Receive and document employee notices of intent to take leave
- Notify Human Resources promptly when employees request leave
- Plan for coverage and coordinate work transitions
- Welcome employees back from leave
- Prevent retaliation and discrimination
Employees
- Notify supervisors and Human Resources when they need paid leave
- Submit complete and accurate applications through DEED
- Provide required supporting documentation and respond promptly to requests for information
- Pay required premium contributions
- Comply with notice and certification requirements
Private Plan Administrator
- Reviews and processes leave applications
- Determines employee eligibility and calculates benefits according to state formulas
- Makes benefit payments or coordinates payment through Payroll
- Handles appeals and disputes
- Maintains records required by law and submits reports to DEED when contracted to do so
Related Information
University Policies and Procedures
- Parental Leave
- Discretionary Leave
- Flexible Paid Time Off (PTO)
- Flexible Work Arrangements
- Misconduct
- Employee Grievances
Relevant Legislation
- Minnesota Statutes Chapter 268B (Minnesota Paid Leave)
- Family and Medical Leave Act (FMLA), 29 U.S.C. § 2601 et seq.
- Minnesota Statutes Section 181.9412 (Parenting Leave)
Other Related Information
History
Issued
2025-11-10