This section provides an overview of many benefits available to faculty and staff. In the event of conflict between the overview provided in this handbook and the plan document or insurance plan, the plan document or insurance plan will govern. Complete descriptions are not possible in the handbook; employees should contact Human Resources for specific plan details. The Labor Agreement governs in the case of Union employees in all aspects of this section. Regular non-union employees who have a schedule involving a (.46) FTE or above, and Union employees who have a (.50) FTE or above are eligible to participate in the College’s benefit programs.
Carleton College will comply with all applicable laws such as ACA, FMLA, federal, state, and any applicable regulations.
Employment & Benefits
Pay and Hours
Employees are entitled to, and Carleton College complies with, all of the rights and remedies set forth under Minnesota Statue 181.172.
Fair Labor Standards Act
All non-exempt employees of the College are subject to the provisions of the Fair Labor Standards Act regarding the payment of minimum wages and premium pay for overtime.
- Non-exempt employees: those covered by the provisions in the Act for minimum wage and entitled to overtime pay for hours worked beyond 40 hours in the work week.
- Exempt employees: those that are paid on a salaried basis are exempt from the provisions of the Act.
Exempt employees are paid monthly. All non-exempt employees are paid biweekly. Human Resources will advise each employee of his or her status when hired or transferred.
The work week, for payroll purposes for non-exempt employees, begins at 12:00 a.m. Sunday morning. Hours of employment are generally from 8:00 a.m. to 5:00 p.m., Monday through Friday unless otherwise specified. The letter of appointment will contain the expected work schedule. Regular and reliable attendance is an essential function of all positions.
Exempt employees are paid a set amount each month to perform duties and responsibilities outlined in their job description and are exempted from overtime requirements. They are expected to observe general business core hours and to work additional hours to meet work requirements when necessary. Exempt employees are expected to request absences in Workday.
Schedules are determined at the departmental level and at the discretion of the supervisor and must be communicated to Human Resources.
- Core hours: Predetermined working hours for staff in each department based on the operational needs; typically this is 9:00 a.m. – 2:00 p.m.
- Summer hours option: Monday after Reunion Weekend to Labor Day. “Summer Hours” typically means offices close at 4:30 p.m. This change is designated by the supervisor if operationally feasible for the department and the employees. It does not reduce the number of hours an employee is assigned to work per week. However, it allows employees to start their day early or take a shorter lunch period so they can leave 30 minutes earlier and enjoy the summer. Supervisors sets department hours and posts the notification.
“Comp time” as defined as taking time off in another pay period in lieu of reporting hours and being paid overtime is not permitted in accordance with the Department of Labor.
Rest Periods/Meal Periods
A paid rest period of 15 minutes is allowed each four-hour work period (excluding lunch periods) for non-exempt employees at a time approved by the supervisor. Unused rest periods will not shorten the scheduled work day. The Flextime program may govern changes in scheduled hours.
Meal periods are different than paid rest period. The College requires those working more than six hours each day to take an unpaid meal period. Unpaid meal periods are typically one hour in length but may not be less than one half hour. Employees required to complete timesheets/web-time entry must record the start and end time of their meal period.
Nursing mothers are provided a separate private space to take reasonable paid breaks as needed to express milk during the twelve months following the birth of the child. The break times must, if possible, run concurrently with any break times already provided so as not to unduly disrupt business operations. Please contact Human Resources for locations, access and room key to the lactation room.
Non-exempt Employees – Work Performed Outside of Normal Work Schedules
Unless authorized by a supervisor to do so, nonexempt employees should not check for, read, send or respond to work-related e-mails outside their normal work schedules. Non-exempt employees must obtain the authorization of their supervisor or designee prior to performing any work outside of normal work schedules. Authorized non-exempt employees who perform work outside of their regularly scheduled hours for work-related reasons are responsible for accounting for their time and recording it via Web Time Entry the next business day after the work is performed. Supervisors are to ensure work outside the normal work schedule is limited and infrequent. As with other types of work, the time is compensable and will count toward overtime eligibility as required by law. Failure to adhere to this regulation may result in disciplinary action.
If, in the judgment of the supervisor, it is necessary for non-exempt employees to work beyond their normal schedule, they will receive pay at one and one-half times their regular rate for all hours worked beyond 40 hours per week. Employees must never work and are not authorized to work overtime without first obtaining the advance approval of their supervisor. “Comp time” which is defined as taking time off in another pay period in lieu of reporting hours and being paid overtime is not permitted in accordance with the Department of Labor. All non-exempt employees must accurately record all hours worked each day. Vacation, floating holiday and sick leave hours are not counted in the calculation to determine overtime pay. College holiday hours are counted in the calculation. The overtime provision does not apply to exempt employees.
Accurate Reporting of Time Worked
The Fair Labor Standards Act requires non-exempt employees to accurately record their hours worked each day. At Carleton we use Workday to achieve this requirement. Since pay is computed on the basis of time recorded, the time entry must be complete, accurate, and promptly completed. Time entered must be reported as actual time, not rounded. The supervisor must approve all hours, including any overtime hours with a signature/electronic approval. Time approval is due by 12:00 p.m. the Monday following the end of the pay period.
Carleton has a policy for dealing with time entry questions. If, through review, the Payroll Specialist questions any portion of an employee’s time entry, the Payroll Specialist will contact the employee’s supervisor for clarification.
Any changes made to an employee’s time entry or absence request will be communicated to the employee. Changes will only be made to correct time/absence entry.
Non-exempt earnings are calculated according to time recorded through time entry and payments will ordinarily be distributed to employees every other Friday to cover the two week period completed one week prior to the issuance of payroll. All earnings and deductions are reported to employees on a pay advice. Individual earnings are directly deposited in a bank as designated by each employee, unless otherwise requested.
Exempt salaries are calculated through the end of each month. All earnings and deductions are reported to employees on a pay advice. Individual earnings are directly deposited in a bank as designated by each employee, unless otherwise requested. Payroll is deposited electronically on the last business day of the month.
Payroll deductions made according to law include Social Security Taxes (F.I.C.A.), and state and federal Withholding taxes. Social Security includes retirement, disability, survivor, and dependent benefits. Carleton College matches the F.I.C.A. tax contribution.
Payroll deductions will be made for other authorized benefit programs in which eligible employees choose to enroll with a signed authorization for payroll deduction.
Employees may, with supervisor approval, take the option of unpaid leave in lieu of vacation or sick pay for hours not worked in cases where the employee does not have a substantial amount of leave accrued. This option is intended for absences not covered under FMLA, and should be of limited duration.
Employees do not accrue leave for hours of unpaid leave, and if the employee’s paycheck is diminished by unpaid leave such that the total is not sufficient for standard benefit deductions, it is the responsibility of the employee to make payment arrangements.
Last Revised: January 13, 2022
Last Reviewed: January 13, 2022
Maintained by: Human Resources
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