Employees are entitled to, and Carleton College complies with, all of the rights and remedies set forth under Minnesota Statute 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 who 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 notify each employee of their status upon hire or transfer.

Work Week/Hours

The workweek, 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 exempt from overtime requirements. They are expected to observe general business core hours and work additional hours as needed to meet work requirements. Exempt employees are expected to request absences in Workday.

Working Hours

Schedules are determined at the departmental level, at the supervisor’s discretion, and must be communicated to the Human Resources department.

• Core hours: Predetermined working hours for staff in each department, based on operational needs; typically, these are 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. The supervisor designates this change if it is operationally feasible for the department and its 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 set department hours and post the notification.

Comp Time

“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 every four-hour work period (excluding lunch periods) for non-exempt employees, provided their supervisor has approved it. 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 periods. 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 must be at least one-half hour. Non-exempt employees must accurately record the start and end times of their meal periods in Workday.

We support employees who need to express milk and, in compliance with Minnesota law, provide reasonable breaks to do so based on individual needs. We encourage employees to use their regular break times if possible. However, if additional time is needed, separate lactation breaks will be accommodated. Supervisors will work with employees to ensure these breaks can be taken. A dedicated, private space is available for expressing milk. Please contact Human Resources for details on its location, access, and the required key.

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.

Overtime

If, in the supervisor’s judgment, it is necessary for non-exempt employees to work beyond their normal schedule, they will receive pay at one and a 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.

Overtime pay is calculated based on “hours worked.”

• Included in Overtime Calculation:

  • Hours worked
  • College holiday accrued hours

• Excluded from Overtime Calculation:

  • Vacation time
  • Floating holidays
  • Weather days
  • Winter break days
  • Sick leave hours
  • Paid FMLA
  • Paid Parental Leave
  • Holiday worked (already paid at overtime rate)
  • Other accrued or leave hours

Important Note: This 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 based on the time recorded, the time entry must be complete, accurate, and submitted promptly. 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 the time/absence entry.

Payroll Schedule

Non-exempt earnings are calculated based on the time recorded through time entry. Payments will typically be distributed to employees every other Friday to cover the two-week period completed one week before the payroll issuance. All earnings and deductions are reported to employees on a pay advice. Individual earnings are directly deposited into a bank account 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 into a bank account as designated by each employee, unless otherwise requested. Payroll is deposited electronically on the last business day of the month.

Payroll Deductions

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, provided they have signed an authorization for payroll deduction.

Unpaid Leave

Employees may, with their supervisor’s approval, take 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 accrued leave. This option is intended for absences not covered under the Family and Medical Leave Act (FMLA) and should be of limited duration.

Employees do not accrue leave for hours of unpaid leave. If the employee’s paycheck is diminished by unpaid leave, such that the total amount is insufficient for standard benefit deductions, it is the employee’s responsibility to make payment arrangements.