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

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Extended Illness Reserve (EIR)

This policy establishes an Extended Illness Reserve (EIR) to provide an additional paid leave source for staff dealing with a serious medical condition for themselves or their minor child.

Eligibility and Enrollment

Initial balances will be established for all staff with sick leave balances exceeding the new 260-hour maximum as of January 1, 2026. Those individuals will automatically have a portion of their excess hours transferred to their Extended Illness Reserve.

Future balance transfers will occur when an individual’s sick leave balance exceeds 260 hours. 

• The maximum number of hours that will be transferred into an employee’s illness reserve is 500 hours.
• Any sick or Sick/ESST  leave balance beyond the 260-hour maximum for Sick/ESST, and the 500-hour maximum for EIR, will be forfeited.

Using the Extended Illness Reserve

The Extended Illness Reserve can be used by an eligible employee who is approved for a qualifying Minnesota Paid Medical Leave of absence for:

• Their own serious medical condition.
• A serious medical condition of their minor child. A minor child is defined as a biological, adopted, or foster child, a stepchild, a legal ward, or a child to whom the employee stands in loco parentis who is under the age of 18.

How the Reserve “Tops Off” Your Pay: The reserve is designed to supplement your qualifying leave of absence. When you receive pay from the UNUM/Minnesota Paid Medical Leave (PML) program, the EIR hours can be used to cover the difference between the UNUM payment and your regular, full weekly wage, allowing you to receive up to 100% of your regular rate of pay during eligible leaves.

• Carleton will include all payment sources to calculate 100% of the employee’s regular rate of pay.
• Under no circumstances is an employee eligible to receive more than 100% of their pay.
• Calculations will be made based on an employee’s scheduled hours.

No Cash Value and No Payout

The hours in the Extended Illness Reserve are for the sole purpose of supporting an employee during a qualifying leave of absence. These hours do not have a cash value and are not eligible for payout upon an employee’s termination of employment for any reason.

Last Revised: December 23, 2025

For: Staff

Last Reviewed: August 16, 2021

Maintained by: Human Resources

List all Policies & Guidelines for Employment & Benefits