The method used to estimate the College liability to exempt employees for leave earned but not paid was determined by external auditors, to be deficit. The external auditors reported this deficiency to the Board of Trustees Audit Committee. The Board of Trustees Audit Committee charged college staff with the task of developing a process that would ensure more accurate reporting in the future.

2. What happens if I do not report?

Exempt employees and/or their supervisor are expected to record vacation, floating holiday, and sick days taken each completed month. The employee and their supervisor will annually review and agree on any unused vacation or floating holiday balances subject to the maximum allowed.

3. Why should I report?

Vacation, sick and floating holidays are important employee benefits. It is
important to review these benefits annually to ensure that you are maximizing
your employee benefits. These employee benefits are intended to renew and rejuvenate you.

4. What if I have never kept track of my leave?

Employees need to revisit their Zimbra calendar as well as their personal calendar to recreate the previous two years leave in order to determine the current carryover balances.

5. Why am I reporting in half day increments?

The fair labor standard act requires leave reporting in no less than half day
increments for exempt staff.

6. What about compensatory time (Comp Time)?

Carleton does not maintain a formal policy in regard to other compensatory time
(Comp Time) for exempt employees. Comp time should be discussed directly
with your supervisor and resolved within the same month the related event occurs.

7. When are leave days available?

Leave hours are available each July 1. In your first and last year of employment
they are prorated to reflect your start/end date. Upon termination, the exempt
employee is required to reimburse the college for vacation taken exceeding 1.67
days per month.

8. What are the maximum days available?

Exempt employee maximum vacation day balance at any point in time is 40 days.
The maximum balance for floating holidays is 6 days. There is no maximum
accumulation for sick days. Chronic medical conditions may qualify for FMLAbenefits.

Please contact the HR department if you have additional questions about FMLA.

9. Are departmental reports available more frequently then annual?

Departmental reports will be provided on a more frequent basis upon request.

Please contact Linda Thornton

Linda Thornton
lthornto@carleton.edu
507-222-4171

10. What if I am gone for 1- 2 hours to fix my car, go to the vet, kid field trips,
volunteer activities, etc. How is that reported/counted?

The fair labor standard act requires exempt leave reporting in half day increments. Your example is commonly referred to as Comp Time. Carleton does not maintain a formal policy in regard to other compensatory time (Comp Time) for exempt employees. Comp time should be discussed directly with your supervisor and resolved within the same month the related event occurs.

11. I have an 11 month contact and I take July off as my 12th month. How
should I record that on the form, since it isn't vacation?

The month that you are normally scheduled off does not need to be recorded on
your reporting form.

12. Do I need to prorate my vacation and sick days if they are less than 12
months?

Yes. The College has spreadsheets with samples that will assist with these calculations.

13. Does this change appropriately reflect our exempt status. Isn't it about
getting the job done?

Reporting exempt leave in no way compromises the expectation that an exempt

employee will work the hours necessary to complete their responsibilities in a timely and effective manner. There have been no changes to the exempt leave reporting policy, the College has only introduced a common institutional reporting tool. This tool will allow the College to gather information in such a way that it can account for exempt leave appropriately at an institutional (vs. supervisory) level.

14. Have there been any conversation about what to tell the people who report
to us?

Representatives from HR and the Business Office meet with representatives from the Forum to ensure that the College is prepared to address frequently asked questions (FAQ's). These FAQ’s are available from the HR and Business Office Web Sites. Other questions should be directed to HR to ensure that the College has logged all questions and has responded to them consistently.

15. What if I filled out my form incorrectly?

Please resubmit your completed and corrected form. The College will retain the last form submitted for each employee.

16. I have not tracked sick leave in the past. How should I determine how much
sick leave carried forward?

If you are a 1.0 FTE you get 12 days per year of sick leave. Multiply this by the
number of years at Carleton. If you haven't tracked it you will need to estimate
the amount of time you typically take per year for your self, children (no
limit), spouse, and parents (2 days per year max for each). This will give you the amount of carry over time you have as of 07/01/07.

17. Should I keep a record of the time I have reported?

Yes, you should retain a record of the time you have reported. The College has worksheets available located on the HR website. The worksheets will assist you with maintaining an accurate record of the balance you have remaining.