Employment & Benefits
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 employees who have a schedule involving a (.46) 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.
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.
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 keep their supervisors aware of any planned time off and to use their absent accruals for requested time off in either full or half day increments.
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 five 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 breaks as needed to express milk. The lactation room is located in Severance Hall 109; contact Human Resources to access a key to the room.
Remote Access for Non-exempt Employees 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 using a remote access device for any work related reason. This applies whether or not the device is provided by the college or the device is owned by the employee. Authorized non-exempt employees who use remote access devices 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 remote work is limited and infrequent. As with other types of work, the time is compensable and will count toward overtime eligibility as required by law. The term “remote access device” includes cell phones, smart phones, PDAs, tablets, computers, lap top computers, home computers, or any other devices with which an employee can use to work remotely. “Work” includes, but is not limited to, remotely accessing emails, conducting research, conferencing or engaging in work-related calls, accessing work-related materials and preparing reports. 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 payperiod 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.
Payroll Time Sheets/Web-Time Entry
The Fair Labor Standards Act requires non-exempt employees to accurately record their hours worked each day. At Carleton we use "Web-Time Entry" to achieve this requirement. Since pay is computed on the basis of time recorded, the time sheet/web-time entry must be complete, accurate, and promptly turned in at the end of each payroll period. Time entered must be reported as actual time, not rounded. The time sheet/web-time entry must be signed or approved (electronically if by web-time entry) by the employee, thereby verifying its accuracy. The supervisor must approve all hours, including any overtime hours with a signature/electronic approval. Time sheets/web-time entry is due to the Payroll Office by 12:00 p.m. the Monday following the time sheet/web-time entry work period.
For control purposes for time sheets, the College requires that only an original, green time sheet be submitted for payment if not using web-time entry. Copies, faxes, or Excel-edited versions are not accepted.
Carleton has a policy for dealing with time entry questions. If, through review, the Payroll Specialist questions any portion of an employee time sheet/web-time entry, the Payroll Specialist will contact the employee's supervisor for clarification.
At no time will an employee’s time sheet/web-time entry be changed without the direct consent and acknowledgement by the employee or their direct supervisor for worked hours. For hours not worked, such as vacation, holiday, sick leave, overtime, etc. the same procedures will apply to the extent they fall within the policies of the College.
Non-exempt earnings are calculated according to time recorded on time sheets/web-time entry and 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 are reported to employees on a pay advice. Individual earnings are directly deposited in any bank as designated by each employee.
Exempt salaries are calculated through the end of each month. Pay advices reflect the amount directly deposited to any bank as designated by each monthly paid employee. 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.