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Employee Benefits

Employee Benefits
Following is a summary of CSP’s benefit program:
  • Health Care Benefits
  • Dental Care
  • Vision Care
  • Disability and Survivor Plan
  • Retirement Plan
  • AIP (Accident Insurance Program)
  • Workers’ Compensation Insurance
  • Unemployment Insurance
  • Flex Spending Programs
  • Employee Assistance Program
  • Wellness Resources
  • TSA (Tax Sheltered Annuity)
  • Tuition Waivers
  • Day of Service
  • Athletic Facilities Use


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Benefits Eligibility
CSP is owned and operated by LCMS. Health, retirement, disability and survivor, and accident insurance benefits are administered for the LCMS by Concordia Plan Services. Detailed descriptions of these plans can be found at http://www.concordiaplans.org/. Plan documents of each applicable benefit control the benefit terms and eligibility. The University and Concordia Plan Services reserve the right to change all aspects of each plan at any time. Regular full-time employees (faculty and staff) are eligible to participate in Concordia Plan Services according to each program’s eligibility requirements. Regular part-time employees (faculty and staff) may be eligible to participate in Concordia Plan Services on a proportionate basis according to their FTE percentage during the months worked. A part-time employee who works 30 hours or more per week and more than 5 consecutive months per year is eligible for the health plan, retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. A part-time employee who works 20 hours or more per week and more than 5 consecutive months per year is eligible for prorated benefits according to each program’s eligibility requirements. The employee is eligible for retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. A regular part-time employee who works 20 or fewer hours per week or less than 5 consecutive months per year is not eligible for health, retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. Contracted Faculty of Practice are eligible for limited benefits offered by CSP but not those offered by Concordia Plan Services. Contract employees of third-party partners and temporary employees are not eligible for benefits. Student employees are not eligible to participate in benefits with the exception of Earned Sick and Safe Time in compliance with St. Paul ordinance. In keeping with the tenets of LCMS, domestic partners and same-gender spouses are not eligible for participation in the benefit programs.

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Benefit Summaries
The following benefit summaries are available through the benefits website and accessible through CSP Connect. The plan document of each applicable benefit maintains plan control over the benefit terms and eligibility.
  • Medical Care (administered by Blue Cross & Blue Shield of Minnesota)
  • Prescription Program (administered by Express Scripts)
  • Dental Care (administered by Cigna Dental)
  • Mental Health and Substance Abuse Hotline is available through the Employee Assistance Program.
  • Employee Assistance Program (EAP) is available for immediate assistance by phoning 1-800-428-0957.
All benefit summary plans may be found at https://concordia.csp.edu/humanresources/employee-benefits/ or by contacting the Human Resources office.</p> The Mental Health and Substance Abuse Program, administered by Cigna Behavioral Health, may be obtained by phoning 1-866-726-5267.  In addition, the Mental Health and Substance abuse Hotline through the Employee Assistance Program (EAP) is available for immediate assistance. EAP’s number is 1-800-428-0957.

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Effective Date

Coverage in the Concordia Health Plan begins the first day of the month following the date of employment. New employees have 60 days to apply for health care coverage. An employee who does not elect to participate in health care coverage through the Concordia Health Plan must sign a waiver.



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Disability and Survivor Plan
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, in the Concordia Disability and Survivor Plan of Concordia Plan Services. This comprehensive plan covers up to 70% of gross monthly wage for eligible injury or illness. CSP pays the premium for all eligible employees. For a comprehensive explanation of benefit coverage, the employee should consult the current applicable Concordia Disability and Survivor Plan publication, available from the Human Resources Department or by contacting Concordia Plan Services at http://www.concordiaplans.org//benefitpgs/index.html Domestic partners are not eligible for participation in the program.

Using your Disability Benefit

Notify the Human Resources Department any time you suspect you may have a disability due to maternity or because of an illness or injury. The Human Resources Department will notify Concordia Plan Services to report the disability. The Human Resources Department requires the following information to process the benefit:
  • The name of your physician
  • The phone number of your physician
  • The last day you worked

Disability Pay

Eligible employees receive full pay for the first 14 calendar days during the evaluation period. During this time, Concordia Plan Services and the healthcare provider evaluate the case to determine the employee’s eligibility for the benefit. Concordia Plan Services will begin to pay 70% of the monthly compensation directly to the employee starting on the 15th calendar day of the month after the disability claim has been filed and all additional requested documentation is submitted. Checks are distributed on a schedule determined by the disability benefit provider. Employees who are eligible to accrue Paid Time Off may continue to receive the additional 30% of monthly compensation using Paid Time Off to the extent that hours are available. When Paid Time Off hours have been exhausted, the remainder of the approved leave time must be taken unpaid. If an employee is on disability leave, accrual of the employee’s Family Medical Leave protection will be reduced simultaneously.  Exceptions to limitation under the Family Medical Leave Act may be considered where a reasonable accommodation of a qualifying disability is requested.

Return to Work

Before returning to work, an employee must submit a health care provider’s written certification that the employee is able to return to work. Failure to provide such certification may result in the delay or denial of job restoration.

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Retirement Plan
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, in the Concordia Retirement Plan of Concordia Plan Services. For a comprehensive explanation of benefit coverage the employee should consult the current applicable Concordia Retirement Plan publication, available from the Human Resources Department or by contacting Concordia Plan Services at  http://www.concordiaplans.org//benefitpgs/CRP/index.html   Domestic partners are not eligible for participation in the program.

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Accidental Death and Dismemberment
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, under the age of 70 in the Concordia Accidental Death and Dismemberment coverage through Concordia Plan Services. This program is available to individuals or family members. CSP will pay the base premium for the employee only. This provides the employee $25,000 coverage at no cost. Additional amounts for both employee and family coverage are available for an additional premium charge paid by the employee, which is pre-taxed. An informational pamphlet is available in the Human Resources Department or by contacting Concordia Plan Services at http://www.concordiaplans.org//benefitpgs/AIP/index.html Domestic partners are not eligible for participation in the program.

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Workers’ Compensation Insurance

CSP provides worker’s compensation benefits for those employees covered as determined by the laws of the state of Minnesota. No premium for this coverage is charged to the employee.

All injuries sustained on the job, even if you feel such to be minor, must be reported as soon as possible. For more information, contact the Human Resources Department.



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Unemployment Insurance

While employed at CSP, the state provides unemployment benefits as prescribed by Minnesota law. In the event of unemployment, you may apply for this benefit with the Minnesota Department of Labor. Determinations of eligibility are made by the Department of Labor.



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Flex Medical and Dependent Care Reimbursement Program
This plan allows employees to set aside pre-tax wages to pay for un-reimbursed health and/or dependent care expenses. Regular employees with .50 FTE are eligible:
  • To elect up to $5,000 (combined) annually for health and/or dependent care reimbursement program
  • For open enrollment at the end of each calendar year
Summary plan descriptions, plan election forms and claim forms are available online and from the Human Resources Department.

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TSA (Tax Sheltered Annuities)

CSP offers ta Tax Sheltered Annuity plan to employees and their families. If you have any questions regarding the benefit plan, please call the Human Resources Department at 651-641-8268.



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Tuition Benefits

Children and Legal Dependents of Employees Tuition Grant

Children and Legal Dependents of Employees Tuition GrantA tuition grant of 100% of tuition for programs at CSP is given to the children and legal dependents of full-time employees of CSP after one year of continuous employment.  This grant is applied after all other grants and scholarships including (but not limited to) state, federal, institutional and private, have been applied towards applicable fees for tuition costs each year.  The Children and Legal Dependents of Employees Tuition Grant requires completion of the FAFSA form one time each year.  This grant is available at the beginning of the semester following completion of one full year of continuous employment.

Part Time Employees

The children and legal dependents of part-time regular employees are given a tuition grant according to the FTE percentage. The following categories are used to determine the amount of the grant: If the part-time employee works 20-29 hours per week, the child or legal dependent receives a 50% tuition grant. If the part-time employee works 30-39 hours per week, the child or legal dependent receives a 75% tuition grant. A parent must be employed a minimum of 20 hours per week on a continuous basis to be eligible for the grant. If more than one parent is employed part-time by CSP, the part-time tuition grant will be awarded on the basis of the parent with the greater number of FTE. Temporary employees are not eligible for the grant.

Stipulations of the Grant

The calculation of the amount of the grant is made on the first day of the semester in which the child or legal dependent is enrolled, regardless of any modification of employee hours worked during that semester. Fees assessed other than tuition are paid by the registered student. The following specifications apply to the awarding of the grant: Sons, daughters, and legal dependents of employees who are registered at CSP are eligible to apply. Eligible students may not have completed a baccalaureate degree at any institution. The grant is not determined on ‘Financial Need / EFC’ as outlined by the US Department of Education in conjunction with the FAFSA. Students who wish to apply student loans in conjunction with the CSP Children and Legal Dependents of Employees Tuition Grant may be awarded up to the published cost of attendance (Tuition and fees, books and supplies, and living costs).This grant is applied after all other grants and scholarships including (but not limited to) state, federal, institutional and private, have been applied towards applicable fees for tuition costs each year.  The Children and Legal Dependents of Employees Tuition Grant requires completion of the FAFSA form once annually. The student must maintain satisfactory academic progress and remain in good standing per the student’s program requirements to qualify for continued receipt of the grant. The student must complete the financial aid application each year. If more than one parent is employed by CSP, a dependent student shall receive one tuition grant, not one per parent employed by CSP. If more than one dependent child is attending CSP, each is eligible to receive a dependent tuition grant. The tuition benefit terminates once the student is awarded the first bachelor’s degree or has completed the equivalent of 8 full-time semesters at CSP, whichever occurs first.  Exceptions to the maximum timeframe for attendance may be granted under an appeal process. There is no benefit for children and legal dependents of employees toward a graduate degree.

Employment Disability and Continued Grant Status

The tuition benefit at CSP also applies to the children of employees who become disabled while employed by CSP and continue to be unable to work. The tuition grant will be applied using the employee’s FTE percentage at the time of the disability.

Employee and Spouse Tuition Waivers

CSP offers a tuition waiver plan to full-time employees (75% of tuition waived) and their spouses (50% of tuition waived) beginning the semester after completion of one full year of continuous employment. Part-time regular employees are eligible for a prorated portion of the tuition waiver based on their FTE percentage. A participant in this benefit must maintain satisfactory academic progress and remain in good standing per the academic program requirements to qualify for continued receipt of the tuition waiver.  In addition, information obtained through one’s role as an employee is to be viewed as confidential and not disclosed in one’s role as a student. An employee or spouse seeking a degree must apply and be accepted for admission to CSP.  Employees or a spouse seeking to take classes where space is available but not work toward a degree must complete a visiting student form in the Registrar’s office.  A class taken while in visiting student status may not be taken concurrently with any other CSP class. Application for the tuition waiver benefit must be made by the employee through the Human Resources office before registration in any class may take place. Any employee who does not complete this form in advance of attendance will be financially responsible for all tuition associated with any class attended.  There is no benefit for any course that is delivered individually, e.g. independent study, music lessons, etc. Degree-seeking employees or spouses enrolled half-time or more must apply for financial aid through the Financial Aid office. Arrangements must be made with the employee’s supervisor to ensure there will be no conflict with work responsibilities and that any regular work hours lost while attending classes will be made up. An employee must be performing the roles and responsibilities of the position at a satisfactory level in order to be eligible to receive the tuition benefit. The tuition waiver benefit may be rescinded or suspended if it is determined that employee performance or the business outcomes of the department are suffering due to participation in classes.

For the full-time regular employee, defined as staff working 40 hours per week or faculty with a minimum assigned workload of 24 credits per academic year, a tuition waiver of 75% is offered for all classes. Spouses of employees meeting this full-time definition may receive a 50% tuition waiver toward undergraduate classes only.

For the part-time regular employee, defined as staff working a minimum of 20 hours and a maximum of 39 hours per week, a tuition waiver of 50% is offered for all classes.  Spouses of part-time employees are not eligible for a tuition waiver.

Regular, active full-time and part-time employees (as defined above) may take courses offered at the undergraduate, graduate, or doctoral level after being employed by the University for at least one year. Temporary employees are not eligible for the tuition waiver. All fees and other charges will be the responsibility of the individual taking the course. Space limitations do exist. Contact Admissions or the Continuing Education Department for more details.

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Taxability of Employer-Sponsored Education Tuition Waivers
Education Assistance (IRS Code Section 127) In general, gross income of an employee does not include amounts paid or expenses incurred by the employer for educational assistance to the employee if:
  1. The assistance is furnished pursuant to a written educational assistance program established for the benefit of employees who qualify under a classification set up by the employer;
  2. The program is not discriminatory in favor of highly compensated employees; and
  3. Reasonable notification of the availability and terms of the program is provided to eligible employees.
Congress retroactively re-enacted this section (with changes) for the eighth time with passage of the Taxpayer Relief Act of 1997. Legislation passed in November of 1999, extended this tax protection through Dec. 31, 2001 for undergraduate courses only. It did not include graduate courses. The Economic Growth and Tax Relief Reconciliation Act of 2002 extended the provisions for Code Section 127 through 2010 with the inclusion of graduate classes. The current regulations include:
  1. All course/class work beginning before December 31, 2010
  2. Undergraduate and graduate course work. (The graduate provision was not included from July 1, 1996 to December 31, 2001)
  3. A maximum cap of $5,250 for non-taxable educational assistance per calendar year cumulatively for all qualified courses taken by employees, their spouses and/or children and legal dependents.
  4. Payment of or provision for (waiver) tuition, fees, books, supplies and equipment (does not include tools and supplies retained by the employee after completion of the course). Current University policy does not allow payment of employee personal expenses which includes books for classes.
The current regulations disallow the following:
  1. Any payment for a course or education involving sports, games or hobbies (unless the course is required as part of a degree program).
  2. Any payment for meals, lodging or transportation
Qualified tuition reduction (IRS Code Section 117-d) This is a special provision that only applies to the educational assistance offered by educational institutions to their employees (including retired or disabled former employees, spouses and dependent children). Regulations include the following:
  1. Qualified tuition reductions (waivers) are tax-free. Qualified expenses are required tuition, fees, books and equipment. The CAPP Manual does not allow payment of employee personal expenses which includes books for classes;
  2. Only undergraduate courses/classes are tax-free with the following exception. Graduate level courses taken by teaching or research assistants are entitled to the income exclusion (tax-free status). Note, however, that payments for services, even if required of all students receiving assistance, are taxable wages. A classification of Graduate Teaching Fellow, Graduate Teaching Assistant or Graduate Research Assistant by the Graduate School qualifies graduate employees for the tax-free benefit of this code section;
  3. There is no requirement that the education be job related, nor is there a maximum dollar limitation;
  4. The program must not favor the highly compensated;
  5. There are no restrictions on the type of courses/classes taken except that they may not be graduate classes (exception as noted above); and
  6. There is no requirement that the employee be a candidate for a degree (only recipients of scholarships and fellowships are required to be candidates for a degree).


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Assistant Athletic Coaches

Assistant Athletic Coaches may take 4 credits of tuition-waived undergraduate or graduate classes each semester they are employed, space permitting.  Application for the tuition waiver benefit must be made by the employee through the Human Resources office each semester before registration in any class may take place. Any Assistant Athletic Coach who does not complete this form in advance of attendance will be financially responsible for all tuition associated with any class attended.  There is no benefit for any course that is delivered individually, e.g. independent study, music lessons, etc. Degree-seeking Assistant Athletic Coaches enrolled half-time or more must apply for financial aid through the Financial Aid office.



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Contracted Faculty of Practice

Contracted Faculty of Practice may take 4 credits of tuition-waived undergraduate or graduate classes for every two consecutive semesters during which they teach a minimum of six workload credits, space permitting.



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Ancillary Benefits

Concordia Academy

CSP will reimburse full-time employees $100 per student per year in which a legal dependent is enrolled at Concordia Academy. A receipt for the paid Concordia Academy tuition must be presented to the Director of Human Resources before the close of Concordia Academy’s academic year to qualify for the $100 reimbursement to an employee.

LCMS Colleges and University Tuition Exchange Program

CSP participates in the “LCMS Colleges and Universities Tuition Exchange Program” and other programs of the CSP System. For detail of eligibility for participation and benefits available, consult with the Director of Financial Aid.

The Council of Independent Colleges Tuition Exchange Program

CSP is a member of The Council of Independent Colleges Tuition Exchange Program, a network of CIC member colleges and universities willing to accept, tuition-free, students from families of full-time employees of other participating institutions on a limited basis. For more information, visit https://www.cic.edu/member-services/tuition-exchange-program.

Athletic Facilities Use

The Gangelhoff Center and Bear Den Fitness Center are available for use by faculty and staff during those times when they are not being utilized for classes or team practice. Check with the coordinator of the Gangelhoff Center and the Bear Den Fitness Center for a schedule of open staff and faculty hours. Employees are required to sign a limited waiver of liability for themselves and all guests using the equipment prior to such use.

Free or Reduced Admission to Campus Events

ID cards may be used for free or reduced admission to home athletic events, concerts, plays and other events which may be designated as requiring ID cards. These ID cards will admit the employee and one guest. Dependent children of staff members receive free admission passes to athletic events. Certain events may not be free to dependents. The employee should check with the appropriate sponsor of the event prior to the event as to cost, ticket requirements, etc.

Campus Dining Services

CSP contracts with a food service company to provide meals in the dining hall, snacks at Union Station in the student union, refreshments at sporting events and catering of special events on campus. Employees are welcome to use all the food services. For more information contact the Director of Food Service.

Notary Public Service

CSP can provide employees notary public service for either personal or professional use. For more information, contact the Director of Human Resources.

Vitality

Concordia Plan Services has provided CSP employees access to Vitality, an interactive and personal wellness program that provides support towards wellness initiatives. Through Vitality, employees may purchase wearable fitness devices at a reduced cost or earn a rebate for fitness center membership through meeting activity requirements during the course of the year. Subsidies are considered to be taxable income and employees who participate in these programs will see a deduction on their pay statement after purchase or reimbursement is made.

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Day of Service

Concordia University recognizes the importance of community involvement and encourages employees to participate in community service activities by providing flexibility in work schedules and paid leave opportunities.  Day of Service Leave (DSL) is a paid time off program to participate in activities intended to give back to the community in accordance with the University mission. Employees who are benefit-eligible may receive one day (eight hours) of pay, to be taken in no less than four-hour increments, to participate in a service activity of their choosing during each fiscal calendar year.

In order for an event to be eligible for DSL leave, it must occur during the employee’s regular work schedule. Like other types of non-emergency leave, DSL leave must be requested in advance and may not be used without the approval of the Director of Human Resources and the employee’s supervisor. The supervisor may require that the leave be taken at a time other than requested based on operational needs. Employees receive the full amount of leave to which they are entitled for the calendar year upon completion of one year of employment and on July 1st every year thereafter. DSL leave cannot be advanced, and an employee cannot carry a negative balance.

DSL leave is cumulative only through June 30th of each year. Any DSL that is not used by June 30th is forfeited. It does not carry over to the next fiscal year. Unused DSL is not paid out upon termination of employment from the University.

An employee seeking to use DSL must submit a Request for Day of Service Leave to his/her direct supervisor including the name of the organization where service will be provided and a statement regarding how the activity will benefit the community. Upon approval, the supervisor will forward the request to the Director of Human Resources for approval. On the day of leave, the employee will enter Paid Time Off for the day of service.

Upon submission of the Verification of Service, payroll will adjust the DSL leave and Paid Time Off based on the number of hours served. DSL does not contribute to time worked for determining overtime eligibility and will be offset by any additional time worked during the workweek.  Employees may use DSL to participate in a Concordia-sponsored event on a day that the University is closed, if approved by the direct supervisor and the Director of Human Resources.  In this instance, the employee’s DSL bank will be reduced and their PTO balance increased by the amount of hours served.



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Holiday Policy
All employees who are regularly scheduled to work are eligible for holiday pay if the holiday falls on a normally scheduled workday. In the event the employee is regularly scheduled to work on the same day of the week as a holiday falls, the employee will receive the same number of paid work hours for that holiday as the scheduled workday. For example, an employee normally scheduled for 4 hours during a Thursday would receive 4 hours of holiday pay if the paid holiday falls on a Thursday.  Temporary and student employees are not eligible for holiday pay. Employees who are required to work on a day designated as a holiday for their position will accrue “floating holiday” hours equivalent to the number of hours worked on the holiday, to a maximum of eight hours per day.  Floating holidays must be taken within one month of earning and must be scheduled with the supervisor. Normally, floating holiday time should be used before earned PTO time.  Floating holiday hours earned and used are tracked by the employee and supervisor. Employees who are going on a leave of absence, or returning from a prior leave, must work at least two full weeks prior to the holiday to receive holiday pay. Employees who are going on a leave of absence, or returning from a prior leave, must work at least two full weeks prior to the holiday to receive holiday pay.  To be eligible for holiday pay, an employee must be in active status a minimum 30 days before the holiday.  To be eligible for holiday pay near the end of employment, a terminating employee must work a minimum of 5 work days after the holiday. To be eligible for holiday pay near the end of employment, a terminating employee must work a minimum of 5 work days after the holiday. All staff employees in active status are granted the following 10+ paid holidays per year. These include:
  • New Year’s Day
  • Martin Luther King’s Birthday
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • The day after Thanksgiving
  • Christmas Eve Day through New Year’s Eve Day


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Paid Time Off
The purpose of Paid Time Off (PTO) is to provide time off from work with pay due to illness or disability, vacation, appointments, emergencies, or personal convenience. PTO may also be used for the purpose of safety leave in order to provide or receive assistance because of sexual assault, domestic abuse, or stalking. PTO begins to accrue at the start of employment and may be used after 60 days of employment (the pay period after it becomes available on the pay statement). If an employee requests to use PTO before 60 days, hours taken will be considered unpaid time off. Employees are accountable and responsible for managing their own PTO hours to allow for adequate reserves to cover time off from work. Employees must use available PTO before they can take any unpaid leave.  Requests are to be submitted for advanced approval from the employee’s supervisor. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.  Upon review, requests are honored based on the date submitted.  Employees may be asked to schedule alternate time off if, in the opinion of management, the request does not allow for the continued day-to-day operation of business. Employees who are unable to report to work due to illness, injury, or a critical safety issue should notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. The direct supervisor must also be contacted on each additional day of absence. Absence due to illness in excess of three consecutive days requires reasonable documentation from a diagnosing professional that the employee is ready to return to work. Unscheduled absences are defined as time away from work that is reported after the start of a shift or with insufficient time to cover the duties and responsibilities of the absent employee.  Unscheduled absences will be monitored and an employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the department. The supervisor may request the employee to provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence. PTO is specific to an individual employee and is not eligible to be transferred to others.

Full-time staff (exempt and non-exempt) (Effective 07/01/2010)

Maximum 200 hours in bank (5 weeks) (Effective June 30, 2011) 0-72 months of eligible service (<6 years approx.) – Accrues 15 days or 120 hours per year, calculated as 4.6 hours per pay period 73-144 months of eligible service (6 years approx.) – Accrues 20 days or 160 hours per year, calculated as 6.15 hours per pay period 145-216 months of eligible service (12 years approx.) – Accrues 25 days or 200 hours per year, calculated as 7.69 hours per pay period 217-300 months of eligible service (18 years approx.) – Accrues 30 days or 240 hours per year, calculated as 9.23 hours per pay period

Part-time staff

Maximum 100 hours in bank Accrue as above, pro-rated for full time equivalency over 50% Part-time regular staff members normally scheduled for 20 hours or more per week and more than 5 months per year accrue Paid Time Off according to their FTE percentage during the months worked.

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Bereavement Leave

Bereavement leave of up to 3 days may be given to a regular staff member or faculty for the death of a member of the employee’s immediate family: spouse, children, parents, brother, sister, father-in-law or mother-in-law, brother-in-law or sister-in-law, son-in-law or daughter-in-law, grandchildren and grandparents. Such leaves are to be arranged and approved through mutual consent of the employee and the supervisor. Members of regular staff and faculty may be excused without loss of pay for up to 1 day to attend funeral services of other relatives and close friends.



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Family/Medical Leaves of Absence

It is the intention of CSP to support to the greatest extent possible, and in a manner consistent with the effective and efficient operations of CSP is committed to providing Family and Medical Leave (FML) to eligible employees in accordance with the Federal Family and Medical Leave Act of 1993 (Final Rule issued April 1995). Eligible employees are entitled to a total of up to 12 work weeks of unpaid Family and Medical Leave during a 12-month “leave year.” For any FMLA absence, an eligible employee is required to use accrued sick leave and/or Paid Time Off.

The Federal Family and Medical Leave Act (FMLA) prohibits any University employee or supervisor/administrator to:

  • Interfere with, restrain or deny the exercise of any right provided under the FMLA; and
  • Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Eligible Employees

Employees eligible for family and medical leave are those who:
  • have been employed for at least 12 months;
  • have worked at least 1,250 hours during the previous 12-month period
  • have not exhausted their entitled hours through use of prior FMLA-covered absence
An employee may take unpaid leave for the following reasons:
  • incapacity due to pregnancy, prenatal medical care, or childbirth;
  • to care for the employee’s child after birth or the placement of a child for adoption or foster care;
  • the care of a child, spouse or parent (“family member”) who has a serious health condition;
  • the serious health condition of the employee that makes the employee unable to perform the job; or
  • because of any Qualifying Exigency (See Military Family Leave).
For purposes of FMLA leave, based on any of the reasons described above, the 12-month period is a “rolling” 12-month period measured backward from the date an employee uses any FMLA leave.

Length of Leave

An eligible employee may be entitled to up to 12 weeks of unpaid leave within a 12-month period without loss of seniority or benefits. The amount of leave available to an employee at any given time will be calculated by looking back at the amount of leave taken within the 12-month period immediately preceding the requested leave.  Exceptions to this limitation may be considered where a reasonable accommodation of a qualifying disability is requested.

An employee who fails to return to work immediately following expiration of the authorized leave period is subject to being released from employment. All leave taken under this policy and leave for any other reason which would qualify under FMLA (e.g. workers’ compensation leave) will be counted against the employee’s leave entitlement under FMLA.

Substitution of Paid Time Off

The FMLA permits employers to require employees to use accrued paid time off at the same time they are taking unpaid FMLA leave. During family or medical leave provided under this policy, an employee must first exhaust all available Paid Time Off before continuing such leave on an unpaid basis.  Where applicable and permissible, FMLA leave will also run concurrently with pregnancy and parenting leave and other types of paid or unpaid leave (e.g., worker’s compensation leave, disability leave) that are required by state or other law.

Employee Responsibilities

Employees must contact the Director of Human Resources to request leave.  Employees must provide 30 days’ advance notice of the need to take FMLA leave when the need is foreseeable.  When 30 days’ notice is not possible, the employee must provide notice as soon as practicable and generally must comply with CSP’s normal call-in procedures in accordance with the Attendance and Punctuality Policy.

Employees must provide sufficient information for CSP to determine if the leave may qualify for FMLA protection and to determine the anticipated timing and duration of the FMLA leave.  Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave.  Employees also must inform the Director of Human Resources if the requested leave is for a reason for which FMLA leave was previously taken or certified.

If an employee fails to comply with the responsibilities described above, FMLA leave may be denied or delayed.

CSP’s Responsibilities

CSP will inform an employee requesting leave whether he or she is eligible under FMLA.  If he or she is eligible for FMLA leave, CSP will notify the employee of any additional information, including medical or other certification, that CSP requires to approve the FMLA leave as well as notify the employee of his or her rights and responsibilities.  If an employee is not eligible, CSP will notify the employee of a reason for the ineligibility.

CSP will inform the employee if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement.  If CSP determines that the leave is not FMLA-protected, CSP will notify the employee of this fact.

Certification

If an employee requests a leave of absence because of a serious health condition of the employee or the employee’s “family member,” the employee must submit to the Director of Human Resources written medical certification from a health care provider documenting the serious health condition. Additionally, when an employee requests leave due to a qualifying exigency or leave to care for a covered service member with a serious illness or injury, CSP may require a certification in support of the request. The Director of Human Resources will provide the appropriate certification form to employees when FMLA leave is requested or applicable.  Failure to provide such certification upon request may result in a denial or a delay of leave.

CSP reserves the right to require that the employee receive a second (and possibly a third) opinion from a health care provider (at CSP’s expense) certifying the serious health condition of the employee or the employee’s “family member” as allowed under the FMLA.  CSP reserves the right to require an employee to provide CSP with recertification of the medical condition for which leave is taken.

Before being returned to work, an employee who is on a leave of absence as a result of his or her own serious health condition must submit a health care provider’s written certification that the employee is able to return to work. Failure to provide such certification may result in the delay or denial of job restoration.

During the employee’s leave CSP may also periodically inquire as to the employee’s intent to return to work.

Intermittent or Reduced Schedule Leave

Leave taken because of the serious health condition of an employee or his/her family member may be taken on an intermittent or reduced schedule basis when medically necessary. Leave due to qualifying exigencies may also be taken on an intermittent basis or reduced schedule. If CSP, in its sole discretion, consents, leave taken after the birth of a healthy child or placement of a healthy child for adoption or foster care in the employee’s home may be taken intermittently or through a reduced work schedule.  An employee’s entitlement to FMLA leave for a birth or placement expires at the end of the 12-month period beginning on the date of the birth or placement of the child.

If an employee seeks leave on an intermittent or reduced schedule basis, the employee must submit medical certification, as discussed above, and additional certification from the health care provider that the intermittent or reduced schedule leave is medically necessary. CSP may require an employee taking intermittent or reduced schedule leave to transfer temporarily to an alternative position if the position has equivalent pay and benefits for which the employee is qualified and the position better accommodates the recurring periods of leave, to the extent permitted by applicable law.

When planning medical treatment, an employee must consult with CSP and make a reasonable effort to schedule the treatment so as not to disrupt unduly CSP’s operations, subject to the approval of the health care provider.

Insurance Premiums

During the employee’s family or medical leave of absence, CSP will continue to provide health insurance coverage for the employee under the same terms as if the employee had continued to work; however, the employee will remain personally responsible for paying the employee’s portion (if any) of the health plan insurance premiums covered in our policy. Such payment may be made directly to the Human Resources Department.  If the employee does not, for reasons within his or her control, return from leave and work at least 30 calendar days, CSP has the right to seek reimbursement for its share of health plan premiums that were paid by CSP during any unpaid portion of the leave.

Job Restoration

In accordance with this policy, upon return from family or medical leave, the employee will be returned to the same or equivalent position with no reduction in compensation or loss in benefits which accrued prior to the leave of absence. An employee who does not return to work at the end of an authorized leave is subject to being released from employment.

In most circumstances, upon return from FMLA leave an employee will be restored to his or her original or equivalent position with equivalent pay, benefits, and other employment terms.  If, however, during the FMLA leave an event occurs that would have terminated or altered the employment of the employee had he or she not been on leave (e.g., a reduction in force or elimination of shift), the employment, leave rights, employment conditions, or restoration rights of that employee will terminate at the same time as if the employee had not been on leave.

Extended Disability Leaves

If a period of disability continues beyond the 12 weeks provided for within the Family Medical Leave of Absence section, an employee may apply in writing for an extended disability leave.

Complaint Procedure

CSP encourages any employee who believes that the FMLA leave law has been violated to report the problem to the Director of Human Resources.  All complaints will be promptly investigated.

Prohibited Acts Enforcement

FMLA makes it unlawful for any employer to:

  • Interfere with, restrain, or deny the exercise of any right provided under FMLA; and
  • Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to the FMLA.

An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. FMLA does not affect any federal or state law prohibiting discrimination, or supersede any state or local law or collective bargaining agreement which provides greater family or medical leave rights.

It is the intention of CSP to support to the greatest extent possible, and in a manner consistent with the effective and efficient operations of CSP, employees who have special needs for reasons of pregnancy, childbirth, infant care, adoption, foster care, family care for the employee’s spouse, child or parent with a serious health condition.



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Parental Leave

Bonding Leave

Bonding leave is provided to benefit eligible employees as a paid leave associated with the birth of an employee’s own child or the placement of a child with the employee in connection with adoption or foster care.  Bonding leave is not charged against the employee’s other paid leave credits, and the amount of paid leave is two weeks, compensated at full pay. If both parents are employees, only one may access the paid benefits of this policy.  Both, however, continue to be entitled to family and medical leave, if eligible. The employee must provide 30 days’ notice of the requested leave (or as much notice as practicable if the leave is not foreseeable), complete the necessary forms, and file them with the Human Resources office.

School Visits

The University recognizes the value of parental involvement in a child’s education. For this reason, CSP provides employees who are parents, guardians, or custodians of children in licensed day care facilities or kindergarten through grade 12 unpaid time off for the purpose of school visits. Parental leave for school visits allows employees to participate in activities sponsored, approved, or supervised by the school or daycare such as parent/teacher conferences or field trips. Employees may request up to 12 hours of parental leave for school visits within any calendar year. Employees must provide their immediate supervisor reasonable advance notice of the need for parental leave for school visits. Upon request, employees may be asked to provide documentation to their supervisor from the school verifying the date and time of the visit.

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Military Leave

Military Family Leave

Under federal law, unpaid leave may also be requested by eligible employees who have any qualifying exigency arising out of the fact that the spouse or a son, daughter, parent, or next of kin of the employee is on covered active duty (or has been notified of an impending call or order to covered active duty) in the armed forces and may use their 12-week entitlement to address certain qualifying circumstances. Qualifying circumstances may include attending certain military events, arranging for alternative child care, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post deployment reintegration briefings.

Military Caregiver Leave

In addition to the basic types of leave entitlements listed above, the FMLA includes a special leave entitlement that permits eligible employees who are the spouse, son, daughter, parent, or next of kin of a covered service member to take up to 26 weeks of leave during a single 12-month period to care for that covered service member.  The single 12-month period begins on the first day an employee takes military caregiver leave and ends 12 months after that date.

A covered service member for purposes of military caregiver leave is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.

The FMLA definitions of “serious injury or illness” for current service members and veterans are distinct from the FMLA definition of “serious health condition”.

Definition of Serious Health Condition

A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

A covered service member for purposes of military caregiver leave is:  (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.



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Civil Leave

Employees called to serve on an election board or a counting board or court appearance as a voluntary witness or to defend oneself in non-work related court appearances will be granted time off without pay.<.p>

CSP will grant full pay for up to two work days for an employee who is summoned to testify as a witness in a court case for which the employee is not named.   Notification of a summons to testify is to be communicated to the employee’s supervisor as soon as practicable after receipt.  In order to receive pay for time missed as a summoned witness, it must be entered onto the online timesheet under the “Civil Duty” designator.



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Jury Duty

Notification of summons to serve on a jury is to be communicated to the employee’s supervisor. As a matter of good citizenship, employees are expected to serve when called upon for jury duty.

CSP grants full pay to employees called to jury duty for a maximum of two weeks.  Employees must present proof of jury service to the Director of Human Resources to receive pay while on jury duty.    If jury duty does not require the full work day, employees are expected to report to work for the remainder of the day. Employees are expected to report to work on any regular work day when their services as a juror are not required.



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Time Off To Vote

It is the policy of CSP to give employees time off to vote.

Time off to vote is granted if the polls open fewer than 2 hours prior to work starting time or close fewer than 2 hours after quitting time. The employee is allowed 2 hours of time off to vote. Time off to vote may be taken before coming in to work or at the end of the workday.

Time off to vote will be treated as a paid absence.



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Uniformed Services Employment and Reemployment

As an Equal Opportunity Employer, CSP is committed to providing the basic employment and reemployment services and support as set forth in the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA) and applicable state law. Any employee who is required to fulfill military obligations in any branch of the Armed Forces of the United States or in state military service will be given the necessary time off and reinstated in accordance with applicable law.  Accrued PTO may be used for this leave if the employee chooses.

Employees must immediately notify the Human Resources Department and his or her supervisor of their intent to return to employment as required by applicable law.  No attempt is made in this policy to cover all possible situations and circumstances that may arise in connection with the military service of an employee.  Therefore, as military leave situations arise, employees should consult with the Director of Human Resources for complete details regarding their military leave rights.

Upon return from military leave, employees will be granted the same seniority, pay, and benefits as if they had worked continuously. Failure to report for work within the prescribed time after completion of military service will be considered a voluntary termination.



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Personal Leaves of Absence
CSP may grant an unpaid leave of absence of up to 12 months to full-time employees if it is determined that the best interests of CSP will be served. Reasons for a leave of absence may include illness or death in the immediate family, marriage, education, and advanced study. The request must be made in writing, approved by the supervisor, the area Vice President, and the Director of Human Resources. There must be reasonable expectation that the individual will return to full employment status following the leave of absence. CSP will make a good faith effort to return the employee to a position that is similar to the one vacated, however, there is no guarantee of return to the same position. An employee on a leave of absence does not accrue Paid Time Off, but is eligible to continue his or her participation in benefit plans. The individual on a leave for reasons other than those covered by the Family Medical Leave Act is responsible for payments of all premiums (if any) and making the necessary arrangements to ensure uninterrupted coverage.

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Earned Sick and Safe Time

In compliance with legal requirements established by the city of Saint Paul, Concordia University provides Earned Sick and Safe Time (ESST) to employees who work at least 80 hours per year and do not already receive Paid Leave Time that meets or exceeds the requirements established in the ESST Ordinance. Employees who are not required to track time away from work due to flexible scheduling agreements are not eligible for ESST.

An employee may use ESST for any purpose allowed by the Ordinance which includes:
  • An absence for preventative medical or health care, medical diagnosis care, or treatment of a mental or physical illness, injury, or health condition
  • To accommodate the employee’s need to care for a family member whose school or place of care has been closed by order of a public official to limit exposure to an infectious agent, biological toxin or hazardous material or other public health emergency; or for the employee;
  • To provide care for an employee’s family member with a mental or physical illness, injury, or health condition, or who needs preventative medical or health care, or medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition;
  • An absence due to domestic violence, sexual assault, or stalking of the employee or employee’s family member, provided the absence is to: (1) seek medical attention related to physical or psychological injury or disability caused by such domestic abuse, sexual assault, or stalking; (2) obtain services from a victim services organization; (3) obtain psychological or other counseling; (4) seek relocation due to domestic abuse, sexual assault, or stalking; or (5) take legal action related to or resulting from domestic abuse, sexual assault, or stalking;
  • The closure of the employee’s place of business by order of a public official to limit exposure to an infectious agent, biological toxin or hazardous material or other public health emergency; or
  • To accommodate the employee’s need to care for a family member whose school or place of a care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected closure.

For purposes of this policy, the term “family member” means the employee’s child, step-child, adopted child, foster child, adult child, spouse, sibling, parent, step-parent, mother-in-law, father-in-law, grandchild, grandparent, or registered domestic partners as defined by Saint Paul Code of Ordinances section 186.02 and any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.

Accrual

Earned sick and safe time begins to accrue at the start of employment and may be used after 90 days of employment (the pay period after it becomes available on your pay statement).  ESST will be compensated at the same wage rate as the employee normally earns during regular working hours and will be based on the employee’s hourly wage.  Employees must use available ESST before they are eligible to take any unpaid leave.  Employees are allowed to use only accrued ESST hours and cannot have a negative balance in their ESST accrual bank.

Employee Notification Obligations

Employees who are unable to report to work due to illness, injury, or a critical safety issue must provide seven (7) days’ advance notice of the intention to use ESSE.  If the need is unforeseeable, the employee must notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. When possible, the request must shall include the expected duration of the absence. The direct supervisor must also be contacted on each additional day of absence. ESST in excess of three consecutive days requires reasonable documentation that the time is being used for a reason consistent with definitions of sick and/or safe time.

  • Reasonable documentation for sick time includes documentation from a healthcare provider that indicates the employee sought and received medical treatment for his/her own care or that of a family member.
  • Reasonable documentation for paid safe time must communicate that the employee or the employee’s family member is experiencing domestic violence, sexual assault, or stalking and that the leave is taken for a purpose consistent with the ESST ordinance.

Unscheduled absences are defined as time away from work that is reported after the start of a shift or with insufficient time to cover the duties and responsibilities of the absent employee.  Unscheduled absences will be monitored and an employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the department. The supervisor may request the employee to provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence.

ESST Rates and Usage:

  • Employees accrue 1 hour of ESST per 30 hours worked in St. Paul
  • Employees can accrue up to 48 hours per year and can save unused time
  • Employees can roll up to 80 hours of unused ESST hours per fiscal year
  • Time spent travelling to work before the employee’s shift has started and travelling home after the employee’s shift has ended are not calculated in the accrual of ESST

Separation from Employment

Except as provided below, any ESST that is not used prior to the last day of employment is lost at the time of termination, resignation, retirement, or other separation from employment.  Employees will not be paid for any accrued and unused ESST as of an employee’s separation date, whether such separation is at the initiative of CSP or the employee.

If an employee’s employment with CSP ends after the first 90 days of employment but the employee is rehired within 90 days of the previous separation, then any accrued and unused ESST hours as of the employee’s prior separation date will be reinstated and may be used in accordance with this policy and the employee otherwise will begin accruing ESST under this policy from the date of rehire.  If an employee is rehired by CSP more than 90 days after his or her separation, then he or she will be treated as a new employee for purposes of this policy and will be provided with ESST as provided by this policy.

No Retaliation or Discrimination

It is unlawful for an employer to restrain, or deny the exercise of, or the attempt to exercise, any right protected under the Ordinance.  In addition, an employer may not take adverse employment action or discriminate against an employee because the employee has exercised his or her rights under the Ordinance.

 

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