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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)
  • Vision Care Benefit (administered by Vision Service Plan)
  • Mental Health and Substance Abuse Care (administered by Cigna Behavioral Health who may be contacted by phoning 1-866-726-5267). In addition, the 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.
The Medical Care Program, administered by Blue Cross & Blue Shield, summary plan may be found at  http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html The Prescription Program, administered by Express Scripts, summary plan is available at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html. The Dental Care Program, administered by Cigna Dental, may be found at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html The Vision Care Program, administered by Vision Service Plan, summary plan is available at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html 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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AIP (Accident Insurance Program)
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 All-Cause Accident Insurance Program of Concordia Plan Services. This program is available to individuals or family units. 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 Waivers

CSP offers the following benefit 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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Children and Legal Dependents of Employees Tuition Grant
A 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 employees (75% of tuition waived) and their spouses (50% of tuition waived) beginning the semester after completion of one full year of continuous employment. 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. 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 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. Tuition benefit levels are noted below. All fees and other charges will be the responsibility of the individual taking the course. For tuition benefit purposes: Full-time is defined: Staff: 40 hours/week or 1.00 FTE Faculty: 24 workload credits or greater per academic year Part-time is defined: Staff: 20 hours/week or greater or .500 FTE Faculty: more than 12 workload credits per academic year There is no benefit for an employee’s spouse for graduate level courses. Temporary employees are not eligible for the tuition waiver. For the employee, a tuition waiver of 75% is offered for all classes. Spouses may receive a 50% tuition waiver toward undergraduate classes only. 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. 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.



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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.



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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. To be eligible for holiday pay for the Christmas break an employee must be in active status (including return from a leave of absence) as of December 1st before the start of the break. 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, 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. 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 FML 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:
  • the birth of the employee’s child;
  • the placement of a child with the employee for adoption or foster care;
  • the care of a child, spouse or parent (“family member”) who has a serious health condition; or
  • the serious health condition of the employee that makes the employee unable to perform the job.

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

During family or medical leave provided under this policy, an employee shall first exhaust all available Paid Time Off before continuing such leave on an unpaid basis.

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. 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.” 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. 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 for which the employee is qualified or may modify the employee’s recurring periods of leave.

Insurance Premiums

During the employee’s family or medical leave of absence, CSP will continue to provide health insurance coverage for the employee; 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.

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 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. Certain “key employees” may not be eligible to be restored to the same or equivalent job at the conclusion of their leave. CSP will notify such employees of their “key employee” status and the condition under which job restoration may be denied, if applicable.

Employee Notification

An employee who anticipates taking a family leave is required to notify the Director of Human Resources in writing of the date of commencement and the expected duration of the leave at least 30 days in advance of the leave, or if the need for the leave is not foreseeable, as soon as possible. An employee who anticipates the possibility of taking family or medical leave, or has any questions about the application of this policy to a particular situation should contact the Director of Human Resources.

Extended Disability Leaves

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

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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 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 deploying on short notice, attending certain military events, arranging for alternative child care and school activities, addressing certain financial and legal arrangements, attending certain counseling sessions, engaging in rest and recuperation, and attending post deployment reintegration briefings. The federal FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. This leave applies if the employee is the spouse, son, daughter, parent, or next of kin caring for a covered military service member or veteran recovering from an injury or illness suffered while on active duty in the armed forces or that existed before the beginning of the member’s active duty and was aggravated by service or that manifested itself before or after the member became a veteran.

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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. 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 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. Notification of jury duty should be made to the Director of Human Resources.  If jury duty does not require the full work day, employees are expected to report to work for the remainder of the day.

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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). Any employee who needs time off for uniformed service should immediately notify the Human Resources Department and his or her supervisor, who will provide details regarding the leave. If an employee is unable to provide notice before leaving for uniformed service, a family member should notify the supervisor as soon as possible.

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 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. The purpose of ESST is to provide time off from work with pay due to illness, medical appointments, or critical safety issues, including domestic violence, sexual assault, or stalking. Sick time is defined as time taken to care for one’s own mental or physical illness or preventative medical care or that of a family member. Safe time is defined as reasons related to domestic violence, sexual assault, stalking, or critical safety issues for an employee or an employee’s family member. 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).  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. 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. 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. Earned sick and safe time 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
Employees who are eligible for ESST who leave their employment and return will only retain their accrual if their return is within 90 days of their last day worked. ESST is not eligible to be paid out upon termination of employment.

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