Family and Medical Leave Act Overview

Every fiscal year (July 1 to June 30), St. Cloud State University and the State of Minnesota will provide up to 12 workweeks of job-protected leave to "eligible" employees for certain family and medical reasons pursuant to the FMLA, relevant state law, and Collective Bargaining Agreement or Compensation Plan.

Additionally, an eligible employee is entitled up to 26 workweeks of leave in a single 12-month period to care for a covered service member with a serious injury or illness.

If both spouses work for the state, they may each take 12 workweeks of FMLA leave per fiscal year if needed for the following situations:

• For the birth of a child and to care for the newborn child, or for the placement of a child with the employee for adoption or foster care, and to care for the newly placed child.
• To care for a newborn, adopted, or foster child with a serious health condition.

If both spouses work for the state, they are both eligible for up to 26 workweeks of FMLA leave to care for a covered servicemember with a serious illness or injury.

Reasons for Leave

• Birth of a child and care for the newborn.
• Placement of a child for adoption or foster care.
• Care for a spouse, child, or parent with a serious health condition.
• Your own serious health condition that makes you unable to perform essential job functions.
• Qualifying exigencies related to a family member’s military service.
• Care for a covered service member with a serious injury or illness (up to 26 weeks).

Employee Rights and Responsibilities

Use of Leave
Leave can be taken continuously, intermittently, or on a reduced schedule when medically necessary or for qualifying exigencies. Employees should make reasonable efforts to schedule planned treatments to avoid disrupting operations and must follow normal notice procedures.

Substitution of Paid Leave
Employees may use accrued sick leave for qualifying conditions. For birth and bonding, Paid Parental Leave (PPL) may be used after sick leave is exhausted, followed by vacation leave if needed. Minnesota Paid Leave (MPL) benefits may also be supplemented according to policy. All paid time used counts toward the FMLA entitlement.

Notice Requirements
Provide at least 30 days’ notice for foreseeable leave; if not possible, notify as soon as practicable. Include enough information for HR to determine if the leave may qualify for FMLA and its expected duration.

Eligibility

Coordination with Other Laws

• Pregnancy and Parenting Leave (M.S. 181.941)
• Earned Sick and Safe Time (M.S. 181.9447)
• Minnesota Paid Leave Program (effective January 1, 2026)

This summary is intended to provide a general overview of the Family and Medical Leave Act process and procedures. For full details, please refer to the Statewide FMLA Policy, contact Human Resources or review your Collective Bargaining Agreement or Compensation Plan.

Minnesota Paid Leave Overview

Minnesota’s Paid Leave program provides eligible employees with partial wage replacement and job-protected leave for up to 12 weeks per benefit year for certain family and medical reasons. Employees may take up to 20 weeks if they need both family and medical leave in the same benefit year. This Paid Leave is administered by the Minnesota Department of Employment and Economic Development in accordance with state law. The MPL Program, not the employer, administers determination of claims, eligibility, and approval or denial of benefit payments, and appeals of determinations and appeals in accordance with M.S. Ch. 268B.

This summary is intended to provide a general overview. For full details, please refer to the Minnesota Paid Leave Program.

Video Overview

Intro to Paid Leave from Minnesota Department of Employment and Economic Development on Youtube.

What is Covered?

You can take Paid Leave to care for your own serious health condition, or to care for someone else. You may be able to take Paid Leave if you have a qualifying event that lasts at least seven days. These days do not need to be in a row. For example, if you experience chronic migranes or need to attend regular medical appointments that total at least seven days, you could get payments for the days or hours you were out on leave.

Qualifying events for Paid Leave include:

Medical Leave

How Do Payments Work?

Like many insurance plans, Paid Leave is funded by premiums paid by employers and employees and offers partial wage replacement.

In 2026, the premium rate will be 0.88 percent. The premium rate is a percentage of an employee's wages that will be collected by the state from employers. Employers can collect up to 0.44 percent from employees, or they can choose to cover more.

You'll be able to get part of your normal wage, but not the full amount. If you earn less, you'll get more of your usual pay. The most anyone can get is the average weekly wage in Minnesota. Right now, this is $1,423 per week. You will get paid weekly while on leave.

Payments are based on your average weekly wage. Different amounts you earn are paid at different rates.

To provide a quick, simple way to estimate premiums and payments, you may use:

• Estimated Premium Calculator
• Estimated Payments Calculator

Amounts provided by either calculator are unofficial and are only intended to provide an estimate.

Where Do I Start?

Notify your employer

Tell your employer you plan to take leave:

• If you know you plan to use Paid Leave, tell your employer at least 30 days before your leave starts.
• If you need to take leave unplanned, let your employer know as soon as possible.

You should discuss how long you plan to be on leave and what your planned leave schedule will be. Follow your employer's normal process to notify them about a leave.

• This is also a good time to talk with your employer about other payments or leaves you could take. You may be able to use paid time off (PTO) or other benefits offered by your employer to "top off" the payments you receive from Paid Leave, up to your full usual wage.

 Apply Online

You can apply for Paid Leave up to 60 days before your leave begins on the Minnesota Paid Leave website. Applications sent in earlier than 60 days before your leave start date will be denied. You can start and save your application and return to submit it when it is time to apply.

After January 1, 2026 you can apply before your child arrives. After your child’s birth or placement, return to your application to upload your documentation and update your leave dates.

If you are not able to apply before your leave begins, you should apply as soon as you can after your leave starts. 

Prepare Documents

All types of Paid Leave require certification. Certification is proof that you need leave. Different types of leave are certified in different ways. 

For Paid Leave for birth and bonding, all certification documents must include the name of the person taking leave and be signed by a healthcare provider. 

Different types of leave use different documents. If you start an application before you have all of your documents, you can upload them later. Your leave cannot be approved until the required certification has been received and reviewed.

Accepted Documents Needed to Apply

Maintain Communication

Stay Informed

Sign up for email updates to get the latest news about Minnesota Paid Leave.

Review answers to the most Common Questions.

For additional information, please visit the Minnesota Paid Leave website, and review your Collective Bargaining Agreement or Compensation Plan.

Paid Parental Leave Overview

Eligible state employees are provided up to six (6) consecutive weeks of Paid Parental Leave (“PPL”) following: the birth of a child; the placement of a child in the employee’s home for adoption; or the placement of a child in the employee’s home to adjudicate parentage in cases of surrogacy when the employee is the intended parent. PPL is available to both parents if they are both eligible state employees.

This policy applies to all employees of agencies in the executive branch, as defined in Minnesota Statutes, section 43A.02, subdivisions 2 and 22, and employees of the Minnesota State Retirement System, Public Employee Retirement SystemAssociation, and Teachers’ Retirement Association, provided that in all instances the employee’s terms and conditions of employment are established by a collective bargaining agreement negotiated by Minnesota Management and Budget or a compensation plan approved by Minnesota Management and Budget that contains a provision that provides eligible employees to up to six (6) weeks of PPL.

Eligibility

Full-time eligible employees are provided up to six (6) consecutive weeks of PPL, up to 40 hours per week (240 hours total), per qualifying event. Eligible employees who are not full-time employees are provided up to six (6) consecutive weeks of PPL, up to a weekly prorated amount based upon their normal work schedule, per qualifying event. For example, a 50 percent time employee may receive up to 20 hours per week of PPL for 6 weeks (120 hours total).

Eligible employees are limited to one PPL per qualifying event and one qualifying event per fiscal year. The fiscal year is July 1 to June 30.

For purposes of this policy, the term “eligible employee” refers to an employee: 

1. Who qualifies as an “eligible employee” under the federal Family and Medical Leave Act (FMLA)(an employee who has been employed by the State for at least 12 months, and has worked for at least 1,250 hours during the 12-month period immediately preceding the start of leave)
2. Whose terms and conditions of employment are established by a collective bargaining agreement negotiated by Minnesota Management and Budget or a compensation plan approved by Minnesota Management and Budget that contains a provision that provides eligible employees to up to six (6) weeks of PPL.

Qualifying Event

For purposes of this policy, the term “qualifying event” refers to:

1. The employee or the employee’s spouse/partner giving birth to the employee’s child;
2. The placement of a child in the employee’s home for adoption; or
3. The placement of a child in the employee’s home to adjudicate parentage in cases of surrogacy when the employee is intended to be the permanent legal parent of the child.

The birth of multiples (twins, etc.), the concurrent placement with the employee of more than one child in a home for adoption, or the concurrent placement with the employee of more than one child to adjudicate parentage in cases of surrogacy when the employee is the intended parent constitutes a single qualifying event.

PPL May Be Used For:

PPL hours are intended to be taken within six (6) months of the qualifying event. At the Appointing Authority’s discretion, eligible employees may be allowed intermittent or reduced schedule use of PPL, which must be completed within twelve (12) months of the qualifying event. PPL hours used to supplement Minnesota Paid Leave (M.S. Ch. 268B) benefit payments shall be approved by the Appointing Authority for intermittent use pursuant to the terms of HR/LR Policy #1450, Minnesota Paid Leave, and applicable agency MPL policy.

PPL is intended to provide eligible employees who are new parents of a child paid time off to bond with the child. Therefore, PPL cannot be used:

• Prior to the child’s birth;
• Prior to the date of the child’s placement in the employee’s home for adoption by the employee; or
• Prior to the date of the child’s placement in the employee’s home to adjudicate the employee as the child’s parent in the case of surrogacy.

PPL not used within the required timeframe (i.e., within six months of the qualifying event, or a term allowed by the Appointing Authority not to exceed twelve months from the qualifying event) cannot be carried over or cashed out.

PPL cannot be used retroactively to substitute previously taken paid or unpaid leave.

Interaction with Other Paid and Unpaid Leaves

Any PPL taken during unpaid leave, under the Family and Medical Leave Act (FMLA), Minnesota Pregnancy and Parenting Leave (M.S. 181.941), or the applicable collective bargaining agreement or compensation plan runs concurrently with the unpaid leave.

Employees may be able to use PPL to supplement Minnesota Paid Leave (M.S. Ch. 268B) benefit payments. Minnesota Paid Leave benefit payments are a portion of an employee’s average wage. At no time shall the use of PPL as a supplement combined with Minnesota Paid Leave benefit payments exceed the regular wage or salary of the employee. It is the employee’s responsibility to accurately communicate information about requested or approved Minnesota Paid Leave benefits, including the amount of the weekly benefit received, to their agency.

PPL, whether it is taken on a continuous, intermittent, or reduced schedule basis, is to be used consecutively following the use of sick leave. Employees receiving PPL, cannot also be paid for those hours using other types of paid leave, such as sick, or vacation hours.

For more information, contact Human Resources and review your Collective Bargaining Agreement or Compensation Plan. Refer to the HR/LR Memo # 2016-1 Paid Parental Leave Frequently Asked Questions.

Overview

Sick Leave or Earned Sick and Safe Time (ESST) is a paid leave employers must provide to employees in Minnesota that can be used for certain reasons, including when an employee is sick, to care for a sick family member or to seek assistance if an employee or their family member has experienced domestic abuse, sexual assault or stalking.

Eligibility

An employee who performs work for at least eighty (80) hours in a year in Minnesota accrues a minimum of one (1) hour of sick leave for every thirty (30) hours worked, up to a maximum of forty-eight (48) hours earned in a year. Employees may use accrued sick leave hours as authorized pursuant to State law and the applicable collective bargaining agreement or compensation plan, and are protected from retaliation, adverse action, or discrimination because the employee exercised or attempted to exercise rights protected under applicable law. See Minnesota Statutes, sections M.S. 181.9445-181.9448 for more information.

What is Covered?

Employees may use Sick Leave for reasons including, but not limited to:

• The employee’s mental or physical illness, treatment or preventive care
• A family member’s mental or physical illness, treatment or preventive care
• Absence due to domestic abuse, sexual assault or stalking of the employee or a family member
• Closure of the employee’s workplace due to weather or public emergency or closure of a family member’s school or care facility due to weather or public emergency
• When determined by a health authority or health care professional that the employee or a family member is at risk of infecting others with a communicable disease
• Making funeral arrangements, attend a funeral service or memorial or address financial or legal matters that arise after the death of a family member.

What You Need To Do

If the need for use of sick leave is foreseeable, employees must provide notice of the intention to use sick leave as directed by the employee’s CBA or compensation plan and agency policies and procedures, but in all circumstances shall not be required to provide more than seven days’ advance notice. You would then request your Sick Leave absence through through Workday.

If the need for use of sick leave is unforeseeable, employees must provide notice of the intention to use sick leave as soon as practicable.

Documentation Needed?

When an employee uses accrued sick leave for more than three consecutive scheduled work days, human resources may require reasonable documentation under M.S. 181.9447, subd. 3, and in accordance with the applicable CBA or compensation plan.

Monitoring Sick Leave

Supervisors will regularly review employee attendance records for evidence of abuse of accrued sick leave. If abuse of sick leave is suspected, supervisors shall notify Human Resources.

Sick Leave Abuse

Abuse of sick leave is defined as the use of sick leave by an employee for a purpose other than those authorized by the applicable CBA, compensation plan, policy, or law. Where a supervisor has reason to believe that abuse of sick leave has occurred or is occurring, the supervisor should contact Human Resources.

Abuse of sick leave or other violation of this policy may be subject to discipline, up to and including discharge.

For more information, contact Human Resources or review your Collective Bargaining Agreement or Compensation Plan.

Overview

Sabbatical leaves are provided to maintain the high level of academic excellence necessary to meet the missions of the Minnesota State Colleges and Universities and its institutions. Sabbatical leaves may be awarded for various reasons related to scholarly or professional growth, development, or renewal, including creative endeavors that promise to enhance the professional effectiveness of the applicant. See the link below for more information:

• Minnesota State Sabbatical Leave Information

Sabbatical Leave Forms:

• Sabbatical Leave Guidelines and Request Form (MSUAASF) (PDF)
• Sabbatical Leave Guidelines (Faculty) *Updated
• Sabbatical Leave Application Form (Faculty) (PDF)
• Sabbatical Leave Report Form

Visit Academic Affair's Sabbatical Leave page for more information on requirements and considerations.

Paid Leave of Absences

Paid leaves of absences granted under this Article shall not exceed the employee's normal work schedule. This section contains generalized information for all notable paid leave types. Please review your bargaining agreement or plan for your specified leave information.

Vacation Leave

With the exception of faculty under the IFO agreement, Employees, including those in the Connect 700 Program and supervisors, are generally eligible to accrue Vacation Leave if appointed for a period exceeding six months and are in payroll status, with exceptions for intermittent, emergency, and temporary employees. Intermittent employees become eligible after completing sixty-seven working days within a twelve-month period. Connect 700 Program participants are considered eligible during their on-the-job demonstration process, though vacation leave used during this time does not count toward their 700-hour trial period. Employees or supervisors appointed to emergency or temporary status from layoff, or to temporary unclassified positions exceeding six months, also retain eligibility. Specific provisions apply to nurses and ASF Members, with eligibility based on appointment type and duration.

Additionally, depending on your bargraining agreement, you may be eligible for Vacation Transfers or Vacation Donations. Review your bargaining agreement or plan for more specific information.

Holiday Leave

Eligible employees across all bargaining units—including supervisors, nurses, faculty, coaches, ASF Members, and Connect 700 Program participants—receive paid holidays and one floating holiday per fiscal year. Eligibility generally requires being in payroll status and appointed for more than six months. Intermittent, emergency, and temporary employees may have limited eligibility, though exceptions apply for those meeting specific work thresholds or returning from layoff.

Eligible employees are granted paid time off for the following holidays:

• New Year’s Day
• Martin Luther King Jr. Day
• Presidents’ Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day

Holiday Observance

• Monday–Friday Schedules:
  • Holidays falling on a Saturday are observed on the preceding Friday
  • Holidays falling on a Sunday are observed on the following Monday
• Six- or Seven-Day Schedules:
  • Holidays are observed on the actual calendar date

Connect 700 Program participants are considered eligible during their on-the-job demonstration period, but holiday hours used during this time do not count toward their 700-hour trial requirement.

Floating Holiday

Each eligible employee receives one floating holiday per fiscal year. Requests must be submitted at least 14 calendar days in advance, though supervisors may waive this requirement based on staffing needs.

Additionally, Floating holidays:

• Cannot be carried over or paid out
• Must be used in full-day increments
• Are subject to operational needs

Bereavement Leave

Employees may be granted a reasonable period of bereavement leave in the event of the death of a close family member or loved one. This typically includes relationships such as a spouse, domestic partner, child, stepchild, parent, stepparent, grandparent, grandchild, sibling, guardian, ward, or other individuals with a significant personal connection. Leave may also be granted in cases of pregnancy loss or stillbirth.

• Duration: Up to five (5) days per occurrence may be granted, depending on the relationship and circumstances.
• Leave Type: Bereavement leave is generally charged to sick leave. If sick leave is insufficient, employees may be able to request up to 40 hours of credited sick leave per fiscal year.
• Paid Parental Leave (PPL): Employees eligible for PPL may use it in lieu of sick leave following a stillbirth or the death of a child.
• Vacation Leave: May be used for funeral attendance of individuals not covered under the bereavement policy or have sufficient sick leave accruals, subject to supervisor approval.
• Funeral Attendance: Supervisors are encouraged to adjust schedules to allow employees to attend the funeral of a co-worker.

Bereavement leave policies are designed to support employees during difficult times while balancing operational needs. For specific eligibility and approval processes, please refer to your bargaining agreement or contact your HR representative.

All Other Paid Leaves

For all other Paid Leave of Absences (e.g. Educational Leave, Jury Duty, Court Appearance, etc.), please refer to your bargaining agreement or plan.

Unpaid Leave of Absences

Unpaid leaves of absence may be granted upon an employee's request and subsequent consideration for approval. This section contains generalized information for all notable unpaid leave types. Please review your bargaining agreement or plan for your specified leave information.

Unclassified Service Leave

Leave may be granted to any classified employee, including supervisors, to accept a position in the unclassified service of the State of Minnesota, in accordance with Minnesota Statutes 43A.07, subdivision 5. However, bargaining agreements for MSUAASF, MNA, and IFO do not include provisions for unclassified service leave.

Educational Leave

Educational leave may be granted to any employee, including faculty, supervisors, and nurses, for the purpose of pursuing certification or an advanced degree. Such leave may be unpaid, partially paid, or fully paid, and must be requested within a reasonable timeframe. Requests should not be unreasonably denied. Faculty members returning from educational leave are entitled to seniority credit for time accumulated during and prior to the leave, though seniority does not accrue beyond the third year. Typically, educational leave does not exceed two years but may be extended at the discretion of the President. Notably, the Commissioners Plan and MSUAASF bargaining agreements do not include provisions for educational leave.

Personal Leave

Leave may be granted to any employee, including supervisors and nurses, upon request, for personal reasons. Such leave is not intended for securing other employment, except as explicitly provided in applicable policies. Employees may be required to exhaust vacation accruals before taking personal leave of less than ten working days. Personal leave may also be used for reasons such as medical or parenthood leave for non-permanent employees. While IFO and MSUAASF bargaining agreements do not specifically include personal leave provisions, general leaves may apply. Review your contract for specific information.

All Other Unpaid Leaves

For all other Unpaid Leave of Absences (e.g. General Leave, Extended Leaves, Administrative Leaves, etc.), please refer to your bargaining agreement or plan.