Body
Policy Information
Policy Name: Minnesota Paid Family Medical Leave
Owner: Vice President of Finance & Strategy
Author: Director, Human Resources
Contact information: Abbi San Soucie, asansoucie@css.edu
Effective Date: 01/02/2026
Next Review Date: 01/02/2031
Applicable Laws, regulations, compliance: Minnesota Statute
I. Purpose
The College is committed to supporting employees during significant life events while ensuring compliance with the Minnesota Paid Family and Medical Leave (PFML) Act. This policy explains employee eligibility, benefits, coordination with other leaves, and employee and College responsibilities under Minnesota law.
This policy applies to eligible faculty and staff employees of the College, regardless of position or classification, unless otherwise required by law. Student employees are addressed separately, as required.
II. Definitions
PFML: Minnesota Paid Family and Medical Leave administered through Guardian, the College’s approved private plan administrator.
Family Leave: Leave taken for bonding with a new child, caring for a family member with a serious health condition, addressing certain military-related needs, or for safety-related reasons.
Medical Leave: Leave taken due to an employee’s own serious health condition.
Serious Health Condition: As defined under Minnesota PFML law as a physical or mental illness, injury, impairment, condition, or substance use disorder that is sufficiently severe to meet the eligibility criteria for leave.
III. Policy Overview
Minnesota Paid Family and Medical Leave (PFML) provides eligible employees with partial wage replacement and job protection for certain family and medical reasons. The College participates in the PFML program through a State-approved private plan administered by Guardian.
PFML does not replace the federal Family and Medical Leave Act (FMLA) or College-provided benefits, but may run concurrently when legally permissible.
Eligibility
Employees are eligible for PFML benefits if they meet the State of Minnesota’s earnings and employment thresholds and have a qualifying reason for leave. Eligibility determinations and benefit approvals are made by Guardian under the State-approved private plan.
Qualifying Reasons for Leave
Family Leave:
- Bonding with a new child (birth, adoption, or foster placement)
- Caring for a family member with a serious health condition
- Certain military exigencies
- Safety leave related to domestic violence, sexual assault, or stalking
Medical Leave:
- The employee’s own serious health condition
Duration of Leave
Employees may be eligible for up to 12 weeks of Family Leave and up to 12 weeks of Medical Leave in a benefit year, with a combined maximum of 20 weeks per benefit year, as determined by Minnesota law.
Pay and Benefits
PFML provides partial wage replacement administered through Guardian in coordination with the State of Minnesota. PFML benefits are not paid through the College’s regular payroll wages.
Employees may not use accrued paid time off (including vacation, sick leave, or other paid leave) to supplement or “top up” PFML wage replacement benefits. PFML benefits will be paid solely in accordance with the Guardian private plan and applicable Minnesota law.
Coordination with Other Leaves
PFML will run concurrently with other applicable leaves when permitted by law, including the federal Family and Medical Leave Act (FMLA), the Minnesota Parental Leave Act (PLA), College-provided leave policies, and Short-Term Disability (STD). Employees may not receive duplicative wage replacement benefits for the same period of leave.
Health Insurance and Benefits Continuation
During PFML that runs concurrently with FMLA, the College will maintain group health insurance benefits under the same terms as if the employee were actively working. Employees remain responsible for their share of benefit premiums.
Job Protection and Reinstatement
Employees returning from PFML will be reinstated to the same or an equivalent position, consistent with state and federal law.
Notice and Application Process
Employees must notify Human Resources as soon as practicable of the need for leave and must submit a PFML claim through Guardian. Human Resources will coordinate PFML with other applicable leaves and payroll processes.
Payroll Deductions and Contributions
The College participates in Minnesota’s PFML program through a State-approved private plan administered by Guardian. Employee payroll deductions and employer contributions are withheld and remitted in accordance with Guardian private plan rates, which may be lower than the State’s standard PFML contribution rates. Contribution rates are subject to change based on plan renewal and state approval.
Retaliation Prohibited
The College prohibits retaliation against any employee for requesting or taking PFML or for exercising rights under this policy.
Administration
This policy is administered by Human Resources in coordination with Guardian.
IV. Individuals and entities affected by this policy
This policy applies to eligible faculty and staff employees of the College, regardless of position or classification, unless otherwise required by law. Student employees are addressed separately, as required.
V. Related documents, forms, and procedures
Packet linked here
VI. History and updates
The College reserves the right to modify policies at any time, ensuring the involvement of relevant committees and constituents in the decision-making process (e.g., policy committee, faculty assembly, staff council, student government association, as applicable, etc).