FMLA Form – For Employee
Family Medical and Leave Act form for Employee
File: WH-380-F_FMLA-Form-for-Employee.pdfHuman Resources
ELT Meeting Highlights: 4/14
The FP&M Extended Leadership Team (ELT) met on April 14, 2021.
Meeting highlights included an update on FP&M’s Engagement, Inclusion, and Diversity (EID) Plan, preparing for a “New Normal” as more in-person activities resume on campus, and efforts to support campus space needs as a part of UW–Madison’s post-pandemic plan.
EID Action Plan and Implementation Plan
Margaret Tennessen & Dar Ward – EID Committee Co-chairs
Dar Ward attended as a guest to kick off the ELT meeting with an update on Engagement, Inclusion, and Diversity (EID) Plan progress and updates. The plan has two components to address FP&M needs based on the 2020 employee EID Survey.
The EID 2020 Survey Action Plan has four main priorities:
- Build capacity and skills for leadership, managers and supervisors to be effective in their roles and to be accessible and accountable to employees
- Provide professional development and training opportunities for employees to build their skills and grow in their roles
- Employees are aware of promotional opportunities and are recognized for their work
- Policies are widely known, are accessible, and are applied equitably to employees
The 2020-2021 EID Implementation Plan has been updated with plan activities to continue implementing in 2021:
-
- Cultural awareness (communications and onboarding content)
- AVC listening Q&A sessions
- Track/report demographics, recruitment for diverse pools
- Hard copy postings for groups that prefer
- Understand causes of exclusion, set goals—related to national trends
- Translation guidelines and prioritization
- Training portal / filter tool
- Recognition training (managers and supervisors) and needs assessment
- Engagement, Inclusion, & Diversity (EID) competencies & expectations for managers
- Unconscious bias/racial justice training for managers/supervisor/leadership
- Professional development
Discussion
ELT team members met in smaller groups for EID breakout sessions, with four goals in mind: 1) connect & reflect 2) share collective wisdom, 3) be inspired to dedicate time and take action within teams, and 4) begin the process (this work is ongoing). Consider:
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- What do you do as a leader to educate yourself on EID issues?
- How do we as leaders build competence and confidence in addressing Engagement, Inclusion, and Diversity?
- We all have a lot on our plates but it’s important to note how EID work is not separate from our other work
- The Change Curve Tool: a Project Team is generally first to adapt to changes, followed by Leaders, then Staff
Preparing for a “New Normal” on campus
Rob Cramer, Margaret Tennessen, Sue Fritts
Health & Safety
Infection rates continue to rise in the counties surrounding us.
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- New health & safety protocols are being developed, but current protocols remain in place at this time
- Some changes to campus guidance will begin 5/10
Remote Work
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- A UW-Madison telecommuting policy was in place already last year (implemented in an emergency for campus)
- Campus has been working on an updated policy and asked for feedback from campus partners
- The campus HR community has been invited to comment on the draft remote work policy and proposed workflow process
- FP&M is working through details for how this policy would be applied in our division
- The details must be considered and are important
Data Collection Exercise to Support FP&M Space Planning
Brent Lloyd
Brent Lloyd introduced a work modalities and programmatic space needs exercise that supports the work explained in Rob Cramer’s 4/15 message to FP&M employees. This exercise will help to address FP&M and other campus space needs as a part of the university’s plan to look at work modalities post-pandemic.
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- Each division is making plans to establish a new normal of on-campus work for a phased return of employees working remotely.
- Leadership is in early-stage discussions on what this new normal will look like for FP&M.
- FP&M will use results to determine what work is best suited to be performed on campus, partially remote, or fully remote.
- FP&M leadership will strive to allocate space consistently and equitably, while also meeting the operational needs of the university.
“This is really our opportunity to review what has worked, what hasn’t worked.”
-Brent Lloyd
What is the ELT?
The Extended Leadership Team (ELT) at FP&M includes FP&M directors and their direct reports.
Employee Furlough Updates
As campus announced earlier this month, furlough has been reduced by 1 day.
Please take steps to assure that you do not over-use furlough. See Take Action below.
If you do not know your furlough balance, please ask your supervisor or email payroll@fpm.wisc.edu.
Be sure to take furlough days by June 30, 2021 and enter furlough for approval no later than June 16, 2021.
Take Action
With the new requirement, we realize that you may have future furlough time already planned or entered in your timesheet that would exceed the new furlough limits!
Please take action so that you do not over-use furlough time.
Check your furlough balance:
- Review your furlough balance with your supervisor.
- If you do not know your furlough balance, please email payroll@fpm.wisc.edu.
- See the updated furlough chart for Round Two furlough if you need.
Once you know your furlough balance, choose what best fits your situation from the three scenarios below :
- I have Future Dated, Unprocessed, or Overused Furlough time.
- I have overused my furlough time (it has already been processed).
- I still have a remaining furlough balance to use, even after the reduction.
SCENARIOS
1) I have Future Dated, Unprocessed, or Overused Furlough time. 
With the new requirement, there are bound to be some employees who have future furlough time already entered in the timesheet that would exceed the new furlough limits.
You have two options:
- Modify schedule and update Timesheets,
or - Keep the absence and swap for another available leave type
2) I have overused my furlough time (it has already been processed).
FP&M has worked with campus to develop a solution to this issue. No action is needed on your part.
If you have over-used furlough time and the furlough has already been processed, the solution depends on your employee type:
- For University Staff non-exempt:
- Smoothing deductions will be discontinued early.
- No reimbursement is needed.
- No action is needed on your part.
- For Academic Staff employees / Bi-weekly hourly exempt employees / and Crafts Workers:
- Any deductions in excess of the new furlough requirement will be reimbursed to you.
- You will receive a one-time reimbursement. The reimbursement is targeted to occur on the June 3rd paycheck (University Staff) and on the June 1st paycheck (Academic Staff).
- Any reimbursements owed will be processed as one-time, lump sums.
- No action is needed on your part.
3) I still have a remaining furlough balance to use, even after the reduction.
Please note that employees must still take any remaining furlough by June 30, 2021.
Academic Staff: you must enter your furlough early so that your supervisor has time to approve it by June 16.
University Staff Exempt and Crafts Workers: you must enter your furlough by the biweekly payroll deadlines.
Additional Resources
Update on employee furlough program, Chancellor announcement 4/16; with translations
Furlough Chart (find how much furlough time you are required to take)
Supervisors: how to approve furlough
How to log furlough time – University Staff
How to log furlough time – Academic Staff
Tax information for employees who received unemployment payments during 2020
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Form 1099-G
If you received unemployment payments during 2020, you need form 1099-G from the Department of Workforce Development (DWD) when filing your taxes. The form will not be mailed. You may access it from the DWD website:
- Go to: my.unemployment.wisconsin.gov
- Log on using your username and password
- Go to the “Unemployment Services” menu to access your 1099-G tax form
For more information visit: https://dwd.wisconsin.gov/uiben/1099.htm
Payroll & Benefits Deductions Update
As a result of the UW System’s Split Benefits Project and Single Payroll Project, payroll and benefit deduction changes will occur for FP&M employees this year.
The changes will impact University Staff in April and Academic Staff in July. Learn more about how you can prepare for these changes.
University Staff
Split Benefit Deductions Change Coming in April
Benefit Deduction (University Staff)
Beginning in April 2021, UW System employees who are paid biweekly will have most benefits deductions divided evenly over the first two biweekly paychecks of each month.
What University Staff Need to Know
Most deductions for benefits such as health, dental, vision, and life insurance will be split evenly over the first two biweekly pay periods of each month
In months when there are three pay periods, benefits deductions will not be taken from that pay period (except for Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions)
When This Change Will Occur
Benefits deductions will be split evenly over two paychecks each month starting with your April 22, 2021 paycheck
What You Need to Do
If you have automatic payments set up (for example, mortgage, car loan, utilities, etc.):
- Review your monthly budget and prepare for split benefits deductions.
- Adjust your automatic payments as needed to match your new biweekly paycheck amounts.
Visit the Split Benefits Deductions webpage for the following resources:
- FAQs
- Online Personal Budget Planning Seminar
- Online Town Hall Meeting
- Paycheck Schedule
- Paycheck Estimator
Email questions to benefits@fpm.wisc.edu
Academic Staff
Payroll Schedule Change Coming in July
Single Payroll
In July 2021, the UW System will move all employees who are currently paid monthly to a biweekly payroll schedule. In addition, most benefits deductions will be divided evenly between the biweekly paychecks.
How this Change Benefits You
- Biweekly payroll is more frequent
- You will receive your pay on the same day each pay period (Thursday)
- Most benefits deductions will be split evenly over two checks
What Academic Staff Need to Know
On July 30, 2021, you will receive a partial monthly paycheck for days worked between July 1-July 17.
Starting August 12, 2021, you will begin receiving biweekly paychecks every other Thursday (except on Legal Holidays).
Most deductions for benefits such as health, dental, vision, and life insurance will be split evenly over the first two biweekly pay periods of each month starting with your August 26, 2021 paycheck.
In months when there are three pay periods, benefits deductions will not be taken from that pay period with the exception of Wisconsin Retirement System, Tax Sheltered Annuity 403(b) and Wisconsin Deferred Compensation 457 contributions.
What You Need to Do
Visit the Single Payroll webpage to view the following resources:
- FAQs
- Online Personal Budget Planning Seminars
- Online Town Hall Meetings
- Paycheck Schedule
- Paycheck Estimator
Email questions to payroll@fpm.wisc.edu
Pay Plan Updates
Pay Plan Effective Dates:
- University Staff (Bi-Weekly Pay Cycle): January 3, 2021 (January B)
- Academic & Limited Staff (Monthly Pay Cycle): January 1, 2021
Eligible Employees – employees in pay status as of:
- University Staff: November 22, 2020
- Academic & Limited Staff: December 1, 2020
- All Academic Staff, Faculty, Limited and University Staff
- Includes employees in probationary or evaluation period, or on LOA
- Does not include employees in non-eligible categories.
Not Eligible – Automatic:
- Student hourly employees (SH)
- Temporary Employees (CL)
- Represented Crafts Workers/Trades
- Employees not meeting expectations on their last performance evaluation
- Employees who have not completed required sexual harassment prevention training
- Supervisors who are not current on their employee performance evaluations
Living Wage Increase
- City of Madison Living Wage increase to $13.86
- UW–Madison increase effective date: 1/3/2021
- 2% Pay Plan increase will be applied after Living Wage Increase
General Wage Adjustment –Craftworkers
- Trades Council has asked for maximum allowable increase, 1.81%
- To date, their request HAS NOT BEEN APPROVED. Request still needs to go in front of Chancellor, Board of Regents and State Government for approval.
- Once FP&M HR receives an update (go / no go) on Trades increase, we will share with FP&M Management.
$15/Hour Minimum—Implementation
- UW-Madison will implement a $15/Hour minimum for:
- University Staff (Permanent & Fixed-Term Finite)
- Academic Staff (FP&M does not have any AS employees impacted)
- Student Hourly minimum remains $10.00 and Temporary Employee minimum remains City of Madison Living
- Wage Effective Date: January 17, 2021
- FP&M HR working with Finance Team to identify compression issues and establish new starting minimums. More to come on this topic.
Single Payroll Project Update
- UW System-wide initiative to standardize System payroll by moving all employees to the current biweekly payroll cycle.
- Project will split most benefit deductions evenly over the biweekly paychecks making benefit premiums more predictable and manageable for employees.
- Implementation date changed from January 2021 to July 18, 2021.
- The July 2021 implementation date provides additional time for communication, employee education, and preparation to help ease the transition to the new pay schedule and occurs in a month with three biweekly pay periods.
Employee Development Begins with Conversations
At FP&M, career development resources have always been in demand. Now is the time to make the most of your semi-annual Performance Management & Development Program (PMDP) conversation with your supervisor.
By getting creative with our online training approach in a time when in-person training is not as accessible, we hope to assist your development planning options as an FP&M employee.
New Year’s Resolution?
This January, make it a new year’s resolution to collaborate with your supervisor during your Midpoint Conversation and use the resources below to plan your development opportunities beyond the classroom.
It may have been awhile since you’ve looked at the Inside FP&M Performance Management web page. Resources and new learning opportunities are available. See what’s new! Go to web page.
PMDP Overview for New Employees
This 15-minute course reviews the PMDP process from probation to annual cycle. Register
Includes descriptions of milestones, topics to be covered, and resources.
PMDP Annual Cycle Refresher
Take the 10-minute refresher course on the annual PMDP cycle for employees. Take Course
Review your milestones, topics to cover, and other resources.
Career Corner
Check out these resources for self-assessment, setting career goals, and planning career conversations with your supervisor:
- UW-Madison Professional Development resource center
- LinkedIn Learning for creating learning goals and tracking your learning paths
- Tapping professional organizations for career specific learning. Many professional organizations have low or no cost learning opportunities and peer to peer connections
Criteria for Success
At FP&M we believe everyone contributes to our success by building skills in 7 key areas. These Criteria for Success are used in annual performance reviews, but they are so much more!
These characteristics support every job at FP&M. In this section, we will be highlighting training and learning opportunities for different categories each month. There is also a great list on Inside FP&M Course Calendar Tool.
Communicating & Working Relationships
- Influencing Teams from Within
This online module provides participants with knowledge and strategies needed to make work teams more successful.
See Sessions and Register
- Giving and Receiving Constructive Feedback
This workshop is designed to help all employees of UW – Madison learn how to provide quality and effective feedback any time that the message is due.- Whether feedback is formal or informal, provided to employees, peers or someone else, there are ways that it can be structured to be effective and lasting
See sessions and Register
- Whether feedback is formal or informal, provided to employees, peers or someone else, there are ways that it can be structured to be effective and lasting
Engagement, Inclusion, and Diversity
- Bystander Prevention: Stepping in with Care & Confidence
Learn skills that build confidence to identify, intervene and interrupt behaviors that negatively impact the workplace.
See Sessions and Register
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- Examine options for effectively intervening and improving negative situations through the 4D’s of Stepping In framework…and more.
- EQ Skills & Strategies: Perspective Taking
PERSPECTIVES. We each have our own. And there is great value in pausing, checking assumptions, and looking through the lens of others.
What happens when you share your story and I share mine? Learn the value of perspective-giving and perspective-taking as strategies that drive inclusive relationships, leadership, and teams.
See Sessions and Register
Leave Carryover & Conversion (University Staff)
Leave Carryover
If an employee is unable to use either their personal holiday hours or vacation carryover balance during the COVID-19 pandemic, the employee will not lose those balances when they would typically expire: December 31, 2020 (for University Staff), or June 30, 2020 (for Faculty, Academic Staff, and Limited Appointments).
Instead, the employee’s personal holiday hours and/or vacation carryover balance will remain available until December 31, 2021 (for University Staff), or available until June 30, 2021 (for Faculty, Academic Staff, and Limited Appointments).
Annual Banked Leave Conversion for University Staff
The University Staff Annual Leave Conversion is an opportunity to make a choice to bank unused vacation carryover or unused current year vacation. This needs to be completed by submitting the appropriate form no later than December 4, 2020. Read on to learn about your options, eligibility, and how to complete the Banked Leave Conversion form.
Options
University staff employees can choose to convert banked leave via one of these options:
- Bank unused vacation carryover and/or current year vacation in a banked leave account
- Receive cash
- A combination of both #1 and #2. (Formally known as the Sabbatical processing)
The options available depend on your eligibility.
Eligibility
University Staff* are eligible for different leave conversion options based upon their annual leave earning rate.
- Annual leave earning rate of 160, 176, or 184 hours may elect to convert not more than 40 hours.
- Annual leave earning rate of 200 hours may elect to convert not more than 80 hours of which not more than 40 hours may be paid in cash.
- Annual leave earning rate of 216 hours may elect to convert not more than 120 hours of which not more than 40 may be paid in cash.
- Employees with less than the 160 hour rate may elect to receive not more than 40 hours if they have accumulated at least 520 hours of sick leave by the time the eligibility file is created. This is a permanent eligibility. Once met, employees will retain this threshold.
*Crafts Workers are not eligible to bank leave*
For more information, consult the Vacation HR policy.
Complete Banked Leave Conversion Form
After you know your leave conversion eligibility it is time to complete the annual Banked Leave Conversion Form. The banked leave conversion forms are available online at MyUW (my.wisc.edu) > Time and Absence > Leave Reports.
- Complete the banked leave conversion form.
- Sign the form.
- Send the form to payroll@fpm.wisc.edu or deliver to Rebecca Rohde’s mailbox at 30 N Mills Street, 3rd floor by 12/04/20.
Questions?
University Staff employees who have questions can watch this short (7 minute) video about the 3 main components of the Annual Leave Conversion Option Form and how to complete it correctly.
The video works best in Google Chrome, Microsoft Edge or Firefox (the video may not work in Internet Explorer).
PMDP Rating Scale
The rating scale is meant as a best practice tool to aid managers and supervisors with the evaluation of employees.
File: PMDP-Rating.Scale_.pdfAnnual Benefits Enrollment Ends 10/23/20
September 28–October 23, 2020
This year the enrollment period is September 28-October 23, 2020, ending at 4:30pm 10/23. Remember to enroll or make changes to your 2021 benefits by 4:30 pm, Friday, October 23, 2020. (This is only needed if you want to make changes or enroll in benefits.)
How to Complete Benefits Enrollment
1) Log into the MyUW portal at my.wisc.edu 
2) Go to the Benefit Information tile
3) Click on the Enroll link
Or, see the email you received from UWSystemhr@uwsa.edu to learn more and follow the instructions to enroll.
Annual Benefits Enrollment is the only time you can make changes to certain benefits without having an eligible life event (for example, marriage, birth, or divorce) or qualifying employment change during the year.
- Changes made during this period will be effective January 1, 2021.
- Certain benefits offered to UW–Madison employees require re-enrollment each year.
Benefits Enrollment Checklist
Please use the benefits enrollment checklist to help you prepare, guide, and act.
What Changes are Allowed?
See what changes are allowed during Annual Benefits Enrollment (ABE).
Annual Benefits Enrollment website (OHR), calendar of events
See the UW-Madison Office of Human Resources’ Annual Benefits Enrollment website for additional information and online pre-recorded enrollment events, “Benefits 2021: What You Need to Know”.
Watch one of the enrollment events if you need additional guidance in navigating your benefits enrollment.
Annual Benefits Enrollment Begins 9/28/20
September 28–October 23, 2020
Annual Benefits Enrollment is the only time you can make changes to certain benefits without having an eligible life event (for example, marriage, birth, or divorce) or qualifying employment change during the year. This year the enrollment period is September 28-October 23, 2020.
- Changes made during this period will be effective January 1, 2021.
- Certain benefits offered to UW–Madison employees require re-enrollment each year.
Benefits Enrollment Checklist
Please use the benefits enrollment checklist to help you prepare, guide, and act.
What Changes are Allowed?
See what changes are allowed during Annual Benefits Enrollment (ABE).
Annual Benefits Enrollment website (OHR), calendar of events
See the UW-Madison Office of Human Resources’ Annual Benefits Enrollment website for additional information. There you will find a calendar of online enrollment events, “Benefits 2021: What You Need to Know” starting October 1, 2020.
Attend one of the enrollment events if you need additional guidance in navigating your benefits enrollment.
Annual Benefits Enrollment Preview
This year’s annual enrollment period is September 28 – October 23, 2020. See a preview of the Annual Benefits Enrollment (ABE).
Academic Staff: How to Log Furlough
Could you use a quick refresher on logging your furlough and leave? You’ve come to the right place.
Sections: Reminders | How to Enter Furlough and Leave | Frequently Asked Questions | Timing
Furlough Reminders
- Academic Staff are able to record furlough in one-hour increments
- Furlough should be entered as soon as it is taken
- Furlough entry and approval deadlines apply to each month. See “Timing” below
- Maximum of 1 furlough day per work week (Sunday-Saturday)
How to Enter Furlough and Leave (Academic Staff)
Watch this helpful video (5 minutes) and follow along, or continue below for instructions.
Instructions
Academic Staff employees who are paid monthly must enter all time and absences through MyUW. This includes two parts: Part 1) Record furlough time in the Timesheet tab, and Part 2) Monthly leave reporting in the Request Absence tab. See overview instructions for each.
Part 1) RECORD FURLOUGH TIME
Record your furlough time right away during the week it is used.
1. Go to MyUW (my.wisc.edu) > Select TIME AND ABSENCE tile
2. Use TIMESHEET tab for entering the furlough day and hours worked for that week
3. Find the Time/Absence Code dropdown menu
> Select the code FURLM for any full or partial furlough days (in Timesheet)
> Enter hours (as whole hour increments) under Quantity
4. For the remainder of the days in that week, enter the FUREG code in the timesheet for hours worked during the same week. Enter FUREG hours worked (as whole hour increments) under Quantity.
Do not enter exact hours in the Shift In/Break Out/Break In/Shift Out columns.
5. Click “Submit” button.
Part 2) MONTHLY LEAVE REPORTING
As a reminder, your furlough entry is not the only action required for the month. Enter your vacation, personal holiday, sick leave time, or “no leave taken” as follows:
Use the REQUEST ABSENCE tab to record your monthly leave usage, even if you did not take any leave days for the month.
- MyUW (my.wisc.edu) > Time and Absence tile > REQUEST ABSENCE tab
- Use the dropdown menu to select any leave used (Vacation, Personal Holiday, and Sick) or No Leave Taken
- Repeat for different types of leave used (if any)
- Click the Submit button in the upper right corner
“Submit” button (screenshot)
Frequently Asked Questions
Q: Do I need to log furlough in my monthly leave reporting (Absences in MyUW)?
A: No. Please do not use the furlough code or log furlough days in your monthly leave reporting.
Q: If my only days off in a given month were furlough days, do I still need to enter a “No Leave Taken”?
A: Yes. Furlough is different from Leave. Enter a No Leave Taken as you normally would in your Monthly Leave Reporting using the Request Absence tab on MyUW as shown above.
TIMING
FURLOUGH SHOULD BE ENTERED AS SOON AS IT IS TAKEN. THE MONTHLY PAYROLL CALCULATION DATES VARY EVERY MONTH.
Updated January 7, 2021
Furlough must be entered and approved by the following dates for Academic Staff in order for the furlough deduction to be taken in that month.
Furlough Round Two
- Furlough taken in January must be entered and approved by 01/25/21.
- Furlough taken in February must be entered and approved by 02/22/21.
- Furlough taken in March must be entered and approved by 03/24/21.
- Furlough taken in April must be entered and approved by 04/21/21.
- Furlough taken in May must be entered and approved by 05/19/21.
- Furlough taken in June must be entered and approved by 06/16/21.
Furlough Round One
- Furlough taken in May must be entered and approved by 05/20/20.
- Furlough taken in June must be entered and approved by 06/17/20.
- Furlough taken in July must be entered and approved by 07/15/20.
- Furlough taken in August must be entered and approved by 08/24/20.
- Furlough taken in September must be entered and approved by 09/23/20.
- Furlough taken in October must be entered and approved by 10/22/20.
If you have questions on furlough entry, please email benefits@fpm.wisc.edu.
Medical FSA & Dependent Care FSA Updates
On June 29th, the Group Insurance Board (GIB) approved the following flexibility granted by the IRS due to the COVID-19 pandemic:
- Participants can make a mid-year change to the Flexible Spending Accounts (FSA) and Dependent Day Care Accounts without a qualifying life event.
- Participants enrolled in the Health Care FSA and Limited Purpose Health Care FSA can now carry over $550 for 2021. This is an increase of $50.
When can an employee make changes to these accounts?
- July 1, 2020 – August 31, 2020
Which employee(s) can make changes to these accounts?
- Currently enrolled employees have a one-time opportunity to increase or decrease* their annual contribution.
When is the increase or decrease to their elections effective?
- The first of the month on/following the receipt of the Election Change Request
*Employees may only decrease their annual contribution to the amount already contributed or spent year-to-date, whichever is greater.
How should an employee initiate an increase or decrease to their election(s)?
- To make a change, an employee should complete the Election Change Request Form.
- In the ‘Reason for Request” section, they should check “COVID-19”.
- Submit the complete Election Change Request Form to their local Payroll & Benefits Specialist (P&B)
- The P&B should then upload the Election Change Request Form to BOX no later than August 31, 2020 for approval and processing.
What will happen to unused DCFSA contributions?
- At this time, the current guidelines are still in effect at UW-Madison for Dependent Care FSA (DCFSA) year-to-date contributions.
- Refunds for and/or roll over of unused year-to-date contributions are not allowed.*
- The year-to-date contributions must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 – the last day of the month in which the last deduction occurred.
- If funds go unused by 12/31/2020 (or month of last deduction), the funds will be forfeited.
*If this guideline should change, we will notify HR Reps / HRS Coord. as soon as possible.
New FP&M Tuition Reimbursement Annual Limit
Beginning with the Fall 2020 semester, tuition reimbursements for FP&M employees will be limited to $2,500 per year. This means that FP&M will continue to reimburse tuition at 100 percent for any employee until this $2,500 limit is reached.
All current tuition reimbursement policies and processes remain in effect.
FP&M leadership continues to be committed to education and professional development for our employees. This strategy allows FP&M to continue to provide support for all eligible employees while addressing our current financial situation.
This yearly limit is provisional and will be re-evaluated during the fall semester once FP&M’s fiscal year 2021 budget situation becomes more clear.
You can also consider one of the other funding options available for UW-Madison employees.
If you have questions about this change or any current tuition reimbursement requests, please contact Kayla Ruplinger (kayla.ruplinger@wisc.edu).
Dependent Care FSA (DCFSA) Election Change Requests
Employees who are currently enrolled in the Dependent Care FSA (DCFSA) may make an Election Change Request.
The application must be received within 30 days of the closure and/or decrease in hours of the daycare location (or) within 30 days of the return to daycare.
Reason for Request: Change in Cost
Applications will be processed effective the 1stof the month on/following the receipt of the application.
Current 2020 Funds
There is no current change to FSA or DCFSA rollover guidelines.
A change is determined by IRS guidelines, Connect Your Care (CYC) and Employee Trust Funds (ETF)
Current FSA Guidelines:
Medical FSA: $500 Rollover
Dependent Care FSA: No funds may roll over
FSA contributions (with the exception of the standard $500 Medical FSA rollover) must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 –the last day of the month in which the last deduction occurred.
Supervisors: Approving Academic Staff Furlough
Supervisors and managers can approve Academic Staff’s time and furlough through the Time and Absence dashboard found on the MyUW Manager portal tile of MyUW (my.wisc.edu). The Payable Time Approvals section displays pending time approval requests, based upon the criteria, including date range, in Selection Criteria.
VIDEO: Approving Furlough time for Academic Staff
Job Aid with written instructions: Time and Furlough Approvals for Managers
Academic Staff: Updates to Logging Furlough
New: Record Furlough in 1-Hour Increments
Academic Staff can record furlough in one-hour increments. Furlough must be reported in these whole hour increments using the code FURLM. Record the hours in the quantity field.
- The code FUR50 (half day) has been decommissioned.
- Existing entries will be manually updated by payroll staff.
All other furlough guidelines for Academic Staff remain the same
- Maximum of 1 furlough day per work week (Sunday-Saturday)
- Entry and approval deadlines remain the same (see “Timing” below)
- Monthly employees must still enter all hours worked for the week. See instructions in “1) Record Furlough Time” below.
- Remember to complete Monthly Leave Reporting as well. See instructions in “2) Monthly Leave Reporting” below.
How to enter Furlough and Leave
Academic Staff employees who are paid monthly must enter all time and absences through MyUW. This includes two actions:
1) Record furlough time in the Timesheet tab, and 2) Monthly leave reporting in the Request Absence tab. See overview instructions for each, below.
You can also refer to this Academic Staff Job Aid for more detailed time entry instructions.
1) RECORD FURLOUGH TIME
Record your furlough time right away during the week it is used.
1. Go to MyUW (my.wisc.edu) > Select TIME AND ABSENCE tile
2. Use TIMESHEET tab for entering the furlough day and hours worked for that week
3. Find the Time/Absence Code dropdown menu
> Select the code FURLM for any full or partial furlough days (in Timesheet)
> Enter hours (as whole hour increments) under Quantity
4. For the remainder of the days in that week, enter the FUREG code in the timesheet for hours worked during the same week. Enter FUREG hours worked (as whole hour increments) under Quantity.
Do not enter exact hours in the Shift In/Break Out/Break In/Shift Out columns.
5. Click “Submit” button.
2) MONTHLY LEAVE REPORTING
As a reminder, your furlough entry is not the only action required for the month. Enter your vacation, personal holiday, sick leave time, or “no leave taken” as follows:
Use the REQUEST ABSENCE tab to record your monthly leave usage, even if you did not take any leave days for the month.
- MyUW (my.wisc.edu) > Time and Absence tile > REQUEST ABSENCE tab
- Use the dropdown menu to select any leave used (Vacation, Personal Holiday, and Sick) or No Leave Taken
- Repeat for different types of leave used (if any)
-
“Submit” button (screenshot) Click the Submit button in the upper right corner
Frequently Asked Questions
Q: Do I need to log furlough in my monthly leave reporting (Absences in MyUW)?
A: No. Please do not use the furlough code or log furlough days in your monthly leave reporting.
Q: If my only days off in a given month were furlough days, do I still need to enter a “No Leave Taken”?
A: Yes. Furlough is different from Leave. Enter a No Leave Taken as you normally would in your Monthly Leave Reporting using the Request Absence tab on MyUW as shown above.
TIMING
FURLOUGH SHOULD BE ENTERED AS SOON AS IT IS TAKEN. THE MONTHLY PAYROLL CALCULATION DATES VARY EVERY MONTH.
- Furlough must be entered and approved one day before the payroll calc date to ensure the furlough deduction is taken on the correct check.
- Furlough taken in May must be entered and approved by 05/20/20.
- Furlough taken in June must be entered and approved by 06/17/20.
- Furlough taken in July must be entered and approved by 07/15/20.
- Furlough taken in August must be entered and approved by 08/24/20.
- Furlough taken in September must be entered and approved by 09/23/20.
- Furlough taken in September must be entered and approved by 10/22/20.
If you have questions on furlough entry, please email benefits@fpm.wisc.edu.
How to Log Furlough Time
It is very important to log furlough days properly for compliance reasons. Logging furlough time is different for University Staff and Academic staff. See instructions for each, below. Also see important timing for all employees to be aware of, located at the end of this post.
UNIVERSITY STAFF: HOW TO LOG FURLOUGH TIME
Use Time Sheet Tracking to enter leave.
- Go to Inside FP&M > Tools > Time Sheet Tracking
- Use furlough code “LWOPF” on the daily time screen in Time Tracking.
ACADEMIC STAFF PAID MONTHLY: HOW TO LOG FURLOUGH TIME
USE MyUW TO ENTER LEAVE, TIME, and ABSENCES
Update 6/16/20: Academic staff are now able to record furlough in one-hour increments and must use different codes: refer to new information for Academic Staff to Log Their Furlough Time.
TIMING
Furlough should be entered as soon as it is taken. The monthly payroll calculation dates vary every month.
- Furlough must be entered and approved one day before the payroll calc date to ensure the furlough deduction is taken on the correct check.
Furlough Round Two
- Furlough taken in January must be entered and approved by 01/25/21.
- Furlough taken in February must be entered and approved by 02/22/21.
- Furlough taken in March must be entered and approved by 03/24/21.
- Furlough taken in April must be entered and approved by 04/21/21.
- Furlough taken in May must be entered and approved by 05/19/21.
- Furlough taken in June must be entered and approved by 06/16/21.
Furlough Round One
- Furlough taken in May must be entered and approved by 05/20/20.
- Furlough taken in June must be entered and approved by 06/17/20.
- Furlough taken in July must be entered and approved by 07/15/20.
- Furlough taken in August must be entered and approved by 08/24/20.
- Furlough taken in September must be entered and approved by 09/23/20.
- Furlough taken in October must be entered and approved by 10/22/20.
If you have questions on furlough entry, please email benefits@fpm.wisc.edu.
Updated 5/28/20
Flexible Spending Accounts – Medical & Dependent Care
Employees may have questions about how recent events correlate with Flexible Spending Accounts (FSAs).
This communication will address some of the questions employees may have regarding these benefits.
DEPENDENT CARE FSA
At any time (not only in our current situation), if there is a unexpected change in child care location/situation (ie. daycare facility closes) and/or cost (ie. parent goes back to work – enrolling child in daycare), this does allow an employee to make changes to their Dependent Care Flexible Spending Account (DCFSA).
If the employee is now staying home with their child(ren) and the child(ren) are no longer in daycare, they may submit an Election Change Request within 30 days of the Qualifying Event: Change in Cost. The change will take place the 1st of the month on/following the receipt of the application.
This will also work vice versa. If the child(ren) should return to daycare, the employee may submit a new Election Change Request within 30 days of the Qualifying Event to reinstate/re-enroll in this benefit.
The Election Change Request may be completed electronically by the employee and submitted directly to FP&M Benefits.
Please note, this is not a required change; this is optional. If the employee(s) do not want to make a change; no action is needed.
MEDICAL FSA
At this time, there is not Qualifying Event in regards to the current events to enroll, change or cancel these contributions. The employee must have a standard Qualifying Event to make a change mid-year to the Medical FSA. If the employee is unsure of the Qualifying Events that are required, they may refer to the UW-System: Life Events Website.
YEAR-TO-DATE CONTRIBUTIONS
Unfortunately, at this time; we have not received further guidance on whether or not FSA (either Medical or Dependent Care) contributions would be eligible for rollover in 2021; more than the IRS guidelines currently allow. A change such as this is determine by the vendor, IRS guideline changes and the duration of the current events. We will continue to monitor the situation and work with UW-Shared Services and Connect Your Care (CYC) to determine any changes that may occur.
At this time, the current guidelines are still in effect and FSA contributions (with the exception of the standard $500 Medical FSA rollover) must be used prior to end of day 12/31/2020 or in cases of termination prior to 12/31/2020 – the last day of the month in which the last deduction occurred. To use the funds past a termination date (ie. last contribution), the employee would need to contribute the remaining balance of the annual election; which would allow the account to remain active (although no longer employed at UW) through the remainder of 2020.
Again, we will continue to monitor the current events and update you on any changes and/or allowances that may occur to these accounts.
Please contact FP&M Benefits if you have any questions (benefits@fpm.wisc.edu).