Employee Furlough Updates

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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 Actionicon: magnifying glass

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:

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  • 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 :

  1. I have Future Dated, Unprocessed, or Overused Furlough time.
  2. I have overused my furlough time (it has already been processed).
  3. I still have a remaining furlough balance to use, even after the reduction.

SCENARIOS


1) I have Future Dated, Unprocessed, or Overused Furlough time. icon: pencil point

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:

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  • 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.icon: calendar with number "30" in large lettering filling up face of calendar page

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

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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

Payroll & Benefits Deductions Update

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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

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Pay Plan Effective Dates:
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  • 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.

Federal Emergency Paid Leave Provisions Set to Expire Dec. 31

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The Families First Coronavirus Response Act (FFCRA) was enacted on April 1, 2020, and provided paid leave entitlements to qualifying employees who were unable to work or telework for specific COVID 19- related reasons. (Telework is defined as work you perform while you are at home or at a location other than your normal workplace.)

These paid leave provisions are set to expire on December 31, 2020.

After December 31, 2020, employees who are unable to work or telework for COVID 19-related reasons will continue to have a variety of leave options available to them. However, employees will need to use their own accrued leave during their absences in order to receive pay.

More information is available at hr.wisc.edu/covid19/emergency-leave. If you have questions, please speak with your supervisor or human resources department.

View Document

Federal Emergency Paid Leave Provisions Set to Expire 12-31-20

The Families First Coronavirus Response Act (FFCRA) was enacted on April 1, 2020, and provided paid leave entitlements to qualifying employees who were unable to work or telework for specific COVID 19- related reasons. (Telework is defined as work you perform while you are at home or at a location other than your normal workplace.) These paid leave provisions are set to expire on December 31, 2020. After December 31, 2020, employees who are unable to work or telework for COVID 19-related reasons will continue to have a variety of leave options available to them. However, employees will need to use their own accrued leave during their absences in order to receive pay. More

File: Federal-Emergency-Leave-Program-Expiring-ESHTCN.pdf

Leave Carryover & Conversion (University Staff)

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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:

  1. Bank unused vacation carryover and/or current year vacation in a banked leave account
  2. Receive cash
  3. 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. 

  1. Complete the banked leave conversion form.
  2. Sign the form.
  3. 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).

Annual Benefits Enrollment Ends 10/23/20

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September 28–October 23, 2020 Calendar icon

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 "Benefits Information" tile with umbrella icon
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

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September 28–October 23, 2020 Calendar icon

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.

StayWell Health and Well-Being Activities

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The Well Wisconsin Program and StayWell offer resources to help you lower your health risks and support you in achieving your health and well-being goals.

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UW employees, retirees, and their spouses who are currently enrolled in the Wisconsin State Group Health Insurance plan are eligible to participate in the Well Wisconsin program.

You can earn an incentive when you complete a health screening, a health assessment, and one StayWell well-being activity. Learn more on the the OHR Health Screenings and Well Wisconsin web page.

Complete 3 steps by October 9, 2020

Step One: Complete your health screening

Complete a health screening by attending an on-site health screening hosted by your employer or by visiting your health care provider.

Step Two: Complete your health assessment

The health assessment can be found on the StayWell Wellness Portal. Request a paper assessment by contacting the StayWell HelpLine at 800-821-6591.

Step Three: Complete one well-being activity through StayWell

You can choose from a number of activities that will improve your health and well-being. For a list of well-being activities that qualify for the incentive, visit the StayWell Wellness Portal.

For language support or questions, please contact StayWell at 1-800-821-6591.

Academic Staff: How to Log Furlough

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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

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  • 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)

Video screen with Play button; "FP&M Payroll" Logging Furlough for 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
"Time and Absence" rectangular tile on MyUW
Time and Absence tile

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

Timesheet Tab (on MyUW) is selected
Timesheet Tab

    > Select the code FURLM for any full or partial furlough days (in Timesheet)
    > Enter hours (as whole hour increments) under Quantity

"FURLM" "Time / Absence Code for Furlough Time"

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.

"FUREG" "Time/Absence Code for Worked Hours"

5. Click “Submit” button.

Part 2) MONTHLY LEAVE REPORTING
"Request Absence" Tab is selected (MyUW)
(Screenshot) Request Absence tab

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
    “Submit” button (screenshot)

Frequently Asked Questions

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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.


Calendar iconTIMING

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

"FSA Updates" decorative image

"FSA Updates" decorative imageOn 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)?
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.

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
"Time and Absence" rectangular tile on MyUW
Time and Absence tile

Record your furlough time right away during the week it is used.
1. Go to MyUW (my.wisc.edu) >  Select TIME AND ABSENCE tile

Timesheet Tab (on MyUW) is selected
Timesheet Tab

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

"FURLM" "Time / Absence Code for Furlough Time"

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.

"FUREG" "Time/Absence Code for Worked Hours"

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:

"Request Absence" Tab is selected (MyUW)
(Screenshot) Request Absence tab

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
    “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.

Screen shot of TIme Tracking screen for University Staff. See the new "LWOPF" code at the far right, beneath "Leave Hours"
Screen shot: Time Tracking screen for University Staff. See the new “LWOPF” furlough code at the far right, beneath “Leave Hours”

 

 

  • 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

flexible spending accounts

flexible spending accounts

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).