Catastrophic Leave Authorization Form

UW-Madison has a Catastrophic Leave Program that enables employees to donate some of their leave to an employee in need. If you would like to make a donation you will need to complete a Catastrophic Leave Authorization Form.

File: CatastrophicLeaveDonorAuthorization.doc

UW-Madison has a Catastrophic Leave Program that enables employees to donate some of their accrued vacation, vacation carryover, personal/floating holiday, or banked leave to an employee in need. Sick leave may not be donated.

If you would like to make a donation, you will need to download and complete a Catastrophic Leave Authorization Form and return it to Rebecca Rohde in FP&M Payroll at rebecca.rohde@wisc.edu.

Download


For more details, please review UW-Madison’s Catastrophic Leave Policy. This policy applies to Faculty, Academic Staff, University Staff, and Limited Appointees.

Please contact Rebecca Rohde, FP&M Payroll Supervisor, at rebecca.rohde@wisc.edu or by phone at 262-6218 if you are interested in learning more about this program or making a donation.

University Staff Annual Leave Conversion (deadline 12/10/21)

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two curved arrows pointing toward each otherUniversity Staff employees have an opportunity to make a choice to bank their unused vacation carryover or unused current year vacation. Based on eligibility, university staff employees can bank unused vacation carryover/current year vacation in the following ways:

  • in a banked leave account
  • receive cash, or
  • a combination of both.

Steps

  1. Access the banked leave conversion forms on My UW/my.wisc.edu > Time and Absence > Leave Reports.
  2. Complete and sign the forms, then email or scan and send them to payroll@fpm.wisc.edu or deliver to Rebecca Rohde’s mailbox at 30 N Mills Street, 3rd floor by December 10, 2021.

Eligibility

University Staff employee eligibility to bank unused vacation is based on the following:

  • Years of Service, FTE & FLSA Status or
  • Vacation Accrual Rate and Sick Leave Accumulation

Banking Schedule

Find the University Staff Paid Leave Banking Schedule below.

Years of Service

Full-time University Staff-Nonexempt

Full-Time University Staff- Exempt and Nonexempt Supervisors

First 5 Years

0 hours

0 hours

5+ to 10 Years

0 hours

40 hours

10+ to 15 Years

40 hours

40 hours

15+ to 20 Years

40 hours

80 hours

20+ to 25 Years

80 hours

120 hours

25+ Years

120 hours

120 hours

Earn <160 hrs of vacation & have accrued at least 520 hrs of sick leave

40 hours

40 hours

For more information, consult the Vacation policy.

More questions?

If University Staff employees have questions, please watch this short (7 minute) video that reviews the 3 main components of the Annual Leave Conversion Option Form and how to complete it correctly. (Video works best in Google Chrome, Microsoft Edge or Firefox (and may not work in Internet Explorer.)

FMLA Form for Family Member (WH-380F)

The Family and Medical Leave Act (FMLA) provides that an employer may require an employee seeking FMLA leave to care for a family member with a serious health condition to submit a medical certification issued by the family member's health care provider.

File: WH-380-F_FMLA-for-Family-1.pdf

The Family and Medical Leave Act (FMLA) provides that an employer may require an employee seeking FMLA leave to care for a family member with a serious health condition to submit a medical certification issued by the family member’s health care provider. Complete this form and send to Rebecca Rohde at rebecca.rohde@wisc.edu or to our FP&M HR fax number: 608-265-3692.

FMLA Form for Employee (WH-380E)

The Family and Medical Leave Act (FMLA) provides that an employer may require an employee seeking FMLA protections because of a need for leave due to a serious health condition to submit a medical certification issued by the employee’s health care provider.

File: WH-380-F_FMLA-Form-for-Employee-1.pdf

The Family and Medical Leave Act (FMLA) provides that an employer may require an employee seeking FMLA protections because of a need for leave due to a serious health condition to submit a medical certification issued by the employee’s health care provider. Complete this form and send to Rebecca Rohde at rebecca.rohde@wisc.edu or to our FP&M HR fax number: 608-265-3692.

Disability & Medical Leave Resources for Employees

This guide is a resource for you if you are experiencing difficulties at work related to a disability or chronic medical condition.

File: Disability-Medical-Leave-Resources-Guide-for-Employees-1.pdf

This guide is a resource for you if you are experiencing difficulties at work related to a disability or chronic medical condition. For example, you may:

  • have a serious health condition and need medical leave
  • be returning to work with restrictions following a workplace injury or medical leave
  • have a disability that limits your ability to perform parts of your job

FY 2021-2022 Discretionary Compensation Fund and Performance Bonus Program

FP&M employees:

I am pleased to let you know that UW-Madison has resumed the Discretionary Compensation Fund (DCF) program and the Performance Bonus program for the 2021-2022 fiscal year. These programs, which had been provided prior to the pandemic, were put on hold for the last year and a half due to financial concerns.

The DCF program provides base pay increases to recognize exceptional performance, address market inequalities, and make equity adjustments for academic staff, university staff, and limited appointees. The DCF is not a pay plan and therefore does not involve across-the-board pay increases.

The Performance Bonus program gives FP&M the ability to provide one-time, lump-sum bonuses to staff who have made exceptional contributions during the COVID-19 pandemic over the last 18 months.

As with previous programs, some employees are not eligible for DCF adjustments or bonuses based on campus guidelines. The following individuals are ineligible:

  • Employees in a probationary period or an evaluation period.
  • Employees with documented performance issues in their most recent performance evaluation.
  • Employees who have not completed the university’s sexual harassment prevention or cybersecurity training.
  • Supervisors who have failed to complete the most recent performance evaluations for all their subordinate staff.
  • Rehired annuitants.

Please note that trades positions are eligible for performance bonuses but not DCF adjustments. In addition, employees at or above the maximum of their pay range are not eligible for DCF adjustments.

Each department director has been asked to work with their management team to provide recommendations for DCF adjustments and performance bonuses. These recommendations will be vetted by FP&M Human Resources for compliance and reviewed and approved by FP&M leadership.

We will provide an update regarding both DCF adjustments and performance bonuses in early December.

Thank you for your continuing commitment to provide excellence in facilities and services for our university community.

Best regards,

Margaret Tennessen (she/hers)
Deputy Associate Vice Chancellor
Facilities Planning & Management

Trades & Building staff New Benefits Options

This is a flyer for distribution to all Building and Trades staff at FP&M. Starting in 2022, Building Trades employees (also referred to as “Crafts Workers”) will be eligible to receive the employer share of the monthly State Group Health Insurance premium like other UW System faculty and staff. In summary: UW will pay 88% of the total health insurance premium. If you’re currently enrolled in state health insurance: you will not have to pay the full premium starting in January 2022. If you aren’t already enrolled in state health insurance, you must enroll by Oct. 22 in order to take advantage of the new monthly premiums in the table below. Employees who decline state health insurance are able to apply for a $2,000 Opt-Out Incentive.

File: Trades-New-Benefits-Options_8.5-x-11.pdf

Crafts Workers Health Insurance Changes 2022

Beginning January 2022, crafts workers will be eligible to receive the employer share of the monthly premium for State Group Health Insurance (like other UW System faculty and staff). The employer share amounts to approximately 88% of the total premium resulting in a much more affordable offer of health insurance. See frequently-asked question about these changes that take effect January 1, 2022.

File: Crafts-Workers-benefit-changes-FAQ-2021-09-FINAL.pdf

Leave Deadline Reminders

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calendar iconBelow are reminders of some approaching deadlines for employees to submit leave reports.


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Academic Staff

September 30, 2021

September 30 is the final deadline for academic staff and limited appointees to submit missing/late leave reports for FY21 (July 1, 2020 – June 30, 2021).

    • Please report your leave usage and no leave taken by 9/30/21 to avoid permanent reduction in Sick Leave balance.
    • Employees who fail to submit required leave information by the deadline will not be permitted to accrue sick leave for FY21 in an amount exceeding the cap established by Wis. Stat. § 40.05(4)(bp)1 (i.e., 8.5 days if annual-basis appointment or 6.4 days if academic year-basis). This cap, in most cases will result in a reduction of sick leave earned for FY21

September 30 is also the deadline for eligible Faculty, Academic Staff, or Limited (FAASLI) employees to enter banked leave.

October 9, 2021 

October 9 is the deadline for Academic Staff to use Vacation Carryover balances from FY19 and FY20. Any leave balances not used by the deadline will be lost.


University Staff

End of 2021 Calendar Year 

December 31 is the deadline for University Staff to use Vacation Carryover from the previous calendar year.


Benefits Enrollment

September 27 – October 22, 2021

The Annual Benefits Open Enrollment period will be Sept. 27 – Oct. 22, 2021.

Benefits and Payroll reminders (June 2021)

two curved arrows pointing toward each other

two curved arrows pointing toward each otherAnnual banked leave conversion eligibility and deadline for entry

Faculty, Academic Staff, and Limited employees with a 12-month appointment are eligible to bank unused vacation and vacation carryover into their Paid Leave Bank (formerly known as ALRA) if they have completed 10+ years continuous service or 120 months in service by June 30, 2021.

Eligibility

An employee is first eligible to bank up to 40 hours of vacation at the start of the fiscal year following 10 years of service and is allowed to bank up to 80 hours of vacation at the start of the 26th fiscal year of employment.

Faculty, Academic Staff, and Limited employees with a 12-month appointment are eligible to bank unused leave.

Timeline for Leave Conversion

Banked leave conversion entries for fiscal year 2020-2021 should be entered by September 30, 2021. Hours elected to be banked will first be deducted from vacation carryover balances that will expire on October 7th or the vacation balance on June 30th.

For questions please contact payroll@fpm.wisc.edu or review the Vacation Policy.


Vacation carryover deadline (University Staff)

University Staff have until the end of the calendar year (12/31/21) to use their vacation carryover.

Vacation carryover deadline extended (Academic Staff)

For Academic Staff, the vacation carryover deadline was extended to October 9th. Learn more about the extension here.


New bi-weekly payroll schedule

Academic Staff will move to a bi-weekly payroll schedule starting on July 18th. Check out the 2021 payroll schedule here.


Questions?

Please contact payroll@fpm.wisc.edu with any questions.

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:

icon: coin with dollar sign

  • 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.

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.