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.
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 leaveby the time the eligibility file is created. This is a permanent eligibility. Once met, employees will retain this threshold.
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).
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.
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.
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.
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.
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.
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 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
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.
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.
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 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.
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)
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.
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.
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.
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.
The recent signing into law of the 2018-19 and 2019-20 UW-Madison Trades Contract includes wage increases and back pay. Here is what we understand for timing and eligibility. Please contact Rebecca Rohde or Sue Fritts with any questions.
General Information
The 2018-19 agreement provides a 2.13% adjustment for employees in pay status on January 6, 2019.
The 2019-20 agreement provides a 2.44% adjustment for employees in pay status on January 5, 2020.
Combined, the agreements result in a 4.63% increase effective 2/2/2020.
Hourly Pay
New compensation rates will be reflected on the 2B payroll, pay date 2/27/20.
2019 WRS deductions will be taken at the 2020 rate on the 2C payroll, pay date 3/12/2020. Refund adjustment will be made on the following pay date, 3/26/2020.
Lump-Sum Payments
Lump-sum payments will be provided for the negotiating delay.
Calculation will be the hours worked x pay rate increase.
1/6/2019 – 1/4/2020 at a rate of 2.13%
1/5/2020-2/1/2020 at a rate of 2.44%
University Staff ongoing hours only will be used for the calculation. For employees that moved from project to University Staff within the bargaining unit, only University Staff ongoing hours will count toward the lump sum.
Lump sum payments will be on the 2C payroll, date 3/12/2020.
The following employees are ineligible for lump-sum payments
Terminated employees
Employees on Leave of Absence. They will receive when they return to pay status.
Are you on track saving for your future? Take advantage of these free events. The UW Tax-Sheltered Annuity 403(b) Program is your supplemental retirement savings plan.
INDIVIDUAL COUNSELING SESSIONS
Please check “Today In The Union” the day of your individual counseling session for the room at Union South and Memorial Union. Sessions are from 9:00 a.m.-4:00 p.m. with each session 45 minutes. Having an individual counseling session does not obligate you to open an account. Or, if you have an account, make an appointment to discuss if you’re on track saving for retirement.
Lincoln has advisors in Madison at 406 Science Drive, Suite 310. For a Lincoln appointment, call 608-238-8388.
Ameriprisehas advisors in Madison at 2601 West Beltline Hwy., Suite 104. For an Ameriprise appointment, call 608-819-0500.
Rowe Price provides individual counseling sessions over the phone. To speak to a T. Rowe Price representative, call 1-888-263-2899.
SELECT, SIGN UP AND SAVE WITH YOUR UW TSA 403(b) WORKSHOP
Tuesday, February 12, 2019, 1:00 p.m.-2:00 p.m., 21 North Park Street, room 1106
Come to this workshop to learn about your UW TSA 403(b) Program, your supplemental retirement savings program. A TSA provider representative will review some great reasons to save with your TSA 403(b) and discuss why you should save for retirement. Along the way, you’ll get some wit and wisdom on saving from Ben Franklin. Find out how your TSA 403(b) can help you prepare for retirement and about the importance of starting now! After attending this workshop, you will be ready to take the next steps to start. Please go to the UW-Madison TSA 403(b) Workshop webpage to register.
Are you on track saving for your future? Take advantage of these free events. The UW Tax-Sheltered Annuity 403(b) Program is your supplemental retirement savings plan.
INDIVIDUAL COUNSELING SESSIONS
Please check “Today In The Union” the day of your individual counseling session for the room at Union South and Memorial Union. Sessions are from 9:00 a.m.-4:00 p.m. with each session 45 minutes. Having an individual counseling session does not obligate you to open an account. Or, if you have an account, make an appointment to discuss if you’re on track saving for retirement.
Lincoln has advisors in Madison at 406 Science Drive, Suite 310. For a Lincoln appointment, call 608-238-8388.
Ameriprisehas advisors in Madison at 2601 West Beltline Hwy., Suite 104. For an Ameriprise appointment, call 608-819-0500.
Rowe Price provides individual counseling sessions over the phone. To speak to a T. Rowe Price representative, call 1-888-263-2899.
SELECT, SIGN UP AND SAVE WITH YOUR UW TSA 403(b) WORKSHOP
Tuesday, January 29, 2019, 11:00 a.m.-12:00 p.m., 21 North Park Street, room 1106
Come to this workshop to learn about your UW TSA 403(b) Program, your supplemental retirement savings program. A TSA provider representative will review some great reasons to save with your TSA 403(b) and discuss why you should save for retirement. Along the way, you’ll get some wit and wisdom on saving from Ben Franklin. Find out how your TSA 403(b) can help you prepare for retirement and about the importance of starting now! After attending this workshop, you will be ready to take the next steps to start. Please go to the UW-Madison TSA 403(b) Workshop webpage to register.
Are you on track saving for your future? Take advantage of these free events. The UW Tax-Sheltered Annuity 403(b) Program is your supplemental retirement savings plan.
INDIVIDUAL COUNSELING SESSIONS
Please check “Today In The Union” the day of your individual counseling session for the room at Union South and Memorial Union. Sessions are from 9:00 a.m.-4:00 p.m. with each session 45 minutes. Having an individual counseling session does not obligate you to open an account. Or, if you have an account, make an appointment to discuss if you’re on track saving for retirement.
Lincoln has advisors in Madison at 406 Science Drive, Suite 310. For a Lincoln appointment, call 608-238-8388.
Ameriprisehas advisors in Madison at 2601 West Beltline Hwy., Suite 104. For an Ameriprise appointment, call 608-819-0500.
Rowe Price provides individual counseling sessions over the phone. To speak to a T. Rowe Price representative, call 1-888-263-2899.
SELECT, SIGN UP AND SAVE WITH YOUR UW TSA 403(b) WORKSHOP
Monday, December 10, 2018, 10:00 a.m.-11:00 a.m., 21 North Park Street, room 1106
Come to this workshop to learn about your UW TSA 403(b) Program, your supplemental retirement savings program. A TSA provider representative will review some great reasons to save with your TSA 403(b) and discuss why you should save for retirement. Along the way, you’ll get some wit and wisdom on saving from Ben Franklin. Find out how your TSA 403(b) can help you prepare for retirement and about the importance of starting now! After attending this workshop, you will be ready to take the next steps to start. Please go to the UW-Madison TSA 403(b) Workshop webpage to register.
Are you on track saving for your future? Take advantage of these free events. The UW Tax-Sheltered Annuity 403(b) Program is your supplemental retirement savings plan.
INDIVIDUAL COUNSELING SESSIONS
Please check “Today In The Union” the day of your individual counseling session for the room at Union South and Memorial Union. Sessions are from 9:00 a.m.-4:00 p.m. with each session 45 minutes. Having an individual counseling session does not obligate you to open an account. Or, if you have an account, make an appointment to discuss if you’re on track saving for retirement.
Are you on track saving for your future? Take advantage of these free events. The UW Tax-Sheltered Annuity 403(b) Program is your supplemental retirement savings plan.
INDIVIDUAL COUNSELING SESSIONS
Please check “Today In The Union” the day of your individual counseling session for the room at Union South and Memorial Union. Sessions are from 9:00 a.m.-4:00 p.m. with each session 45 minutes. Having an individual counseling session does not obligate you to open an account. Or, if you have an account, make an appointment to discuss if you’re on track saving for retirement.