FP&M Employee Updates: COVID-19

Please use this page as a resource for the most up-to-date information around how FP&M staff are affected by the COVID-19 pandemic.

  • You can also refer to the UW COVID-19 site for the most current campus news (maintained by University Relations).
  • If information here conflicts with campus websites or state, local, or federal guidance, then use that info.

Browse frequently-asked questions (FAQ) below.

Furlough and Work-Share, Unemployment

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How do I enter my 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.

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.

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

Record Furlough Time

Record your furlough time right away during the week it is used.

1. Go to MyUW (my.wisc.edu)
2. Select TIME AND ABSENCE tile
3. Use TIMESHEET tab for entering the furlough day and hours worked for that week.

  • Time/Absence Code pulldown menu > select the code FURLM for any full or partial furlough days (in Timesheet)
    • Enter hours (as whole hour increments) under Quantity
  • 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.
See this Academic Staff Job Aid to read detailed time entry instructions.
Watch this Academic Staff Furlough Entry video  instructions.
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

How do I approve Academic Staff furlough time? (Managers/Supervisors)

See the Time and Furlough Approvals for Managers job aid for detailed written instructions. (Updated 6/16/20)

See the video: APPROVING FURLOUGH TIME FOR ACADEMIC STAFF for a step-by-step walkthrough (5 min.) (Updated 6/19/20)

Access the Time & Approvals Dashboard
  1. Navigate to your MyUW portal at MyUW (my.wisc.edu).
  2. On the Manager Time and Approval Tile, click on the Time/Absence Dashboard icon.
Change Date Range

The date range for approvals may need to be changed to see all employees’ time requests

  1. Click the calendar icon next to Start Date.
  2. Click date from the calendar (suggest beginning of the month).
  3. Click the Calendar icon next to End Date (suggest end of the month).
  4. Click the Refresh button.
Additional Information – including Timesheet
1. Click on the employee’s name to see information about time needing approval.
  • Day by day breakdown of time
  • Add comments
  • Link to Timesheet

NOTE: The Timesheet will open in a new browser tab, close this tab to go back to the dashboard. Having multiple browser tabs with the dashboard open will cause performance issues.

2. Click the View Details hyperlink to see additional information about time needing approval for all employees, including day by day breakdown and link to Timesheets.

Approve Time and Furlough
  1. Put a check mark next to the employee name(s) to take action on.
  2. Click Approve
  3. The time will be removed from the list

Where can I get help with Unemployment? (English, ESPAÑOL, 中文, HMOOB, नेपाली, བོད་སྐད)

FP&M Employees on Work-Share: See the new WORK-SHARE UNEMPLOYMENT GUIDE for assistance with all of your questions, as well as common scenarios for FP&M employees.

Updated 6/10/20


APPLY FOR UNEMPLOYMENT BENEFITS (Translated Guides)

Need to apply for unemployment benefits? Use the following guides to help you apply for unemployment benefits (provided by the UW Office of Human Resources, in all languages).

What do I do if my Unemployment Claim is still in “Educational Review”?

OHR has addressed this issue with DWD. DWD is currently working to release all UW-Madison claims that are in ‘educational review’. If you continue to receive notification that your claim is still under ‘educational review’, please email fpmhr@fpm.wisc.edu or call Kula Yang at 608-265-8096.

My Unemployment application status says "Issue:..." What does this mean?

Your unemployment application status may say “Issue:” then “being reviewed by an Adjudicator”, “review of Educational Employment”, or “Review of Workshare.” This simply means that DWD is still reviewing your application. If DWD needs more information, they will contact you directly by mail or through central OHR.

Do I have to look for work / conduct a Job Search to qualify for my Unemployment benefits?

If you are participating in the Work-Share program or Position-Specific Furloughs, you DO NOT need to conduct a Job Search. Due to the pandemic, DWD is not requiring anyone to search for employment. You may have received an automated letter from DWD regarding required job searches but doing so is not necessary. If you are confused about the letter, please share a copy of the letter with FP&M HR. FP&M HR can help resolve this matter with OHR. For all unemployment related questions you can email fpmhr@fpm.wisc.edu or call Kula Yang at 608-265-8096.

When using DWD Unemployment benefits do I need to register with the Job Center of WI?

Not everyone has to do this.  You may be required to register for work with the Job Center of Wisconsin but ONLY if DWD tells you to do that and provides detailed steps to register.  Find more information on the DWD website: https://dwd.wisconsin.gov/covid19/public/ui.htm

How do I access my earnings statement (paystub)?

You can access your earning statement on the MyUW Portal via the Payroll Information tile.

Here is a KB topic for logging into MyUW to access your earning statement.

I can’t access or log into MyUW. Can HR give me a copy of my earnings statement (paystub)?

Unfortunately, HR cannot print and mail your earnings statements. You will need to contact DoIt to unlock your MyUW account. It’s important you have access to MyUW to see work emails, paystubs, benefit information, and more. See DoIT contact information at this website: kb.wisc.edu/helpdesk

  • You can use work time to call DoIT for help.
  • You can also call DoIT from home to get help accessing MyUW from a home computer or phone.  DoIT is available for 2nd shift until 9pm and 3rd shift employees can contact DoIT at the end of their shift.
  • Cultural Linguistic Services (CLS) can also contact DoIT Help Desk on your behalf from 7:00 am to 9:00 pm, Monday – Friday.

Should I file for Unemployment?

If you received a letter from FP&M Human Resources notifying you that you’re part of the Work-Share program or on Full Furlough, you can apply for unemployment benefits beginning on May 17, 2020.

For help applying for unemployment, please see the Where can I get help with my Unemployment FAQ entry above for step-by-step printable guides in all languages.


If you are part of the Campus-wide, Intermittent Furloughs, you are most likely not eligible for unemployment benefits.

Why does it appear that my vacation and personal leave balances are reduced? (Work-Share only)

EMPLOYEES ON WORK-SHARE

Some employees who are part of the work-share program may have noticed a reduction in their leave allocations. Rest assured, this does not reflect the actual leave balance, and the payroll system will update next week to show the actual leave balance.

This occurred because employees on work share have a reduced FTE in the payroll system. The  FTE information in the payroll system does not have and end date so all future leave accrual has been reduced.

An end date for work share will be uploaded into the payroll system next week (early June) and employees should see the leave allocations increase.

If you have any more questions, you can feel free to Ask a Question.

Updated on 6/2/20

What is the deadline for me to enter Furlough time? (Academic Staff only)

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.

If you have questions on furlough entry, please email benefits@fpm.wisc.edu.

 Do I need to log furlough in my monthly leave reporting (Absences in MyUW)? (Academic Staff only)

   No. Please do not use the furlough code or log furlough days in your monthly leave reporting.

If my only days off in a given month were furlough days, do I still need to enter a “No Leave Taken”? (Academic Staff only)

A: Yes. Furlough is different from Leave. Academic Staff should enter a No Leave Taken as they normally would in their Monthly Leave Reporting using the Request Absence tab on MyUW

Can I decide when to take my furlough days?

Furlough days should be requested like vacation days. A maximum of one per week can be taken and do require the approval of your supervisor.

It is very important to log furlough days properly for compliance purposes. See FAQ “How do I enter my furlough time” for details and instructions! These are different for University staff and Academic staff.

What are the different types of furlough/work-share?

How will I be notified of my furlough/work-share status?

For employees who are part of the DWD Work-Share program, notice was sent via USPS and email.

For employees in Position Specific Furloughs – full or partial, notice was sent via USPS and email.

For employees in Campus-wide Intermittent Furloughs, notice was sent via email ONLY.  If an employee would like a hard copy
mailed to them, supervisors can email the individual’s name and EMPL ID to fpmhr@fpm.wisc.edu.

Updated 5/21/20


You will be notified first via an email from FP&M Human Resources.

A second, more detailed and individualized letter, will be sent both by email and USPS mail.

When did campus furlough programs take effect?

All furlough and work-share programs will begin on May 17. See more information in this printable handout.

What is a Work-Share program?

Campus work units may implement a Work-Share program that involves the reduction of employees’ work hours.

This allows the university to retain skilled employees during times of budget emergencies or work slowdown by reducing work hours, with employees able to supplement lost wages with unemployment benefits.

If you are placed in the Work-Share program you will maintain your employment as a UW−Madison employee and you are not included in the Campus-wide, Intermittent Furloughs.

For more details, visit the UW Office of Human Resources.

What is a Campus-Wide, Intermittent Furlough?

Employees placed in campus-wide Intermittent Furlough will take unpaid furlough days between May 15 and October 31, 2020. The number of furlough days is based on an employee’s annual salary. See this table for more information.

For more details, visit the UW Office of Human Resources.

Where can I find details about campus furlough programs?

Campus leadership and the Office of Human resources have put together this site. We recommend you take time to review and check back on this site regularly.

Available in multiple languages.

How do furlough days work with legal holidays?

Position-Specific Furlough

  • Employees on Position-Specific Furlough will continue to earn vacation, personal holiday, and sick leave during furlough.
  • Employees who are placed in full furlough and are not working will not receive pay for any fixed legal holidays during furlough, but they will accrue floating holidays. This year, July 4 will be a floating holiday.
  • Employees who are placed on partial furlough and are working will receive holiday pay at their regular allocation.
  • An employee may not use vacation leave, banked leave, sick leave, or personal holiday leave while on furlough to offset the unpaid leave.

Work-Share Program

  • Employees who are placed on Work-Share and are working will accrue holidays at their regular allocation. 
  • If Memorial Day falls within their scheduled work hours, then they would list the legal holiday on their time sheet for that day.  If they are not scheduled to work on Monday, that holiday becomes a floating holiday.
Campus-wide Intermittent Furlough
  • Memorial Day rules: Employees who are part of Campus-wide, Intermittent Furlough can take furlough days on both the Friday before and the Tuesday after Memorial Day and receive holiday pay. 
  • For other legal holidays:  Stay tuned for further guidance.

For more details, visit the UW Office of Human Resources.

Updated 5/22/20

How do furlough programs impact my benefits?

Campus has put together this guide for detailed information on benefit impacts throughout this time.

Is UW COVID-19 leave still in effect?

The UW-Madison COVID-19 Leave is available only through May 15, 2020.

Some employees will be able to make up for their lost wages via unemployment benefits starting on May 17, 2020. See more information in this printable handout.

What is the Employee Emergency Loan Program?

UW-Madison has established an emergency loan program to provide assistance to employees experiencing financial hardship because they have been placed on Position-Specific Furlough or are working reduced-hours in a Work-Share program. If eligible, employees can apply to receive a 0% interest loan that can help them now. Loans must be paid back to the University over time. Learn more and see translated info on the UW Division of Business Services website.

How do I apply for a 0% interest loan? (Work-Share and Full Furlough only)

Work-Share and Fully Furloughed employees can apply for a 0% interest loan through the Emergency Loan Program. The easiest and fastest way is to apply online on the Business Services website.


Or, you can use a paper form: ENGLISH Form | SPANISH/ESPAÑOL| 中文/ CHINESE | བོད་སྐད/ TIBETAN | नेपाली/NEPALI | HMOOB / HMONG  6 LANGUAGES Form

General Employee Resources

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Can I change my Dependent Care FSA (DCFSA) election?

Yes. 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. Learn more.

What emergency leave is available to me?

You may be eligible for emergency leave. Please refer to the guide for leave types for details and eligibility. If you have questions around which leave you may qualify for, please contact Kula Yang.

Updated 6/16/20

How can I contact human resources?

Currently, the FP&M human resources office is not accepting walk-ins. You may make an appointment with Human Resources using the contact information at the bottom of this page.

Where can I find an FP&M phone list?

The Telecom Portal has the most updated phone list for all FP&M employees. Click on the “View Phone Lists” link in the upper right corner of the screen to search for an area. As a reminder, please forward your office phone to make sure folks can reach you.

What resources are there to work from home?

See Work-From-Home/Telecommuting page for FP&M employees.

This page provides access to helpful tools for adapting to your work environment, including how to forward your phone, getting VPN access, video-conferencing tools, and the technology you need. More information is added as it becomes available.

Can I order office supplies for my home office?

Yes, you may order office supplies using the following procedure:

  1. Shop at Staples
  2. Send item details to your supervisor including your home address and department UDDS, if you know it.
  3. Your supervisor will email information to Kathy Bear (kathy.bear@wisc.edu)
  4. Kathy will order on your behalf and coordinate with you directly.

Health and Safety

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What can I do to stay safe at night?

If you feel you’re in an unsafe situation, call UWPD dispatch at (608) 264- 2677. If you need immediate help or you have an emergency, call 911.

UWPD is aware of the close proximity of protests to campus and is assisting MPD to protect the rights of protesters while preserving safety in the downtown area due to other disruptions. UWPD’s first mission is to protect the UW-Madison campus and community. So far, campus has not been the focus of these protests. Also be aware that the curfew does not apply to employees who work at night on campus traveling to and from their workplace or parking lot.

SEE FULL LETTER  for details (in 6 LANGUAGES)

Updated 6/3/20

What should I do to stay safe and healthy at work?

Continue to practice physical distancing and follow these healthy habits for prevention.

How do I stay safe during protests occurring near campus?

We urge employees to be aware of surroundings while traveling and if you find yourself in an area where a disturbance is occurring, please shelter in place. If at any time you are outdoors and are directed to leave an area, please do so.

  • Employees who have subscribed to receive WiscAlerts will continue to receive information about specific incidents on or immediately adjacent to campus. You can also subscribe to updates via WhatsApp.
  • Please be aware that conditions can change rapidly. Pepper spray, tear gas and other measures can affect a broad area. Crowd movements can be unpredictable. Fires, broken glass and debris can also be dangerous, particularly at nighttime.
  • Employees do not need to proactively display ID or take any other steps to show they are campus workers, nor will police engage employees going about normal business.
  • A 9:30 p.m.- 5 a.m. curfew continues in effect on campus and on the Isthmus, but the curfew does not apply to employees who work at night on campus traveling to and from their workplace or parking lot.

As always, if you need assistance during this challenging time, please reach out directly to your supervisor or the following resources:
UWPD (608-264-2677) Employee Assistance Office (608-263-2987)

Updated 6/3/20

Should I wear a face covering or a mask?

Face coverings are now required for employees working on campus. Consult the FP&M Supplemental Guidance on Face Coverings for more details.

Last updated: June 8, 2020

What happens when a university employee tests positive for COVID-19?

See the below section Employee Notification of COVID-19 Cases on Campus  for full FAQ on this topic.

How will lump sum payments for essential onsite employees work? (Risk & Retention Bonus Program)

The Risk & Retention Performance Bonus Program is designed to recognize essential employees who worked on campus during the initial phase of the COVID-19 pandemic. Employees who are selected for bonuses as part of this program will be notified by July 10.

Last updated: June 23, 2020

Campus Reopening

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When will campus fully reopen?

Campus is currently developing plans for reopening campus, which will likely happen in distinct phases. There are a number of factors to consider, primarily the health and safety of our campus community. We anticipate more details during May 2020.

We also keep a current view on FP&M operational status which guides on-site staffing needs.

When can I return to my office or work location?

If you are currently not working on campus, you will be notified by your supervisor when and how you will return to work.

Campus is working on a phased approach to bring employees back. This will largely depend on the nature of your work and campus operational status.

What is the current status of FP&M operations?

FP&M continues to maintain essential services throughout campus. Check this page for the current operational status.

Employee Notification for COVID-19 Cases on Campus

This FAQ material is also available as a single PDF suitable for printing.

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Who is responsible for managing COVID-19 cases?

Federal, state, and local public health agencies including the Centers for Disease Control and Prevention (CDC), Wisconsin Department of Health Services (DHS), and Public Health Madison and Dane County (PHMDC) are responsible for the management of COVID-19 cases. 

What rules govern how information about COVID-19 cases can be communicated?

Communication about COVID-19 cases is governed by both the Health Information Portability and Accountability Act (HIPAA) and the Americans with Disabilities Act (ADA).

What happens when a university employee tests positive for COVID-19?

If an employee tests positive for COVID-19, PHMDC is informed of the positive test. PHMDC then reaches out to anyone who may have been exposed to the individual who tested positive.

If I test positive for COVID-19, do I have to inform the university?

Employees who test positive for COVID-19 are not required to inform the university of their diagnosis, but should follow the standard absence reporting procedure within their unit.

If I test positive for COVID-19, what should I do?

Follow the guidance you receive from your healthcare provider and public health officials. 

What should I do if I have symptoms of COVID-19?

Anyone who is sick, including with symptoms of COVID-19, should stay home. This applies to all employees, including essential workers. Employees who develop symptoms at work should immediately go home. Call your healthcare provider.

How will I know if I have been exposed to an employee who has tested positive for COVID-19?

PHMDC reaches out to anyone who may have been exposed to the individual who tested positive. If you are not contacted by PHMDC, public health authorities have determined that you were not a direct contact at risk of exposure. 

What should I do if I have been exposed to an employee who has tested positive for COVID-19?

Follow the guidance you receive from your healthcare provider and public health officials. 

What should I do if I think I’ve been exposed to someone who has COVID-19?

If you think you have been exposed, you should self-monitor for symptoms of COVID-19, which include cough and shortness of breath or at least two of the following: fever, chills, repeated shaking with chills, muscle pain, headache, sore throat, new loss of taste or smell.

Do essential employees still have to report work if a co-worker has tested positive for COVID-19?

Essential employees who work on a team, in a building, or in a department with someone diagnosed with COVID-19 are still required to report to work unless otherwise informed by either public health officials or FP&M management, or if they are sick or  have been advised  by a healthcare provider to self-isolate.

What information can the university release to other employees or the public about COVID-19 cases?

Both HIPAA and ADA limit the amount of information that can be released by public health agencies, the university, or by FP&M management. For more details, consult this KB topic.

How will the university clean the areas where employees who have tested positive for COVID-19 work?

Buildings frequented by an employee who tests positive for COVID-19 are evaluated for additional cleaning and disinfection in accordance with CDC guidance.

If an employee has tested positive for COVID-19 and worked while contagious, the university may exercise an abundance of caution and perform a cleaning and disinfection of areas used by that individual. Additionally, the areas where the employee worked will be closed off and not reopened until the cleaning and disinfecting have been completed. Building occupants will not be allowed in the potentially impacted areas until the cleaning and disinfection have been completed or occupancy has been cleared by Environment, Health & Safety.

  • Critical space requiring immediate or near-immediate access: Wait as long as possible before starting to clean and disinfect the space in accordance with CDC recommendations.
  • Other spaces: Wait at least 24 hours before starting to clean and disinfect the space in accordance with CDC recommendations. If spaces can be left undisturbed for seven days, no additional action is required (this is the preferred solution for private offices).
  • The cleaning response to large outbreaks in a particular facility will be addressed on a case-by-case basis by Environment, Health & Safety.

Unconfirmed cases of COVID-19 will generally be treated similarly to other routine illnesses in the workplace. As an additional precaution and when practical, it is recommended that the areas potentially impacted by the symptomatic employee be closed off. If possible, entrances to these areas should be restricted for at least 72 hours from the last time the employee was in the building. A standard cleaning should follow the 72-hour waiting period.

Human Resources Contacts

Sue Fritts

Director of Human Resources

sue.fritts@wisc.edu

Rebecca Rohde

Payroll & Benefits Supervisor

rebecca.rohde@wisc.edu

Dawn Bierman

Recruitment Specialist

dawn.bierman@wisc.edu

Kong Thao

Human Resources Generalist

kong.thao@wisc.edu

Alicia Meyer

Organizational Development & Training Manager

alicia.meyer@wisc.edu

Maddie Walsh

Human Resources Administrator

maddie.walsh@wisc.edu

Mike Loggie

Benefits & Onboarding

mike.loggie@wisc.edu

Kula Yang

Associate Workforce Relations Specialist

kula.yang@wisc.edu