ALL STAFF

Paychecks

Where can I find my earnings statement?  You may access it on the MyUW System Portal at https://my.wisconsin.edu/portal/

How often do I get paid?  Classified permanent, project, LTE and student hourly employees are paid bi-weekly on Thursday for a prior two week period.  “A-basis” (12 month) Unclassified staff are paid on the 1st of every month.

I am missing hours on my paycheck, what do I do?  Contact your supervisor and review your online timesheet and/or absence requests to see if anything was omitted. If they cannot determine the problem, they can contact your department payroll coordinator or Patrick in the Divisional Office for assistance.

Timesheets

How do I access my timesheet?  You can access your timesheet on the MyUW System Portal at https://my.wisconsin.edu/portal/

Who approves my timesheet?  Your immediate supervisor approves your timesheet, and their backup does in their absence.

Approval of Absences

What types of leave do I have?  Eligible employees accrue sick leave, vacation, personal holidays legal holidays and if eligible may request job-protected leave for FMLA, Military Leave, Jury Duty and sometimes for Voting. Your immediate supervisor approves your timesheet and absences, and their backup does in their absence. Contact your department personnel representative if your supervisor is not available.

How do I enter my leave?  Time worked and paid leave will be reported in 15 minute increments.  You request time off using your department’s process which your supervisor will explain to you.  You enter your leave on-line in Absence Management on a weekly basis after you have taken (used) leave.  If you are out of work for more than three days you may be required to provide a written excuse for your absence.

When can I use my leave?  New Employees may begin to use vacation after you complete your 6 month original probationary period. You will earn vacation based on your FLSA status and your years of service (see below). Vacation can be used before it’s earned after you have served your probationary period. Vacation will carry over for one calendar year and then it will expire.

You can only use any kind of leave after it is approved by your supervisor.  Also, you can only use sick leave if you are sick.

How much leave do I earn?  Classified permanent and project employees are eligible to earn leave. Classified Limited Term employees (LTE’s) are not eligible to earn leave. If you are less than 100% time, your leave hours will be prorated based on your appointment percentage. Paid leave is allocated on a calendar year basis.

Vacation Earning Schedule
Years of Service FLSA Non-Exempt FLSA Exempt
First 5 Years 104 120
5-10 Years 144 160
10-15 Years 160 176
15-20 Years 184 200
20-25 Years 200 216
25+ Years 216 216

Classified staff are eligible to bank unused vacation hours into a sabbatical leave account after achieving one or more State service-related benchmarks. Contact your department personnel representative or the central Payroll office for more details and eligibility criteria.

Sick Leave Earning Schedule

You will earn 5 hours of sick leave per paycheck (based on 80 hours paid) for a total of 130 hours per year. Sick leave accumulates without limit and does not expire. It cannot be used before it’s earned.

You can use sick leave when you miss work due to the following:

  • A medical, dental, vision appointment for you or a family member
  • Your own illness or injury
  • For temporary care of a family member with an illness or injury
  • After the death of a family member

The federal or Wisconsin Family and Medical Leave Act (FMLA) may allow use of sick leave for purposes other than those listed above. If you miss work due to illness for 5 or more consecutive days, you must provide written physician certification (does not apply if on approved FMLA leave). If you are FLSA non-exempt you may be required to provide certification after three days per FLSA.

Classified project employees who never attained permanent status:  Sick leave will accumulate without limit until your project position ends.  Sick leave may not be transferred from a project position to another project or permanent position.

Personal Holidays

You will be given 36 hours of personal holiday per calendar year. Personal holiday hours will expire at the end of the year in which they are given. They do not carryover. At termination of employment, any remaining personal holiday hours can be:

  • Paid out as a lump sum on your final check, or
  • Used to extend your time on payroll (supervisor approval needed if you are Unclassified Faculty, Academic Staff or Limited appointee).

NOTE: If your employment terminates during your original Classified probationary period or during the first six months of your Classified project position, you may be required to pay back Personal Holiday hours that were used.

Legal Holidays

The State of Wisconsin grants nine days of paid legal holidays per calendar year. The provisions are covered in the State Statutes Chapter 230.35, in each union contract and in the state of Wisconsin Compensation Plan.

Legal holidays are automatically populated into an employee’s timesheet during the corresponding bi-weekly pay period.  Unused legal holiday hours do not get carried over into the next calendar year.

Holiday
January 1 New Year’s
Third Monday in January Martin Luther King, Jr.
Last Monday in May Memorial
July 4 Independence
First Monday in September Labor
Fourth Thursday in November Thanksgiving
December 24 Christmas Eve
December 25 Christmas
December 31 New Year’s Eve

When legal holidays fall on a Sunday, state offices are closed the following Monday. When legal holidays fall on a Saturday, a day of “floating holiday” is created. Floating holiday is allocated to the employee during the pay period in which the holiday falls and will appear on the next leave or earnings statement.

Family Medical Leave using FMLA

All employees who meet the eligibility requirements of 1,250 hours worked in state employment in the preceding 12 months (FMLA) and/or 1,000 hours of state employment in the preceding year (WFMLA) are eligible for up to 12 weeks of unpaid, job-protected leave each calendar year for specified family and medical reasons.

I will be leaving state service, what happens with my accrued leave? 

Vacation

At termination of employment, any remaining unused vacation or banked vacation can be:

  • Paid out as a lump sum on your final check, or
  • Used to extend your time on payroll (supervisor approval needed if you are Unclassified Faculty, Academic Staff or Limited appointee).

Classified project employees who never attained permanent status:  Remaining unused earned vacation hours will be paid out at the termination of each project appointment.

Personal Holiday

At termination of employment, any remaining personal holiday hours can be:

  • Paid out as a lump sum on your final check, or
  • Used to extend your time on payroll (supervisor approval needed if you are Unclassified Faculty, Academic Staff or Limited appointee).

If your employment terminates during your original Classified probationary period or during the first six months of your Classified project position, you may be required to pay back Personal Holiday hours that were used.

Sick Leave

At termination of all UW employment, your sick leave hours are lost unless*:

  • You transfer to another State Agency; or
  • You have 20 years of state service under the Wisconsin Retirement System (WRS), making you eligible to convert your sick leave to pay for health insurance in retirement; or
  • You retire on an immediate annuity (or lump-sum retirement benefit), in which you are eligible to convert your sick leave to pay for health insurance in retirement; or
  • You are laid off, in which you are eligible to convert your sick leave to pay health insurance premiums for up to 5 years; or
  • You return to a leave-earning position at the UW within your reinstatement period. Your sick leave balance will then be restored to you.
    • Classified employees – must return within 5 years to any leave-earning appointment
    • Unclassified Faculty, Academic Staff or Limited appointees – must return within 3 years to any leave-earning appointment

If you pass away while actively employed and you carry family health insurance, your family members are eligible to use the value of your sick leave account to pay for State Group Health Insurance premiums after your death.

Classified project employees who never attained permanent status:  Sick leave hours will be lost if your project position terminates unless you retire on an immediate annuity (or lump-sum retirement benefit), in which you are eligible to convert your sick leave to pay for health insurance in retirement.

University employees are eligible for the conversion of their sick leave credits to pay for State Group Health Insurance at layoff, termination with 20 years of service, retirement, or death provided eligibility requirements are met.

Classified Staff and Students

New Hire Paperwork

If you are a new employee or a supervisor, your department personnel representative (see contact list) will help you with the new hire paperwork. Additionally, Division of Student Affairs supervisors conduct On-Boarding <link here for Onboarding site> of new staff.  The division conducts training of new supervisors approximately three times per year directly following New Employee Orientation. (link here to the new Orientation website).

Letters of Offer

What is a Letter of Offer?  Your Letter of Offer specifies the terms of your offer, such as your title, begin date (and end date if you have a project appointment), title, starting base rate of pay, and supervisor’s name, where to go on your first day of work, and other important information.

Please read all the details on this letter and contact your supervisor if you have any questions or your personnel representative who will be named in the letter.

Please note, whenever there are significant changes in any of the terms of your original Letter of Offer or whenever there are significant changes in your position’s responsibilities, a written notice of the changes is sent by the SA Vice Chancellor’s Office.  For example, if you receive a pay plan increase or a title change you will receive a written notice from UWM and/or the Vice Chancellor’s Office of the Division of Student Affairs.

Classified Letters of Offer are prepared by the Human Resource department and signed by the Vice Chancellor of Student Affairs (appointing authority).  The Vice Chancellor’s Office releases the Letter of Offer after a criminal background check has been conducted.  Patrick Paczesny may release the offer earlier only if the Letter of Offer contains a contingency regarding the results of the CBC.

Position Description

When will I receive my position description?  Your classified position description will be signed along with your Letter of Offer or during your first week of employment.  As you progress in your position your duties sometimes change, please discuss this with your supervisor at least once per year during your performance evaluation.  It is important to keep your position description up-to-date.

I no longer perform duties on my position description, or I am now performing other duties not listed. How do I get my position description updated?  Your immediate supervisor will need to review it and send a draft to your department’s personnel rep or to Patrick at the Divisional Office for initial review. Final approval comes from the campus HR office.

Official Personnel File

Who has my official personnel file? Can I view it?  Student and LTE files are maintained in the department. Classified permanent and project files are kept at campus HR. Unclassified files are kept at the Divisional Office. You may request at any time to see your file.

AIMS

This is a section for AIMS information.