Payroll & Benefits

Student Acknowledgement Form No Longer Required as of July 1st

In an effort to increase efficiency, new student employees will no longer need to complete a Student Employment Acknowledgement Form as of July 1, 2018; however, student employees are still responsible to monitor their hours worked each week to ensure compliance with the hours limitations.  The hours limitations have not changed and are shown on the Student Employee Payroll Schedule, and the Student Employment Operational Policy is still in effect.

Please contact Human Resources at or ext. 2390 if you have any questions.

Saving 1% More

It is recommended Americans save 15% of their annual income for retirement – are you?

If you are, great!

If you’re not, 15% probably seems a little intimidating, but don’t worry, there are easy ways you can begin increasing how much you save for retirement without breaking the bank. Consider increasing your UW Tax-Sheltered Annuity (TSA) 403(b) contribution by 1%. With this increase you may hardly notice a change in your take-home pay, BUT it could translate to tens of thousands of dollars to use in retirement (depending on future market values).

Your Wisconsin Retirement System (WRS) benefit is a great tool in saving for retirement, but a UW TSA account can also help.

If you already have a UW TSA account and want to see how you are doing in saving for retirement, sign up for an individual counseling session with your provider. You can do so by visiting Counseling Sessions under the Education section of the UW TSA website.

If you do not have an account, there is no time like the present to sign up! Visit the UW Tax-Sheltered Annuity (TSA) 403(b) website for information on how to enroll.

Source: UW System Human Resources

Tax Reform Update

Taxpayers may be impacted by the Tax Cuts and Jobs Act of 2018 based on the new withholding tax tables that the University of Wisconsin implemented on payroll payments dated on or after February 1, 2018. Therefore, the IRS is advising employers to notify their employees to review their personal situation to determine how the tax law changes may be impacting their tax withholding.

Taxpayers may use the IRS Withholding Calculator to estimate their income tax for 2018. This calculator will provide taxpayers information about adjusting their withholding allowances and/or their additional withholding amounts for federal income tax.

After completing this analysis on the IRS website, current W4 withholding allowances can be found on the last earning’s statement in the “Tax Data” box.

Employees can go to to complete an amended W4.  All completed forms should be submitted to Human Resources for processing.


Now Available: Time & Absence Manager Self Service Dashboard

Starting on May 6, UW Managers and Supervisors have a new tool to help manage their Time and Absence approvals in the Human Resource System HRS. Called the ‘Time and Absence MSS (Manager Self Service) Dashboard,’ this tool will:

  • Provide a one-stop shop for Managers to process pending time and absence approval transactions for their employees.
  • Reduce the number of clicks required to access each page and to complete time and absence approval transactions.

Managers will now see a new icon on the ‘Manager Time and Approval’ tile in the MyUW portal, labeled ‘Time/Absence Dashboard.’ To access the dashboard, just click on the icon.

Managers and supervisors can watch a short video that provides an overview of the Time and Absence MSS Dashboard here: Dashboard support resources are available on the Time and Absence Help Page.

Please contact Payroll at or (920) 465-2390 with any questions.

Source: UW Service Center

End of Academic Year Leave Reports Reminder

This is a reminder to all Faculty & Instructional Academic Staff: As we are nearing the end of the 2017-2018 academic year, this is a reminder that all monthly leave reports need to be submitted online for approval by May 20, 2018.  Please review the Monthly Leave Reporting Instructions for details on how to enter leave reports.  Please remember that you must make a monthly leave entry, even if you did not take any leave during the month (No Leave Taken entry).  Failure to enter monthly leave reports will result in sick leave balances being reduced per Wis. Stats §40.05(4)(bp)1.) and as outlined in the Operational Policy BN 3- Sick Leave.

Please contact Payroll at with any questions.





Student employee hours limit increases to 40 hours on May 20th

The student employee hours limit will increase to 40 hours per week on May 20, 2018.  The hours limit is in place to make sure we are in compliance with the Patient Protection and Affordable Care Act (ACA).

  • May 20th to June 23rd: 40 hours per week
  • June 24th to July 7th: 20 hours per week
  • July 8th to August 18th: 40 hours per week
  • August 19th to December 15th: 25 hours per week

Please review the 2018 Student Bi-Weekly Payroll Schedule at:

If you have any questions, please contact us at or ext. 2390.

End of Fiscal Year Leave Usage

This is a reminder to all Non-Instructional Academic Staff & Limited Employees:  As we are nearing the end of the 2017-2018 fiscal year, you should be reviewing your vacation and holiday leave balances.  You can locate your balances on your last earnings statement on the MyUW Portal.  Please read the information below to avoid losing leave hours not used by 6/30/2018.

Personal Holiday:

  • Personal Holiday hours not used by 6/30/18 will be dropped as of 7/1/18.  They do not carry over to the next fiscal year.


  • Vacation carryover hours from the 2016-2017 fiscal year that have not been used by 6/30/18 will be dropped as of 7/1/18.
  • If you are eligible for Annual Leave Reserve Account (ALRA), you may bank vacation (up to your eligible maximum hours) first from the 2016-2017 vacation carryover as of 6/30/18 and then from your 2017-2018 vacation allocation.  A communication regarding the ALRA banking process will be sent to employees in July.
  • All remaining 2017-2018 vacation allocation hours as of 6/30/18 will automatically be carried over into the 2018-2019 fiscal year on 7/1/18 as vacation carryover.

Legal Holiday:

  • Memorial Day is the last legal holiday in the 2017-2018 fiscal year.  8 hours (pro-rated for part-time staff) should be remaining for Memorial Day and will automatically be removed from balances with the June payroll.
  • There were two floating legal holidays in the 2017-2018 fiscal year, due to when Christmas Eve and New Year’s Eve occurred. Floating legal holiday hours not used by 6/30/18 will be dropped as of 7/1/18.

Please contact Payroll at if you have any questions.

WRS Webinars Offered in May


ETF is offering a series of 30-minute, live, interactive webinars designed to increase your understanding of Wisconsin Retirement System benefits. Individuals can also ask questions at the end of these sessions.

Additional Contributions- Find out how making additional contributions to your WRS account can potentially increase your retirement. This webinar also provides examples of how contributions grow over time with interest, how to pay additional contributions (payroll deduction or direct pay), etc.

  • Tue, May 1, 2018 11:00 a.m. – 11:30 a.m.
  • Thu, May 10, 2018 11:30 a.m. – 12:00 p.m.
  • Mon, May 21, 2018 12:00 p.m. – 12:30 p.m.
  • Wed, May 30, 2018 6:00 p.m. – 6:30 p.m.

Returning to Work After Retirement- Whether retired or planning to retire, do you need information about what happens if you decide to work again? This webinar is for you. 2013 Act 20, which was effective July 2, 2013, made some important changes to laws that affect retired WRS members planning to return to work. This webinar covers the old law as well as the changes provided by Act 20.

  • Wed, May 2, 2018 12:30 p.m. – 1:00 p.m.
  • Fri, May 11, 2018 12:00 p.m. – 12:30 p.m.
  • Wed, May 16, 2018 6:00 p.m. – 6:30 p.m.
  • Thu, May 24, 2018 11:30 a.m. – 12:00 p.m.

Understanding Your Annual WRS Statement of Benefits- Join ETF to review key things you can find out about your WRS benefits, simply just by reading and understanding your WRS annual Statement of Benefits. Some topics we will review include:

  • How much you and your employer have contributed to your WRS pension
  • Your vesting status and years of service
  • Your beneficiary designation – what happens to your account if you die before taking a benefit

Tip: Have your statement in hand while attending this webinar.

  • Thu, May 3, 2018 6:00 p.m. – 6:30 p.m.
  • Mon, May 7, 2018 11:00 a.m. – 11:30 a.m.
  • Fri, May 18, 2018 11:30 a.m. – 12:00 p.m.
  • Tue, May 22, 2018 12:30 p.m. – 1:00 p.m.

WRS Annuity Adjustments and Effective Rates- Do WRS accounts receive an investment return? Do investment returns affect how much a retiree will initially receive when they begin their pension? Do those retired in the WRS receive adjustments to their monthly pension amount over the years? This webinar will cover the process of how account effective rates and annuity adjustments are calculated, starting with the investment return reported by the State of Wisconsin Investment Board. Also covered during the webinar will be explanations of both the Core and Variable Trust Funds and the calculations specific to each fund for effective rates and annual adjustments. At the end of this webinar, it is hoped that you will have a better grasp on how State of Wisconsin Investment Board investment returns affect your WRS pension.

  • Thu, May 3, 2018 11:30 a.m. – 12:00 p.m.
  • Tue, May 8, 2018 6:00 p.m. – 6:30 p.m.
  • Wed, May 23, 2018 12:00 p.m. – 12:30 p.m.
  • Thu, May 31, 2018 12:30 p.m. – 1:00 p.m.


Register for a webinar

Please contact Human Resources at (920) 465-2390 or with any questions.

HRS System Maintenance on May 5th & 6th Weekend

Employees will not have access to their online timesheet, earnings statements and other related documents and services during a UW Human Resources System (HRS) outage that will occur on Saturday, May 5th at 7:00 a.m. to Sunday, May 6th at 10:00 a.m.  This outage is due to system maintenance.  The following self-service features that employees access through the My UW System portal will be unavailable during this outage:

  • Online timesheet and web clock
  • Absence reporting
  • Updates to personal information
  • Access to electronic earnings statements, tax statements (W-2, 1042-S, etc.), leave statements and other HR, Payroll and Benefits documents

This HRS outage will also effect currently posted recruitments, as applicants will not be able to get into TAM (Talent Acquisition Manager) to apply for positions during this time.

Please contact Human Resources at or ext. 2390 if you have any questions.

WRS Annual Statement of Benefits Now Available in the MyUW Portal

If you were covered by the Wisconsin Retirement System (WRS) in 2017, your WRS Annual Statement of Benefits is now available in the MyUW Portal.

Log in to the portal. Go to the Benefit Information module and click on the Statements tab. Choose “2017 ETF Annual Statement of Benefits (WRS) Issued 2018” to view or print your statement. The WRS Annual Statement of Benefits provides you with information about your WRS account as of January 1, 2018.

Understanding Your Statement

Your WRS Annual Statement of Benefits includes your 2017 earnings and service, years of creditable service as of January 1, 2018, retirement benefit projections, separation benefit, death benefit, and primary beneficiary designation(s) for your WRS account.

The Department of Employee Trust Funds (ETF) has many resources available to assist you in understanding your Statement of Benefits. Review and verify each section of your statement using these resources as a guide.

Reviewing Your Beneficiaries

It is important to review your WRS account primary beneficiary(ies) on your statement. If you do not have beneficiaries listed on your statement, it may be that you do not have a beneficiary designation on file, or your designation was made before 1998 (beneficiaries added before 1998 are not listed on your statement). It is suggested that if you do not have a beneficiary designation listed on your statement that you complete a Beneficiary Designation Form.

Death benefits are always paid according to the most recent valid beneficiary designation form on file with ETF prior to an individual’s death. Your beneficiary information does not automatically change when a significant life event occurs, such as a divorce or a marriage. You may add, change or remove beneficiaries by completing a Beneficiary Designation form (ET-2320) or Beneficiary Designation-Alternate form (ET-2321). Mail your completed beneficiary designation directly to ETF at the address listed at the top of the form.


If you have questions about your statement, please contact Human Resources at or (920) 465-2390.

Source: UW Service Center