Payroll & Benefits

Important Year End Leave Information for University Staff

As we near the end of the 2018 calendar year, University Staff employees are reminded to review their leave balances.

Vacation Carry Over
Employees may carry over any unused vacation earned in 2018 into 2019.  You don’t need to do anything to have your unused 2018 vacation carry over to 2019 – it will carry over automatically.

Any vacation carried over from 2017 must be used by December 31, 2018.  The Human Resources System (HRS) will automatically take any vacation absences entered first from carry over balances before taking from the current year’s allocations.

Compensatory Time
Compensatory time (comp time) is able to be carried into the following calendar year if approved by the immediate supervisor.  If carried over, unused compensatory time must be used by April 30th of the following year or it will be paid out on the pay period that includes May 1st.

Personal and Legal Holidays
Personal and Legal holiday hours may not be carried into 2019.  If personal and legal holiday hours are not used by December 31, 2018, they will be forfeited.

Your legal holiday balance includes upcoming observed legal holidays.  The remaining observed legal holidays this calendar year include Thanksgiving, Christmas Eve, Christmas, and New Year’s Eve.

Annual Leave Conversion Option (Banked Leave or Sabbatical)
Forms for employees eligible for the Annual Leave Conversion Option are available on your My UW System Portal, under Time and Absence > Leave Reports tab > 2018 Banked Leave Report.

Please note that the above information applies to University Staff positions, not Academic Staff, Limited, or Faculty positions.

How do I check my paid leave balances?  On your My UW System Portal, under Time and Absence > Leave Balances tab

Questions? Please contact Payroll & Benefits at (920) 465-2390 or

Annual Benefits & Wellness Fair held on October 9th

Thank you to everyone who attended the Annual Benefits & Wellness Fair on Tuesday, October 9th!  About 44 vendors were on hand to help with our questions and provide information and hand outs, and over 200 employees and retirees attended.

AuroraBooth WEAbooth DeanBooth VSPbooth DeltaDentalBooth ChartwellsBooth AHAboothRobinBooth

Of the 32 drawing entries at the Wellness table, we randomly selected 5 winners to pick out a wellness prize:

  • Laura Delikowski
  • Jennifer Schwahn
  • Laura Sinclair
  • Mary Valitchka
  • Amanda Wildenberg

Also, Kimberly Vlies won the VSP drawing prize, and Jana Fogaca won the Garden to Doorstep Organics box of fruits and vegetables!

UW Employees May Choose Electronic-only Distribution of W-2 and 1095-C Forms

UW employees now have the option of receiving all future W-2 and 1095-C forms each January via electronic-only distribution, thus eliminating paper form distribution via U.S. mail.

The W-2 form states an employee’s compensation and tax withholding amounts for the previous calendar year. The 1095-C form documents that an employee who worked full-time for all or some months in the previous year was offered health insurance coverage.

How Do I Choose Electronic-only Distribution of my W-2 and 1095-C Forms?
To choose electronic-only distribution of your W-2 and 1095-C forms, you are required to complete a consent form for both the W-2 form and the 1095-C form. Both consent forms must be submitted by January 11, 2019 for electronic-only distribution of these tax forms in 2019.

If you consent to W-2 and 1095-C form electronic-only distribution, you may withdraw your consent at any time. Your consent will cease if you terminate UW employment. Note: These consent options do not apply to the 1042-S form. 1042-S forms are available electronically in the Glacier Online Tax Compliance System for employees who choose electronic delivery through that system.

If you do not complete the consent forms, your W-2 and 1095-C forms will continue to be mailed to the mailing address you have listed in the MyUW portal. You may review and update your address in the MyUW portal via the portal Personal Information tile.

Why Should I Consent to Electronic-only Distribution?

  • Secure method of delivery with less risk of lost or stolen forms.
  • Electronic forms are available earlier than mailed paper forms.
  • Reduced administrative costs of generating W-2 and 1095-C forms.
  • Environmentally friendly.

Completing the Electronic-only Consent Form(s)
The option to choose electronic-only distribution is now available. Follow the instructions below. It’s quick and easy:

  • Log into the My UW Portal
  • Go to the Payroll Information tile and select “Tax Statements.”
  • On the Tax Statements page, choose “Consent to receive W-2 electronically” and/or “Consent to receive 1095-C electronically.” Reminder: you must complete the two separate consent forms to choose electronic-only distribution for both the W-2 form and the 1095-C form.
  • Read the provided instructions.
  • Check the “I consent…” checkbox.
  • Choose the “Submit” button.
  • You will receive an email confirming your consent within 24 hours. You will also receive an email by January 31, 2019 alerting you to the electronic availability of your W-2 and/or 1095-C forms.

Withdrawing Consent: The same instructions noted above apply to withdrawing consent, except that an alternative checkbox must be chosen to submit consent withdrawal. An email is sent within 24 hours of submitting withdrawal.

If you have any questions regarding choosing electronic-only distribution of your W-2 and 1095-C forms, contact Human Resources at (920) 465-2390 or

Source: UW Service Center

Upcoming Tax-Sheltered Annuity 403(b) Webinars: Achieving Financial Goals & Your Retirement Savings Options

Register now to attend these informative webinars about the UW System Tax-Sheltered Annuity 403(b) Plan, hosted by a T. Rowe Price representative.

Achieving Financial Goals
Explore your personal financial goals for retirement and how to balance them with life’s other financial priorities, such as building emergency savings, paying down debt, or saving toward a college education.

You’ll also explore planning tools and resources from T. Rowe Price, your plan service provider, that can help you along the way.

Date: Wednesday, December 5, 2018

Time:  11:00 a.m.

Register to Attend

Your Retirement Savings Options
Learn important details about your distribution options under your retirement plan, explained by representatives from T. Rowe Price, your plan’s service provider.

You’ll hear about key financial considerations for each option and have the opportunity to ask questions to determine which might be best for you.

Date:  Thursday, December 6, 2018

Time:  11:00 a.m.

Register to Attend

UIA Life Insurance Annual $24 Premium Deduction

The University Insurance Association (UIA) Life Insurance annual $24.00 premium will be deducted from October monthly earnings, paid November 1, 2018.

Participation in the UIA Life Insurance plan is a condition of employment for UW System Faculty/Academic Staff/Limited Appointment (FA/AS/LI) employees. Additionally, eligible employees must meet the minimum monthly salary threshold which is $2,658.00 for the 2018-2019 plan year. The minimum monthly salary threshold is determined each year and is based on 45% of the average instructor’s salary for the previous year.

Once an employee becomes eligible for coverage, eligibility will continue for the full plan year of October 1, 2018 through September 30, 2019. Employees must re-qualify for eligibility each year.

For more information about the plan, visit the UW System Employee Benefits website.

Source: UW System Human Resources

Understanding the UW Tax-Sheltered Annuity 403(b) Program Workshop

Join us on Tuesday, November 20 from 11 a.m. to 12 p.m. at University Union, in Room 1965 for a presentation designed to help you understand your UW Tax-Sheltered Annuity (TSA) 403(b) Program options. It’s a lot easier to spend than save. But getting into a saving mindset now could make a big difference later. Start with a plan that works for you and follow it. It might be easier than you think.

The University of Wisconsin offers a comprehensive UW TSA 403(b) Program to meet the diverse needs of our community. Understanding your retirement savings options can help you make the most out of them.

This presentation can help you:

  • Understand the reasons to enroll
  • How much you should save
  • Investing basics

No matter where you are in life, you can plan and start saving for the retirement you want. Come and learn how to create a plan that can help you reach your goals – on your timeline. The UW TSA Program offers you convenience, choice, and control. Get started saving now!

To reserve your seat for this presentation click this link .

If you cannot attend the presentation and you want to learn more about your retirement benefits or how to schedule a one-on-one counseling session with one of the five UW Tax-Sheltered Annuity 403(b) Program providers visit

TIAA Individual Counseling Sessions

TIAA is offering individual and confidential counseling sessions where you can discuss your financial situation, investments and retirement with a TIAA consultant.  Chad Stein will be available to help you achieve your financial goals by investing in financial solutions.  

When: Thursday, November 15, 2018 at 9:00 am to 3:15 pm

           Tuesday, November 20, 2018 at 1:15 to 3:30 pm

Where: Heritage Room, University Union

To schedule a consultation with representative Chad Stein, call 1-800-732-8353 Monday through Friday, 7:00am to 7:00pm (central time), or register at one of the links below:

Click here to register for a consultation with TIAA – Nov 15th

Click here to register for a consultation with TIAA – Nov 20th  



SECC Statewide Annual Campaign

SECC 2019

The Statewide Employees Combined Campaign (SECC) annual workplace campaign has begun! You can make a pledge anytime between now and November 30, 2018.  The SECC Campaign is available for state and university employees outside of Dane, Milwaukee and Waukesha counties.

SECC raises money to support a wide range of charities doing important work like protecting our natural resources, providing health services and research, defending civil and human rights, and preventing violence.


To make your pledge:

  • Go to
  • Choose the link that corresponds with your employment
    • University
    • State
    • Retiree
  • Login or register following the instructions online
  • Find out more information about the charities available to support
  • Follow the instructions on the website to complete your pledge

The CHOICE is yours…

You decide:

  • How you want to give – choose payroll contribution, cash or check.
  • Where your dollars go – when you designate your gift to specific charities, only the charities you choose will receive money from you. Pick from more than 300 state, national and international charities.

Check out a list of common questions and concerns.

Learn more about the impact of your gift.

For additional information or if you have any questions, please call 608-256-1066 ext 205.

Annual Benefits Enrollment Open Labs

We will be offering Benefit Open Labs during the Annual Benefit Enrollment period (October 1 – 26) at the following times and locations.  Please mark your calendar to stop by and get your questions answered or get help with your eBenefits online election process from one of our Benefits Specialists.

UW-Green Bay Open Labs: Instructional Services building, Room 1004

  • Thursday, October 4: 1:00 – 2:00 pm
  • Thursday, October 11: 8:00 – 9:00 am
  • Wednesday, October 17: 10:00 – 11:00 am
  • Monday, October 22: 9:00 – 10:00 am
  • Thursday, October 25: 2:00 – 4:00 pm
  • Friday, October 26: 9:00 – 11:00 am

UW-Green Bay, Manitowoc Campus Open Labs:

  • Wednesday, October 3: 9:00 – 11:00 am, Room F201
  • Thursday, October 18: 1:00 – 3:00 pm, Room F139

UW-Green Bay, Marinette Campus Open Labs:

  • Thursday, October 4: 9:00 – 11:00 am, Room L-121
  • Wednesday, October 24: 1:00 – 3:00 pm, Room L-121

UW-Green Bay, Sheboygan Campus Open Labs:

  • Wednesday, October 3: 1:00 – 3:00 pm, Room 3103
  • Thursday, October 18: 9:00 – 11:00 am, Room 1207

If you have questions, please contact or (920) 465-2390.