Author: demeuses

Manage Your Unused Vacation Hours

Eligible employees have an annual opportunity to bank unused vacation. University Staff also have the option to receive a cash payout or a combination of banking and a cash payout.

Faculty, Academic Staff, and Limited Appointees with a 12-month appointment can bank unused vacation after completing ten or more fiscal years (July 1 through June 30) of continuous service. The deadline to bank unused vacation is September 30, 2025.

How Much Vacation Can Faculty, Academic Staff, and Limited Appointees with a 12-month Appointment Bank?

Years of Continuous Service Hours That Can be Banked *
1 – 10 Years 0
10+ to 25 Years 40
25 Years + 80

* The amount of vacation that can be banked is prorated for part-time employees.

University Staff can bank unused vacation, receive a cash payout, or a combination of both starting with service of at least five years for some employees and ten or more years of service for most. Please visit UW System Administrative Policy 1210 (formerly BN 1) Vacation, Paid Leave Banks, and Vacation Cash Payouts, section 6.E.I to review the years of service requirements and assess payout options..

As previously communicated the leave schedule for University Staff, including craft workers and trades employees, will transition to a fiscal year schedule from a calendar year schedule starting in January 2025. This means that University Staff can bank or request a leave payout starting in July 2025. The deadline to make this request is September 30, 2025.

When Can I Bank My Vacation?

Vacation and carryover balance hours that are eligible to be banked may be viewed beginning July 7, 2025 once we have transitioned to Workday. More information will be available shortly after July 7, 2025 on how to bank vacation in Workday.

How Much Can I Bank into my Paid Leave Bank?

There is no limit to the total number of hours (balance) that can be retained in your Banked Leave account. Once vacation is banked the hours do not expire.

When Can Banked Leave Be Used?

With your supervisor’s approval, banked leave hours may be used whenever you are allowed to use paid leave.

When are Banked Leave and Cash Payouts Processed?

Banked leave and cash payments are processed based on the date you enter your request and when the biweekly payroll is processed.

Employees cannot bank or receive payout for Personal and Legal holidays.

What If I Terminate Employment?

Unused banked leave hours will be paid to you at your wage rate at termination.

Resources
The following sick leave policies are available to reference:

If you have questions after reviewing the available information, reach out to your Payroll/Leave Administrator.

 

Review and Update Personal Information

Hello,

As part of the end of semester work and the upcoming transition to Workday in July 2025, it is important to review and update your personal information by June 14, 2025.

At the end of the day on June 14, 2025, your personal information will move to a read-only status in HRS. You will be able to see the information in HRS, but not make updates until July 7, 2025, when we begin utilizing Workday.

Please hold any personal information changes that will occur after June 14, 2025, for entry into Workday.

Action Requested:

Sign into my⁠.wisconsin⁠.edu (UW-Madison can also use my⁠.wisc⁠.edu)

Review and update, as needed, the following information from the My Information Tile:

  • Home and Mailing Addresses
  • Personal Contact Details
  • Emergency Contacts
  • Preferred Name and Marital Status
  • Ethnicity
  • Veteran and Disability Status

Review and update, as needed, the following information from the Benefits and Well-Being Tile by June 14, 2025:

  • Savings Summary for Supplemental Retirement Plan (SRP) 403(b)

Review and update, as needed, the following information from the Payroll Tile by June 30, 2025:

  • Federal and State Form W-4
  • Direct Deposit

Additional upcoming deadlines to know:

  • Remote work agreements for FY26, on or after July 1, 2025, will occur in Workday and should not be entered at this time.

Demographic Information Request:

Annually, the Universities of Wisconsin is required to report employee demographic information to comply with federal Affirmative Action regulations. As part of this process, you can self-identify as an individual with a disability and/or as a protected veteran. Submission of this information is voluntary and confidential; it will in no way affect your present or future employment with the Universities of Wisconsin. If you decide not to self-identify at this time, you may do so at any time in the future.

Contact your Affirmative Action Officer: https://⁠www⁠.wisconsin⁠.edu/ohrwd/aaeeo/contact/ if you have questions or need a reasonable accommodation to perform your job duties.

If you have any questions or need further assistance, you can contact us by replying to this email or sending an email to serviceoperations@uwss⁠.wisconsin⁠.edu.

Sincerely,

UW-Shared Services

Prepare for Upcoming Workday Transition – Time and Absence

As the Universities of Wisconsin prepare for the transition to Workday, we want to ensure all employees are aware of important time and absence activities. Please review the information below to understand how this transition may impact you.

Timesheet Entry
For employees who enter their shift in and out times, all entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Employees will continue to use their current timesheet for hours worked from June 29, 2025, to July 5, 2025. The current timesheet will become view only at 11:59pm on July 5, 2025, and time entry from this point will be entered in Workday.

For employees who enter their total hours per day, all entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Entries with an effective date of June 29, 2025, or later must be held and entered in Workday with shift in and out times.

  • Note: University Staff exempt-hourly employees who currently report their hours in HRS will no longer have a timesheet in Workday and will not be required to report hours.

Web Clock Entry
Employees who punch in and out will continue to utilize their current web clock through 11:59 pm on July 5, 2025.

Absence Entry
For leave eligible employees, all absence and no leave taken entries with an effective date of June 28, 2025, or earlier must be submitted and approved by June 30, 2025. Entries with an effective date of June 29, 2025, or later must be held and entered in Workday.

If you have any questions or need further assistance, please contact us at serviceoperations@⁠uwss⁠.wisconsin⁠.edu.

Sincerely,

UW-Shared Services