Bank Unused Vacation Hours – Deadline: September 30, 2024

Faculty, Academic Staff and Limited Appointees with a 12-month appointment have an annual opportunity to bank unused vacation after completing ten fiscal years (July 1 through June 30) of continuous service. The deadline to bank unused vacation allocated in fiscal year 2023-2024 is September 30, 2024.

Vacation and carryover balance hours that are eligible to be banked may be viewed beginning July 1. The Banked Leave Conversion Tipsheet includes instructions for viewing your leave balances and banking unused vacation.

How Much Vacation Can You Bank?

Years of Continuous Service Hours That Can be Banked *
First 10 Years 0
10+ to 25 Years 40
25 Years and Over 80

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

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.

What If You Terminate Employment?

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

Policies:

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

Source: Universities of Wisconsin Office of Human Resources

SUMMER PREPAY DEDUCTIONS: SUMMER EMPLOYMENT/FAMILY STATUS CHANGES

If you are a nine-month Faculty, academic staff, limited appointee, student assistant, or employee-in-training who had summer prepay insurance premiums deducted from your spring, 2024 paychecks, and you have had an employment or family status change, reach out to your benefits contact for information on how your insurance benefits and deductions may be affected.

What are Summer Prepay Deductions?

Summer prepay insurance premiums are deducted from spring paychecks to cover the cost of continuing insurance coverage through the summer months (i.e., contract break) and are in addition to regular biweekly insurance premium deductions.

What if Your Employment/Family Status Changes Over the Summer?

Employment Status
: If your summer or fall 2024 employment status changes after summer prepays were deducted, you may receive deduction refunds. If you will be terminating employment and will not return in fall 2024, reach out to your benefits contact to determine your employment termination date and insurance coverage end dates.

Family Status: If you experience a family status change such as marriage, birth of a child, or divorce, reach out to your benefits contact for information on how your insurance benefits may be affected.

Note: Nine-month employees’ insurance premium deductions will resume on the September 5, 2024, paycheck.

Review the Universities of Wisconsin Employee Benefits Summer Prepay Insurance Premiums web page for information on:

  • Employee eligibility for summer prepay deductions
  • Which insurance plans have summer prepay deductions
  • How employment or family status changes may affect deductions

Questions
If you have questions after reviewing the web page, reach out to your benefits contact.

Source: Universities of Wisconsin Office of Human Resources

New MyUW Portal Look

Welcome

While you may notice a new look, all of the information you are looking for is still available.

Navigating Help and Resources

  • Help Resources: visit the UW Shared Services home page,  https://uwservice.wisconsin.edu/ and pick a topic from the ‘for employees and manager’ section.
  • On page Help: From any page within a tile, click the three dots in the upper right corner and select ‘Help’
  • Contact us: If you need further assistance, please email serviceoperations@uwss.wisconsin.edu

Manager Self Service

If you are a manager performing approvals or manage team performance, click the Employee Self Service drop down in the upper left and select Manager Self Service.

Tile Name Changes

Below is a list of the old tile name and their corresponding new name.

Old Tile Name New Tile Name
Personal Information My Information
Benefit Information Benefits and Well-Being
Payroll Information Payroll
Performance Management Performance
Benefit and Payroll Resources Benefits and Well-Being or Payroll (based on content)
SFS, ShopUW+, Canvas, etc Campus Dashboard
Manager Time and Approval Manager Self Service > Manager Time and Absence
HRS  Approvals Manager Self Service > Approvals

Source: Shared Services

New Paid Parental Leave Policy Effective July 1, 2024

The Universities of Wisconsin is implementing a new Paid Parental Leave policy that will provide eligible employees with up to six weeks (240 hours) of paid time off within a 12-month period following a qualifying birth or adoptive event. The new policy is effective July 1, 2024.

The leave time granted under the Paid Parental Leave policy allows the employee time to bond with their new child, adjust to their new family situation, and balance personal obligations that result from a birth or adoptive event.

Policy Overview

Highlights of the Paid Parental Leave policy:

    • Must have completed six months of continuous employment with the Universities of Wisconsin at the time of the qualifying event.
    • Provided up to six weeks of paid time off every 12 months following a qualifying birth or adoptive event. The benefit is prorated for employees working less than 1.0 Full-Time Equivalent (FTE).
    • When an employee experiences multiple qualifying events during the same 12-month period, the employee is eligible for up to a total of six weeks of paid parental leave.
    • A completed Paid Parental Leave Request Form must be submitted at least 30 calendar days in advance of the paid parental leave start date.
    • Paid Parental Leave will run concurrently with the Family and Medical Leave Act (FMLA) and Wisconsin Family and Medical Leave Act (WFMLA) in cases where an eligible employee is also eligible for FMLA or WFMLA leave.

Employee Eligibility

For specific employee eligibility requirements, review the applicable policy documents listed below.

Resources

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

ACCESSING HR, BENEFITS AND PAYROLL INFORMATION WILL HAVE A DIFFERENT LOOK EFFECTIVE JUNE 11, 2024

Effective June 11, 2024, Universities of Wisconsin employees will notice a different look when accessing Human Resources (HR), Benefits and Payroll information. This transition will prepare Universities of Wisconsin users for the July 1, 2025, implementation of the new Workday Human Resources System.

What Do You Need to Know?

  • The web address (my.wisconsin.edu) will remain unchanged.
  • All current HR, Benefits and Payroll content will still be available, but might have some small navigation changes.
  • Resources that are not HR, Benefits and Payroll related, such as ShopUW+, Zoom, etc., will be available on a campus specific dashboard. This dashboard can also be accessed from the Campus Dashboard tile in HRS.
  • The new page will now be referred to as HRS instead of the MyUW portal.

Where Will I Find…

  • Timesheet, request absence, absence balances
    • Time and Absence tile
  • Direct Deposit, tax information, earning statements
    • Payroll tile
  • Benefits summary, WRS Statement of Benefits, dependent benefit information, Employee Assistance Program information
    • Benefits and Well-Being tile
  • Salary Reduction Agreement (403(b), Telecommuting Agreement, HR Outside Activity Form
    • Forms tile
  • Manager Time and Absence Dashboard, Approvals
    • Manager Self Service (click the drop down in the upper left corner to select Manager Self Service)
  • Update and review contact information like address and emergency contact
    • My Information tile
  • Important new articles
    • HR, Payroll, and Benefit News

Getting Help

Help resources will be updated to reflect the change and can be found:

Contact serviceoperations@uwss.wisconsin.edu with any questions.

Source: UW-Shared Services

FY 2025 Pay Plan Information

Last year, JCOER approved a 2023-2025 pay plan for UW System employees, which provides a base rate increase to all eligible employees of 4% in FY24 and 2% in FY25. At this time, the Office of Human Resources is taking measures to prepare for the second 2% pay plan increase for eligible employees, which will be effective on June 30, 2024, for 12-month employees and August 26, 2024, for 9-month employees.

UW System has recently revised language for SYS 1278, UW System Pay Plan Distribution Framework for University Workforce to build more consistent methodology across institutions for determining eligibility. This aligns pay plan rules more closely with the how other state agencies define eligibility.  As a result, the UW-Green Bay Compensation and Pay Plan Policy has also been updated to align with UW System policy.

    • Included in the recent policy changes is the elimination that employees must be in an eligible position at least three months prior to the pay plan effective date. Moving forward, eligible employees in pay status on implementation date will be eligible to receive pay plan.

Eligible employees for the proposed FY 2025 pay plan include faculty, academic staff, limited, university staff, and university staff project appointments in ongoing positions with a budgeted FTE of 50% or greater. Pursuant to the UW-Green Bay Compensation and Pay Plan PolicySYS 1278: UW System Pay Plan Distribution Framework, and other publicized guidelines, the following list represents employees who would be ineligible for pay plan:

    1. Employees paid from provisional, non-budgeted salary lines, including all temporary appointments and positions less than 50% FTE.
    2. Employees represented by a collective bargaining agreement (CBA). Respective pay increases for pay plan will be negotiated separately through the CBA.
    3. Employees currently under a performance improvement plan (PIP).
    4. Employees with performance which does not meet the institutional standard of performance in their most recent performance evaluation (or as documented by the supervisor if a new employee and an evaluation has not yet been required).
    5. Employees who have not completed required campus compliance trainings. Required trainings include:
        1. Sexual Harassment (Title IX) (Required every three years)
        2. Information Security Awareness (Required annually)
        3. Mandated Reporter (One-time training required at time of hire)
        4. Injury and Illness Prevention (EDU) (One-time training required at time of hire)
        5. FERPA Basics (One-time training required at time of hire)
        6. Tools for an Ethical Workplace (One-time training required at time of hire)
        7. Campus Security Authority Training (required annually for employees designated as Campus Security Authority (CSA) only)
    6. Faculty, Academic Staff, and Limited employees without a current Outside Activities Report (OAR) on file
    7. Supervisors who do not have completed, up-to-date evaluations on file and OAR forms approved for all of their direct reports. The performance evaluation periods to assess for FY25 pay plan are as follows:
        1. University Staff: 1/1/2023 – 12/31/2023 (and probationary evaluations as applicable) – these annual evaluations were due in late March 2024
        2. Non-Instructional Academic Staff / Limited:  1/1/2023 – 12/31/2023 (and 6-month evaluations as applicable) – these annual evaluations were due in late March 2024
        3. Faculty / Instructional Academic Staff: 2022-2023 Academic Year (these annual evaluations were due in early spring, 2024)

In order to be eligible for the FY25 pay plan, required trainings, OAR forms, and performance evaluations must be completed by the following deadlines:

Direct emails from UW-Shared Services and UWGB HR have been sent to employees over the past few months.  UWGB HR will continue to send out targeted emails throughout May to those with outstanding items due no later than May 31, 2024. Pay plan spreadsheets will be sent to Dean/Division Leaders the week of May 20th.

If you have questions about the FY 2025 pay plan, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

2024 Statement of Benefits Distribution Underway

The Department of Employee Trust Funds has started distributing the Wisconsin Retirement System Annual Statement of Benefits.

The statement is an employee’s once-a-year summary of their WRS account information, including earnings and years of service, interest credited, employer and employee contribution, beneficiary designation, and more.

Statements will reflect WRS contribution balances as of Dec. 31, 2023, and be delivered by mail.

Carefully review your statement because it contains information tied to your WRS retirement account. Keep your statement with other important papers for reference in the future.

Source: 2024 Statement of Benefits Distribution Underway | ETF (wi.gov)

Faculty, Academic Staff/Limited Appointees: Use Paid Leave By June 30, 2024

Faculty, Academic Staff and Limited Appointees are encouraged to plan ahead, and schedule paid leave now to avoid losing hours that are not eligible to carry over into the next fiscal year.

Paid leave is granted on a fiscal year basis (July 1-June 30) to Faculty, Academic Staff and Limited Appointees who have annual basis appointments.

Personal, Legal, and Floating Legal Holidays
Personal, Legal, and Floating Legal Holidays granted July 1, 2023, must be used by June 30, 2024, or they will be lost.

Floating Legal Holidays were granted for December 24 and December 31, 2023, and must be used by June 30, 2024.

Vacation
All vacation hours carried over from fiscal year 2023 (July 1, 2022 to June 30, 2023) must be used by June 30, 2024, or banked (if eligible) by September 30, 2024.

Note: For University Staff employees, paid leave is granted on a calendar year basis (January 1-December 31).

Resources

Source: Universities of Wisconsin Office of Human Resources