News for Employees
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Reminder of Sept. 30 deadline for eligible employees to request leave banking
Employees who are eligible to bank unused vacation or vacation carryover hours must make their election by September 30 of each year. In 2025, for the first time, eligible University Staff will observe the same September 30 deadline as eligible Faculty, Academic Staff, and Limited Appointees. Employees will be able to see their leave banking eligibility and make requests to bank leave in Workday. Additional information about completing leave banking in Workday will be provided to all employees as soon as it is available.
As previously announced, University Staff employees will receive vacation and personal holidays hours on a new schedule that aligns with the university’s fiscal year, which starts on July 1 and ends on June 30. This includes the schedule change for entering banked leave and/or cash payout elections. Details about the transition to this new schedule can be found on the University Staff Leave Changes website at go.wisc.edu/rb4ebg. Employees with additional questions may contact their supervisor or their local human resources office.
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No-cost retirement resources from UW–Madison and ETF
UW–Madison employees have access to free resources to help them plan for retirement, including informational sessions, financial estimates, and personal consultations from UW–Madison Benefits Services and Wisconsin Employee Trust Funds (ETF). Employees who are preparing for retirement can learn more at hr.wisc.edu/retirement.
These free resources should not be confused with email solicitations employees may receive from lead-generation services conducting marketing for financial consultants. These emails offer free consultations to UW employees, but the senders are selling your contact information. We recommend you ignore these emails and instead use the free resources available to you from UW–Madison and ETF. Please examine any emails you receive carefully to determine whether they are legitimate.
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Open house offers a preview of Workday
All UW–Madison employees are invited to get a hands-on preview of Workday at an open house on Wednesday, June 4, 9 a.m.–3 p.m. at the Memorial Union. The open house offers a self-guided preview of Workday features such as the home page, pay slips, tax elections, time and absence functions, and more. The event will be held in conjunction with the Women and Leadership Symposium, but registration for the symposium is not required.
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Cybersecurity Awareness Training registration closes June 14
Beginning June 14, 2025, employees will no longer be able to register for the required training on the Cybersecurity Awareness Training website. The training will re-open in Workday on August 15. Employees who are required to complete this training before August 15 must do so before it closes on June 14. Employees are required to take the Cybersecurity Awareness Training annually, every 365 days (or earlier if required by their area). Employees can find the date of their last Cybersecurity Awareness Training by viewing their employee transcript online.
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New Webex Events platform for event managers
A new Webex tool, Webex Events, is coming to the campus community. Webex Events (formerly Socio) is an all-in-one event management platform that enables organizers to create and manage in-person, virtual, and hybrid events. This tool replaces Guidebook, which was sunset on April 30 of this year. The new service will launch on June 2, 2025.
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Registration open for summer intramural sports
All UW–Madison faculty and staff are invited to participate in staff intramural sports. Sports leagues include pickleball, 3v3 basketball, sand volleyball, futsal, and broomball, along with Esports, gaming, and trivia nights. Rec Well members can play all summer with a $10 intramural sports pass. Non-members can purchase the pass for $20. Registration is now open for Session 1, which begins on June 16. Session 2 will open for registration on July 1.
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Bowling league for staff and faculty at the Wisconsin Union
The Wisconsin Union team invites staff and faculty to sign up for the Summer Bowling League for UW Staff at Sett Recreation at Union South. The cost is $160 per four-person team. The next league will be held on Mondays, June 16–July 7, from 5–8 p.m. Register by June 8.
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Log-in improvements coming in June with MFA-Duo update
Starting June 2, 2025, UW–Madison employees will have the option to receive fewer NetID authentication prompts with Duo’s “Remember Me” function extending from 12 hours to 7 days. The update will also enhance security with Duo Verified Push (requiring users to enter a 3-digit code) and auto-refreshing passcodes. These changes help protect university data while reducing workflow interruptions for students and staff. The changes do not affect those who use other authentication methods such as a security key fob. Duo Push users should update their Duo Mobile app before the June transition.
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First round of parking applications closes May 23
Transportation Services is accepting parking permit applications for the upcoming year, which runs from Sept. 1, 2025–Aug. 31, 2026. Apply by May 23 for first-round consideration for a base lot (including reduced cost), Flex, UW Accessible, park and ride, remote lot, or business alternate permit. First-round offers will be sent in early July. Applications will reopen in July. The early consideration deadline for department and service permits is also May 23. Employee bus passes may be renewed and other parking options will be available starting August 1. For details, visit transportation.wisc.edu.
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Submit expense reports by June 9
June 9, 2025, is the deadline for UW–Madison employees to submit an expense report prior to Workday implementation. This includes expense reports with corporate card transactions. Expense reports should be in the Shared Financial System (SFS) by this deadline in order to allow time for approvals and payment. Any expense reports not submitted by 5 p.m. on June 9 will need to be filed in Workday after go-live on July 7, 2025.