News for Employees
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Working at UW on Holiday Break
Working at UW will be taking a one-week break next week. The next issue will be published on July 14.
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Preparing for Biweekly Pay: Consider Changing Contributions and Withholdings
In July 2021, all UW System employees who are paid monthly—including UW–Madison employees—will be moved to a biweekly pay schedule. Most benefits deductions, including deductions for health, dental, vision and life insurance, will be split evenly across two pay periods each month. In months when there are three pay periods, benefits deductions will not be taken from the third pay period. These adjustments will be made automatically.
Deductions for direct deposit into multiple accounts, contributions, or withholdings will be taken from all 26 biweekly paychecks per year. These include the UW Tax-Sheltered Annuity (TSA) 403(b) Program, Wisconsin Deferred Compensation (WDC) 457 Program, Wisconsin Retirement System (WRS) additional contributions, additional tax withholding, direct deposits into multiple accounts, and payroll contributions to an Edvest section 529 college savings account. If you currently have any of these set up as flat dollar amounts, you will want to adjust the amount that is deducted under the new biweekly payroll schedule so that you do not end up with more money deducted than you intended. To review the actions you may wish to take, please see the checklist for UW–Madison employees. This and many other resources to help with the transition to biweekly pay are available at hr.wisc.edu/single-payroll.
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Reminder: Review Leave Balances and Schedule Time Off as Fiscal Year Ends
As announced in March 2021, Faculty, Academic Staff, and Limited Appointees with 12-month appointments have until Oct. 9, 2021, to use their current carried-over vacation hours. Personal holiday hours and any unused floating holiday time must still be used by the June 30, 2021, deadline. When the new fiscal year begins on July 1, 2021, any vacation time earned in the July 2020–June 2021 fiscal year will be added to an employee’s total carryover balance. These “new” carryover hours must be used by June 30, 2022, per the existing UW–Madison leave policies for paid vacation and personal and legal holidays. Employees are encouraged to check their leave balances on or before June 30 and make note of any carryover vacation time that must be used by Oct. 9, 2021. University Staff must use their vacation carryover and personal holiday hours by Dec. 31, 2021. Leave balances can be found under “Time and Absence” in MyUW. Employees who wish to verify their leave balances and the corresponding deadlines should contact the human resources department in their school, college, or division.
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First Round of Parking Applications Closes June 25
The first parking permit application deadline for parking year 2021–22 (Sept. 1, 2021–Aug. 31, 2022) is June 25. Parking offers for those who applied between May 17 and June 25 will be emailed the week of July 19, with a purchase deadline of August 3. Other rounds of applications will open later this summer (mid-July and August) for individuals who miss the first application deadline. If you get an offer, you can decide at that time if you want to purchase the permit. Find details at transportation.wisc.edu.
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New Resources Prepare Employees for Reuniting Campus
In late summer, many UW–Madison employees who have been working remotely will be returning to onsite work, joining those who have been working on campus throughout the pandemic. Hybrid work environments, in which some team members work remotely while others work onsite, will also become more common. Learning and Talent Development has assembled a number of resources designed to help employees adapt to the evolving workplace, navigate change, communicate effectively, and focus on wellness. Employees can choose to participate in virtual courses or learn at their own pace using toolkits and additional resources. Content specifically designed for supervisors is also included. All resources are available to UW-Madison employees at no cost. Learn more at hr.wisc.edu/reuniting-campus.
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More Accessible Cybersecurity Awareness Training Now in Canvas
All UW–Madison faculty and staff are required to complete Cybersecurity Awareness Training. Alternative versions of the mandatory training are now available in Canvas. This training is accessible to all users, including those with disabilities, and is available in English, Spanish, Hmong, Tibetan, Chinese, and Nepali. Individuals using the text-based Canvas option will have until July 16, 2021, to complete their training. The deadline for those using the highly visual and interactive training delivered through the Drip7 platform remains June 30, 2021. For details, visit the Cybersecurity Awareness Training page at it.wisc.edu/it-projects/cybersecurity-awareness-training. If you have questions, please contact the DoIT Help Desk at 608-264-4357 or cybersecurityawareness@cio.wisc.edu.
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Loans Available to Help with Transition to Biweekly Pay
UW–Madison is offering short-term, interest-free loans to employees to help with the change from a monthly payroll schedule to biweekly pay. The loan program is designed to provide some financial relief to those employees who may be most impacted by the transition to biweekly pay that will take place in July and August. The loan application period is open through August 15; employees who wish to receive their loan funds on July 30 should apply by July 15. No loan funds will be distributed prior to July 30. Loan repayment will be via paycheck deduction for a one-year period starting in October 2021. Details about eligibility, loan amounts, and loan terms are available at hr.wisc.edu/single-payroll/employee-loan-program.
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Watch for Phishing Emails
The UW–Madison Office of Cybersecurity is aware of two active phishing campaigns on campus in which attackers impersonate UW–Madison employee support units. The email messages ask recipients to click a link to visit a fake COVID-19 benefits site, promising financial assistance. Please be on the lookout for such scams. Do not click the link in these emails, change your NetID password immediately if you accidentally click the link, and report any emails that look suspicious.
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Summer 2021 parking and transportation options
Employees who are planning to work on campus before Sept. 1, 2021, can review the Summer and Fall 2021 Parking and Transportation Guide, which outlines possible commuting options for different work schedules. Certain 2020-21 permits and passes — including employee bus passes and reduced and low-cost parking options — are available to purchase online or at a Transportation Services office. Many costs are prorated to the date or purchase. Availability will vary and may be limited. Parking year 2020-21 permits and passes are valid through Aug. 31, 2021. Learn more at transportation.wisc.edu/summerfall2021guide.
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Pop-up Vaccine Clinic on Friday
University Health Services (UHS) will hold a pop-up COVID-19 vaccination clinic on Friday, June 18, at the Kohl Center, Gate C, from 8:30–noon and 1–3 p.m. The one-dose Johnson & Johnson vaccine will be administered. No appointment is needed.