News for Employees
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Employees Paid Over Nine Months Will Receive First Full Biweekly Paycheck
As a result of the transition from monthly to biweekly pay for all UW System employees, UW–Madison employees who are paid over nine months (i.e., have a nine-month appointment) will receive their first full biweekly paycheck on Thursday, Sept. 23 for Aug. 29–Sept. 11. Biweekly paychecks will continue to be received every other Thursday. Employees can review the impact of this transition on their Sept. 23 pay statement, which is now available online at MyUW (go to Payroll Information > Earnings Statements). Details, including employee resources, can be found at hr.wisc.edu/single-payroll.
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Madison Metro Seeks Community Feedback
Madison Metro Transit is again seeking community feedback in a Transit Alternatives Survey as part of a complete transit network redesign. Survey responses will help guide Metro Transit as they develop a new system of bus routes that will best serve the Madison area, including campus. The survey is available in English and Spanish and can be completed in less than 10 minutes. The deadline to respond is September 29. For more information, visit transportation.wisc.edu.
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Annual Benefits Enrollment Period Begins Sept. 27
The Annual Benefits Enrollment period is Sept. 27–Oct. 22, 2021. This is the only time you can make changes to certain benefits without having an eligible life event (for example, marriage, birth, or divorce) or qualifying employment changes during the year. Certain benefits require re-enrollment every year. There will be a limited number of benefits plan changes for the 2022 calendar year. Quartz Community will split into Quartz Central and Quartz West. Since Quartz Community will no longer be offered, employees enrolled in Quartz Community will need to select a different health insurance carrier. For details, please visit wisconsin.edu/abe. You can prepare for Annual Benefits Enrollment by reviewing your current benefits elections in MyUW. Additional resources, including helpful checklists and presentations, will be announced in the coming weeks.
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Addendum to Sick Leave Policy Supports Family Caregiving
To support employees who may experience family caregiving challenges related to the pandemic, UW−Madison has temporarily expanded its Sick Leave Policy to allow the use of sick leave for additional COVID-19 reasons under specific conditions. Effective August 30, 2021, sick leave may be used by employees to care for an individual who is quarantining or isolating, or to care for a child for whom school is closed or virtual or hybrid, or whose childcare facility is unavailable. Additional requirements apply; please consult the HR contact in your school, college or division to determine how this addendum to the policy may apply to your individual situation. The existing provisions of the Sick Leave Policy remain in place, and the addendum expires on May 22, 2022. Find the Sick Leave Policy at policy.wisc.edu/library/UW-5051.
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Academic Staff Professional Development Grants Offered
Applications are now being accepted for the Fall 2021 Academic Staff Professional Development Grant program. The program is offered to academic staff members who meet the eligibility requirements and hold at least a 50 percent appointment. Grants are for activities beginning between January 1, 2022, and June 30, 2022. There will be informational sessions offered virtually on Tuesday, Sept. 21 and Wednesday, Sept. 22 from noon to 1 p.m. The deadline to submit completed applications is Friday, Oct. 22, 2021.
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Discounts Available on Energy and Water Saving Kits
The Office of Sustainability and the Wisconsin Energy Institute have teamed up with Focus on Energy to offer heavily discounted energy- and water-saving products to UW–Madison faculty and staff, as well as to students who live off-campus. The Focus on Energy Home Energy-Saving Fair runs from Sept. 13–Oct. 4, and exclusive discounts are available during this time period. There will also be a Lunch and Learn on Wednesday, Sept. 22 to help answer questions about products.
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Flu Shots Available on Campus
University Health Services flu shot clinics will open on Sept. 13. Everyone should be vaccinated annually. Getting vaccinated helps protect each of us in addition to limiting the spread of influenza. Appointments are available through Oct. 27 at multiple campus locations. Employees should bring their insurance card to the clinic. Without proof of insurance, the cost is $26.50. To view the list of available dates, times and locations, and to schedule an appointment, go to uhs.wisc.edu/medical/flu-shots.
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Important Leave Deadlines Coming Up on Sept. 30
The deadline for Faculty, Academic Staff, and Limited Appointees (who have or had an active leave-eligible appointment) to submit missing leave reports for fiscal year 2021 (July 1, 2020-June 30, 2021) is Sept. 30, 2021. Leave reports must report either leave usage or “No Leave Taken” for every month of the fiscal year. If missing leave reports are not entered in MyUW (my.wisc.edu) by the Sept. 30 deadline, the employee will have their sick leave balance permanently reduced. Employees can check for any missing leave reports by going to MyUW > Time and Absence > Leave Reports. In addition, Faculty, Academic Staff, and Limited Appointees with 12-month appointments who are eligible to bank unused vacation time must enter any banked leave in MyUW by Sept. 30. Employees who have questions should contact the human resources department in their school, college or division.
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Some Employees Must Use Specific Vacation Carryover Time by Oct. 9
Faculty, Academic Staff, and Limited Appointees with 12-month appointments have until Oct. 9, 2021, to use their carried-over vacation hours that were granted in fiscal year 2019 and 2020 (July 1, 2018 through June 30, 2020) . The extension from June 30, 2021, to Oct. 9, 2021, to use vacation carryover, which was first announced in March 2021, was implemented in response to concerns about the challenges presented by the June 30 deadline in light of the pandemic. (For fiscal year 2021, Faculty, Academic Staff, and Limited Appointees must use all carried-over vacation by June 30, 2022, as per the existing UW–Madison vacation policy). University Staff must use their vacation carryover and personal holiday hours by Dec. 31, 2021. Details about the use of carryover vacation hours can be found in the UW–Madison COVID-19 Pandemic Leave Policy. 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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Employees Paid over Nine Months Will Transition to Biweekly Pay
All UW System employees — including UW–Madison employees — who are paid over nine months will be moved to a biweekly pay schedule. Employees who are paid over nine months and have contracts that started in August will receive a partial biweekly paycheck on September 9 for August 23–28, and will receive their first full biweekly paycheck on September 23 for August 29–September 11. Following that, biweekly paychecks will continue to be received every other Thursday. Most benefits will be split evenly over the first two paychecks each month. These employees are encouraged to review the resources available for employees paid over nine months, including a payroll timeline for employees paid over nine months, a checklist to help prepare for the transition, a paycheck estimator (Excel file download) and a pay date model (Excel file download) to view gross earnings by pay date. These resources and more can be found at hr.wisc.edu/single-payroll.