Classified Staff:
This page is provided to you as a convenient way to view or print all classified staff material at once. If you would prefer to observe only a specific section of the classified staff information, use the appropriate link under the classified staff heading within Policy/Procedure at the top of this page. Affirmative Action and the Americans with Disabilities Act must be accessed individually and are not included in the following information.

CLASSIFIED POLICIES & PROCEDURES

Alternative Work Schedules

The University has developed an Alternative Work Scheduling Guideline with WSEU Locals 1449 and 194 which covers all classified employees. According to the 2000-2001 WSEU contract, alternative work patterns include flexible time, non-standard workweek employment, part-time employment, job sharing, and other patterns that may be developed between parties.

Flexible time shall be defined as a work schedule structure requiring that all employees be in work status during a specified number of core hours, with scheduling flexibility allowed for beginning and ending times surrounding those core hours. The determination of core hours is subject to local negotiations pursuant to Article 11/2/8.

For more information regarding alternate work schedules, please refer to the 2000-2001 WSEU contract, Article VI - Hours of Work, Section 15 (page 52).

Blood Donations

Reasonable release time will be granted to employees during campus-wide blood drives. See the 2000-2001 WSEU contract for more details.

Breaks

Each employee is entitled to receive two 15-minute rest periods or coffee breaks for each full work day. Reasonable rest periods may be taken at the employee's discretion if the period does not conflict with fulfilling the operational needs of the work unit. A rest period may be canceled entirely due to workload requirements and may not be made up during a subsequent work period. Rest periods cannot be used to make up lost time due to absences or tardiness, extend the employee's lunch period, used to arrive late or leave early from work, or saved up and used at a later date.

(Reference: 2000-2001 WSEU contract, Article VI - Hours of Work, Section 10 [page 51].)

Children in the Work Place

Liability and efficiency considerations require that the presence of children at the work place be restricted to occasional visits or emergency situations.

Classification/Reclassification
(Also see Position Descriptions)

The classification of a position is determined by the duties and responsibilities assigned to the position.

Reclassification is the assignment of a filled position to another classification based on both a “gradual” and “logical” change in the duties or responsibilities of a position. The criteria for gradual and logical change are:

Gradual Change These are changes that are normally the result of the assignment of additional duties or responsibilities, which occur gradually over a period of at least six months. However, changes which occur abruptly, such as a reorganization, changes in equipment used to perform the work, assignment of duties from a vacant or abolished position, are not considered gradual.
Logical Change These are changes that are reasonably related to and a natural outgrowth of the position’s previous duties or responsibilities. Changes of more than 50% in a position are not considered a logical change, but constitute the creation of a new position.

If you and/or your supervisor feel that your position duties and responsibilities have significantly changed, a request to review the position can be made by completing a Reclassification Request Form and an updated position description, which would accurately reflect the position’s current duties and responsibilities. Human Resources staff will generally conduct an on-the-job audit of the position and will interview the incumbent and the supervisor to obtain a complete picture of the position.

The justification of reclassification is normally based upon the following three evaluation criteria:

Sufficient “job change” has occurred involving the assignment of higher-level duties and responsibilities.
The classification specification for a higher-level classification more appropriately identifies the major functions of the position.
The position “compares” more favorably to other positions classified at a higher level.

The decision regarding a reclassification involves relating the major emphasis, or majority of duties, to the appropriate classification. Many positions perform duties that relate to more than one classification however, a position’s classification must reflect the majority (51%) of duties of the position.

General classification factors include:

Accountability/Responsibility – Relates to the latitude to select alternatives and assign work or priorities, and finality of the decisions made. The discretion exercised is measured by evaluating the extent to which the work is structured or defined at the assignment stage and the nature of the review received both during and after completion of the work. Specific considerations are:

· The organizational level of the position;

· The nature and type of supervision received;

· The availability of other non-subordinate staff whose authority it is to make the most difficult and unprecedented program or technical decisions or interpretations;

· The degree of impact decisions and work efforts have on end results; and

· The consequence of error.

Complexity/Scope – Considers the nature, number, variety and intricacy of tasks, steps, processes, or methods in the work performed; the degree to which actions to be taken are pre-established or standardized; the number and variety of tasks needed to accomplish each goal; and the effect of the work product or service both within and outside the organization.

Knowledge – The breadth and depth of the knowledge and skills required to perform the work.

If you have questions about actual or potential job changes and whether they may or may not relate to a reclassification, contact Human Resources.

If the reclassification is approved, the employee’s salary will be increased in accordance with the compensation provisions covering their new classification. The salary increase would take effect the first of the pay period following receipt of the updated position description and Reclassification Request Form by the Office of Human Resources.

Code of Ethics

The observance of high moral and ethical standards by State employees is essential to the conduct of free government. Employees hold their positions as a public trust, and any effort to realize personal gain through a university position is a violation of that trust. The Wisconsin Code of Ethics clarifies what actions are protected rights of classified employees. The code relates, but isn't limited, to the following:

1. The right to engage in outside employment as long as it does not conflict with performing the duties of a State position.

2. Employees retain their rights as citizens to personal or economic interests and gains.

3.The right to accept fees for appearances made on the employee's own time and not as the result of official duties.

Employees also retain all rights under the Constitution of the United States, the State Statutes and other regulations of the State of Wisconsin, and any labor agreements negotiated pursuant to Wisconsin Statutes. Corresponding to these rights, employees have responsibilities under the Code of Ethics. For example, the code requires that employees adhere to the following:

1. An employee cannot use a State position to obtain financial gain, unlawful benefits, advantages, or privileges for self, members of the immediate family, or any business with which the employee has a significant trustee relationship.

2. Employees must notify their supervisor before accepting outside employment to ensure that no conflict of interest exists.

3. Employees must notify their supervisor before accepting a fee for an outside appearance.

4. An employee cannot use State property, including property leased by the university, for private activities. No personal use may be made of long-distance telephone lines or the campus mail service. Tools, equipment, or supplies may not be borrowed for personal use.

The Code of Ethics protects your rights. Violation of any provision under the Code of Ethics will cause disciplinary action.

(Reference: Wisconsin Administrative Code, Rules of the Department of Employment Relations, Division of Merit Recruitment and Selection, Chapter ER-MRS 24)

Demotion

A demotion means the movement of an employee with permanent status in one class to a lower class which the employee is qualified to perform.

An employee may request to voluntarily move to a position in a lower classification for personal reasons or in lieu of layoff. An employee may also be demoted involuntarily in lieu of layoff or as the result of disciplinary action, and this may be appealed.

(Reference: Wisconsin Administrative Code, Rules of the Department of Employee Relations, Division of Merit Recruitment and Selection, Chapter ER-MRS 17)

Emergency and Incident Reporting Procedures

The reporting of emergency conditions and other events which jeopardize the personal and financial assets is centralized in the Protective Services Office. Personnel should immediately call extension 9-9000 or 9-9999 or 5-8000 in all such cases. Employees should also notify other personnel in the area and their supervisor of the condition that creates the health and safety hazard. Examples of such events include, but are not limited to the following list:

1. Emergency conditions may involve personal injuries, fires, explosions, chemical spills, campus disorders, demonstrations, weather conditions, bomb threats, work stoppage, sudden illness, or accidents.

2. All conditions which could result in personal injury, illness, or accident.

3. All thefts, property damage and losses or conditions which could result in such incidents.

Please Note: The Office of Student Life is responsible for coordinating matters related to any life-threatening emergency involving a student or the death of a student. This procedure provides for consistent University actions and a centralized communication source for families and survivors. Detailed procedures and follow-up responsibilities are available in the Office of Student life, Room 149 Main Hall.

Employee Assistance Program

In response to the June 12, 1990 Executive Order #94 from the Office of the Governor, the University of Wisconsin-La Crosse established an Employee Assistance Program (EAP) for all staff and faculty who are employed by the University. Currently, the EAP is supported by the Counseling and Testing Center and officially administered by the Office of Human Resources. This arrangement allows the Office of Human Resources to pursue its goals of employee welfare with support of the Counseling and Testing Center staff providing confidential referral and consultation services for employees who are seeking help for personal problems that may be affecting their job performance. The University recognizes that people are the primary resources who carry out the mission of the University community. Therefore, it is in the mutual best interest of the employee, the employee's colleagues and family, and the University to provide referral assistance to any individual who is experiencing problems that may require the assistance of a mental health professional.

University Employees are fortunate to live in a community that offers a variety of health related services. The hospitals and various public and private agencies in the greater La Crosse area offer a very comprehensive range of mental health and alcohol and other drug related services. Most individuals contact family physicians, pastors, colleagues, and/or friends for assistance in identifying appropriate places to get help. Additionally, First Call for Help, 791-4344 or 507-454-2528, is a community referral service that has the most complete and current directory listing of resources in the community. First Call for Help also maintains a 24 hour 7 days a week telephone helping service that provides short-term counseling and crisis intervention.

The campus Coordinator of the University of Wisconsin-La Crosse Employee Assistance Program is Dr. Jennifer B. Wilson, Executive Director for Human Resources. Dr. Jon Hageseth, along with the staff at the Counseling and Testing Center, are available to help refer individuals or families to any of the community resources. Employees are encouraged to call the Counseling and Testing Center at 785-8073 with requests for information or assistance in identifying the appropriate local resources.

Hours of Work

Wisconsin Statutes require University administrative offices to be open between the hours of 7:45 a.m. and 4:30 p.m., Monday through Friday. Actual working hours and days may vary depending upon individual department requirements and position demands. As a general rule, the work week will be 40 hours. Lunch periods of a minimum of 30 minutes for each half shift worked will be scheduled in accordance with the operational needs of the department.

Scheduling, overtime, and compensatory time are addressed in the 2000-2001 WSEU contract, Article VI - Hours of Work, beginning page 46.

(Reference: Wisconsin Statutes, Chapter 230.35)

Inclement Weather

UW-L's inclement weather plan is invoked in the most serious times when conditions make travel to and from campus dangerously imprudent or other events cause serious safety concerns.

When inclement weather (dangerous temperature, snow, ice, wind or rain) or other events (electrical failure, chemical spill, etc.) strike, Protective Services will confer with the Chancellor or designee prior to 5:45 a.m. for day classes and 1:45 p.m. for evening classes and events to determine if classes and events are canceled. Based on changing conditions, the plan can be implemented at any time.
A determination of closure means all university classes and events are canceled. It is State policy to keep State offices open even when severe weather exists.
Protective Services notifies University Relations, which, in turn, will notify news media and update the events line.
Hourly classified employees who don't report to work, report late, or leave work before the end of the work day because of weather conditions will be allowed to make up lost time during the remainder of the work week, as much time as is beneficial to the work unit. Make up time shall be at the regular rate of pay. Hourly employees may also take leave without pay, vacation, personal holiday, or compensatory time to cover absences. If specific contract language differs from this policy, the contract prevails.
Salaried classified and unclassified employees may use available annual leave (vacation), compensatory time, available holidays, or leave without pay to cover inclement weather absences. An employee and the employee's supervisor may agree that the employee can account for the time of the absence in another manner consistent with the professional nature of the employee's work assignment.
When the governor closes state government offices, this DOES NOT mean the UW System or UW-La Crosse.

Approved by Chancellor Kuipers on September 4, 1997 based on recommendations from the administrative leadership team and governance groups.

Job Sharing

Job sharing means coordinated permanent or project part-time employment involving two or more persons sharing the same duties and responsibilities of a full-time budgeted position. It involves the restructuring of a full time job occupied by one employee and assigning the job to two part-time employees. Schedules are arranged so that one of the part-time employees is always on the job. Job sharing/pairing increases the University's commitment to providing permanent part-time employment opportunities.

For more information regarding job sharing or other alternate work schedules, please refer to the 2000-2001 WSEU contract, Article VI - Hours of Work, Section 15, page 52.

Layoffs

Layoff procedures are governed by Wisconsin Statutes, the Wisconsin Administrative Code, and collective bargaining agreements. They are intended to be fair to all employees; retain for state service its most effective and efficient personnel; and insure that all layoff actions, when required, are appropriately and systematically administered.

Layoffs generally occur by classification and are guided by seniority. An affected employee about to be laid off may be able to exercise options such as transferring to a vacancy, bumping, or voluntarily demoting to a lower classification in a different position. Employees who are laid off do have mandatory recall rights back to the University if vacancies in their classification should occur.

Also see Classified Information Related to Layoff for more information.

(Reference: Wisconsin Statutes, Chapter 230.34(2); Wisconsin Administrative Code, Department of Employment Relations, Division of Merit Recruitment and Selection, Chapter ER-MRS 22; and current collective bargaining agreements)

Nepotism

Nepotism is favoritism shown or patronage granted by persons in high offices to relatives or close friends.

In selecting persons for employment, the applicant best qualified and available to perform in the position should receive the offer of employment. No restriction is placed on hiring persons related through affinity or consanguinity. However, to avoid possible conflict of interest which may result from peer judgment or administrative review procedures, a person so related must not participate either formally or informally in decisions to hire, retain, grant tenure, promote, or determine the salary of the other person.

(Reference: Wisconsin Administrative Code, Rules of Department of Employment Relations, Division of Merit, Recruitment and Selection, Chapter ER-MRS 24.04(2)(e&f), (3), and (4))

Performance Evaluations

The Wisconsin Statutes, Chapter 230.37, state that appointing authorities should establish "an employee evaluation program to provide a continuing record of employee development and, when applicable, to serve as a basis for pertinent personnel actions. Similar evaluations shall be conducted during the probationary period but may not infringe upon the authority of the appointing authority to retain or dismiss employees during the probationary period."

Annually, classified employees and their supervisors will meet to set performance goals and objectives for the upcoming year. At the end of the year, employees and supervisors will meet again to review work performance. A copy of the completed performance evaluation will be placed in personnel files.

(Reference: Wisconsin Statutes, Chapter 230.37)

The Classified Individual Development Plan (IDP) can be downloaded directly to your computer using Adobe Acrobat Reader. It may also be downloaded as a Word document.

UW-L Individual Development Plan (IDP) Form & Information

Personnel Files

Personnel files for all employees are officially maintained in the Office of Human Resources. A personnel file includes confidential up-to-date records, including such information as job applications, position descriptions, probationary reports, evaluations, Employee Development and Training Reports, letters of recommendation, etc. Employees may arrange to review their own personnel file by contacting the Office of Human Resources.

Employees should also contact the Office of Human Resources with any updated information relating to specialized training, education, change of address and/or telephone number, change in marital status, etc.

(Reference: Statutory Authority for Classified Employee Personnel Records, Chapter 748, 5/24/82 and 2000-2001 WSEU Contract, Article XI - Miscellaneous, Section 14 [page 93].)

Political Activities

No political activity, including directly or indirectly soliciting or receiving subscriptions or contributions for any political purpose, may take place on State time or while officially engaged in employee duties. Engaging in political activity when not on duty is prohibited if that activity will impair the person's efficiency during working hours or cause the individual to be tardy or absent from work. Violation of this section is adequate grounds for dismissal.

If a classified employee declares an intention to run for partisan political office, the employee will be placed on a leave of absence for the duration of the election campaign. In the event the employee is elected to fill a position, he or she will have reinstatement rights for five years following termination from the classified service or for one year following termination from the elective position, whichever is longer.

(Reference: Wisconsin Statutes, Chapter 230.40)

Position Descriptions

Whenever a new employee is hired or a current employee moves into another position as a result of transfer, promotion, or demotion, the employee receives a copy of a position description for that position. The position description outlines the major goals and worker activities of a position.

Whenever a substantial change occurs in the duties and responsibilities of a position, an updated job description should be completed and forwarded to the Office of Human Resources. In accordance with rules developed by the University of Wisconsin System Administration and the Department of Employment Relations, position descriptions are to be updated every three years.

HOW TO PREPARE THE POSITION DESCRIPTION

A position description should accurately and objectively describe the duties a position performs. The position description should be prepared in the Goal and Worker Activities format. The Goal statements should describe the major duties and responsibilities of a position. Worker Activities describe in specific terms what the employee is expected to do to accomplish these goals. A description of the Worker Activities should contain sufficient information to make them easily understood. Include the percent of total work time spent on each goal.

The position description identifies the level of supervision of the incumbent. The levels of supervision are:

Close supervision implies that the work is performed according to detailed instructions and the supervision is available on short notice.
Limited supervision implies that the incumbent proceeds on his/her initiative while complying with policies, practices and procedures proscribed by the supervisor. The supervisor generally answers questions only on the more important phases of the work.
General supervision implies that the work is performed independently. The incumbent seldom refers matters to the supervisor except for clarification of policy.

Call Human Resources if you have any questions about preparing your job description.

Position Description Form

Probation

All new employees to state service are required to serve a probationary period. The probationary period is an extension of the examination process and is meant to provide an opportunity for close observation of how employees apply their skills and talents. A probationary period may also be required when promoted to a new classification or for a transfer or reinstatement within state service.

Supervisory positions require a 12 month probationary period while other types of positions normally require a six month probation. During the probationary period, evaluations are completed after three months and again before completion of the six-month period.

An employee on probation earns vacation, sick leave, holidays, and personal holidays. However, a new employee may not use vacation until after the first six months of employment.

(Reference: Wisconsin Statutes, Chapter 230.28)

Promotional Exams

Promotional exam schedules for classified civil service positions are posted outside Human Resources, room 144 Graff Main Hall. Exams are typically offered once annually, and positions available throughout the year are filled based on those exam results. This means it is in employees' best interest to take any exams offered for positions they are interested in, even if a vacancy is not currently available.

Each employee with permanent status shall be eligible for up to 24 hours paid leave time each calendar year for the purpose of competing in examinations which could make the employee eligible for promotion and for participating in employment interviews in connection with such examinations when such examinations and interviews are conducted during an employee's scheduled work time.

An employee shall not be denied his/her requests for time to participate in examinations and the interviews connected with such examinations provided that five workdays notice has been given by the employee so that work coverage will not be interrupted. This time shall not exceed the number of hours reasonably required to attend the examinations and interviews, including travel time.

Employees who are scheduled to work the third shift shall be granted a schedule change which enables eight hours off duty before the exam, if requested 10 days before the needed shift change. This provision is applicable to two promotional examinations per calendar year.

(Reference: 2000-2001 WSEU Contract, Article XI - Miscellaneous, Section 4 [page 87]; Article XIII, Section 8 [page 122].)

Promotional Opportunities

The University of Wisconsin-La Crosse has a long-standing commitment to offer promotional opportunities to employees whenever possible. A promotion is a change to a new job with a higher classification and salary either on campus or with another state agency. All promotions are competitive and a written exam is usually required to determine qualifications and rankings of candidates. Please see promotional exams for details.

Classified employees are encouraged to seek information on career advancement and promotions, to be aware of positions announced in the Current Opportunities Bulletin, the Servicewide Promotional Opportunities Bulletin, and to review the vacancy announcements posted on bulletin boards located in all University buildings and published in the University Campus Connection.

(Reference: Wisconsin Statutes, Chapter 230.15 and Merit Recruitment and Selection, Chapter ER-MRS 14.)

Reclassification
(Also see Position Descriptions)

The classification of a position is determined by the duties and responsibilities assigned to the position.

Gradual Change These are changes that are normally the result of the assignment of additional duties or responsibilities, which occur gradually over a period of at least six months. However, changes which occur abruptly, such as a reorganization, changes in equipment used to perform the work, assignment of duties from a vacant or abolished position, are not considered gradual.
Logical Change These are changes that are reasonably related to and a natural outgrowth of the position’s previous duties or responsibilities. Changes of more than 50% in a position are not considered a logical change, but constitute the creation of a new position.

The justification of reclassification is normally based upon the following three evaluation criteria:

Sufficient “job change” has occurred involving the assignment of higher-level duties and responsibilities.
The classification specification for a higher-level classification more appropriately identifies the major functions of the position.
The position “compares” more favorably to other positions classified at a higher level.

General classification factors include:

Accountability/Responsibility – Relates to the latitude to select alternatives and assign work or priorities, and finality of the decisions made. The discretion exercised is measured by evaluating the extent to which the work is structured or defined at the assignment stage and the nature of the review received both during and after completion of the work. Specific considerations are:

· The organizational level of the position;

· The nature and type of supervision received;

· The availability of other non-subordinate staff whose authority it is to make the most difficult and unprecedented program or technical decisions or interpretations;

· The degree of impact decisions and work efforts have on end results; and

· The consequence of error.

Complexity/Scope – Considers the nature, number, variety and intricacy of tasks, steps, processes, or methods in the work performed; the degree to which actions to be taken are pre-established or standardized; the number and variety of tasks needed to accomplish each goal; and the effect of the work product or service both within and outside the organization.

Knowledge – The breadth and depth of the knowledge and skills required to perform the work.

If you have questions about actual or potential job changes and whether they may or may not relate to a reclassification, contact Human Resources.

Reinstatement

Classified employees who voluntarily separate from state service or who accept a voluntary demotion for personal reasons are eligible for reinstatement in any State of Wisconsin agency for five years from the date of such resignation or demotion (three years under the State Engineering contract).

Reinstatement may be to a position at the same level/counterpart pay range or to a position at a lower level for which the employee is qualified to perform the work. An employee who obtained permanent status in class before separation is not required to serve a probationary period if reinstated to the same employing unit. However, an employee who voluntarily separated while still on probation will be required to begin a new probationary period upon reinstatement.

Any accumulated unused sick leave the employee had prior to separation will be returned to the employee's sick leave account provided the employee does not taken a separation benefit from the Wisconsin Retirement System.

For reinstatement following military leave, see Wisconsin Statutes, Chapter 230.32.

(Reference: Wisconsin Statutes, Chapter 230.31)

Resignation from Employment

An employee who voluntarily leaves state service is required to submit a letter including the effective date of the resignation. The letter is submitted to Human Resources with a copy to the supervisor not less than 14 calendar days prior to the effective date. Once a notice of resignation is submitted, there can be no withdrawal or stopping of the resignation action except upon mutual written agreement between the employee and the University.

All University keys, uniforms, ID cards, and equipment provided to the employee must be returned by the resignation date, and the employee should complete an Exit Checklist, available from the department, unit, or Human Resources, which will be maintained in the department or unit for one year following the employee's departure from the University.

The Office of Human Resources will advise the employee regarding continuation of benefits and other separation information. For questions regarding the Exit Checklist, such as who should complete one and the responsibilities of the department or unit an employee is departing, please see the Exit Directions.

To understand the impact on employee benefits when leaving UW employment, consult the brochure, Benefits When You Leave UW Employment.

Permanent employees who voluntarily resign may request reinstatement to positions in the same, counterpart, or lower pay range for which they may be qualified within five years from termination.

(Reference: Employment Relations, Chapter 21)

Seniority Date

An employee's seniority date, in most cases, is their original date of employment with the State of Wisconsin. Adjusted continuous services dates may occur because of a break in state service. The adjusted continuous service date (seniority date) is generally used in determining vacation earnings, length of service payments, transfers, layoffs, vacation scheduling, and overtime assignments.

(Reference: 2000-2001 WSEU Contract, Article V - Seniority, Section 1 [page 45].)

Smoking/No Smoking Policy

Section 101.123 of the Wisconsin Statutes commonly referred to as the "Clean Indoor Air Act" or "1983 Wisconsin Act 211," provides that no persons may smoke in educational facilities, public offices, passenger elevators, public waiting rooms, and any enclosed indoor area of a state building, except for areas which have been designated for smoking and offices occupied exclusively by smokers. The law states further that signs will be posted only in areas where smoking is permitted.

Section UWS 18.06 (18) of the Wisconsin Administrative Code similarly states "No person may smoke in any University building except in those areas designated for that purpose."

Questions regarding this policy may be directed to the Director of Protective Services.

State Employee Suggestion Program

All employees are invited to participate in the State Employee Suggestion Program. The Employee Suggestion Program is a vehicle for state and university employees to be recognized and rewarded for ideas which improve work processes or equipment, enhance efficiency, provide better service, save money, or increase health and safety in the workplace. Cash awards are presented for meritorious suggestions.

Visit the Employee Suggestion Program web site for current information regarding the program.

Taking Work Home

Liability and efficiency considerations require that the work of all non-exempt employees eligible for premium overtime pay be accomplished only at University work locations.

Technology Resources

The following policies on the use of University information technology resources are edited by the Division of Information Technology and apply to all employees.

Responsible Use of Computer and Communications Resources
UW-La Crosse World Wide Web Policy Statement

Additional information on technology resources can be found at the following links: Distance Education, training for faculty/staff, training for students, and web page construction information.

Transfer

All requests for transfers, subject to the provisions of the appropriate collective bargaining agreements, will be considered carefully with the intention of best serving the employee's interests and those of the University. Classified employees interested in a transfer should review the transfer announcements posted on the bulletin boards located outside Human Resources (room 144 Graff Main Hall), Union bulletin boards in all University buildings, and transfer opportunities published in the University Campus Connection.

(Reference: Wisconsin Statutes, Chapter 230.29 and Merit Recruitment and Selection, Chapter ER-MRS 15; 2000-2001 WSEU contract, Article VII - Transfers [page 54].)

University Activities Participation

All employees are encouraged to take part in University activities such as volunteer projects, educational experiences, University committees, etc., subject to supervisory approval. Supervisors are urged to allow participation whenever possible. The Chancellor officially grants release time to employees for many University activities, though it is understood that offices must still remain operational. If there are any concerns regarding paid or unpaid time off for such participation, please consult your supervisor.

Use of State Property

A University employee shall not use or allow the use of state property, including property leased by the University, for private activities. No personal use may be made of the University's (STS) long distance telephone lines or the campus mail service. Local telephone lines may be used only for essential calls.

Tools, equipment, or supplies that are the property of the University may not be borrowed for personal use. Laboratories, workshops, offices, and other areas not open to all staff or the general public may not be used for personal (non-job related) projects or endeavors.

Worker's Compensation

The Wisconsin Statutes provide that an employee “suffering an injury while performing service grouping out of and incidental to his or her employment is entitled to Worker’s Compensation benefits. This allows for the payment of medical expenses. It also allows for the payment of lost wages based on two-thirds of the employee’s wages up to a weekly maximum which is re-established each year.

When Worker’s Compensation benefits are granted, employees may choose to use accrued sick leave or vacation to supplement Worker’s Compensation benefits to the extent that they shall receive the equivalent of their regular base pay.

All accidents (whether or not medical attention is necessary) must be immediately reported to the employee’s supervisor. It is the responsibility of the immediate supervisor to investigate all Worker’s Compensation injuries or illnesses and report these to the Worker’s Compensation Coordinator within 24 hours of an accident the employee and supervisor must complete the following forms: Employees Work Injury and Illness report, WKC 12 Employee’s First report of Injury or Disease and the Supervisor’s Accident Analysis Report. These forms can be found at http://www.uwsa.edu/oslp/wc/forms/forms.htm Further investigation may be made by the Worker’s Compensation Coordinator or the Department of Environmental Health and Safety.

Employees have the choice of a physician or a chiropractor licensed in the State of Wisconsin to provide reasonable and necessary treatment to cure and relieve the effects of injury. Employees have the choice of a second physician. Simultaneous treatment by two doctors is not acceptable, nor is a third choice of physician unless referred by the primary doctor.

All medical bills resulting from an injury or illness must be presented to the Human Resources Office. Employees should inform the clinic or hospital where treatment is rendered of the fact that the injury or illness is work related. Do NOT give the hospital or clinic your group health insurance identification numbers for treatment covered under Worker’s Compensation. In most cases, the hospital or clinic will send the bill directly to the Human Resources Office. If an employee should receive a bill, including prescriptions, submit it to the Human Resources Office at your earliest convenience. Seeking treatment does not guarantee medical expense will be approved under Worker’s Compensation.

If the injury will result in more than three days time lost from work, contact the worker’s compensation coordinator in Human Resources. Medical documentation is required to substantiate disability payments. Also, if an employee is no longer going to be on the payroll, they should contact the payroll office to make arrangements for premium payment of benefits and/or insurance, as well as appropriate leave of absence forms.

The State of Wisconsin provides managed health care services to injured State employees. Utilization review is performed on all inpatient hospitalizations, surgical procedures, MRI and CT scans, and physical therapy and chiropractic treatment. If such treatment is recommended by the doctor, promptly notify the worker’s compensation coordinator prior to having such treatment.

A doctor’s excuse is required for the employee to return to work when the injury resulted in medical attention and/or lost time. Employees covered under Worker’s Compensation should be aware of the fact that, with doctor approval, they may be assigned part time or limited duties (if the restrictions can be met) until they are able to return to full time duty

Questions regarding Worker’s Compensation may be directed to the Human Resources Office.

CLASSIFIED WORK RULES

Recent collective bargaining agreements with several employee associations provide that the
employer establish reasonable work rules defined as and limited to "rules promulgated by the
employer within its discretion which regulate the personal conduct of employees." The following
work rules relating to personal conduct are issued by the University of Wisconsin System as part of
its responsibility to inform all classified employees of personal conduct considered unacceptable as
a University of Wisconsin employee. These rules are established so the University can attain its
objectives in an orderly and efficient manner and are not intended to restrict the rights of
employees, but rather to advise employees of prohibited conduct. Engaging in one or more of the
following forms of prohibited conduct by a classified employee of the University of Wisconsin
System may result in disciplinary action ranging from a reprimand to immediate discharge,
depending upon the specific form of conduct and/or the number of infractions, pursuant to s.
230.34, Wis. Stats. and Wis. Adm. Code section ER 46, or pursuant to existing collective
bargaining agreements.

PROHIBITED CONDUCT

I. Work Performance

A. Insubordination, including disobedience, or failure or refusal to carry out assignments or instructions.

B. Loafing, loitering, sleeping or engaging in unauthorized personal business.

C. Unauthorized disclosure of confidential information or records.

D. Falsifying records or giving false information to other state agencies or to employees responsible for record keeping.

E. Failure to provide accurate and complete information whenever such information is required by an authorized person.

F. Failure to comply with health, safety, and sanitation requirements, rules, and regulations.

G. Negligence in performance of assigned duties.

II. Attendance and Punctuality

A. Failure to report promptly at the starting time of a shift or leaving before the scheduled quitting time of a shift without the specific approval of the supervisor.

B. Unexcused or excessive absenteeism.

C. Failure to observe the time limits and scheduling of lunch, rest, or wash-up periods.

D. Failure to notify the supervisor promptly of unanticipated absence or tardiness.

III. Use of Property

A. Unauthorized or improper use of University property or equipment including vehicles, telephone or mail service.

B. Unauthorized possession or removal of University or another person's private property.

C. Unauthorized posting or removing of notices or signs from bulletin boards.

D. Unauthorized use, lending, borrowing or duplicating of University keys.

E. Unauthorized entry to University property, including unauthorized entry outside of assigned hours of work or entry to restricted areas.

IV. Personal Actions and Appearances

A. Threatening, attempting, or doing bodily harm to another person.

B. Threatening, intimidating, interfering with, or using abusive language towards others.

C. Unauthorized possession of weapons.

D. Making false or malicious statements concerning other employees, supervisors, students, or the University.

E. Use of alcoholic beverages or illegal drugs during work hours.

F. Reporting for work under the influence of alcoholic beverages or illegal drugs.

G. Unauthorized solicitation for any purpose.

H. Inappropriate dress or lack of personal hygiene which adversely affects proper performance of duties or constitutes a health or safety hazard.

I. Unauthorized or improper use or possession of uniforms, identification cards, badges, or permits.

J. Failure to exercise good judgment, or being discourteous in dealing with fellow employees, students or the general public.

These work rules do not constitute the entire list of violations for which employees may be disciplined. Other rules are provided by statute, by Administrative Code, and by administrative procedures established by management. Violations of these rules can also result in appropriate disciplinary action. Additional work rules may be established by management to meet special requirements of departments or work units or as circumstances require. Questions regarding the above work rules can be directed to the Office of Human Resources.

The Classified Work Rules were last revised on November 4, 1996.

ADA REQUEST FOR REASONABLE ACCOMMODATION

What is ADA ?

The ADA is a federal civil rights law for people with disabilities, comparable to civil rights legislation passed in the 1960’s for other minorities. It covers employment, state and local government services, public accommodation and telecommunications for the deaf.

Definition of Disabled
An individual that meets at least one of the following criteria: a physical or mental impairment that substantially limits one or more major life activities, a record of such impairment, or is regarded as having such impairment.

Definition of Major Life Activities
Major life activities include such things as caring for oneself, performing manual tasks, walking, sitting, lifting, reaching, seeing, hearing, breathing, learning or working.

University of Wisconsin-La Crosse Statement on ADA

In accordance with the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973, it is the policy of the University of Wisconsin–La Crosse not to discriminate against qualified individuals with disabilities. Reasonable accommodation for persons with disabilities will be provided, in accordance with our policy to ensure equal access to employment and benefits.

A copy of the university policy on ADA can be found on the Affirmative Action and Diversity website under Policies and Procedures

Information about the grievance procedure is available from the Assistant Chancellor for Affirmative Action & Diversity: Al Thompson, 235 Graff Main Hall, 785-8541, thompson.alfr@uwlax.edu. or through Affirmative Action & Diversity.

Procedure for Requesting a Reasonable Accommodation

An employee of the University of Wisconsin-La Crosse may initiate the process, preferably by talking with his/her supervisor, or by contacting Human Resources at 785-8013. Your supervisor and /or Division Officer may wish to consult with Human Resources to determine the nature of the disability and to facilitate a resolution. Human Resources may ask you to provide medical records concerning your disability. In addition, you may be asked to undergo testing or evaluation by medical personnel retained by the University of Wisconsin–La Crosse. Please note that refusal to provide medical documentation concerning your disability may result in a denial of your request for reasonable accommodation.

INFORMAL PROCESS: Many informal adjustments are made between employees’ and their supervisors for a variety of reasons, including but not limited to potential disability accommodations, personal preferences, and work/life balance. If employees with a disability do not feel comfortable addressing a request for a reasonable accommodation with their supervisor, or if they are not satisfied with the results of addressing the requests with their supervisor, they are encouraged to contact Human Resources for a more formal review and decision.

FORMAL REVIEW: The employee with a disability is encouraged to contact Human Resources to set up an appointment with designated ADA staff (request ADA staff contact when emailing, calling or stopping in at Human Resources—see contact information at end of this document). At the meeting the employee will be asked about the situation. At that point HR may ask the employee to complete and return the Employee Request form, along with a current and accurate position description signed and dated by both employee and direct supervisor (if not on file with IDP in HR) and a completed Employee’s Medical Release of Information form with Health Care Provider Questionnaire (if medical release is needed). A time frame for the completion and return of the materials will be established at the meeting, subject to change if necessary.

Upon receiving the completed documents from the employee, HR will meet with the supervisor, to give them the Supervisor’s Statement form along with a copy of the Employee Request form and position description to the supervisor for review, completion, and return to HR with an established time frame.

Upon receipt of the Supervisor’s Statement, HR will review the materials and arrange a meeting with the employee and supervisor to discuss the materials, determine if more information is necessary (such as a medical certification if not requested earlier, information on alternative accommodation options, expert information and counsel, availability/cost of technology solutions, etc.), and move toward resolution. When an agreement has been reached, a plan for implementation and follow up will be established. Following the plan, HR will follow up to determine if the plan has been successful.

CONTACT INFORMATION FOR ADA AND REASONABLE ACCOMMODATION: Cedric Steine, steine.cedr@uwlax.edu, 785-6497 or in his absence, Jennifer Wilson, wilson.jenn@uwlax.edu, 785-8013

SALARY & BENEFITS INFORMATION

Please note: Additional information and/or written documentation/brochures for many of the following benefits are available in the Office of Human Resources, Room 144 Main Hall, or by visiting the UW-System Administration Employee Benefits web site at www.uwsa.edu/hr/benefits/. Eligibility for most benefits depends on the terms of your appointment. There are limited open enrollment periods for all programs; new employees must meet with a staff member of Human Resources within the first 30 days of employment to ensure that application deadlines are met. It may be possible to apply for some benefits later, but you will be required to answer medical questions, and your application will be subject to approval.

Please consult with a staff member in Human Resources for more information about any of these benefits.

Accidental Death and Dismemberment Insurance

Employees who are eligible for a State of Wisconsin health plan are eligible for this program. This plan provides coverage for accidental death, dismemberment or loss of sight, permanent total disability indemnity, and permanent and total loss of use indemnity. It is possible to insure your spouse and children as well. Principal coverage amounts range from $25,000 to $250,000. Benefits under this plan are payable in addition to any other insurance you may have at the time of the accident.

Annual Pay Adjustments

Annual pay adjustments are typically made to hourly rates at the beginning of the fiscal year (July 1) and are based on the pay plan approved by the legislature.

Prior to approval by the legislature, pay adjustments for classified represented employees are negotiated between the Office of State Employment Relations (OSER) and the unions. Refer to the appropriate compensation plan for details.

Faculty, academic staff, and classified non-represented employee pay adjustments are recommended directly by Office of State Employment Relations.

(Reference: Office of State Employment Relations, Division of Compensation and Labor Relations)

Catastrophic Leave Program

Classified
This program allows employees to voluntarily donate (transfer) annual leave, Saturday legal holiday, personal holiday and sabbatical leave time to employees who have been granted unpaid leaves of absence due to catastrophic need for which no eligible paid leave benefits or replacement income are available. Catastrophic illness or injury is defined as an illness or injury which is expected to incapacitate the employee and which creates a financial hardship. It may also include an incapacitated family member if the employee is required to take time off from work for an extended period to care for the family member.

A recipient cannot receive more than 80 days of catastrophic leave benefits per calendar year (prorated to percentage of appointment). To be an eligible recipient of donated leave, an employee must satisfy all of the following conditions:

Covered by Catastrophic Leave provisions under a collective bargaining agreement or s. ER 18.15, Wis. Adm. Code.
Completed the first six months of an original probationary period in a permanent position or six months in a project position.
On an approved unpaid leave due to a catastrophic need of the employee or an immediate family member. The unpaid leave may be taken in non-continuous increments.
Anticipate an approved unpaid leave of at least 160 hours duration, prorated for less than full-time employees.
Provide medical certification of the catastrophic need as required by the union or agency.
All available sick leave credits must be exhausted.
Leave balance can be no more than 16 hours between accrued annual leave, including sabbatical/termination leave, and personal/legal holiday credits.
Must not be receiving other salary replacement income or benefits.
Must remain a state employee.

A donor cannot donate more than 24 hours of leave in any calendar year. To be an eligible donor, an employee must satisfy all of the following conditions:

Covered by Catastrophic Leave provisions under a collective bargaining agreement or s. ER 18.15, Wis. Adm. Code.
Completed the first six months of an original probationary period in a permanent position or six months in a project position.
A state employee for at least one year.
Must remain a state employee.

A non-represented donor may not make a donation to a represented recipient. Non-represented employees may donate leave credits only to other non-represented employees, while represented employees may only donate leave credits to other represented employees covered by the same collective bargaining agreement, subject to the catastrophic leave provisions of the applicable collective bargaining agreement.

(Reference: Wisconsin Human Resources Handbook, Chapter 752)

Deferred Compensation

What is the Wisconsin Deferred Compensation (WDC) program?
The Wisconsin Deferred Compensation program is a supplemental retirement savings program authorized under Section 457 of the Internal Revenue Code (IRC).

Similar to the tax-sheltered annuity program, the WDC program differs in that it allows participants to begin receiving a distribution of their funds anytime after termination of employment or retirement without penalty. Participants in the TSA program must wait until age 59-1/2 to begin penalty-free distributions. This makes the WDC worth exploring for those employees considering early retirement. However, participants in WDC are offered limited investment options versus the TSA program. Please visit the Wisconsin Deferred Compensation program online or Employee Compensation and Benefits Services for the University of Wisconsin-Madison for more detailed information regarding the WDC program.

Am I eligible to participate?
If you are a state or university employee in Wisconsin, or an employee of a local government or school district employer in Wisconsin that has elected to participate in the Wisconsin Deferred Compensation Program, you are eligible to enroll in the plan. Eligible employees can enroll at any time.

How do I invest with WDC?
Creating an investment plan requires some time and research. If you have a financial planner, he or she may be able to lend you advice. If you are a new investor, you must look at your overall financial picture and investment goals. The WDC is only one part of your financial retirement, and there are many financial planning tools available to help you. Some of these additional resources are available by visiting www.uwlax.edu/hr/retire_invest_resources.

How much can I contribute?
You may begin participating in the WDC with $20 monthly or $8 bi-weekly. Contributions to a TSA are subject to a maximum amount determined annually by the IRS. The Economic Growth and Tax Relief Reconciliation Act (EGTRRA) made several changes to maximum contribution amounts, causing the maximum amount to vary by year and individual circumstances.

Participant fees and reimbursements from investment providers provide funding for program administration. Program fees vary depending on the participant's balance, but range from $6 (for balances less than $5,000) to $120 (for balances $150,001 and more) annually.

How do I enroll in the program?
1. You can download the Wisconsin Deferred Compensation Participation Agreement. Complete the application and mail it to the address indicated on top of the form.

2. To enroll by phone or have an enrollment kit and participation agreement mailed to you, contact the plan administrator's office at:

Wisconsin Deferred Compensation Program

902 Ann Street

Suite A

Madison, Wisconsin 53713

E-mail: WDoffice@nationwide.com

Telephone Numbers:

In Madison:	(608) 256-6200
Toll Free:	(800) 257-4457
TTY # for the hearing or speech impaired:	(800) 995-4457
Fax:	(608) 256-6125
Automated Telephone System for accessing personal account [PIN required].	(800) 758-4457

DentaCare (Smile Plus)

Non-represented classified and faculty/academic staff employees with appointments of at least 1/3 time are eligible for this coverage. Premium cost is paid entirely by the employee. This dental plan requires that dental care be received at a specified dental center except for limited emergency care. Full coverage is provided for preventative examinations, x-rays, and cleaning of teeth, with no pre-existing condition limitations, no yearly maximums, and no claim forms. Coverage for restorative care and other services is provided on a co-pay basis.

Disability Benefits

If you participate in the Wisconsin Retirement System, disability benefits may be available if you become totally and permanently disabled and are unable to engage in any gainful employment. This program, when used in conjunction with Income Continuation insurance, can substantially replace the loss of income caused by a disability. This benefit is provided to all WRS participants who meet the creditable service requirements (if disability is work-related, there is no creditable service requirement). For more information, refer to the Department of Employee Trust Funds.

EdVest

EdVest is a state-sponsored Section 529 plan allowing Wisconsin residents to deduct up to $3,000 in pre-tax contributions annually to an investment fund for a dependent child's college education. Employees can begin an account with as little as $25 or as much as $246,000. Contributions can cover tuition, books, room and board, and other qualified expenses. For more information, visit the EdVest web site, or call toll free 1-888-338-3789.

Employee Reimbursement Account (ERA)

This program offers employees the opportunity to pay qualified medical/dependent care expenses with tax-free dollars. There are three parts to the plan:

Automatic Premium Conversion (State Group Health, State Group Life and EPIC Major Medical)
Medical Expense Reimbursement Account (Requires application)
Dependent Care Reimbursement Account (Requires application)

For more detailed information, see the Employee Reimbursement Account Program Booklet, or call Fringe Benefits Management Company at (608) 829-0435 (Madison office) or toll free at (800) 342-8017 (customer service in Florida).

Am I eligible to participate?
All employees except limited-term employees (LTE), research assistants, and other temporary employees are eligible to participate.

How do I enroll?
There is an open enrollment period during the first 30 days of employment and every October for the following tax year. The annual application can only be completed online at the Department of Employee Trust Funds website or via telephone by calling 1-800-847-8253. There is no paper form available unless you are initially enrolling as a new employee.

How can I make a claim for reimbursement from my account?
Complete a Flexible Spending Account Reimbursement Request Form. You will need to rotate the form (see the Adobe Acrobat Reader tool bar) to view it properly. Instructions for completing the form are available on the Department of Employee Trust Funds website, as well as other Employee Reimbursement Account forms you may need.

Health, State Group Plans

Who's eligible?
Employees eligible to participate in the Wisconsin Retirement System and their qualifying dependents can choose coverage under one of the State Group Health Plans by completing and submitting any related paperwork within the first 30 days of employment. Faculty and academic staff not eligible to participate in the retirement program may also obtain health coverage if their appointment is at least 33% and at least 6 months (1 semester for academic appointments) in duration. Eligibility is reviewed whenever a new appointment is granted.

When does coverage begin?
Coverage for faculty and academic staff begins the 1^st of the month following receipt of the application. For classified employees, coverage begins the 1^st of the month after six months of state WRS participation.

How are premiums deducted?
Premiums are deducted from paychecks on a pre-tax basis. The premiums are paid two months in advance. Premium amounts are subject to change annually during Dual Choice, which is held each fall.

What type of coverage is provided?
The health program provides a variety of plans available by county including standard fee-for-service coverage and health maintenance plans. A Dual-Choice Booklet, which is the annual listing of carrier choices and specifics regarding State health insurance coverage, is distributed to all employees upon hire and again during Dual Choice, which is held in the fall. Employees may select any program initially and may change programs during Dual Choice. This is generally the only time employees can select a different plan. Employees changing plans during Dual Choice will have continuous coverage with no exclusions for pre-existing health conditions. Dual Choice is also the only time that health plan providers can make changes in coverage or premium costs.

What about insurance cards?
Insurance cards arrive approximately four to six weeks after your forms have been completed and processed. Employees should contact the health insurance provider directly to inquire about missing insurance cards.

What happens when an employee terminates employment, for whatever reason?
Terminating employees may continue health insurance coverage through COBRA, or when a dependent's eligibility ends. Continued coverage is available for dependents in the event of employee death, layoff, or retirement. A tax-free account is set up to pay premiums equal to the employee's unused sick leave times their last rate of base pay. When this account is exhausted, or if there is no accumulated sick leave, the insured must pay the full premium cost.

What if I did not sign up during my initial 30-day eligibility period?
Employees not currently participating in the health plan are eligible to apply for coverage at any time with the Standard health plan, but are required to serve a six-month waiting period for pre-existing conditions.

Identification Cards

Employees who wish to have access to library privileges, the student center, and field house facilities must obtain a UW-L identification card. Photo I.D. cards are available for free from Student Activities & Centers, 212 Cartwright Center.

Income Continuation Insurance

Employees who participate in the Wisconsin Retirement System are eligible for Income Continuation Insurance, which replaces a portion of your income in the event of a disability. Benefits from this plan are integrated with other programs such as Social Security and the Wisconsin Retirement System. The amount of sick leave classified employees accumulate determines their share of premium costs. Benefits become available after a 30-day waiting period, or use of all sick leave benefits, whichever is longer. Unclassified employees (faculty and academic staff) choose a waiting period until benefits begin. Premiums are based on the waiting period they select and their annual salary.

Legal Holidays, Classified

Wisconsin Statute, s.230.35(4)(a), establishes paid holidays when offices of the state government, including those of the UW System, are not required to be open for business. These holidays are:

January 1*	Martin Luther King Day
Memorial Day	July 4*
Labor Day	Thanksgiving
December 24*	December 25*
December 31*

*If a holiday falls on a Sunday, state offices are closed the following Monday. If a holiday falls on Saturday (which is the normal day off for most employees), employees are granted this day as a Saturday/Sunday holiday to be taken off on a different date.

For less than full time positions covered by WSEU, legal holidays will be prorated on the basis of the percentage of appointment.

If a holiday falls on an employee's scheduled day off, or the employee works a holiday, the employee will be given holiday compensatory hours to be taken off on a different date.

Life, State Group Plans

For a comparison of life insurance options, see the UW-System comparison chart.

Individual and Family Term Life Insurance (National Guardian) - Employees of the UW System who are eligible for a State of Wisconsin Health insurance program are eligible for this term life insurance plan. Employees may initially select $5,000, $10,000, or $20,000 coverage, as well as $5,000 or $10,000 for a spouse (provided the amount does not exceed the employee's coverage), and either $2,500 or $5,000 for children. The employee and spouse are eligible to purchase additional amounts of insurance each year on a guaranteed basis up to a maximum of $200,000 for the employee and $75,000 for the spouse. Premiums are based on age and amount of coverage desired; see rates for Individual & Family Group Life.
State Group Life Insurance (Minnesota Mutual) - Employees eligible to participate in the Wisconsin Retirement System are eligible for State Group Life Insurance coverage after they have been active WRS members for six months. Employees may opt for up to five times their annual salary. Each level (basic, supplemental, and additional units) provides coverage of one year's salary rounded up to the next higher thousand. Coverage is reduced for active employees after age 70. Employees retiring from State service or those terminating with 20 years of service can benefit from this coverage in retirement; coverage becomes free at age 66, when the basic level of coverage is reduced by half. This program also allows dependent coverage and has benefits for accidental death and dismemberment. Premiums can be waived in the event of a disability. Employees who do not enroll during their initial eligibility period must complete an Evidence of Insurability to get coverage. Cost is determined based on age and amount of coverage; see rates for State Group Life.
University Insurance Association Life Plan (National Guardian) - The University Insurance Association (UIA) provides a group policy decreasing term life plan serviced by the National Guardian Life Insurance Company. Participation in the University Insurance Association is a condition of employment for faculty and academic staff who meet the minimum salary base determined each year. The premium of $24 per year is deducted annually from the November 1 paycheck. If you initially qualify for March 20 coverage (staff who begin at the start of the second semester), a $12 premium will be deducted from your April 1 paycheck. To update your beneficiaries under this policy, complete a UIA Designation of Beneficiary.
UW Employees Life Insurance (Mutual Service) - This term life insurance coverage is available to all classified, faculty and academic staff employees who currently hold at least a 1/3 University appointment. The amount of coverage and monthly cost are based on age. This plan includes accidental death and dismemberment benefits as well. See rates for UW Employees Life Insurance.

Long-Term Care Insurance

What is long-term care insurance?
Long-term care insurance covers a broad range of services you may need for an extended period of time due to a chronic illness or disability, including medical services and supportive services (such as help in bathing or dressing). These services can be provided in a variety of settings, including nursing homes, your home, an adult day care center, or a group living arrangement with supportive services. Long-term care insurance varies depending upon carriers, so it is important to research coverage very thoroughly before committing to one company. Consult the Wisconsin Insurance Commissioner's Office's Guide to Long-Term Care for more information.

What does the State of Wisconsin long-term care insurance policy cover?
The AIG Life Companies Long-Term Care Insurance plan covers short-term and long-term home health care, assisted living, community-based care (adult day care), and nursing home care. It includes an Automatic Benefit Increase Rider, also known as "inflation protection." The plan also includes a rider that guarantees you the option of increasing your daily benefit by your choice of $10 or $20 every three years.

Who's eligible?
All employees of UW-System, including their spouses, parents, and spouses' parents. All applications are subject to medical underwriting. Some illnesses or pre-existing conditions will disqualify you from this plan. Once your policy is issued, coverage will not be limited or excluded for any pre-existing condition or illness, as long as it was disclosed at the time of application. A 10 percent premium discount is offered to State of Wisconsin employees, annuitants, and their families. Contact Alex Hernandez of Senior Health Plans for an application and more information.

Major Medical Insurance (Epic Life Insurance Co.)

Participation in this program requires group health insurance coverage and is designed to supplement that coverage. $100,000 maximum benefit per disability. It does not duplicate coverage but does attempt to fill gaps left by your basic plan. An "in-hospital" bed patient stay is required to start most medical claims.

For each insured, the Company will pay 50% of reasonable and basic dental services and orthodontic charges which exceed the $100 per person, per year deductible. The maximum payment by the company is $750 per calendar year. Orthodontic treatment must begin prior to age 19 and is subject to a lifetime maximum benefit of $1,200. Orthodontic benefits are delayed for 12 calendar months following the effective date of the certificate. Premiums are deducted from paychecks on a pre-tax basis.

Overtime and Compensatory Time

Classified employees who work in excess of 40 hours per week will be compensated at a premium rate, time and a half, straight time rate, or not at all depending upon their employment status. Supervisors must always approve overtime and the method of payment whether cash or time off.

The state provides two categories for the purpose of determining overtime status: "exempt" and "non-exempt." Generally speaking, administrative, supervisory, or professional employees are normally exempt from overtime since their rate of salary is generally intended to include compensation for all required employment hours. However, there are times when exempt employees can be compensated for overtime either in cash or as time off at a later date. Non-exempt employees receive overtime at time and a half, either in cash or as compensatory time off at a later date.

Compensatory time not used prior to January 1 may be carried over until April 30 of the new calendar year. If a balance still remains, it will be paid as a lump sum at the employee's April 30th pay rate.

(References: Collective Bargaining agreements for represented positions; Wisconsin Compensation Plan, Section A (4.03) for non-represented positions)

Paycheck Distribution

Classified staff members are paid every other Thursday for the previous pay period. A pay period is comprised of two consecutive weeks. If a payday falls on a holiday, paychecks are distributed on the preceding workday.

Paychecks for all employees can be directly deposited into a checking or savings account. Those employees who do not submit a direct deposit form must personally pick up their checks on payday in the Cashiers Office, Room 121 Graff Main Hall, during normal business hours.

Earnings statements are issued separately from paychecks by the Payroll Processing Center in Madison and are sent to employees by campus mail.

Classified and LTE payroll calendar

Payroll Deductions

Credit Union: Membership in the Advantage Credit Union is open to all staff. Deposits to checking and savings accounts, and loan payments, may be made by payroll deductions by completing an authorization form. The credit union offices are located at 929 State St., La Crosse and 1848 East Main St., Onalaska.

Organizational/Union Dues: Deductions for organizational dues are authorized by individuals through the treasurer of the appropriate organization. Examples of organizations/unions on the La Crosse campus are The Association of University of Wisconsin Professionals (TAUWP), the American Association of University Professors (AAUP), the Wisconsin Education Council (WEAC-UP), and the Wisconsin State Employees Union (WSEU).

Parking Permits: Annual parking permit fees may be paid by payroll deduction. New employees need to contact Protective Services. Once enrolled in the parking program, staff are sent registration forms every summer for the following year.

Taxes: Each employee is required to complete federal and state W-4 forms claiming any tax exemptions. Tax withholdings may be changed at any time by filing a new W-4 form. Please see the Internal Revenue Service's Withholding Allowance Calculator for guidance in determining exemptions.

Employees who live in the State of Minnesota are required to complete Form W-222 annually. Minnesota residents have the option of having Wisconsin tax withheld OR claiming exempt status from Wisconsin tax and filing a quarterly estimate with the Minnesota Department of Revenue.

Social Security: A mandatory Social Security and Medicare deduction is taken from each paycheck. For information about Social Security payments and benefits, visit Social Security On-Line.

U. S. Savings Bonds: Savings bonds may be purchased by payroll deduction. To enroll, contact the National Bond & Trust Company (telephone 1-800-426-9314).

United Way: The Greater La Crosse United Way coordinates a UW-L campaign each fall. Staff members are sent pledge cards and may either make a donation directly or authorize payroll deductions to the United Way.

The UW-La Crosse Foundation: The UW-La Crosse Foundation is the official depository for private donations given to benefit the UW-L campus. Gifts can be made through payroll deductions for general purposes, or they may be credited to a specific fund, scholarship, department, or activity. Deductions can be increased or eliminated at any time. All contributions are deductible to the full extent of the law and year-end receipts will be issued upon request for income tax purposes.

Personal Holidays, Classified

Effective calendar year 2004, eligible classified employees will earn one (1) additional personal holiday each calendar year in recognition of Veterans Day for a total of 4.5 days (36 hours) of personal holiday prorated according to the percentage of appointment each calendar year, except those employees represented by the Building Trades agreement. These days may be used at any time provided employees receive approval from their immediate supervisor, and must be used in the year in which they are earned. (NOTE: Employees will have until December 31, 2006 to use the additional personal holidays earned for calendar years 2004 & 2005.) Probationary employees who do not pass their six-month evaluation will earn only the annual pro-ration of their personal holidays. See your respective Collective Bargaining Agreement or the State of Wisconsin Compensation Plan for Non-Represented Employees for more detailed information.

Retirement System (Wisconsin)

What is the Wisconsin Retirement System (WRS)?
The Wisconsin Retirement System provides eligible State of Wisconsin employees with a lifetime retirement annuity, unless an individual only qualifies for a lump-sum payout or chooses a separation benefit prior to retirement age. Approximately 10 percent of an employee's annual salary is contributed to his or her retirement account annually. Though the University makes the entire contribution, the account is split between employee and employer contributions. The percentage invested may change slightly on an annual basis, but the amount is contributed in addition to your annual salary, rather than having the percentage deducted from your paychecks.

Am I eligible to participate?
Coverage is mandatory for faculty and academic staff members employed at least one-third time for at least one year. Those not immediately eligible are covered after one year if they averaged one-third time in the previous year. Classified employees have mandatory coverage if employed 600 hours for at least one year.

Some details about the WRS:
This plan provides a monthly annuity based on years of service, an average of the highest three years of earnings, and an employee's age at retirement. An employee can retire at age 55 or older (age 50 or older for protective category employees). Full benefits are possible at age 57 (53 for protective) with 30 years of service.

The Department of Employee Trust Funds (ETF) administers the retirement program for the State of Wisconsin, including the University of Wisconsin-La Crosse. The following types of benefits are available through the Wisconsin Retirement System:

Separation Benefits. If you terminate employment before age 55 (50 for protective category employees), you may receive a separation benefit. A separation benefit is a lump-sum payment of your employee required contributions plus accrued interest.

Vesting. If your WRS employment began on or after January 1, 1990 and terminated before April 24, 1998, to be vested you must have some WRS creditable service in at least five separate calendar years.

Disability Benefits. If you become permanently and totally disabled while employed under the WRS you may qualify for disability benefits.

Death Benefits. If you die before you begin receiving a WRS retirement or disability annuity, a death benefit will be payable from your WRS account. Once an employee applies for an annuity, death benefits are based on the annuity option selected at retirement.

Additional Contributions. As long as you remain employed under the WRS you may make additional contributions to your WRS account. Additional contributions increase your retirement account and may be used to purchase qualifying or forfeited creditable service.

Buying Creditable Service. While you are actively employed under the WRS, you may be eligible to buy creditable WRS service, which will increase the benefits for which you are eligible when you terminate employment. There are only certain types of service that you can buy, and the most common are the six-month qualifying period (applies only to classified employees who began WRS employment before 1973) and WRS service forfeited by withdrawing your employee contributions.

How Divorce Can Affect Your WRS Benefits. If your marriage is legally terminated, the court can award up to 50% of your WRS account or annuity to your former spouse through a "Qualified Domestic Relations Order" (QDRO). A WRS account or annuity can be divided if the divorce occurred after January 1, 1982.

For more information regarding the WRS and retirement, see the Department of Employee Trust Funds or the UW-L Retirement web page.

Savings Bond Program

Shift Differential

Night Differential: Specific amounts for night differential for non-represented classified employees are developed by the Department of Employment Relations, while amounts for represented classified employees are negotiated biannually and are part of the collective bargaining agreement. Night differential is paid for hours worked between 6:00 p.m. and 6:00 a.m. To qualify for the 6:00 p.m. to 12:00 a.m. shift differential, an employee must work a minimum of two hours on a shift during the period between 6:00 p.m. and 1:00 a.m. Any questions relating to night differential should be directed to the Office of Human Resources or your respective union contract.

Weekend Differential: Specific amounts of weekend differential for non-represented classified employees are developed by the Department of Employment Relations, while amounts for represented classified employees are negotiated biannually and are part of the collective bargaining agreement. A weekend differential will be paid for all hours worked between the hours of 12:01 a.m. on Saturday and 12:00 midnight on Sunday.

(References: Collective Bargaining agreements for represented positions; Wisconsin Compensation Plan, Section A (4.05 and 4.06) for non-represented positions)

Tax Sheltered Annuities

What is the tax-sheltered annuity program?
The tax-sheltered annuity (TSA) program allows UW-L employees to make voluntary, pre-tax investments toward retirement under the Internal Revenue Code 403(b). Employees choose an approved tax-sheltered annuity vendor and complete a vendor application by contacting the company of choice directly. Then, employees complete a Salary Reduction Agreement to have a specified amount deducted each pay period. You cannot file the Salary Reduction Agreement with Human Resources until you've completed a vendor application; see How do I enroll in the program? for detailed instructions.

Contributions and earnings accumulate tax-free until you begin receiving them. The TSA plan is not subject to ERISA, a federal law which, in part, requires participants to name a spouse as beneficiary of at least 50 percent of an account.

Am I eligible to participate?
All permanent, project, and LTE employees and student workers of UW-L including graduate assistants are eligible to participate, with the exception of research assistants and employees-in-training, fellows, and interns. Eligible employees can enroll at any time.

How do I choose a TSA vendor?
Choosing a TSA vendor requires some time and research. If you have a financial planner, he or she may be able to lend you advice. If you are a new investor, you may consider a blended asset fund that is managed for you based on your risk tolerance and time until retirement. These funds may be called managed allocation funds, or funds of a fund. Contact TSA vendors directly to learn more about these types of funds.

You may visit vendor web sites directly by using the links below or use additional resources by visiting www.uwlax.edu/hr/retire_invest_resources.

INSURANCE COMPANIES
American Express Financial Advisors, Inc./IDS Life Insurance Company.	phone: (800) 866-4437
American United Life Insurance Co.	phone: (800) 634-1629
Lincoln National Life Insurance Co	phone: (800) 967-2046
Security Benefit Life Insurance Company (not accepting new business)	phone: (800) 888-2461
TIAA-CREF	phone: (800) 842-2005
MUTUAL FUND COMPANIES
Dreyfus Service Corporation	phone: (800) 358-0910
Fidelity Management and Research	phone: (800) 343-0860
Scudder, Stevens, & Clark Inc	phone: (800) 323-6105
T. Rowe Price	phone: (800) 492-7670
WISCONSIN RETIREMENT SYSTEM
Wisconsin Retirement System	phone: (608) 266-3285

How much can I contribute?
You may begin a TSA with $20 monthly or $8 bi-weekly. Contributions to a TSA are subject to a maximum amount determined annually by the IRS. The Economic Growth and Tax Relief Reconciliation Act (EGTRRA) made several changes to maximum contribution amounts, causing the maximum amount to vary by year and individual circumstances.

Do I have access to my investment?
A tax-sheltered annuity account is meant for use in retirement; generally, withdrawals cannot be made until age 59-1/2 without penalty. However, a TSA with an insurance vendor may allow you to borrow against the amount in your account, and hardship withdrawals are available with a penalty. Contact vendors directly for details.

How do I enroll in the program?
1. Choose a vendor from the list above with the type of investment that matches your investment philosophy. You may invest in a variety of mutual funds and annuity contracts offered by approved vendors.

A list of investments and returns is available at: UW TSA Investment Returns
Information about the tax-sheltered annuity program is available at: Employee TSA Page

2. If you choose one of the life insurance companies, your agent will do the paperwork for you and forward it to the above office.

3. If you choose TIAA/CREF or one of the mutual funds, call the company, identify yourself as a University of Wisconsin employee and ask for a 403 (b) Start-Up Kit. The vendors can provide you with helpful assistance in choosing how to invest your contribution (known as your "asset allocation").

4. To enroll in a TSA, you must file an account application with the TSA vendor of your choice.

5. To enroll in a TSA you must also complete a Salary Reduction Agreement (SRA) and submit both the TSA vendor agreement and the SRA to Human Resources. The form can be found at: UWSA Web Site - Salary Reduction Agreement.

A $9 university processing fee is charged annually for those individuals who participate in the TSA program. For greater detail about the tax-sheltered annuity program, visit