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Business manager specific information

A page within Human Resources

Payroll resources

Payroll resources
Time sheet/leave reporting
Period Activity Pay

Policies

Definition

  • Substantial additional work requirements when added to existing duties of full-time employee creating a workload more than 100% and
  • Performance of these additional duties is unusual, short-time or nonrecurring in nature.
  • Overloads include courses taught, grant stipends awarded, and other paid activities that occur that occur when an employee is under contract (for most 9-month faculty/IAS this refers to fall, spring, and winter terms) over and above what is considered a normal full load.

Workday Job Aids

  • Managing Overload Payments
  • Manage Period Activity Pay (PAP)
  • Managing Multiple Period Activity Pay (PAP) Assignments

Workday Reports

  • Overload Tracking via Salary and PAP (UW)
  • FTE Monitoring (UW)
  • Add Job and PAP Compensation Analytic (UW)

Direct hire

Direct hire details

Direct Hire BP Logics Form

Workday tasks

Short Work Breaks

Policies

  • UWSA 1225 General Terms and Definitions
    Short Work Break: A period of time when an employee is not working in his/her primary job but is still considered an active employee for benefits purposes. The short work break generally applies to academic-year employees and is attached to the spring appointment, wherever possible.
  • UWSA 232 Benefit Prepay Deductions and Short Work Break Benefits Eligibility
    Leave of Absence: Under Wis. Stat. § 40.02 (40), “Leave of absence” means any period during which an employee has ceased to render services for a participating employer and receive earnings and there has been no formal termination of the employer−employee relationship.

    Short Work Break (SWB): An action in the Human Resource (HR) System to denote a period of time when an employee is not working in his/her primary job but is still considered an active employee for benefits purposes. A Short Work Break is a recurring, temporary Leave of Absence for purposes of benefits eligibility. A Short Work Break cannot exceed 3 months in duration.

Workday Job Aids

Workday Reports

  • Workers on Leave (UW)
Delegation in Workday

What is delegation in Workday?

  • Workday users can temporarily allow other users to perform some business process tasks on their behalf.
  • For short term coverage needs-leave of absence, week-long vacation, etc. 
  • Delegation is appropriate when there is not already someone with the security roles to perform the necessary tasks.

Delegation types:

  • Delegate all tasks for a fixed period
    • Up to 90 days
    • Up to 5 delegates
    • Initiated by manager using My Delegations page
  • Single task delegation
    • One-time delegation of a single task.
    • Initiated by employees using the My Tasks function.
    • Up to 5 delegates for each task

Who can be a delegate?

  • Peer, superior, or immediate subordinate within in delegator’s sup org.
  • Note: Manager or Delegation Manager can delegate on worker’s behalf outside of their sup org.

Delegation Touchpoints provides additional details about delegation procedures.

Workday Job Aids

Workday Reports

  • Reports I Can Run (UW)
  • Manage Delegation Settings
  • My Delegations July 2025
  • View All Delegated Tasks

Appointment details standard language

Appointment Details standard language

Annual review: You are required to participate in an annual review of performance.

Appointment Details Regarding Employment Policies: All employees are subject to certain sets of policies. For information on all employment policies and practices, visit the HR Policy Page and the UW System Policy Page. Employees should also review the Employee Handbook.

Appointment Contingency: While the university expects to fulfill the terms of this appointment, this position is directly tied to external funding and is contingent on continued funding and availability of work for the duration of your appointment. Funding or working condition changes can occur at any time. This position may be eliminated, modified, or the percentage of appointments reduced, because of these changes.

Computers & Peripherals: In accordance with Information Technology Services (ITS) policies and the agreement with the dean, you will be provided a computer. Computers are networked to printers/scanners/copiers in the department.

Course enrollment: You are paid based on credit hours assigned to this course and based on enrollment. This offer is contingent upon the number of credits assigned to the course and upon satisfactory enrollment in the assigned courses, or related courses, as determined by the Dean in consultation with the Provost at the conclusion of the registration period. If enrollments are not sufficient to warrant continuing one or more of the courses, the appointment may be modified to suit the enrollment demands, including withdrawal of this offer.

Driver's Authorization: you must maintain a valid driver's license during the term of your employment. See this page for more information.

Early Start (CASSH): You requested an early start (with a pro-rated one-month salary) for the month beginning August 1, in the year this contract will be effective for the purpose of writing a scholarly article for submission to an academic outlet. Prior to August 1, please submit a one- to a two-page prospectus to the College stating what specifically you would do during August.

Early Start (CSH): You requested an early start (with a pro-rated one-month salary) for the month beginning August 1, in the year this contract will be effective. For the purpose of writing and submitting grant proposals (one internal grant proposal and one external grant proposal as required by the Provost’s Office). To request an early start, you would submit a one- to a two-page proposal to the College of Science and Health office (by June 1) stating what specifically you would do during August, what grants you would submit (projects and funding agency information) and an estimate of the dollar amount of the grant(s). Possible internal grants include UWL Faculty Research Grant for possible support for the following summer term, UWL Faculty Development Grant, and/or UWL International Development Grant. Information on these internal grant opportunities (as well as UW System grant opportunities) can be found at our Grants page.

Employment Eligibility: This offer may be withdrawn or terminated if this contingency is not satisfied: completion of the Employment Eligibility Verification Form I-9 on or before the first day of employment.

General position responsibilities: The duties and responsibilities, as outlined in the attached position description, will be reviewed with you by your chair/supervisor.

Graduate Assistant / Teaching Assistant Conditions of employment: *Satisfactory performance of your assistantship duties. *Maintenance of Good Academic Standing, per University academic policies. *Adherence to other University academic policies.

Irregular Annual Appointment: Your appointment is less than one full-time equivalent (FTE), and as such, you will be required to not be engaged for work during certain periods of time throughout the fiscal year. These dates will be defined by your supervisor and require notice to Human Resources as to when you will not be reengaged for work. Please refer to this resource for additional information.

Limited Appointment: This is limited appointment, subject to the provisions of Wisconsin State Statutes Section 36.17, UWS Administrative Code Chapter 15, and University of Wisconsin System Administrative Policies. As the X Title for X Division, you are directly involved in the formulation, interpretation, and monitoring of policies and major program directions on behalf of the Vice Chancellor for X Division. You serve at the pleasure of the Vice Chancellor who is the appointing authority.

Medical Leave for Faculty: For the purposes of medical leave (e.g.,FMLA) during the ~30 weeks associated with the academic terms (15 for Fall and 15 for Spring), teaching is calculated as 60% of the overall workload; scholarship 30% and service 10%. The teaching percentage could be lower as determined by the Dean if the faculty member has a reduced teaching load from the 12 credits based on department or college workload reassignments. Scholarship range is generally 10-30% and service 10-20%. There are nine weeks of the ~39 week contract year outside of the standard 14 week semester (+ one week of finals) where 100% of the faculty member’s time could be considered scholarship and/or service.

REVIEW: MOA: Satisfactory completion of a terminal degree will result in a new appointment with the title of Assistant Professor and salary stated in the attached memorandum of agreement, (MOA). The appointment term will be either 2 or 1.5 years and subject to renewal. See the full, attached, memorandum of agreement, (MOA) for more details.

Multiple Positions: Employment at UWL is comprised of multiple positions. Continued employment in one position, is contingent on continued employment in the other position(s). You will receive a separate appointment document for each position held at UW-La Crosse. [Insert both positions and appointment data].

NCAA regulations: Your coaching assignment includes pre-season preparation, organization, practice, post-season tournaments, record and report completion, and details of related matters. We are required according to NCAA Bylaw 11.2 to advise you of your responsibility for adherence to all NCAA regulations. *A staff member who is "found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures." *Such action may include suspension for a period of time, without pay, or termination if the violation is significant or repetitive. *Your preseason coaching duties will be established by the Athletic Director in compliance with the NCAA Bylaws. *Compensation for preseason duties that are outside the academic appointment period will be paid as a lump sum payment.

New employee Criminal Background Check: This offer of employment is conditional pending the results of a criminal background checkand/or the reference check process that includes questions regarding sexual violence and sexual harassment. If the results are unacceptable, the offerwill be withdrawn or, if you have started employment, your employment will be terminated.

Non-exempt employees: A non-exempt position is entitled to overtime/compensatory time, for hours worked over 40 per workweek. Overtime is subject to the UW-La Crosse Overtime and Compensatory Leave policy: https://kb.uwlax.edu/internal/103690

Non-Redbook: This position is not eligible for any pay increases or career promotion.

Partner/Spousal Hiring: You have requested to engage the university's spousal/partner hiring policy. This policy allows for a review of any vacant position not yet posted to determine if the partner meets the qualifications for that vacant position. If the supervisor for that position determines an interview is appropriate, your partner will receive an interview and possible employment. There are no guarantees for placement. Learn more at: https://kb.uwlax.edu/103693 

Position Funding: This position is contingent on program needs, availability of work, and continued funding as defined by the grant or program funder. Funding changes can occur at any time. This position may be eliminated, or the percentage of appointments reduced, as a result of funding changes.

Project-Based Appointment: *The expected length of this project appointment is: [INSERT NUMBER OF MONTHS/YEARS].
*The UW System University System Administrative Policy 1256 states that the total duration of a project appointment cannot exceed four (4) years.
*Project employees are ‘at will’. The project appointment may be terminated without notice, for any reason.
*As a project employee, you are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. 40.02(26) and 40.22 and in Chap. 3 of the WRS administrative manual.
*Project employees with an appointment of 50% or greater are eligible for full employer contribution towards health insurance, in addition to other benefits as outlined in UW System Administrative Policy 1256.

Rehired annuitant: You are required to complete the attached Rehired Annuitant form (ET-3219). You are responsible for maintaining and monitoring your hours as required by ETF as an affected annuitant.

Relocation Assistance: You have been awarded a stipend of up to $X in relocation cost assistance. This stipend may not be paid more than 30 days before the awardee’s relocation date. All applicable relocation awards must comply with university policy. For more information on how the relocation assistance is awarded and paid to the employee, please reference this policy: https://kb.uwlax.edu/116780

Research Interns: The University of Wisconsin System Unclassified Personnel Guidelines state that Interns can only be appointed for up to a three-year term.

Start-Up Costs: As stated in this appointment document, you have been awarded startup funds for one or more of the following, research, professional development, creative activity, or specialized equipment purchase. The costs for the startup conditions must be approved prior to the procurement of any services, materials, or equipment.

Teaching Load/Course Reduction: You have been granted a course reassignment for research or other projects. The terms of this will be discussed and agreed to by your department chair.

Temporary appointment: *The need for this position/duties is temporary in nature.
*The UW System University Personnel System Administrative Policy 1256 states temporary employees are limited to working 1040 hours within 12 months from the start date of the position.
*Temporary employees are ‘at will’. The appointment may be terminated without notice, for any reason.
*As a temporary employee, you are subject to the Wisconsin Retirement System (WRS) eligibility requirements in Wis. Stat. 40.02(26) and 40.22 and in Chap. 3 of the WRS administrative manual.
*Temporary employees are typically not eligible for benefits upon hire. Human Resources will review this appointment and notify you if you are benefits eligible. Additional information can be found in UW System Administrative Policy 1256.
*This position is not eligible for any pay increases or career progression/promotion.

Telecommuting Employee Agreement: Your position, either whole or in part will be located remotely or off the main UWL campus. You will be required to complete the Telecommuting Agreement after your UWL email and network credentials have been activated. You will receive an automatic email when they are active. Follow the Telecommuting Policy to complete the required form: https://www.wisconsin.edu/uwpolicies/uw-system-administrative-policies/telecommuting/

University Staff Probationary Period: *This position requires you to serve a probationary period. *During your probationary period your performance will be evaluated. Your supervisor will share the results of the evaluation with you. *Your probation end date is: [INSERT DATE].

Onboarding

Onboarding is a critical part of welcoming a new employee. Learn more at our onboarding center. Here you will Onboarding learn about what the employee receives, and what your responsibilities will be to help transition the new employee to UWL.

Student employees

Student Hourly Hire Process Overview

Student Employment Policy

  • UWSA Policy 205 Employment of Student Help
  • UWSA Policy 1237 Student Employment
  • UWL HR Policy – Student Employment – Student Employee Guidelines
  • Student Employment Eligibility
    • At least 16 years old
    • Registered/enrolled for academic credit at an educational institution or current or upcoming semester
    • Provides part-time and/or temporary administrative, clerical, laborer, technical, or other general support to administrators, faculty, and staff of the institution.
    • Not a student assistant or employee in training.
  • Terms and Conditions of Employment
    • Hourly pay basis. Must enter time in Workday to get paid.
    • Work hours per week.
    • Students may work up to 25 hours per week during the academic year.
    • Students may work more than 25 hours per week during periods when classes are not in session including summer break, semester breaks, and other parts of the academic year that are not part of the academic calendar.
    • Employed at-will.
    • Not eligible for employee benefits.
    • Not eligible for unemployment insurance benefits.
    • Covered by worker's compensation benefits.

Workday Job Aids

Workday Reports

  • Find External Students
  • Work Study Award Balance by Worker (UW)
  • Work Study Summary by Type (UW)
  • Work Study Payroll Accounting (UW)
  • Ended Worker Jobs Detail (UW)
  • Current Workers and Jobs (UW)
  • Onboarding Business Process Status Summary (UW)

Important Information

  • Initiators: Student Hourly Process Coordinator, HR Process Coordinator, UW Shared Services (UWSS)
  • Approvers/reviewers: Background Check Coordinator (HR), Cost Center Accounting Specialist (FIN), I-9 Coordinator (HR), Employee As Self, Central Processing-Benefits (UWSS), Manager.
  • Single or mass hire?
    • EIB spreadsheet for mass hire of student hourly workers TBD. · Use Hire Student task and Student Hourly Staffing job aid.
  • A position is not required for Student Hourly employment.
  • Must be hired into a sup org name that ends in Manager Name_SH).
    • Contact Vinny Heal, HRIS Manager, to request creation of new SH sup orgs.
    • Need superior organization information and name of SH manager.
  • Use External Student Object (ESO) record information to create hire.

Student Hire Process Summary

Hire process summary steps below assume student hourly worker is eligible for employment, enrolled at UW institution, and has ESO data in Workday/SIS.

  1. SHPC starts Hire Student task in Workday.
    1. Find External Object
    2. Enter hiring details and employee details.
  2. CBC needed for position of trust (POT)?
    1. "Yes" routes to Background Check Coordinator (UWL HR staff).
    2. CBC completed outside of Workday. Results entered in Workday by UWL HR staff (Background Check Coordinators).
  3. Routes to SHPC who enters pay rate type and amount.
  4. Routes to Cost Center Accounting Specialist who assigns cost allocations, including work study cost allocations.
  5. Routes to I-9 Coordinator to verify existing employees' I-9 records. I-9s for new employees are a step later in the onboarding process.
  6. Routes to SHPC who generates employee contract,
    1. Contracts are optional steps for Student Hourly workers.
    2. Routes to Employee As Self.
    3. Employee reviews contract documents, if completed by SHPC.
  7. Routes to Central Processing-Benefits who determine WRS eligibility.
  8. Routes to Manager who completes Onboarding Setup.
    1. Includes welcome message, people to meet, and helpful contacts.
  9. Onboarding Tasks route to employee in Workday. Onboarding tasks include wave 1 and wave 2. Wave 1 must be completed before wave 2 tasks are launched for employee in Workday.
    1. Wave 1
      1. Employee updates home contact and personal info in Workday.
    2. Wave 2
      1. New employee completes section 1 of I-9 form in Workday.
        1. Employee comes to UWL HR to show documents
        2. UWL HR staff (I-9 Coordinators) complete section 2 of form I-9 in Workday.
      2. Federal tax withholding.
      3. State and local tax withholding.
      4. Payment elections (direct deposit/ACH).
      5. Change home and emergency contacts.
      6. Update preferred name.
      7. Update demographic information.
      8. Etc.
  10. Manager is responsible for ensuring newly hire employee completes all onboarding tasks.
    1. Onboarding Business Process Status Summary (UW) report.
    2. This advanced report enables managers to view the summary of a recently hired worker's onboarding status for a supervisory organization. Examples: Worker, worker's contact information, hire date, position, hiring manager, status of Onboarding business process.
  11. Employees are not completely hired until they have completed all onboarding tasks.
Position of Trust or Access to Vulnerable Populations
  • Applicable Policies:
    HR Policy – Background Checks and Positions of Trust or Access to Vulnerable Populations
  • HR Policy- Student Worker Background Check

Applies to: All employees, inclusive of student help.

Upon hire, Workday will ask you if the position is a “Position of Trust”. To make the correct determination, you want to review if the position is responsible for one or more of the following:

  1. Access to vulnerable populations
    Responsibilities require unsupervised or significant access to vulnerable populations, defined as minors and medical patients. For purposes of this policy, a minor is a person under the age of eighteen (18) who is not enrolled or accepted for enrollment at a UW System institution.
  2. Property access
    Responsibilities require the use of master keys/card access and pertains to employees with key access to offices, facilities, or worksites other than their own worksite, including UW-La Crosse residential housing facilities. 
  3. Financial/fiduciary duty
    Principal responsibilities (50% or more) require handling, receiving, or having custody of money, checks or securities, or accounting for supplies or other property; authorizing (or making appropriations for) expenditures; approving, certifying, signing or countersigning checks, drafts, warrants, vouchers, orders or other documents providing for the paying over or delivery of money, securities, supplies or other property, or service of process; maintaining or auditing accounts of money, checks, securities, time records, supplies, or other property, or taking physical inventories of money, checks, securities, supplies, or other property.  
  4. Executive positions
    Responsibilities involve top-level management functions throughout the institution including roles as Chancellor, Provost, and Dean. Executive positions are defined as all limited appointments and include any movement from a limited appointment to a different limited appointment. 

What if I’m unsure of if the position I’m entering is going to be responsible for any of the above items?

  • Reach out to the individual’s direct report and ask them to determine if the position is a POT or POTVP based on the above criteria.
  • Look in the UWS Job Library and type in the position’s title and read the description to decide POT or POTVP status.
  • Reach out to Human Resources and ask for assistance if you’ve tried the first two options and are still unsure of how to proceed.

Important Information

  • Initiators: Student Hourly Process Coordinator, HR Process Coordinator, UW Shared Services (UWSS)
  • Approvers/reviewers: Background Check Coordinator (HR)

Reappointment resources

Reappointment resources is under construction - check back soon!