Posted 8:29 a.m. Monday, May 10, 2021

UW System

On May 3, 2021, President Thompson approved the following Academic & Student Affairs policy revisions, which are effective upon approval. On May 6, 2021, President Thompson also approved the following Human Resources policy revisions, which will be effective on July 18, 2021 (when the UW System moves to a biweekly pay schedule and removes the monthly pay schedule):

On May 3, 2021, President Thompson approved the following Academic & Student Affairs policy revisions, which are effective upon approval:

·         SYS 115, Associate Degree Standards

·         SYS 145, Development and Operation of Off-Campus International and Study Away Educational Programs for University of Wisconsin System Students

On May 6, 2021, President Thompson also approved the following Human Resources policy revisions, which will be effective on July 18, 2021 (when the UW System moves to a biweekly pay schedule and removes the monthly pay schedule):

·         SYS 215, Payment Methods and Timing for Payroll

·         SYS 230, Salary & Fringe Benefit Calculations

·         SYS 1210, Vacation, Paid Leave Banks, and Vacation Cash Payouts

·         SYS 1212, Sick Leave

·         SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility

·         SYS 1278, UW System Pay Plan Distribution Framework for the University Workforce

Until July 18, these revised policies can be accessed using the links at the top of the current policies on the UW System Administrative Policies & Procedures page  or directly via the links in this email. Once the revisions are effective, these versions will replace the current versions on that page.

For more details on the approved policy revisions, see the summaries below.



SYS 115, Associate Degree Standards

These policy revisions are effective upon approval.

Summary of Policy and Policy Revisions 

·         The purpose of this policy is to guide coordination and adaptation of common standards for associate degrees across the UW System.

·         Formatted to place policy content in the most.

·         Reorganized the policy for more logical flow. 

·         Recognized in writing that the liberal arts college transfer degree fulfills the general education requirements at the UW System institutions.

Affected Areas on Campuses 

·         This policy applies to offices and departments involved in the issuance of Associate Degrees. 

Campus Implementation 

·         Campuses must adhere to the provisions of this policy. 

Additional Communication 

·         No additional communication is planned at this time. 


SYS 145, Development and Operation of Off-Campus International and Study Away Educational Programs for University of Wisconsin System Students

These policy revisions are effective upon approval.

Summary of Policy and Policy Revisions 

·         This policy has been expanded to include expectations for study away programs. 

·         In Section 4, Background, added verbiage about the benefits of study away for the student experience. 

·         In Section 5, Definitions, added definitions for International Education Advisory Council and Study Away

·         Policy is updated to include study away programs as a request from our universities. 

·         Inserted “study away” where study abroad is mentioned.  

·         Separated where appropriate international and study away. 

Affected Areas on Campuses 

·         This policy will impact faculty, academic staff, and students involved in study abroad and study away programs. 

Campus Implementation 

·         Campuses must adhere to the provisions of this policy. 

·         Adherence to this policy is not anticipated to require additional campus resources. 

Additional Communication 

·         No additional communication is planned at this time. 


SYS 215, Payment Methods and Timing for Payroll

These policy revisions will be effective on July 18, 2021.

Summary of Policy and Policy Revisions 

·         UW System Administrative Policy 230, Salary and Fringe Benefit Calculations was amended in May 2021 to support the system move to a single, biweekly pay model.  The change in this policy requires minor amendments to a number of other UW System Administrative Policies.  The specific amendments to this policy are listed below: 

·         In section (II)(2), removed reference to a payday falling on Saturday or Sunday, and the pay date for the monthly unclassified December payroll period. 

·         In section (II)(2), removed reference to the University Monthly Unclassified and Student Help payroll calendars. 

Affected Areas on Campuses 

·         The Office of Human Resources at each institution will be responsible for implementing the revisions to this policy. 

·         This policy impacts all faculty, academic staff, limited appointees, and employees who are contracted on an Academic basis (“C”), a Summer basis (“S”), an Annual basis (“A”), an Hourly basis (“H”), or a Lump Sum Basis  (“L”). 

Campus Implementation 

·         Campuses must adhere to the provisions of this policy. 

Additional Communication 

·         Reminders will be provided prior to the effective date. 


SYS 230, Salary & Fringe Benefit Calculations

These policy revisions will be effective on July 18, 2021.

Summary of Policy and Policy Revisions 

·         This policy describes the process for calculating salaries and fringe benefits to UW System employees. These revisions align the policy with the transition to a biweekly pay schedule and the removal of the monthly pay schedule.

·         In Section 5, Definitions, modified the definitions of Academic Basis (“C”), Annual Basis (“A”), and Hourly Basis (“H”) to clarify their applicability to FLSA exempt or non-exempt staff.

·         In Section 5, Definitions, added a definition for Work Week.

·         In Section 6, Policy Statement, changed the second paragraph to presume a biweekly pay period. Removed reference to pay period specifications for A and C basis employees who are salaried.

·         In Section 6.B, changed the section title to “Calculation of A and C Basis Bi-Weekly Rates of Pay.” Modified the content to reflect the definitions of A and C basis pay and that pay will occur bi-weekly. Added an example of how to calculate bi-weekly pay rate and removed reference to monthly pay.

·         In Section 6.C, Payment for Partial Pay Periods and Leaves of Absence, clarified how to calculate pay based for partial salary payments for staff that begin employment after the beginning of a pay period, end employment before the end of a pay period, or take a leave of absence without pay during a payroll period. Updated examples to reflect the biweekly pay schedule.

·         In Section 6.F, changed section title to “Pay Basis Conversions for A and C Basis Salaries.” Limited the scope of the section to conversions

·         Added Section 6.G, Calculation of Hourly Rates for “A” and “C” Basis Employees. Established the scope of the section as calculating “A” or “C” basis hourly pay rates.

·         In Section 7, reordered related documents to align with standard ordering for System Administrative policies.

·         Made typographical formatting changes throughout the policy.

Affected Areas on Campuses 

·         The Office of Human Resources at each institution will be responsible for implementing the revisions to this policy. 

·         This policy impacts all faculty, academic staff, limited appointees, and employees who are contracted on an Academic basis (“C”), a Summer basis (“S”), an Annual basis (“A”), an Hourly basis (“H”), or a Lump Sum Basis  (“L”). 

Campus Implementation 

·         Campuses must adhere to the provisions of this policy. 

Additional Communication 

·         Reminders will be provided prior to the effective date. 


SYS 1210, Vacation, Paid Leave Banks, and Vacation Cash Payouts

These policy revisions will be effective on July 18, 2021.

Summary of Policy and Policy Revisions

·         UW System Administrative Policy 230, Salary and Fringe Benefit Calculations was amended in May 2021 to support the system move to a single, biweekly pay model.  The change in this policy requires minor amendments to a number of other UW System Administrative Policies.  The specific amendments to this policy are listed below:

·         In section 4.H.3.a, removed references to monthly payroll, change requirements to only require leave reporting during periods when leave is used, and require that leave usage be reported on or before the day leave is taken.

·         In section 4.H.3.b, removed references to monthly payroll and change requirements to only require leave reporting during periods when leave is used.

·         In section 4.H.3.c, removed the requirement to always submit a report regardless of if leave was taken.

·         In section 4.H.3.d, removed references to monthly payroll.

·         Added section 4.H.3.e to note that employees may still be required to submit leave reports for periods wherein no leave was taken.

·         Made typographical formatting changes throughout the policy.

Affected Areas on Campuses

·         The Office of Human Resources at each institution will be responsible for implementing the revisions to this policy.

·         This policy impacts all faculty, academic staff, limited appointees, and employees who are contracted on an Academic basis (“C”), a Summer basis (“S”), an Annual basis (“A”), an Hourly basis (“H”), or a Lump Sum Basis  (“L”).

Campus Implementation

·         Campuses must adhere to the provisions of this policy.

Additional Communication

·         Reminders will be provided prior to the effective date.


SYS 1212, Sick Leave

These policy revisions will be effective on July 18, 2021.

Summary of Policy and Policy Revisions

·         UW System Administrative Policy 230, Salary and Fringe Benefit Calculations was amended in May 2021 to support the system move to a single, biweekly pay model. The change in this policy requires minor amendments to a number of other UW System Administrative Policies.  The specific amendments to this policy are listed below:

·         In Section 4.G.3.a, replaced months with “reporting periods.”

·         In Section 4.G.3.b, changed leave reports for employees on an academic year contract performing services outside of the regular contract year from always mandatory to “may be required.”

·         In Section 4.G.3.c, changed months to “pay periods” and change UW Service Center notification after September 30 to apply only to employees who have failed to comply with the requirements for leave reporting.

·         In section 4.G.7.a, removed references to monthly payroll, change requirements to only require leave reporting during periods when leave is used, and require that leave usage be reported on or before the day leave is taken.

·         In section 4.G.7.b, removed references to monthly payroll and change requirements to only require leave reporting during periods when leave is used.

·         In section 4.G.7.c, removed the requirement to always submit a report regardless of if leave was taken.

·         In section 4.G.7.d, removed references to monthly payroll.

·         Added section 4.G.7.e to note that employees may still be required to submit leave reports for periods wherein no leave was taken.

·         In section 5, reordered related documents to align with standard ordering for System Administrative policies.

·         Made typographical formatting changes throughout the policy.

Affected Areas on Campuses

·         The Office of Human Resources at each institution will be responsible for implementing the revisions to this policy.

·         This policy impacts all faculty, academic staff, limited appointees, and employees who are contracted on an Academic basis (“C”), a Summer basis (“S”), an Annual basis (“A”), an Hourly basis (“H”), or a Lump Sum Basis  (“L”).

Campus Implementation

·         Campuses must adhere to the provisions of this policy.

Additional Communication

·         Reminders will be provided prior to the effective date.


SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility

These policy revisions will be effective on July 18, 2021.

Summary of Policy and Policy Revisions

·         UW System Administrative Policy 230, Salary and Fringe Benefit Calculations was amended in May 2021 to support the system move to a single, biweekly pay model.  The change in this policy requires minor amendments to a number of other UW System Administrative Policies.  The specific amendments to this policy are listed below:

·         In Section 2, added reference to the 2021 transition to the biweekly pay for all employees and the update to spread insurance deduction over the last six bi-weekly pay periods of the spring semester.

·         In Section 3, changed the definition of Summer Prepay Deductions from (deductions taken form the payroll months March, April, and May) to “(deductions taken form the final six bi-weekly pay periods of the spring semester)”.

·         In Section 4.A, changed all references to March, April, and May to “the final six payrolls of the spring semester.”