Posted 10:21 a.m. Wednesday, April 30, 2025
Review of the UWL Policy regarding Vacation, Paid Leave Banks, and Vacation Cash Payouts
HR will be providing a periodic review of important employment policies and procedures. The following information is a brief synopsis of UW System Administration Policy 1210: Vacation, Paid Leave Banks, and Vacation Cash Payouts. This policy provides the framework for the administration of the following types of leave; Vacation, Vacation Carryover and Banked Vacation (formerly known as ALRA for Academic Staff and Sabbatical for University Staff).
An important reminder is that starting on January 1, 2025, all University Staff, including Craft Workers and Trades Employees, transitioned from a calendar year schedule (January 1 - December 31) to a fiscal year schedule (July 1 – June 30). The policy items highlighted below contain pertinent information for staff members in the summer months. It is recommended to review the updated policy in full, which can be found here.
A. Eligibility for Paid Vacation
University Staff
- All university staff, except those in a temporary appointment, are eligible for paid vacation. Crafts workers are provided vacation in accordance with provisions in this policy, except as indicated in SYS 1238, Craft Workers.
Faculty, Academic Staff, and Limited Appointees (annual basis appointments only)
- All faculty, academic staff, and limited appointees are eligible for vacation if they are: In an annual-basis appointment; and are covered by the Wisconsin Retirement System (WRS), or expected to work at least 440 hours (21% for annual-basis appointment) for at least one year.
- If not initially eligible to earn vacation, the employee can later become eligible through a change in expectations or meeting the above criteria during the immediately preceding 12-month period.
Rehired Annuitant SYS 1229, Rehired Annuitants
- A rehired WRS annuitant is eligible to earn vacation if the eligibility requirements provided for in this policy are met.
- If not initially eligible to earn vacation, the employee can later become eligible through a change in expectations or meeting the above criteria during the immediately preceding 12-month period.
B. Vacation Accrual
University Staff
- Vacation is granted upon hire, provided eligibility requirements are met, and again on July 1 of every year. Vacation granted during the year of hire is prorated based on the start date of the appointment, see the Accrual Bracket Factor Table in this policy here. Vacation accruals for university staff are based on years of continuous service, appointment percentage (defined as hours in pay status), and status under the Fair Labor Standards Act (FLSA); however, FLSA nonexempt supervisors hired before July 31, 2022, as defined in this policy, earn vacation at the same rate as FLSA exempt university staff.
Faculty, Academic Staff, and Limited Appointees
- Vacation is granted upon hire, provided eligibility requirements are met, and again on July 1 of every year. Vacation granted during the year of hire is prorated based on the start date of the appointment.
- Full-time faculty, academic staff, and limited appointees in an annual-basis appointment earn 176 hours of vacation per fiscal year. Employees may not accrue more than 176 hours of vacation in a fiscal year.
- Employees who work less than full-time accrue vacation based on their percentage of the appointment (as defined as hours in pay status).
E. Banking Unused Vacation and Vacation Cash Payouts
Employees who earn vacation are eligible to bank unused vacation once eligibility requirements (including but not limited to years of service, FTE and FLSA status), as outlined in the full policy, are met. Once vacation is banked, the hours do not expire. Banked vacation can be used at any time (can be used in any circumstance where paid leave can be used) upon supervisor approval. There is a limit to how many hours may be banked per year, but there is no limit on the total hours in the employee’s banked leave account. Please visit this important reminder for university staff leave schedule changes here.
G. Vacation Reporting
Designated Work Week
- For the purpose of leave reporting, each full-time leave-eligible employee will designate a work week consisting of 40 hours. The work week will be prorated for a less than full-time appointment. For faculty, academic staff, and limited appointees, the work week will include all scheduled classes, office hours, and research, as well as other regular University meetings and professional activities.
- See SYS 1227, Standard Office Hours, Legal Holidays and Other UW System Institution Closures, for information about standard office hours.
Amount of Vacation to be Charged
- University Staff Non-Exempt from FLSA
- Leave is charged in 15-minute increments
- Faculty, Academic Staff, and Limited Appointees and University Staff Exempt from FLSA
- Leave for full-time faculty, academic staff, and limited appointees and FLSA-exempt university staff is charged in half-day increments. Absences of at least one-quarter up to three-quarters of a day should be charged as one half-day. Absences greater than or equal to three-quarters of a day should be charged as one day.
- Employees with less than full-time appointments should report actual hours absent.
H. Reporting and Recording Leave
Leave Reports
- UW-Shared Services will provide each leave-eligible faculty, academic staff, and limited appointee with a report of his/her leave balances at least once each month. The UW-Shared Services will also provide this information to all university staff on a bi-weekly basis. This process should allow for review by the employee for accuracy of the record.
Submitting Time Worked and Leave Used- University Staff and FLSA nonexempt Academic Staff hired after 07/31/2022
- All leave-eligible university staff are required to submit both times worked and leave taken on a bi-weekly basis either on a paper timesheet or electronically. Each institution will determine which leave reporting method is used.
Submitting Leave Used- Faculty, Academic Staff, and Limited Appointees
- Each leave-eligible UW System faculty, academic staff, and limited appointee is required to submit a leave report on a biweekly basis for each period in which leave was used. This report may be submitted either via paper leave report or electronically. Leave usage must be reported on or before the day the leave is taken. If circumstances prevent this contemporaneous reporting, leave must be entered as soon as possible after the leave is used.
Employee Resources:
UW-La Crosse Office of Human Resources 608.785.8013 (benefits coverage, policies, etc.)
Benefits and Leave Specialist, Human Resources - Profile for Jennifer Wiesjahn | UW-La Crosse
The University of Wisconsin System provides information regarding UW-System policy at: https://www.wisconsin.edu/ohrwd/policies/
