Human Resources & Workforce Diversity

UPG9

 

 

The University of Wisconsin System

UNCLASSIFIED PERSONNEL GUIDELINE #9

Subject: Paid Vacation and Holiday Entitlement for Unclassified Staff

Issued: 11/20/86

Revised: 5/10/99

 

9.01 POLICY STATEMENT

Annual pay basis staff, other than students, student assistants, employees-in-training and hourly appointees, accrue paid vacation entitlement at 22 work days (176 hours) per year of full-time employment upon meeting the initial sick leave eligibility requirements of UWS 19.02 (1), Wis. Adm. Code. Academic year pay basis staff do not accrue paid vacation entitlement. All unclassified staff, except students, student assistants, employees-in-training and hourly appointees, are entitled to the paid holidays listed in s.230.35 (4) (a), Wis. Stats., that occur during the contract period.

9.02 VACATION/ANNUAL LEAVE SCHEDULING

In determining vacation/annual leave schedules for eligible staff, the employing unit/supervisor shall endeavor to accommodate the staff member’s wishes, subject to work load demands on the employing unit.

9.03 UNUSED VACATION

Staff are encouraged to use vacation leave in the year in which it accrues. Where, in the judgment of the Chancellors or their designees, special circumstances validate the need, unused vacation may be carried over for up to one year after the year in which it accrues. Each institution may further limit both the amount of vacation allowed to be carried over, and the period within which the vacation must either be used or forfeited.

Beginning with the fiscal year starting on July 1, 1993, staff who have completed ten or more years of State of Wisconsin service in appointments earning vacation, or as unclassified university participants in the Wisconsin Retirement System, may, at their option, reserve up to 5 days (40 hours) of vacation/annual leave each fiscal year (or a prorated number of days for staff employed less than full-time) in an Annual Leave Reserve. To administer this program easily and without pro-ration, the ALRA option will be made available in the spring of the fiscal year following the fiscal year in which the 10th year of service has been completed and each subsequent spring thereafter. Vacation/annual leave accumulated in the Annual Leave Reserve Account may be used at any time, subject to section 9.02

Beginning with fiscal year starting July 1, 1998, staff who have completed 25 or more years of State of Wisconsin service in appointments earning vacation, or as unclassified university participants in the Wisconsin Retirements System, may, at their option, elect to receive up to 5 days (40 hours) of vacation/annual leave (or a prorated number of days for staff employed less than full-time), earned in the current fiscal year, in the form of a cash payment To administer this program easily and without pro-ration , this option will be made available in the spring of the fiscal year following the fiscal year in which the 25th year of service has been completed and each subsequent spring thereafter. The cash payment will be made on June 1 of each year.

9.04 PERSONAL HOLIDAYS

Beginning with fiscal year starting July 1, 1998, annual pay basis staff, other than students, student assistants, employees-in-training and hourly appointees, who accrue a paid vacation entitlement are eligible to receive 3.5 days of non-accumulating (or a prorated number of days for staff employed less than full-time) personal holiday leave.

9.05 PAID HOLIDAYS FOR ALL UNCLASSIFIED STAFF

Wisconsin Statutes, 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, for eligible unclassified staff as defined in section 9.01.

9.06 RESERVED FOR CATASTROPHIC LEAVE

9.07 VACATION/ANNUAL LEAVE CREDITS UPON TERMINATION OR TRANSFER

Annual pay basis staff terminating their employment with a UW System institution shall receive a lump sum payment for vacation/annual leave credits accrued or accumulated in an Annual Leave Reserve Account which remain unused at the date of termination. This provision does not deny staff the opportunity to extend the University termination date beyond the last day worked by recording ALRA credits, unused carryover credits, and/or unused current year annual leave earned on the regular monthly payroll(s) following the last day worked.

Staff transferring from one institution to another within the UW System, or from the UW System to a Wisconsin state agency, may negotiate with the new employer to accept responsibility for unused vacation/annual leave accrued or accumulated in an Annual Leave Reserve Account if use of those credits prior to transfer is not possible. Where unused vacation/annual leave accrued or accumulated in an Annual Leave Reserve Account is not transferred, the vacation credit shall be paid to the staff member as a lump sum amount. Where the staff member is transferring to an appointment ineligible for earning vacation, vacation/annual leave accrued or accumulated in an Annual Leave Reserve Account may be paid to the employee as a lump sum amount, or may be retained until all university employment is terminated.

 

9.08 RECORDS

Each Institution shall maintain appropriate records and report vacation and holiday earnings, usage and adjustments in a similar manner as required for sick leave reporting under UPG# 10, and to System Administration, as required.

9.09 EFFECTIVE DATE

This guideline shall first be effective for employment contracts beginning on July 1, 1998, except as otherwise provide in 9.03