UPS Policy Change

With the implementation of the University Personnel System (UPS), the information in this section has changed effective July 1, 2015. For more information on this topic, see the UPS website.

Overview

Eligible employees are granted vacation according to their appointment type and/or years of service.

Vacation hours are granted at hire (pro-rated for the year based on start date) and at the start of the calendar year for University Staff employees and the start of the fiscal year (July 1st) for Faculty, Academic Staff and Limited appointees.

Eligibility

All employees who earn sick leave are granted vacation except Faculty, Academic Staff, and Limited appointees on an academic year (nine-month) contract.

Usage

Once the annual vacation allotment is granted, vacation may be used before it's earned during that annual period. Vacation can be used from the first day of employment. Use of vacation, like all other paid leave, must be approved by your supervisor.

If vacation is not used within the year it is earned, it may be carried over into the following year. If vacation is not used by the end of the carryover period, it will be lost.

  • University Staff employees can carry over vacation until the end of the following calendar year (December 31).
  • Faculty, Academic Staff and Limited appointees can carry over vacation until the end of the following fiscal year (June 30).

Termination of Employment

At termination of employment, any remaining unused vacation or banked vacation can be:

  • Paid out as a lump sum on your final check, or
  • Used to extend your time on payroll (with supervisor approval).

Vacation Accrual

University Staff Employees

  • Vacation is based on years of service and whether or not you are exempt from the Fair Labor Standards Act (FLSA). Refer to your appointment letter to determine if you are FLSA exempt or non-exempt.
    • University Staff Project employees who never attained permanent status will earn vacation at the rate of 104 hours/year for Non-Exempt and 120 hours/year for Exempt regardless of years of state service.
  • Vacation is pro-rated if part-time.
  • Vacation is granted on calendar-year basis.
  • See below for Craftsworkers accrual.
    Hours Earned Each Year
    Years of ServiceFLSA Non-ExemptFLSA Exempt and
    Nonexempt Supervisors
    During First 5104120
    5+ to 10144160
    l0+ to 15160176
    15+ to 20184200
    20+ to 25200216
    25 & Over216216

Faculty, Academic Staff and Limited Appointees

  • Earn 176 hours (22 days) of vacation per fiscal year. Vacation is pro-rated if part-time. The fiscal year is July 1 – June 30.

Craftsworkers

Craftsworkers allocated to positions in schedule 04 will be provided annual leave in accordance with provisions of ch. 230, Wis. Stats., and ch. ER 18, Wis. Adm. Code except that the amount of annual leave will be determined as follows:

  • Employees shall begin earning annual leave on their first day in pay status.
  • After completion of the first six (6) months in a permanent or seasonal position, employees are eligible for and shall be granted noncumulative annual leave based on the rate of one hundred (100) hours (12 1/2 days) for a full year of service each year.
  • For those employees who elect, with a corresponding adjustment to their prevailing rate, employees are eligible for and shall be granted noncumulative annual leave based on the rate of one hundred forty (140) hours (17 1/2 days) or one hundred eighty hours (22 1/2 days) for a full year of service each year.
  • Seasonal employees who are regularly employed for less than twelve (12) months out of a year and permanent part-time employees shall be granted pro rata annual leave.
  • Election of the level of annual leave granted will be done once per calendar year per agency procedures.
  • Annual leave for covered employees shall be prorated during the first calendar year of employment and upon termination of employment.

Leave Banking

Once certain eligibility requirements are met, employees can bank (save) unused vacation for use at a later date. Banked leave does not expire and accumulates from year to year without limit. Banked leave can be used like any other paid leave. Use of banked leave, like all other paid leave, must be approved by your supervisor.

If an employee is part-time, the amount of leave that can be banked is pro-rated based on the employee’s appointment percentage.

 

University Staff* employees may put unused vacation hours in a sabbatical account per the schedule below.

University Staff* Employees Sabbatical Banking Schedule
Years of ServiceFLSA Non-ExemptFLSA Exempt
First 5 Years0 hours0 hours
5+ to 10 Years0 hours40 hours
10+ to 15 Years40 hours40 hours
15+ to 20 Years40 hours80 hours
20+ to 25 Years80 hours120 hours
25+ Years120 hours120 hours
Earn < 160 hrs of vacation
& have accrued at least
520 hrs of sick leave
40 hours40 hours

*Craftsworkers are not eligible to put vacation hours into a sabbatical account.

Vacation Cash Payout

Once an employee begins earning 200 hours of vacation per year, the employee can receive a portion of their eligible banking amount as a cash payout. For example, if the employee is eligible to bank 80 hours of vacation, the employee can receive 40 hours as a cash payout and put 40 hours into sabbatical.

University Staff* Employees Vacation Cash Payout Schedule
Employee GroupAnnual Vacation Allotment
When 1st Eligible to Receive
Cash Payout of 40 Vacation Hours
Years of Service Needed to Be
Eligible to Receive Cash Payout
of 40 Vacation Hours
Non-FLSA Exempt200 hours (25 days)Can begin in 21st year
FLSA Exempt200 hours (25 days)Can begin in 16th year

*Does not apply to Craftsworkers

The option to bank vacation hours and/or receive a vacation cash-out is offered in late fall of each year.

Note: If an employee’s anniversary date falls in the middle of the year, the employee is allowed the banking and/or cash-out privilege in that calendar year. The amount allowed to bank and/or cash-out will be pro-rated based on when the employee’s anniversary falls.

Faculty, Academic Staff and Limited appointees may put unused vacation in an Annual Leave Reserve Account (ALRA) per the schedule below.

Faculty, Academic Staff and Limited appointees ALRA Banking Schedule
Years of
Service
Hours that can be
placed in ALRA
First 10 Years0
10+ to 25 Years40
25 Years & Over80

Eligibility to bank vacation begins in July following the fiscal year in which the employee qualifies based on years of service.

Faculty, Academic Staff and Limited appointees may not receive a cash payout of vacation.