Eligible employees have an annual opportunity to bank unused vacation. University Staff also have the option to receive a cash payout or a combination of banking and a cash payout.
Faculty, Academic Staff, and Limited Appointees with a 12-month appointment can bank unused vacation after completing ten or more fiscal years (July 1 through June 30) of continuous service. The deadline to bank unused vacation is September 30, 2026.
How Much Vacation Can Faculty, Academic Staff, and Limited Appointees with a 12-month Appointment Bank?
| Years of Continuous Service | Hours That Can be Banked * |
| First 10 Years | 0 |
| 10+ to 25 Years | 40 |
| 25 Years and Over | 80 |
* The amount of vacation that can be banked is prorated for part-time employees.
University Staff can bank unused vacation, receive a cash payout, or a combination of both starting with service of at least five years for some employees and ten or more years of service for most. Visit UW System Administrative Policy 1210 (formerly BN 1) Vacation, Paid Leave Banks, and Vacation Cash Payouts, section 6.E.I. to review the years of service requirements and assess payout options.
As a reminder the leave schedule for University Staff, including craft workers and trades employees, transitioned to a fiscal year schedule from a calendar year schedule starting in January 2025. This means that University Staff bank or request a leave payout in July. The deadline to bank or request a payout of unused vacation is September 30, 2025.
When Can I Bank My Vacation?
Vacation and carryover balance hours that are eligible to be banked can be banked now through September 30, 2026 by signing into Workday. Review Manage Time Off, No Leave Taken, and Banked Leave Requests (KB 161012) for instructions.
How Much Can I Bank into my Paid Leave Bank?
There is no limit to the total number of hours (balance) that can be retained in your Banked Leave account. Once vacation is banked the hours do not expire.
What Leave Can Be Banked?
Your unused vacation hours as outlined below can be banked. When you bank your vacation hours the system will bank the oldest hours first.
Faculty, Academic Staff, and Limited Appointees:
- Fiscal Year 2025 (July 1, 2024 to June 30, 2025)
- Fiscal Year 2026 (July 1, 2025 to June 30, 2026)
University Staff:
- Calendar Year 2024 (January 1, 2024 to December 31, 2024)
- Transition Year 2025 (January 1, 2025 to June 30, 2025)
- Fiscal Year 2026 (July 1, 2025 to June 30, 2026)
When Can Banked Leave Be Used?
With your supervisor’s approval, banked leave hours may be used whenever you are allowed to use paid leave.
When are Banked Leave and Cash Payouts Processed?
Banked leave and cash payments are processed based on the date you enter your request and when the biweekly payroll is processed.
Employees cannot bank or receive payout for Personal and Legal holidays.
What If I Terminate Employment?
Unused banked leave hours will be paid to you at your wage rate at termination.
Resources
The following sick leave policies are available to reference:
Questions
If you have questions after reviewing the available information, reach out to your Payroll/Leave Administrator at GetHelpUW@support.wisconsin.edu or (888) 298-0141.
Source: Universities of Wisconsin Office of Human Resources