July SYS Policy Distribution Reminder

As a reminder, the policies in the July Distribution are listed below. The July 2022 institution policy distribution includes four (4) revised policies for comment.

Four (4) revised policies:

Click on the links above to view the drafts and ensure your feedback is captured for review during the post-comment period. Comments can include attachments, including word documents and PDFs. Please submit your feedback on the policies by Friday, August 5.

Please find summaries of the policy revisions below.


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

As part of continuing policy updates associated with the Title and Total Compensation Project, this update addresses a historic assumption that all University Staff were hourly, FLSA non-exempt employees and that all Academic Staff were salaried, FLSA exempt employees. The recent systemwide title and job description review determined that this was not the case. This policy, among others, allocated certain benefits based on employee classification that were originally intended to be based on FLSA status. These updates correct this issue for new employees hired after July 31, 2022. Existing employees who are FLSA exempt University Staff or FLSA non-exempt Academic Staff will be grandfathered under this policy and will have no changes made to their respective vacation entitlements.

This policy updates the following sections in accordance with the above revision:

Section 6.B.1, Section 6.B.2, Section 6.D.1, Section 6.D.2, Section 6.E.1, Section 6.E.2, Sections 6.F.4 and 5, Section 6.H.2 and 3.


SYS 1212, Sick Leave

This revision was initially introduced as an interim policy during the COVID-19 pandemic. The change specifically allows employees to use sick leave for time off required to care for a minor child whose school or daycare has been closed due to exposure to a disease that has been declared to be a public health emergency.

This change adds policy section 4.C.7.


SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility

This is a minor revision to remove references to the “TSA” benefit and replace them with references to the “SRP” benefit. This is the same 403(b) Supplemental Retirement Program, it has just been renamed internally. Additionally, this update clarifies that deductions are taken from summer earnings for Flexible Spending Accounts and Health Savings Accounts. These updates are to bring the policy into compliance with IRS regulations for these types of accounts.

The policy revisions appear in sections 6.C.2 and 3.


SYS 1257, Title Change

The Title and Total Compensation Project was a comprehensive review and standardization of the job titles and job descriptions used throughout the UW System. Numerous policies have been updated as a result of the implementation of that project. This policy is being updated to reflect the updated terminology used in our title assignment process, and the updated process for title changes.

The policy has been revised in Section 4, and the entirety of section 5 of the policy has been updated to reflect current practice

Policy Rescission Approval

On July 26, 2022, President Rothman approved the recission of SYS 1276, Title Definitions. As a reminder, rescinded policies are housed on the Recently Retired Policies Page for three (3) years. For more details on the rationale behind the recission, see the summary below.


SYS 1276, Title Definitions

The purpose of this policy was to provide UW System institutions with a titling structure within the framework of employee categories that covers all UW System employees as required by Wis. Stat. § 36.115(2).

The rationale for the approved policy rescission:

Job titles and standard job descriptions were migrated into the Job Title Library (JTL) as part of the Title and Total Compensation (TTC) project. SYS 1276 is no longer an accurate accounting of job titles. Rather than undertake a major rewrite to duplicate information that already exists in the JTL, the preferred option is to rescind this policy. The existing job title list in this policy is obsolete.