UW SYSTEM ADMINISTRATIVE POLICIES

Key Update

Guidance

On May 16, 2019, the UW System Administrative Policies and Procedures (SYS Policies) website will be updated to include policy guidance information. After this date, when you click on a SYS policy, there will be three possible tabs under the title of the policy: (1) policy, (2) procedure, and (3) guidance. A tab only appears if there is a document available. For example, if a policy has a procedure, but no guidance, a guidance tab won’t appear but a procedure tab will.

Please note, this process has resulted in no substantive changes to existing policies, procedures, or guidance. It is a first step to making procedures and guidance more accessible for stakeholders across the UW System by ensuring institutions have the most up-to-date guidance.

Policies Approved

Below is a list of policies that have been approved by President Cross during the last month:

Please find a detailed description of the approved policy revisions below:

SYS 915, Financing for UW Managed Capital Projects – NEW POLICY

The effective policy date is May 1, 2019.

Summary of Policy

  • The policy is a new policy in the 900 series: Capital Planning & Budget. The policy ensures that capital projects solely managed by the UW System deliver financially responsible projects. It is in response to the July 2015 Wisconsin Act 55 that allowed for the UW System to manage capital projects funded entirely through gifts and grants.

Affected Areas on Campuses

  • The policy applies to all UW institutions that undertake capital projects financed using entirely gifts and grants and as defined within the policy. Chief Business Officers are responsible for communicating the policy on their respective campuses.
  • The following areas will be impacted on campuses: campus planning, physical plant, facilities management and planning, and advancement.

Additional Communication

  • The UW System Office of Capital Planning & Budget will develop associated FAQs.
SYS 210, Educational Assistance for Faculty & Staff

The effective date of the policy is May 6, 2019.

Summary of Policy Revisions

  • The policy describes fee/tuition reimbursement policies for coursework and training undertaken by UW System faculty and staff. Revisions to the policy were due to definition changes, requirements for employee tuition reimbursement, and tax procedures.
    • The policy was formatted into the standardized template.
    • Unclassified staff as a term was deleted and defined as faculty or academic staff.
    • Provisions were included to allow for UW System to deny reimbursement for coursework if the employee leaves within a specific timeframe after completing the course.
    • Clarification was provided regarding tuition reimbursement and tax implications.

Affected Areas on Campuses

  • The institution’s human resource office is responsible for communicating the policy on campuses. The intended audience of this policy is UW System faculty and staff.

Expectation of Campuses on UWSA Policy Reporting

  • Limited flexibility is provided to campuses when implementing this policy. They are able to be more restrictive but not more lenient in terms of requirements for reimbursing educational costs covered by the policy.

Additional Communication

  • No additional training or follow-up communication are planned at this time.
SYS 230, Salary & Fringe Benefit Calculations

The effective date of the policy is May 6, 2019.

Summary of Policy Revisions

  • The policy describes the process for calculating salaries and limited fringe benefits to UW System employees. Revisions were made to reflect changes to the 109.03, Wis. Stats., and provisions made in the Affordable Care Act.
    • The policy was converted into the standardized template and consistent formatting was used throughout.
    • Clarification was made throughout to reflect the calculation of salaries and the fringe benefits process including payment dates and payroll calendars.
    • Language was added to reflect changes to 109.03, Wis. Stats., and how they apply to the UW System, and in particular, how payments are determined based on staff level.

Affected Areas on Campuses

  • The institution’s human resource office is responsible for communicating the policy on campuses. This policy applies to faculty, academic staff, limited appointees, and university staff.

Expectation of Campuses

  • Limited flexibility is provided to campuses when implementing this policy. They are able to be more restrictive but not more lenient in terms of requirements of the policy.

Additional Communication

  • No additional training or follow-up communication are planned at this time.