Providing access to accurate and relevant information is just one of the ways the UW System Human Resources (UWSHR) team supports UWSA employees. A brief overview and links to additional information for some of the most common topics are available below. Note that some links will require login credentials.

If you aren’t finding what you’re looking for or have additional questions or concerns, please contact UWSHR at (608) 263-4375.

Affirmative Action & Equal Employment Opportunities

The University of Wisconsin System Administration is an Affirmative Action and Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. Please click here to read more about important related topics. 

The UWSA All Staff Meetings are hosted by UW System Human Resources twice a year (fall and spring). These meetings offer a time for employees to be engaged and educated on topics that are pertinent to them as employees of UWSA.  Some of the topics we discuss are changes in benefits, updates on ongoing projects, budget, employee engagement opportunities, etc.  If you have a topic(s) for the meeting agenda, please email Mason Aumanstal at maumanstal@uwsa.edu. Access additional information about the All Staff Meetings here (login required).

Wiscards function as UWSA employee's employee ID cards. UWSA employees are required to obtain a Wiscard. Your Wiscard should remain active and in your possession throughout the course of your employment.

UWSA employees have access to the same Wiscard perks as UW-Madison employees:

UWSA is proud to offer programs that provide employees support they may need, both personally and professionally, to help do their jobs effectively:

There are several different employee categories in the UW System Administration including Academic Staff, Limited Appointees, University Staff and Students.  Your employee category can be found on appointment letter or by contacting the UW System Human Resources.

The UW System has two separate personnel systems -  University Personnel System (UPS) and UW-Madison's Human Resources Design (HR Design):

International Staff Services

UWSA has entered into a partnership with UW-Madison to consolidate and standardize immigration services for international employees to UW System Institutions. UW-Madison's International Faculty and Staff Services (IFSS) is the Center of Excellence providing expertise in employee immigration services for UWSA international employees. To reach the IFSS team, please email:  Immigration@ohr.wisc.edu.

Procedure: 2019-20 Pay Plan Distribution Procedures

Effective Date: July 1, 2019

Last Revised: November 20, 2019

Procedure Owner: University of Wisconsin System Human Resources (UWSHR), Director of Talent Management and Human Resources

Scope: All University of Wisconsin System Administration Employees

Frequency: Annual

Priority Level: High

I.  Procedure Purpose:

The purpose of the UW System Administration (UWSA) 2019-20 Pay Plan Distribution Procedures is to detail UWSA’s procedures and processes to distribute the State approved 2019-20 Pay Plan to UWSA staff.

II.  Procedure Background:

The Pay Plan recommendation requested by the Board of Regents and the UW System President must ultimately be approved by the Legislature’s Joint Committee on Employment Relations (JCOER). Per Wis. Stat. § 230.12 (3)(e), the Board’s Pay Plan recommendation is submitted to the State’s Administrator of the Division of Personnel Management (DPM) who will submit a proposal to JCOER for adjusting compensation via the Pay Plan.

UW System Administrative Policy 1278: UW System Pay Plan Distribution Framework for University Workforce provides the framework for the development of the UWSA’s Pay Plan distribution processes and procedures.

III.  Distribution Procedure:

Per UW System Administrative Policy 1278: UW System Pay Plan Distribution Framework for University Workforce, UWSA’s Pay Plan distribution will be based on evidence of meritorious and/or solid performance as documented through the written performance evaluation by the supervisor. Employee performance is evaluated against the established performance expectations and duties and responsibilities listed in the job description.  UW System President will earmark 15% of Pay Plan as permitted for discretionary use to meet special compensation needs. These earmarked funds will be distributed at the same time as the pay plan distribution. 

IV.  Eligibility:
  1. UWSA Academic Staff, Limited Appointees, University Staff, and University Staff Project Employees who have been employed for a minimum of six (6) months prior to the effective date of the Pay Plan are eligible for Pay Plan consideration.
    1. If the employment eligibility date falls on an observed holiday date (e.g., January 1), the employment eligibility date will be the next regular business day (e.g, January 2).
    2. Except as identified above, employees with less than six (6) months of employment are not eligible for consideration for a Pay Plan adjustment.
  2. Temporary University Staff, Graduate Assistants, Student Hourly employees, and staff paid via the lump sum method are not eligible for consideration.
  3. Employees on a Performance Improvement Plan (PIP) on the effective date of the Pay Plan are not eligible for consideration.
  4. Additional Eligibility Requirements for Staff.

    Staff must meet all the following criteria:
    1. Must have a completed satisfactory performance evaluation on file and verified by supervisor via the most recent review (probationary, mid-cycle, or annual review).
      1. A satisfactory performance rating meets the criteria for meritorious or solid performance.
      2. Probationary review forms can be obtained from UWSHR.
      3. Mid-cycle and annual reviews are maintained in the ePerformance Management system accessible through the MyUW portal. Additional Performance Management information can be found on the UWSA Performance Management site.
      4. If a person’s performance has significantly changed since the prior performance evaluation, the supervisor should work with the UW System Human Resources to review the rationale for the proposed revision.
    2. Must have completed all mandatory training:

      • Sexual Assault and Harassment/Title IX
      • Security Awareness
      • Public Records Retention
    3. Limited Appointees and Academic Staff must have completed annual Outside Activities Reporting. University Staff must report Outside Activities as they occur.

    4. Must have successfully completed introductory review period.

    5. For a supervisor to be eligible, the supervisor must have completed all performance evaluations for direct reports.

       

V. Determination of Pay Plan Adjustment
  1. Those staff determined eligible, based on the criteria detailed above, will receive a percentage increase up to the amount approved by JCOER for the 2019-20 Pay Plan.
  2. Pay Plan Adjustment will be effective at the beginning of the pay period that includes the effective date provided by JCOER.
VI. Other Considerations

Staff on leaves of absence will receive Pay Plan adjustments assuming eligibility criteria are met and provided performance was satisfactory prior to the commencement of leave.

VII.  Staff Notification

Staff will be notified in writing of their individual 2019-20 Pay Plan adjustment. However, at this time, the exact date of notification is unknown until the 2019-20 Pay Plan is approved by JCOER.

VIII.  Procedure Resources, Related Policy Documents, and Contacts:

Wis. Stat. § 230.12 (3)(e)

UW System Administrative Policy 1278: UW System Pay Plan Distribution Framework for University Workforce

UWSA Performance Management

IX. Procedure Revisions:

November 20, 2019 (technical updates to refer to new SYS policy numbering)

X. Governance Review and Approval:

Academic Staff Committee, 09/04/2019

University Staff Council, 08/12/2019

Reviewed and approved by President and VP, Administration,

 

March 2019

UWSHR and UW System Administration Budget Officer collaborate to determine continuing staff base for 2019-20. Budget Office reviews UWSHR guidelines

 

UWSHR completes entry into the Compensation Administration Tool (CAT).

April - June 2019

UWSHR Drafts Pay Plan Guidelines.

July 2, 2019

Draft Pay Plan Guidelines reviewed with Academic Staff and University Staff Shared Governance in Joint Meeting.

October 2019

Pay Plan Guidelines finalized and posted on UWSA internal website.

To Be Determined

Joint Committee on Employment Relations (JCOER) determines Pay Plan percentages and effective dates.

To Be Determined

UWSHR and UW System Administration Budget Officer collaborate to determines 2019-20 Pay Plan adjustments.

 UWSHR and enters adjustments into the CAT after JCOER approves the 2019-20 Pay Plan.

To Be Determined

Pay adjustment letters sent to staff based on the JCOER action on the 2019-21 Pay Plan.

payroll

Payroll schedules vary by employee category:

Employees can view earnings statements, benefits elections, direct deposit information and other personal information in the MyUW Portal.

time entry 

Learn how to enter your time and make leave requests. Time Entry (login credentials required).

 

If you have additional questions about payroll and leave entry, please contact:

Primary Contact: Sreekumari Nair
sreekumari.nair@uwss.wisconsin.edu
(608) 265-9034

The University of Wisconsin System is committed to a performance management system that fosters and acknowledges excellent employee performance. Performance management should be conducted with fairness and transparency, and should also include opportunities to discuss and plan for employee career development.

This policy applies to all University of Wisconsin System institutions and programs. The policy covers the following conduct: sexual harassment, sexual assault, stalking, dating violence, and domestic violence.

This policy describes the Board of Regents’ expectations with respect to consensual romantic or sexual relationships where a power differential exists. This policy covers all UW System employees, students, and affiliated individuals.

Click here for additional information on this important topic.

IT HelpDesk

The IT HelpDesk provides technology services to UW System Administration employees, including Office 365, new employee computer equipment requests, end-user support and related. Please visit the IT HelpDesk website for more information.

NETID

Once employees have a Wiscard (see Employee ID information above), they can activate their NetID. There are many IT applications that will require logging in with a NetID:

HRS, SFS, WISDM and CAT access

Employees who use the Human Resources System (HRS), the Shared Financial System (SFS) (and WisDM) or the Compensation Administration Tool (CAT) will need:

Employees needing HRS, SFS and/or CAT access can work with their supervisors to help determine what access requests need to be submitted on their behalf:

Please talk to your supervisor for additional information regarding any IT systems/applications you may need for your job.

UW System

The mission of the University of Wisconsin System is to develop human resources, to discover and disseminate knowledge, to extend knowledge and its application beyond the boundaries of its campuses, and to serve and stimulate society by developing in students heightened intellectual, cultural, and humane sensitivities, scientific, professional and technological expertise, and a sense of purpose. Inherent in this broad mission are methods of instruction, research, extended training, and public service designed to educate people and improve the human condition. Basic to every purpose of the UW System is the search for truth.

Shared Governance

The University of Wisconsin System has a long-standing tradition of shared decision making with faculty, staff, and students. Like UW institutions, UW System Administration (UWSA) has shared governance bodies to give the staff of UWSA representation in the organization.

UW System Administration (UWSA) Community

Under the direction of the Board of Regents, the mission of the UW System Administration is to lead and serve the UW System institutions, as a champion of higher education and a responsible steward of resources.

Under the direction of the UW System President, UWSA helps to develop, and then implements, monitors, and evaluates policies enacted by the Board of Regents, aligning university programs with the current and future needs of the state and the nation.

In an effort to ensure the continuity of excellence within all facets of UWSA, there are policies and procedures that all employees need to be familiar with and honor as a part of our outstanding community.

There are several ways to stay up to date with news and information related to the University System.

  • Employees are automatically signed up for the Connect@UWSA Employee newsletter.
  • UWSA employees can also choose to sign up for the UW-Madison newsletter, Inside UW-Madison.
  • MyUW is an employee portal that provides a repository for communication, news, and payroll & benefits information.
  • WiscAlerts are UW–Madison’s emergency notification system. The system is designed to provide information about an active emergency situation that requires the community to take immediate action in order to stay safe.

  • Employees can get real time updates about the UW System on social media:

Click here to access the TravelWIse website, to assist you with all of your UW travel needs. 

UW TravelWIse is the sole source for all UWS travel information. All new employees should use the checklist below to complete all of your information at hire so in the event that you relocate, travel, arrange travel for others or plan events/meeting, all of the preliminary work is done in advance. 

Click here for the UW System Traveler's Checklist. 

All new staff should familiarize themselves with the UWS Traveler's Reference Guide

The University of Wisconsin uses The Work Number® to provide automated employment and income verifications (VOE) on our employees.  UW System Administration also uses The Work Number service. Each verification request must go through this service. For further information on The Work Number service and as well as information on how to complete a verification request, please see the Verification of Employment and/or Income (Employee) instructions.

The purpose of this notice is to advise all employees of the University of Wisconsin System Administration of the 1983 Wisconsin Act 409, known as the "Whistleblower Law", which provides procedures and protections for state employees who may wish to disclose information about a violation of any state or federal law, rule or regulation; mismanagement or abuse of authority in state and local government; a substantial waste of public funds; or a danger to public health and safety.

Whistleblower Law Notice pdf

As a UWSA employee, you have access to these resources that require use of your UWSA login credentials:

* Required for all employees

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