The following information on vacation, holidays and miscellaneous leave applies only to Exempt Non-Represented Classified and some Exempt Represented employees. Although, generally, Represented and Non-Represented Classified Employees vacation and holidays are similar, represented employees should reference their applicable collective bargaining unit agreements for vacation and holiday leave information.
Vacation Earned
Classified Employees
After you have completed the first six months of employment in an Exempt WSP,
WPEC, or Non-Represented position, you shall be granted non-cumulative annual
leave based on accumulated years of continuous state service:
|
|
|
|
| During first 5 | 120 Hours | .057471 |
| 5+ to 10 | 160 Hours | .076628 |
| 10+ to 15 | 176 Hours | .084291 |
| 15+ to 20 | 200 Hours | .095785 |
| 20+ and over | 216 Hours | .103448 |
If you are a full-time Classified employee in the Career Executive appointment
category, your vacation schedule is as follows (in accordance with the provisions
of ER-Pers 30):
|
|
|
|
| During first 5 | 120 Hours | .057471 |
| 5+ to 10 | 160 Hours | .076628 |
| 10+ to 15 | 176 Hours | .084291 |
| 15+ to 20 | 200 Hours | .095785 |
| 20+ and over | 216 Hours | .103448 |
Represented Classified employees should check their respective bargaining agreements for vacation schedules.
Unclassified Employees
If you are a full-time annual basis (12 month) staff member and are
participating in the Wisconsin Retirement System, you will be granted an anticipated
vacation balance of 176 hours at the beginning of each fiscal year (this is
in addition to paid holidays). Although not eligible for the Wisconsin Retirement
System, a reemployed annuitant is eligible for vacation provided the duration
of the appointment is at least one year and the percent appointment is at least
21%. Although vacation is actually earned monthly, you may use your vacation
before it is actually earned with the approval of your supervisor or department
chairperson.
If you are an academic year basis (9 month) staff member, whether full or part-time, you do not earn vacation and are expected to work during the appointment period except for days specifically listed as paid holidays.
Part-Time Employment
Classified Employees
If you are regularly employed for less than 2,088 hours per year, you
are granted prorated annual leave in accordance with the tables on the previous
page. The amount of leave earned is based on your hours in pay status up to
a maximum of 80 hours per bi-weekly pay period. When your annual leave earning
rate changes during a calendar year, or when you terminate, die, retire, or
begin a leave of absence, the amount of leave for which you are eligible is
computed on the basis of the hourly conversion factor.
Unclassified Employees
If you are a part-time annual basis staff member and are participating in the
Wisconsin Retirement System, you will earn a prorated share of vacation proportionate
to the 176 hour allocation received by full-time employees.
Scheduling Vacation Time
Classified Employees
After you attain permanent status, your supervisor should make every effort
to grant vacation at the times most desired by you if operational needs permit.
Vacation dates will be determined generally by you and your supervisor. When
scheduling difficulties develop among employees in the same work unit, vacation
is normally scheduled according to the wishes of the most senior employee. Depending
upon the work unit needs, it may be necessary to schedule vacation several months
in advance.
Unclassified Employees
Timing of vacation must be arranged with the approval of your supervisor or
department chairperson. The UWM Unclassified Vacation and Holiday Policy states
that all appointees are entitled to a vacation of at least ten consecutive working
days during each fiscal year.
Use of Vacation
Classified Employees
Vacation earned in a calendar year should be taken in the same calendar year,
except:
Unclassified Employees
- If you request and receive approval from your appointing authority (or are required by your appointing authority) to defer all or part of your annual leave for a given calendar year, you shall be permitted to take it within the first six months of the ensuing calendar year.
- If you cannot take unused annual leave as provided in circumstance #1 above, due to your work responsibilities, you shall be granted an additional six months extension of time to use such annual leave. Any such extension must be approved by your appointing authority. Any carried over leave credit remaining on December 31 of the ensuing year shall be deleted.
- If you complete the first six months of continuous service during the first six months of the calendar year, you shall have the remainder of the calendar year to use annual leave earned in the previous year.
- If you complete the first six months of continuous service during the last six months of the calendar year, you shall have the remainder of that calendar year and the first six months of the following calendar year to use the annual leave earned in the previous year.
Optional Uses of Vacation
Non-Represented Classified Employees
If you are a Non-Represented Classified employee and you earn vacation at the
rate of 160 or 176 hours per year, you may elect to use up to 40 hours, or a
prorated portion as:
a. Vacation during the year earned; or,If you earn vacation at the 200 or 216 hour rate, you may elect to use up to 80 hours, or a prorated portion, as:
b. Credit for termination; or,
c. Accumulated sabbatical leave.*
a. Cash payment during the year earned (not to exceed 40 hours),
b. Vacation during the year earned,
c. Credit for termination, or
d. Accumulated sabbatical leave.*
* Sabbatical leave is an extended leave requested by you and approved by your appointing authority.
Represented Classified Employees
Represented Classified employees should check with their union local regarding
options for vacation usage that may be available to them.
Unclassified Employees
Unclassified staff members with annual pay basis appointments, who have completed
ten or more years of service* may reserve up to 40 hours of vacation
each fiscal year (prorated for part-time staff) in an Annual Leave Reserve Account
(ALRA). Both leave earned in the current fiscal year and carryover from the
previous year may be banked. Vacation accumulated in the ALRA may be used at
any time (subject to the rules regarding the scheduling of vacation).
Unclassified staff members with annual pay basis appointments, who have completed 25 years of service* may reserve up to 80 hours of paid annual leave in the Annual Reserve Account (ALRA). For staff whose appointment is less than full-time the 80 hours will be prorated.
*The years of service eligibility is determined on June 30 of each year for eligibility to "bank" in the following fiscal year. Years of service are defined as years of State of Wisconsin service earning vacation, or as unclassified university participants in the Wisconsin Retirement System.
Vacation Records
If you are a Classified employee, you must report vacation use according to your unit policy. Unclassified staff are required to turn in monthly leave reports (whether or not any leave has been used). Vacation use for Unclassified employees is recorded in half-day increments (4 or 8 hours) for full-time staff. If you are a part-time employee, you use vacation in proportion to the percentage of your appointment.
Since the work schedules of part-time Unclassified staff can make the handling of vacation complicated, the following example may be helpful:
A staff member on a 50% appointment, working 5 half-days per week, charges a half-day of vacation for each day absent. If a staff member on a 50% appointment normally works a full day on Monday and Tuesday and a half-day on Wednesday, he/she charges a full day of vacation if absent on Monday.Transferring Within the University System or from Another State Agency
If you take another position at UW-Milwaukee which is eligible for vacation, you retain your earned vacation for the current earning period (if you are an Unclassified employee and you take a Classified position covered by a collective bargaining agreement, transfer of vacation is subject to the provisions of the agreement). Approved carry-over vacation may be accepted by the new department. If the new department chooses not to accept your approved carry-over vacation, and it is not possible to use it before leaving due to work constraints, it will be paid out by your current department.
If you take a position at another UW System institution or another state agency, you may negotiate with your new employer to accept responsibility for unused vacation credits. In these non-UW-Milwaukee cases, if your new employer chooses not to accept the vacation, and you cannot use the vacation prior to termination, the vacation credits will be paid in a lump sum by your current department.
Vacation Upon Termination
Vacation may be anticipated for the period in which it is earned. However, if you leave state service, any vacation used but not earned will be deducted from your last paycheck. If you have a positive vacation balance at the time that you terminate your appointment, it will be paid out to you. For Unclassified staff, with the supervisor's approval, any unused time may be paid in a lump sum or it may be used to extend the end date of the appointment. Unclassified staff may be required to use their vacation prior to termination. Non-Represented Classified employees who meet the conditions of resignation (14 days written notice) have the option to either extend their termination date by the amount of vacation balance or request a lump sum payment. Lump sum vacation payments are earnings not covered by the Wisconsin Retirement System.
Legal Holidays
If you are a full-time Unclassified employee or Non-Represented Classified
employee, you receive 9 paid holidays per year:
|
|
|
|
January 1st |
8 Hours |
|
Third Monday in January |
8 Hours |
|
Last Monday in May |
8 Hours |
|
July 4th |
8 Hours |
|
First Monday in September |
8 Hours |
|
Fourth Thursday in November |
8 Hours |
|
December 24th |
8 Hours |
|
December 25th |
8 Hours |
|
December 31st |
8 Hours |
If you are employed on a part-time basis, you will receive a prorated share of holiday leave consistent with your percentage of appointment at the time the holiday occurs. Non-Represented Classified employees earn holiday leave based on percentage of appointment or hours worked in the bi-weekly pay period, whichever is higher.
Holidays That Fall on Day Off
When a holiday falls on your regularly scheduled day off, if you are a Classified employee, you will be granted an equivalent amount of compensatory time off. If you are an Unclassified employee, you will be entitled to an alternate day off (floating holiday). As with regular vacation, floating holidays may be anticipated.
Religious Observances
Since University employees belong to many different religions, the University seeks to be sensitive to individual needs by balancing work requirements and the private free exercise of religious beliefs. If you wish to have time off for a religious observance, ask your supervisor or department chairperson. Approval will be granted unless your absence will create a hardship for the unit. You will be required to use vacation, floating holiday (or personal holiday or compensatory time for classified employees) or make other arrangements with your supervisor.
Holidays That Fall on a Weekend
If January 1, July 4, or December 25 fall on a Sunday, the following Monday will be considered a holiday. When January 1, July 4, December 24, December 25, or December 31 fall on a Saturday, or when December 24 or December 31 fall on a Sunday, or if you are required to work on a holiday, you will receive a floating holiday (Unclassified Employees with nine month appointments are not eligible) that can be used like vacation.
To be eligible for any holiday with pay, you must be in employment status on the holiday, and you must work or be in pay status the last scheduled work day immediately preceding or the first scheduled work day immediately following the holiday. Therefore, if you terminate state employment immediately prior to or if you are not employed immediately after the holiday, you will not be paid for the holiday. You are not paid for holidays while on leave without pay.
If you use holiday leave on an anticipated basis and terminate your appointment prior to the actual holiday, you will be required to reimburse the employing agency for the legal holiday time at your current rate of pay.
Personal Holidays Earned
Personal holidays are allocated only to Classified employees. If you are a full-time, non-represented Classified employee, you are eligible for 3.5 personal holidays (total of 28 hours) each calendar year. Personal holidays can be taken at any time within the year earned, subject to the approval of your supervisor. Represented employees should reference their applicable collective bargaining agreement. Personal holiday allocations are prorated if you have a part-time appointment.
Floating Holidays Earned
Unclassified staff members with annual pay basis appointments, earn 28 hours
of floating holiday each fiscal year.
Staff with appointments less than full-time, will receive a proration of the
floating holiday entitlement. Floating holidays do not carryover from fiscal
year to fiscal year and may NOT be banked in ALRA.
Probationary Period and Holidays
If you are a Classified employee serving the first six months of an original probationary period, you may anticipate and are eligible to use the personal holidays during the probationary period. However, if you do not complete the probationary service, personal holiday time taken will be considered approved leave without pay, and the value will be deducted from your last paycheck.
Miscellaneous Leave
Jury Duty
If you are summoned for grand or petit jury duty, you are eligible for leave with pay (at your normal rate of pay). When you are not actually impaneled for service, but only on call, you should report back to work.Witness Duty
If you are summoned to serve as a witness in a work related matter, you will remain in pay status.Annual Military Leave (National Guard, State Guard, Reserve Corps)
For the time that you are on leave, you will continue to receive your University pay minus the amount of military pay you receive. This leave is for a minimum of three working days and a maximum of 30 working days per year.
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Last modified: August 23, 2007
