Categories
Please note: Eligibility for most benefits depends on the terms of appointment. There are limited open enrollment periods for all programs. New employees must meet with a staff member of Personnel Services within the first 30 days of employment to ensure that application deadlines are met.
Additional information and/or written documentation/brochures for many of the following benefits are available in Staff Benefits Office, Room 133, Old Main Building, or by visiting the University of Wisconsin Employee Benefits web site www.uwsa.edu/hr/benefits/.
Vacation
Employees begin earning vacation on the first day of work; however, vacation cannot be granted until the original probationary period has been completed. Specific information regarding exact hours earned is available from the Payroll Office or at this website - http://www.bussvc.wisc.edu/ecbs/lev-class-annual-leave-uw1014.pdf. However, the following schedule is generally descriptive:
| Years Employed | Vacation Hours |
|---|---|
| 1 - 5 | 104 |
| 5+ - 10 | 144 |
| 10+ - 15 | 160 |
| 15+ - 20 | 184 |
| 20+ - 25 | 200 |
| 25+ | 216 |
The amount of vacation leave earned each year is prorated according to the total number of hours in pay status that year. When the rate of vacation changes during the 5th, 15th, or 25th calendar year, the vacation for that year is prorated accordingly. Employees represented by a union should consult their contract for detailed information.
Use of vacation must be requested in advance and will be granted insofar as the needs of the department will permit. Vacation time is intended to be used within the calendar year earned. If vacation cannot be arranged due to work schedules, it may be carried over into the next calendar year. Vacation carried over in this manner must be used by June 30 of the year following the year in which the vacation was earned.
Employees who are eligible for 160 to 176 hours of vacation each year (i.e., with 16 to 25 years of service) may elect to receive 40 hours or a prorated portion of the 40 hours as vacation, credit for termination leave and/or accumulated sabbatical leave. Employees who are eligible for 200 hours of vacation each year (i.e., with 26 or more years of service) may elect to receive 80 hours or a prorated portion of the 80 hours as cash payment, vacation, credit for termination leave and/or accumulated sabbatical leave. Note: no more than 40 hours may be received as cash payment.
Employees who earn less than 160 hours of vacation each year and have accumulated a minimum of 520 hours of sick leave may elect to receive 40 hours, or a prorated portion of the 40 hours as sabbatical/termination leave.
Vacation time may be anticipated in a calendar year. When an employee terminates his/her position with the State, he/she will be paid for any unused vacation. If, however, more vacation is used than was earned, the vacation overuse will be deducted from the last check.
Sick Leave
All permanent employees, including those serving probation, earn sick leave credit at the rate of .0625 hour for each hour in pay status, not to exceed five hours in any biweekly pay period. Employees represented by WSEU may earn up to six hours per pay period. Employees who are in pay status for less than 76 hours per biweekly period earn a pro-rated amount.
Sick leave shall not be used until it has been earned. Sick leave may be used to cover required periods of absence from employment for the following:
Immediate family includes: parents, stepparents, grandparents, foster parents, children, stepchildren, grandchildren, foster children, brothers (and their spouses), sisters (and their spouses), of the employee or spouse; the spouse, spouse equivalent, aunts and uncles of the employee or spouse; sons-in law or daughters-in law of the employee or spouse; or, other relatives of the employee or spouse residing in the household of the person. Employees may use one day of accrued sick leave to attend the funeral of nieces, nephews, or cousins of the employee or spouse.
It is the employees responsibility to notify his/her supervisor prior to or within one hour of, scheduled start time of when unable to report for work.
The department supervisor may require the employee to provide a medical certificate before granting time off as sick leave. In some instances, it may be necessary for the employee to obtain a medical documentation certifying he/she is able to perform all job duties before returning to work.
Unused sick leave continues to accumulate over the length of service.
Upon termination from state service, all accumulated unused sick leave will be cancelled. Employees reinstated within five years, will be given credit for the sick leave accumulated prior to termination.
For employees enrolled in the State Group Health Insurance Program and retiring on an immediate annuity, unused sick leave credits are converted to a cash value and used to pay health insurance premiums. Or, employees may elect to delay conversion of sick leave credits for a period of up to ten years after the date of retirement provided they are covered by a comparable health insurance plan between the date of retirement and the time of election to convert sick leave credits.
Bargaining unit employees should consult their contract for additional provisions.
Holidays
Employees are entitled to take a holiday with pay on the following occasions:
| January 1 | New Year's Day |
| 3rd Monday in January | Martin Luther King Jr. Day |
| Last Monday in May | Memorial Day |
| July 4 | Independence Day |
| 1st Monday in September | Labor Day |
| 4th Thursday in November | Thanksgiving Day |
| December 24 | Christmas Eve |
| December 25 | Christmas Day |
| December 31 | New Year's Eve |
If January 1, July 4, or December 25 falls on a Sunday, the following Monday will be considered a holiday for university employees.
If a holiday falls on a Saturday or on a normal day off, compensatory time off will be granted in lieu of such holiday. The compensatory time received for the legal holiday must be used in the calendar year earned and at the discretion of the department.
Employees required to work on a legal holiday will receive compensatory time off in lieu of that holiday. In addition, employees will receive premium pay at the rate of time and one-half for all hours worked on the holiday.
Employees receive 36 hours worth of personal holidays each year. The personal holidays must be used during the calendar year and cannot be carried over into the next calendar year. Employees may use personal holidays while serving a probationary period.
The primary health insurance for UW employees is provided by the State Group Health Insurance Program. This program is managed by the Wisconsin Group Insurance Board and the Department of Employee Trust Funds. It covers most state employees as well as eligible UW short-term academic staff, graduate assistants, and employees-in-training. It consists of an array of managed care ("HMO") plans and the Standard Plan, which is a self-insured preferred provider plan.
The State Group Health Insurance Program offers comprehensive hospital, surgical, and major medical benefits and services through several health maintenance organizations (HMOs) and a self-insured preferred provider plan. The State Group Health Insurance Program is authorized under Wisconsin statute ( 40.51 and 40.52) and administered by the Department of Employee Trust Funds under the direction of the State Group Insurance Board.
The It's Your Choice booklet is an annual listing of health plan choices and State health insurance coverage and is available at http://etf.wi.gov/publications/dc_content/dc_2008/State_ET2107/complete_book.pdf.
Because the health insurance premiums are paid two months in advance, new employees will have multiple deductions taken from their initial paycheck. At termination, health coverage will continue for two months after leaving state service. An employee who terminates their employment for any reason other than discharge for misconduct, has the option to continue his/her coverage for a maximum of 36 months by paying 100 percent of the premium, or he/she can convert to the non-group plan.
Effective with the January 2004 coverage month, health plans are placed into tiers based on the health plans efficiency and other factors. The employee contribution is determined by the tier in which the health plan is placed.
The monthly cost to full-time non represented classified employees and for represented classified employees whose bargaining unit has settled is:
| Single Rate | Family Rate | |
|---|---|---|
| Tier 1 | $27.00 | $68.00 |
| Tier 2 | $60.00 | $150.00 |
| Tier 3 | $143.00 | $358.00 |
Beginning January 1, 2004, all participants will receive their pharmacy benefits from the pharmacy benefit manager (PBM), Navitus Health Solutions (Navitus). Participants will receive a separate identification (ID) card from Navitus, in addition to the ID card they receive from their health plan. The Navitus card must be shown at the time prescription drugs are purchased.
Many (but not all) health plans participating in the State Group Health Insurance Program include some coverage for routine dental procedures. You may be required to see a dentist who is affiliated with your health plan. For more information, contact your health plan or see the plan descriptions in the Its Your Choice booklet.
Four different life insurance programs and one accidental death and dismemberment insurance program are available to eligible university employees:
Each program offers some unique features and benefits. If the open enrollment opportunity is missed, employees may not be able to enroll at a later date.
The Income Continuation Insurance (ICI) program is a voluntary self-insured disability insurance program for state employees. It is authorized by Wisconsin Statute 40.62 and administered by a third party claims administrator under a contract with the Group Insurance Board. Income Continuation Insurance (ICI) covers both short- and long-term disabilities and provides an employee with income while temporarily or permanently unable to work.
If an employee should become physically or mentally disabled, ICI will replace 75% of gross salary (up to a maximum benefit of $1,840 bi-weekly for Classified staff and $4,000 per month for Unclassified employees). Benefits are offset by payments available from other state, federal, or employer-sponsored programs.
Employees are eligible to enroll in the program after having been a member of the Wisconsin Retirement System for six months or at the end of the calendar year in which the employee has accumulated 80 hours of sick leave.
Employee Reimbursement Accounts
Employee Reimbursement Accounts (ERAs) allow an employee to set aside pre-tax income to pay eligible medical and dependent care expenses. For participants, spendable income increases because less is withheld from a paycheck for federal and state income taxes and social security. During the plan year, with few exceptions, an ERA deduction cannot be cancelled or changed.
The ERA program contains three components:
The federal Family Medical Leave Act (FMLA) and the Wisconsin Family Medical Leave Act (WFMLA) in combination with a wide array of University benefits, provide employees with the opportunity to balance the needs of family with the needs of work. Childbirth, adoption, child care and caring for ill children, spouses, partners and parents are challenges faced by many employees. Since the integration of these laws and policies can be quite complicated, employees are encouraged to review the information on the website and contact the UWSP Staff Benefits Office for detailed information pertaining directly to their individual situation.
Wisconsin Statute 203.35(2r) provides authority for the Office of State Employment Relations to establish a catastrophic leave program for classified state and university employees. Administrative policies are contained in s. ER 18.15 of the Wisconsin Administrative Code. Consult your bargaining unit for information specific to your union contract.
The program permits classified employees to donate certain types and amounts of leave credits to other classified employees who have been granted an unpaid leave of absence on account of a catastrophic need for which absence there is no paid leave benefits or replacement income available, and that creates a financial hardship for the employee
Exchange of leave is allowed between members of different bargaining units, between different employing units within the same agency and between classified represented and non-represented employees. Leave may also be exchanged across agency lines with the approval of each agency.
Limited Term Employees (LTE's) are not eligible for this benefit.
The Wisconsin Retirement System (WRS) provides retirement benefits for employees of the State of Wisconsin and most local units of government in Wisconsin. The Department of Employee Trust Funds (ETF) keeps retirement account records for each employer and member and administers benefit payments. In the WRS, money is set aside and invested with the goal of replacing a portion of pre-retirement income at retirement. The WRS is a "hybrid" pension plan, with features of both defined contribution and defined benefit plans. Covered employees have an individual account to which "employee-required" retirement contributions 5% of salary for most employees and investment earnings are credited. Despite the name "employee-required," this is paid for in almost all cases by the University.
Calculating Your Retirement Benefits
At retirement, an employee will receive the higher of two pensions: a "formula benefit" based on years of service and highest three years of earnings; or a "money purchase benefit" based on the accumulation in employee-required retirement account plus a 100% match from the WRS employer reserve. WRS retirement benefits are usually not payable in a lump sum. An employee selects a monthly annuity payable for life only, or for his/her life and that of a joint survivor, or for his/her life with a guaranteed number of payments. Contact the Staff Benefits Office six to nine months before the anticipated retirement date to request a retirement estimate/application. Consider estimating WRS retirement benefits using the ETF Retirement Calculator.
Additional Contributions
Employees can contribute extra money to their WRS account. These contributions grow tax-deferred at the core or variable fund rate until withdrawn. Federal law limits the amount that can be contributed each year. Additional contributions cannot be withdrawn until termination of employment. Additional contributions are either post-tax or pre-tax. After-tax additional contributions can be submitted by mailing a check to the Department of Employee Trust Funds, or arrangements can be made for payroll deductions. Pre-tax additional contributions must be made by payroll deduction through the UW 403(b) Tax-Sheltered Annuity Program.
Disability Benefits
Employees who become permanently and totally disabled while employed in a WRS-covered position, may qualify for disability benefits administered by ETF. Long-term Disability Insurance (LTDI) pays a monthly benefit until normal retirement age. A regular retirement annuity can then be drawn. Employees hired before October 16, 1992 may choose between LTDI and a disability annuity, payable for life, based on years of service and the three highest years of earnings.
Separation Benefits
Employees who terminate employment before minimum retirement age (55, or 50 for protective occupation employees) may withdraw WRS employee-required account in a lump sum. The 100% match from the WRS employer reserve that would otherwise become part of the retirement benefit is forfeited. Income taxes and a 10% federal tax penalty for early withdrawal apply unless the account is rolled over to another retirement plan. Even if one terminates employment before minimum retirement age, if one waits until minimum retirement age to withdraw benefits, full retirement benefit will be received.
Survivor Benefits
An employee who dies as an active WRS-covered employee, his/her beneficiary receives the employee-required retirement account plus a 100% match from the WRS employer reserve. There is no restriction based on age or the identity of the beneficiary. If one is at minimum retirement age (55, or 50 for protective occupation employees) and the beneficiary is a natural person (not a charity or estate), a "special death benefit" may be payable instead. The special death benefit is the annuity that would have been paid to the beneficiary if the employee retired on the day before death and designated the beneficiary as joint survivor. Depending on the beneficiary's age, years of service, and other factors, the special death benefit may or may not be higher than the regular death benefit. The beneficiary chooses the mode of payment (a monthly annuity or a lump sum). If one dies as an inactive employee, the beneficiary is only eligible to receive the employee-required account. If one dies after beginning a monthly annuity, death benefits depend on the annuity pay-out option selected.
WRS Beneficiary
An employees will or trust document generally does not control how WRS benefits are paid at death. WRS death benefits (other than joint survivor annuities) are paid either to the people named in a beneficiary designation that is filed with the Department of Employee Trust Funds or, if no beneficiary designation is filed, according to "standard sequence." If one does not want standard sequence to apply, a beneficiary designation must be filed with the Department of Employee Trust Funds. The Department's official form must be used. One may name any person(s), trust(s), or other entity(ies). One may change beneficiary designation at any time, but designation must be on file with the Department prior to death in order to be effective. If a beneficiary designation has already been filed, and one wants to use standard sequence, a beneficiary designation form showing "standard sequence" as beneficiary must be filed. If a beneficiary designation is used, it is extremely important to keep it up to date to reflect marriage and divorce, birth of children, or other changes that affect how WRS benefits should be paid.
University employees are covered by social security, and social security taxes will be deducted from the paycheck. The state pays a matching share towards social security coverage. The taxable wage base and tax rate are subject to a periodic adjustment as a result of new federal legislation.
Tax Deferred Annuity
Under a tax deferred annuity plan, in lieu of compensation, the employee may have an annuity purchased by the University of Wisconsin with the provision that the amounts paid for this annuity are currently not subject to either state or federal income tax. It is only when the money is received in the form of a withdrawal, death benefit, or an annuity that it becomes taxable.
Unemployment Compensation
All classified service employees are eligible for unemployment compensation. In case of a layoff, report to the Wisconsin State Job Service Office so that benefits may be claimed.
Other Benefits
United States Savings Bonds are available on application and may be purchased by payroll deductions. Membership in an authorized credit union provides that savings deposits or payment of credit union loans may be made by payroll deduction. Contact the Staff Benefits Office.