Presented by:
Sandy Reuter & Lindi Farra
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Leave Eligibility & How it’s Determined
Transfer & Terminations
When WiscITs Are Needed
Tips and Tricks to Avoid WiscITs
AM Reports
Continuous Service
Classified Permanent or
Project
• Earn leave
regardless of
appointment
percentage duration = one
year
12 Month Unclassified
Academic Staff, Faculty
or Limited (OT1)
9 Month Unclassified
Academic Staff, Faculty
or Limited (OT1)
• Expected to work
at least 21% for
one year*
• Expected to work
at least 28% for
2 semesters w/
expectation to
return next
semester*
• *Eligible for the WRS?
• All leave eligible positions should be considered when
determining an employee’s leave eligibility. An employee
should be reviewed as a whole – not on a per job basis
(HRS does not do this)
• Classified – calendar year basis
• Unclassified – fiscal year basis
• Employees who are not eligible to earn paid leave:
• Classified LTE’s, Student Assistants, Employees-inTraining, Student Hourlies
Leave eligibility is evaluated by employee record. It does not look at
combined employee level totals
Classified Permanent and Project – Determined by Paygroup HPR
Unclassified – Determined by Benefits Populate Eligibility Pop
Config. Program
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If WRS eligible, automatically leave eligible
If the program determines WRS to be NO, it looks for the continuity
code and FTE
If the Cont Code is 01, 02C, 03, 04, or 05C it meets the 1 year
duration requirement
If the FTE is a min of 21% A basis or 28% C basis, it meets the FTE
requirement, then leave eligibility is assigned
If FTE and Cont Code are not met, then employee is not leave
eligible
To be granted IE, the job needs a 1 year duration which requires a
cont, code noted above
Vacation
Personal
(carryHoliday
over)
Legal/
Floating
Holiday
Comp
Time
ALRA/
Sabbatical
Yes
Yes
No
Yes
No
Yes
No
No
N/A
Yes
Negotiable
Negotiable
Negotiable
No
Negotiable
Yes
Negotiable
Negotiable
Negotiable
N/A
Negotiable
Transfer
Type
Sick
Leave
CP to CP/CJ
Yes
Yes
CJ* to
CJ/CP/Uncl
No
CP to Uncl
Uncl to
Uncl/CP/CJ
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CJ* = Never permanent
If a type of leave does not transfer, it should be paid out
before the employee transfers (except sick leave)
Classified and Unclassified employees are allotted
paid leave on a different schedule (calendar vs. fiscal)
When transferring between appointment types at the
UW, personal holiday hours are granted as follows:
Classified to Unclassified Unclassified to Classified
Transfer Effective B/W
1/2 – 6/30
No
Additional
7/1 – 1/1
PH Granted
Transfer Effective B/W
1/1 – 7/1
7/2 – 12/31
PH Granted
No
Additional
Classified Permanent  Unclassified AS
• EE transfers on October 1st
• EE has 180 hours of current vacation, 18
of personal holiday, 80 of sabbatical and
1500 of sick leave
• EE would be entitled to 132 hours of
vacation in Unclassified position (9 mos)
• How would you transfer this EE’s leave?
Transfer Sick
Type
Leave
Vacation/ Personal
Carryover Holiday
Legal
Holiday
Comp
Time
ALRA/
Sabbatical
CP to
Non Elig
Retain for
5 years
Payout
/Payback
Payout
/Payback
Payout
Payout
/Payback /Payback
Payout
/Payback
Unclass
to Non
Elig
Retain for
3 years*
Payout
/Payback
Payout
/Payback
Payout
NA
/Payback
Can retain
or payout
• To retain the ALRA, no action needed if
remaining on the same empl rcd. Request via
WiscIT to move the balance to the new empl rcd
if necessary
• *If Unclassified returns to Classified – retain for 5
years
At termination of all UW employment, sick leave hours are lost
unless the employee:
• Transfers to another State Agency; or
• Has 20 years of WRS Service
• Retires (option for Classified project who have never
attained permanent status)
• Is laid off
• Returns to a leave-earning position within reinstatement
period
Sick leave hours may be lost if termination is due to misconduct
At termination of all UW employment, unused vacation, personal
holiday and sabbatical/ALRA hours will be:
• Paid out as a lump sum on final check, or
• Used to extend time on payroll (supervisor approval needed
if employee is Unclassified Faculty, Academic Staff or
Limited appointee)
Classified payouts should be entered on the
last paycheck. Time has been turned in and all
balances should be accurate. Simply enter the
payout codes that are applicable. If leave is in
the negative, then a payback code would need
to be entered
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Be sure if you enter a payback that there is
enough paycheck to support the payment. Lack
of funds will send the check into error status
Unclassified payouts should be entered on the
last check if all leave reports are turned in. This
is CRITICAL. You should not process
payouts with outstanding leave reports
Transfers*
Sick Leave
• One empl class
to another
• CJ to CP
• Other state
agencies
• One empl
record to
another
• SL reduction
errors after the
November
deadline
• If an IE end date
is incorrect
• Sick leave
needs to be
zeroed out
Other
• ALRA or
Sabbatical
errors with
eligibility
• Vacation
carryover
restrictions
• Retro
processing in
excess of 18
months in the
past
*If a CJ transfers to CP and uses vacation after the JOB data
was updated the vacation will likely process unpaid because
the 6 month “lock” has been initialized
What You Can Do:
• Make sure JOB data is all correct
• The correct effective date is critical
• Never type over an absence entry or change the begin date
– always VOID and add new row
• Use caution when processing LOA retroactively – may
need WiscIT
• Make sure all leave reports are entered BEFORE doing
payouts, certifying sick leave or sick leave reductions occur
What You Should Know:
• Realization that triggers in the system can cause unpaid
time
• Exhausted vacation balances can cause unpaid vacation
time until all paid hours for the period are approved and
taken by payroll
• Classified people that move to Unclassified must have their
schedule reset to the default or absences could process
with hours
• Monthly No Take Taken takes should be in a SINGLE day
date range
• If you make changes to Unclassified leave data retro
actively, it could cause a retroactive SL Reduction
What You Can Use:
• Run AM reports proactively. Queries don’t work well for
Absence
• Be sure to use Results by Calendar (live data) rather than
Review Absence Balances
• Validate your UW Paid Hours Inquiry page when trouble
shooting why absences balances don’t look correct
• Pages used most often by Absence Team to troubleshoot:
• Absence Event/UWS
• Job Data • Results by Calendar
Absences
• Results by Calendar
Group
• Review
• UW Paid Hours
Paycheck
Inquiry
• Remember to check KB’s for processes https://kb.wisc.edu/hrs/
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AM Audit Report
ALRA Eligibility/Election
Comp Time Leave Balances
Employee Missing Leave Report
End of Year Balances
Leave Activity Summary – New w/Excel
Lost Leave Balances
Negative Allocated Balances
Sabbatical Eligibility/Election
SL Reduction Reports – Coming soon
Continuous service is the amount of time employed
in a permanent status and is not adjusted for parttime employment. A continuous service date must
be adjusted for any breaks in employment and
periods of LTE service
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Employees not eligible to earn continuous service
include Classified LTE’s, Classified Project (never
permanent), UW Unclassified not earning leave and
students positions
Continuous service is not adjusted for an approved
leave of absence including W/FMLA leave or
military leave
Continuous service is used to:
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Determine the earning rate of vacation for
Classified employees
Determine eligibility for Supplemental Health
Insurance Conversion Credit Program for all
employees
Determine Sabbatical and ALRA Eligibility
Depending on data in HRS, it may be
necessary to go back through an employee’s
personnel file to determine continuous service
date
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Hint: Unclassified – look at the date the
employee began earning leave. Classified –
look at start date as a permanent employee
WRS Creditable Service
• WRS creditable
service is number of
WRS eligible hours
worked in a year
• WRS creditable
service is used to
determine eligibility for
banking sick leave with
20 years and
calculating annuities
Continuous Service
• Not pro-rated for parttime
• Continuous service
and WRS begin date
can be different
• Taking a WRS
separation benefit
does not wipe out your
years of continuous
service
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If an employee terminates employment from any
state agency and returns to a leave eligible
position within their reinstatement period, sick
leave and continuous service date (adjusted for
the break) will be restored
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Classified: must return to a Classified or Unclassified
position within 5 years
Unclassified: must return to an Unclassified position in
3 years or a Classified position in 5 years
If an employee terminates employment from any
state agency and returns OUTSIDE their
reinstatement period, sick leave and continuous
service are lost
Classified Employee
• Hired as an LTE 7/1/95
• WRS begin date – 8/1/96
• CJ position 2/15/00
• CP position 1/1/02
• CJ position 1/1/06 to 12/31/11 (terms
employment)
• Hired into a CP position 1/1/14
• What is the continuous service date?
OSER Calculator http://oser.state.wi.us/docview.asp?docid=1691
Unclassified Employee (C-basis)
• Hired as AS 8/26/85-5/25/86
• AS position 1/15/89-5/23/89
• FA position 8/25/90-current
• WRS begin date – 8/25/90
• What is the continuous service date?
• How many years of continuous service
will there be if the EE retires 5/27/14?
UWSA OHRWD Leave Webpage:
http://www.uwsa.edu/ohrwd/benefits/leave/
Wisconsin State Statute Chapter 230:
https://docs.legis.wisconsin.gov/statutes/statutes/230
Wisconsin Administrative Code ER 18:
https://docs.legis.wisconsin.gov/code/admin_code/er/18
OSER Wisconsin Human Resources Handbook:
http://oser.state.wi.us/doctype_list.asp?doccatid=48&typeid=64
Unclassified Personnel Guidelines:
http://www.uwsa.edu/ohrwd/policies/
Board of Regents Policies:
http://www.uwsa.edu/bor/policies/rpd/
Personal Holiday and Classified Employees within their first 6
months: http://www.uwsa.edu/ohrwd/admin/hr/comp-planresources/pershol-origprob.pdf