Employee Benefits
Paid Leave Benefits
Represented and non-represented classified employees earn paid vacation, legal holidays, personal holidays and sick leave. If employed on a part-time basis, leave is pro-rated based on percentage of employment. Caution: Generally, vacation, sick leave and holiday allotments for represented and non-represented classified employees are similar but represented employees should refer to their collective bargaining agreements for paid leave information.
Vacation (Annual Leave)
Classifed Vacation
Based on Full Time Appointment
Years of Service : Vacation Hours/Year
0-5 : 104
5+ to 10 : 144
10+ to 15 : 160
15+ to 20 : 184
20+ to 25 : 200
25 and Over : 216
• Vacation is prorated according to anticipated hours in pay status during the calendar year.
• The annual vacation entitlement may be used after completion of six months in an original appointment or after six months in a new period of continuous service following a break of more than five years in service.
• Employees who leave state service and return to a classified position within five years may use vacation immediately and resume the vacation accrual rate earned in their former position. (Prior to July 5, 1998, the break period was three years.)
• Vacation is allocated on a calendar-year basis. Check with the Human Resources Office concerning unused vacation carryover provisions, since institution guidelines may vary.
• If the employment is terminated, the university will recover the value of vacation used but not yet earned.
• Classified Career Executives (as well as all non-represented and some represented employees who have exempt status under the Fair Labor Standards Act) accrue annual leave and sabbatical banking on an accelerated schedule (see table below).
Classified Career Executive Vacation
Based on Full Time Appointment
Years of Service : Vacation Hours/Year
During First 5 : 120
5+ to 10 : 160
10+ to 15 : 176
15+ to 20 : 200
20 and Over : 216
NOTE: All vacation, sick and personal holiday time should be taken in 15-minute increments. All time off requests require supervisory approval. It is recommended that personal holiday time be used before vacation time since vacation can be carried over while personal holiday time cannot. Employees are permitted to carry over up to 40 hours of earned vacation credits until June 30th of the following year. Employees must inform supervisors of their intent in writing and the request must be submitted to the Human Resources Office.
Banking Sabbatical Leave
• Eligible employees may defer vacation in a sabbatical account to use at a future date for such purposes as vacation, education, illness, extension of termination, etc.
• With supervisory approval, sabbatical leave can be taken like regular vacation (continues regular earnings for the employee and is paid on a biweekly basis).
• Value of unused sabbatical is paid to the employee at termination of employment.
• Unused sabbatical accumulates from year to year without limit.
• Eligibility to bank vacation begins when the employee has earned 160 hours per year of vacation or has saved 520 hours of accumulated sick leave, whichever comes first.
• If an employee’s anniversary date falls in the middle of the year, they are allowed the banking privilege in that calendar year.
• The annual banking limit is 40 hours.
Additional Banking and Payout Options
• When employees reach the 200-hour vacation earning rate they are eligible to:
• Bank up to 80 hours in sabbatical per year, or
• Receive up to 40 hours of annual leave as cash payment and bank up to 40 hours in sabbatical.
• If an employee’s anniversary date falls in the middle of the year, the employee is allowed the banking privilege in that calendar year.
• The option to bank vacation or request cash payment is offered to eligible employees in late fall.
Personal Holidays
Employees receive four and one half days (36 hours) of personal holiday leave per year as soon as they begin work and they have until the end of the calendar year to use them.
• Part-time appointees receive a proportionate share consistent with their percentage of appointment.
• If an employee leaves the university prior to completing six months of probationary service, the university will recover the value of any personal holiday used.
• Personal holidays must be taken within the calendar year or they will be lost.
Legal Holidays
State and university offices are closed on the following Legal Holidays:
• January 1
• Third Monday of January (Martin Luther King, Jr. Birthday)
• Last Monday in May (Memorial Day)
• July 4
• First Monday in September (Labor Day)
• Fourth Thursday in November (Thanksgiving Day)
• December 24
• December 25
• December 31
*When January 1, July 4, or December 25 falls on a Sunday, the following Monday will be considered a holiday. When January 1, July 4, December 24, December 25, or December 31 falls on a Saturday a legal holiday will be granted. Eligible part-time employees will receive a prorated share.
Full-time employees earn eight hours of leave for each legal holiday. Part-time employees earn a pro-rated amount. To be eligible to be paid for a legal holiday employees must be in employment status on the holiday and do at least one of the following:
• Work on the holiday; or
• Be in pay status on the last scheduled work day immediately before the holiday; or
• Be in pay status on the first scheduled work day immediately following the holiday.
Important Note: The State of Wisconsin does not consider the Friday after Thanksgiving a paid holiday. Employees will need to use personal time or a vacation day for paid time off. The policy requires offices that serve the general public (see below) to be open during the hours of 7:45 a.m.-4:30 p.m. in accordance with Section 230.35(4)(f), Chapter 196, Laws of 1977.
UW-River Falls offices that must remain open:
Accounting/Accounts Payable
Accounts Receivable/Cashier’s Office
Admissions
Chancellor’s Office
Outreach and Graduate Studies/Extension
Counseling Center
Deans’ Offices in CAFES, CAS, CBE, COEPS, OGS
Dean of Students Office
Office of Financial Assistance
Office of Human Resources
Information Technology Services
Leadership Center
Library
Personal and Professional Development Center
Provost/Vice Chancellor’s Office
Purchasing
Public Safety
Registrar’s Office
Student Services Center
Vice Chancellor/Administration and Finance
Sick Leave
Sick leave is time off with pay due to illness or injury.
Permanent employees begin earning sick leave immediately upon employment, with unlimited accumulation. Sick leave accumulates at the rate of five hours for each 80 hours of employment during a two-week period. The amount of sick leave earned is prorated for persons working less than full time during a pay period.
Sick leave may be used as it is earned. It cannot be anticipated or overdrawn. Sick leave may be used for the following purposes:
• Employee illness, bodily injury, maternity, or exposure to contagious disease.
• Caring for members of employee or spouse’s immediate family when they are ill.
• Caring for other relatives of the employee or spouse if they reside in the employee’s household and the employee’s presence is required.
• Death of a member of the employee or spouse’s immediate family.
• Visits to the doctor or dentist which cannot be scheduled at times other than during work hours. These visits should be scheduled and supervisors notified in advance whenever possible.
• In lieu of unpaid leave under the Family and Medical Leave Act.
“Immediate family” includes the spouse, parents, stepparents, grandparents, foster parents, children, stepchildren, grandchildren, foster children, brothers (and their spouses), and sisters (and their spouses) of the employee or spouse; aunts and uncles, sons-in-law or daughters-in-law of the employee or spouse; person(s) for whom the employee is legal guardian or legal guardian(s) of the employee or other relatives of the employee or spouse residing in the household of the employee for a limited period of time to permit the employee to make other arrangements.
The employee must notify his/her supervisor of any sick leave taken prior to or at the very beginning of the regularly scheduled workday. If the employee is unable to reach the immediate supervisor, notification should be made to the next higher-level supervisor.
Employees are expected to make other arrangements, within a reasonable period of time, for attendance upon children or other persons in their care.
The university may require a doctor’s statement to justify the granting of sick leave.
Employees may use sick leave to supplement Worker’s Compensation benefits to the extent that employees shall receive the equivalent of their regular base pay.
An employee who retires can utilize total accumulated sick leave, converted to a cash value, for the payment of group health insurance premiums. If an active or retired employee with family health insurance coverage dies, the sick leave credits are available to the surviving spouse/dependents for payment of group health insurance premiums.
Sick Leave Specifics
• Sick leave is accrued at the rate of .0625 hour for each hour in pay status.
• If full-time, five hours of sick leave is accumulated for each 80 hours of pay (every two weeks) or 130 hours per year.
• If in pay status for less than 76 hours per biweekly period, a pro-rated amount is accrued.
• Unused sick leave accumulates from year to year without limit.
• Sick leave may be taken only after it has been earned.
• The Wisconsin Family and Medical Leave Act may allow use of sick leave for additional purposes.
• The unused sick leave balance is lost if employees are laid off or terminate employment before retirement. However, it is restored if employees return to a permanent position within five years. (Prior to July 5, 1998, the break period was three years.)
• If laid off, employees may use sick leave credits to pay for State Group Health Insurance for up to five years.
Retiree Health Insurance Credits
Sick leave credits are available upon receiving a WRS retirement benefit to employees who terminate with 20 years of continuous state creditable service. A tax-free account is set up to pay State Group Health Insurance premiums equal to the employee’s unused sick leave hours times the highest rate of pay. When the account is exhausted or if there is no accumulated sick leave, the employee pays the full premium. Employees with 15 or more years of university or state service receive supplemental sick leave credits at the time of retirement. Survivors may use the sick leave credits if the family plan coverage is in effect at the time of the employee’s death or the sick leave is escrowed and the survivor had comparable coverage.
Questions regarding sick leave and/or sick leave balances may be directed to the Classified Payroll/Benefits Specialist.
Federal Family and Medical Leave Act (FMLA)
Wisconsin Family and Medical Leave Act (WFMLA)
(Paid or Unpaid)
The University of Wisconsin-River Falls is governed by state and federal statutes which provide employees with the right to take job-protected leave with continued medical benefits when they need time off of work to care for themselves or family members who are seriously ill or to care for a newborn or newly adopted child. Every employee (including LTEs) is eligible for one or both forms of this leave if the following conditions are met:
WFMLA
• Must have worked for the state for more than 52 consecutive weeks.
• Must have worked for the state for at least 1,000 hours during the 52-week period preceding the beginning of the leave. Vacation, sick leave, and other paid leave may be included to count to the minimum 1,000 hours.
FMLA
• Must have worked for the state for at least 12 months (need not be consecutive).
• Must have worked for the state for at least 1,250 hours of service during the 12-month period preceding the beginning of the leave. Only actual hours worked count.
Employees may choose to take FMLA as unpaid or they may substitute their annual leave, personal holidays, and/or sick leave. Leave taken for FMLA-eligible reasons must run concurrently with other leave available (i.e., collective bargaining agreements, administrative codes, etc.) to university employees. Thus, the leave available under the various provisions is exhausted simultaneously.
Under the statutes, employees are required to inform the supervisor 30 days in advance of the need to take family medical leave, or give as much notice as feasible if the leave is unanticipated. The employee must complete the Family Medical Leave Form and the Family Medical Leave Physician/Practitioner Certification (if applicable). The use of this leave and the forms must be submitted and approved by the Human Resources Office.
It is recommended that employees contact Human Resources as soon as possible when the use of this leave may occur.
Parental Leave (Paid or Unpaid)
Parental leave may be taken for the birth or adoption of a child, or for custody of a foster child.
Upon request of the employee, parental leaves of absence shall be granted for a period of time requested by the employee, not to exceed six months. This leave shall be concurrent with any leave under the Family and Medical Leave Act to which the employee is entitled. Upon request of the employee, the appointing authority may extend or renew an unpaid parental leave of absence for up to six additional months.
Up to 12 weeks of annual leave, personal holiday, or sabbatical leave may be substituted for parts of the unpaid leave as provided in the Family and Medical Leave Act. In addition, sick leave may be substituted for part of the parental leave when the time is taken for the mother’s own recovery, or to care for the mother or child with a serious medical condition.
Funeral Leave
Employees may use up to three days of accumulated sick leave for death in the immediate family, which includes: employee or spouse’s immediate family; spouse or spouse equivalent; step child; son- or daughter-in-law; a person for whom the employee is a guardian; foster parent; and various other family members. Employees may also use up to four days of additional sick leave for travel time to and from the funeral.
Employees may use one day of accrued sick leave for attendance of a funeral for a niece, nephew, or cousin of the employee or employee’s spouse. Travel time to attend such funerals shall not exceed four working days.
If you are a represented employee, please see your collective bargaining agreement for specific information.
Jury Duty
Employees who are summoned to court for grand jury or petit jury service will be granted leave with pay. Pay while summoned for such service will be at the employee’s base pay rate, which will exclude any overtime or supplemental pay.
Jury service will include the period of time which the summoned employee must spend during a jury selection process. However, when such an employee is not actually impaneled for actual service and considered only “on call,” that employee is required to report back to work unless authorized by the appointing authority to be absent from his/her work assignment. When the employee is impaneled or dismissed with four or fewer remaining hours on the employee’s shift, upon contacting the supervisor, the employee will not be required to return to work and will be continued in jury duty pay status for the remainder of the employee’s work shift.
If you are a represented employee, please see your collective bargaining agreement for specific information.
Voting Time
Employees who are eligible to vote, but are unable to do so during non-working hours, may be granted leave to do so. This time is not to exceed three consecutive hours and must be requested by submitting a written application to the supervisor at least two working days prior to the election date. If the leave is granted, the supervisor may designate the time of day that the employee will be allowed for voting purposes.
Military Leave
State statute and labor agreements generally provide 30 work days of leave without loss of pay each calendar year for military service. In addition, 2003 Wisconsin Act 162 (§230.32 Wis. Stats.), effective March 31, 2004, provides for new military leave benefits. The law applies to active duty retroactively to January 1, 2003. In general, if called to active duty while employed by the state, employees qualify for supplementary pay for up to two years in addition to the 30 work days of supplementary pay previously provided.
Please contact the Human Resources Office for specific questions.
Unpaid Leave Benefits
Unpaid leaves of absence may be granted without pay with the approval of the supervisor and the Director of Human Resources. A form, available from the Human Resources Office, must be completed to request such a leave. When reviewing the request, the Director of Human Resources will evaluate the recommendation of the supervisor and the impact of a leave on the department’s operations. Common reasons for requesting a leave without pay include pursuit of further education, lengthy illness, child care, and other exceptional personal reasons. Generally, leave will be approved for six months or one year. Leaves can be extended on a year-to-year basis for up to three years.
During an unpaid leave of absence, whether the leave falls under Family and Medical Leave or other leave provisions, employees generally have two options regarding their benefit plans:
1. Continue coverage for the duration of the unpaid leave of absence by arranging for personal payments, or
2. Let the coverage lapse. Employees then have the option to reapply for their benefit plans within 30 days of returning to work.
Employees may use paid or unpaid leave of absence under Federal Family and Medical Leave (FMLA) or Wisconsin Family and Medical Leave (WFMLA).
Please consult with the Payroll and Benefits Specialist regarding your specific benefit coverage while you are on a leave of absence.
Leave to Serve in an Unclassified Position
Employees may be granted unpaid leave in order to take an unclassified position. For specific eligibility information, please consult with the Office of Human Resources.
Retirement
Wisconsin Retirement System (WRS)
The Wisconsin Retirement System (WRS) is administered by the Wisconsin Department of Employee Trust Funds (DETF). WRS eligibility enables you to enroll for State Group Health Insurance, State Group Life Insurance and Income Continuation Insurance and makes you eligible for other university-sponsored benefits. Once eligible, you will continue to be a WRS participant in your subsequent employment with the university, unless you have a 12-month break in service or you receive a benefit from the WRS. Employees in eligible positions are required to participate in the WRS per state law. Your coverage will automatically begin on your first day of eligible employment. No application is required. For more information, see the website www.etf.wi.gov.
Insurance Programs
Employees of the university are eligible to participate in a number of insurance programs. These programs include health insurance, income continuation insurance, life insurance, accidental death and dismemberment insurance, and others. Insurance programs are optional, allowing employees to select participation according to individual needs. It is important that employees make enrollment decisions during their first month of employment when they are eligible for open enrollment. Brochures about these programs are provided during new employee orientation meetings.
Health Insurance
The State Group Health insurance program offers several comprehensive health care plans to university employees covered under the Wisconsin Retirement System (WRS). Employees are entitled to enroll in either single or family coverage.
1. Coverage as Soon as Possible: No university contribution toward the premium, you pay full cost.
2. Coverage When the University Contributes Towards the Premium: Employees are eligible for coverage after six months of employment. Employees must submit a health insurance application within four months of begin date, as premiums are paid two months in advance.
3. Dual Choice: In October there is a Dual Choice Enrollment period. During this time employees may:
a. Change from one health plan to another;
b. Change from single to family coverage without being subject to a pre-existing condition clause.
Income Continuation Insurance (ICI)
Employees are initially eligible for coverage after completion of six months of WRS participation at any employer. Regardless of when you want your coverage effective, you are encouraged to submit an application as soon as possible to avoid missing the enrollment deadline. Employees pay full cost until, after annual review, sick leave balance is sufficient to warrant employer contribution. The ICI program is a state self-insured disability insurance program. If you become physically or mentally disabled, ICI coverage will replace 75 percent of your gross salary. This program covers both short- and long-term disabilities.
Life Insurance and Accidental Death and Dismemberment Insurance
(Group Life Insurance)
This is term group life insurance with coverage option of up to five times your annual salary, payable only at death. There is no cash loan value. Employees are initially eligible for coverage after completion of six months of WRS participation at any employer. Applications must be received within four months of begin date. Spouse and Dependant coverage is available. Coverage on the life of the employee includes an Accidental Death and Dismemberment and Loss of use benefit.
Other Insurance Plans Available
There are several other insurance programs available to university employees. Each program offers some unique features and benefits. Other insurance plans available to university employees are additional life insurance, catastrophic insurance, accidental death and dismemberment insurance and dental plans. Contact the Payroll and Benefits Specialist for more information.
Employee Reimbursement Accounts (ERA)
These are expenses that can be paid by ERAs which include qualified dependent care expenses as defined by the IRS and allowable medical and dental expenses not covered by insurance. You save federal, Wisconsin, and social security taxes on these expenses. All permanent and project employees are eligible. New employees must enroll within 30 days of employment. Coverage is effective the first payroll date your contribution is deducted.
Tax-Sheltered Annuities (403(b) Plan)
This is a voluntary supplemental retirement savings program. It allows employees to invest pre-tax salary and defer income taxes on savings. Investment companies are approved by a UW System Committee. There is an annual administration fee of $9. For further information, see the Tax-Shelter Annuity Program website at www.uwsa.edu/hr/benefits/retsav/tsa.htm.
Wisconsin Deferred Compensation (457 Plan)
This is a voluntary supplemental retirement savings program, allowing employees to invest pre-tax salary and defer income taxes on savings. All employees are eligible and can enroll at any time. Fees are charged based on account balances. For more information, see the WDC website at www.wdc457.org.
Social Security and Medicare
All employees of the university, other than most student employees, are covered by Social Security and Medicare. Social Security and Medicare taxes, sometimes called FICA (Federal Insurance Contributions Act) taxes, are automatically deducted from employee wages.
Unemployment Compensation
In the event of a layoff or termination, employees of the university may be eligible for unemployment compensation. Please contact the Department of Workforce Development for determination of your eligibility for benefits.
Personal Changes
It is the sole responsibility of the employee to inform the Office of Human Resources of any personal changes that may affect records and/or benefits eligibility. This would include change in name, marital status, birth or adoption of a child, death, address or telephone number, any specialized training, or additional education.
Persons enrolled in the health and life insurance programs have a period of thirty days in which to enroll a new dependent.
