January University Policy Distribution Reminder & SYS Policy Action Summary

As a reminder, the January university policy distribution contains two (2) revised policies.

Revised Policies:

• SYS 232, Summer Prepay Deductions and Summer Session Benefits Eligibility
• SYS 820, Segregated University Fees

Click on the link above to view the draft and ensure that your feedback is captured for review during the post-comment period. Comments can include attachments, including word documents and PDFs.

Comments on are due by 5:00pm on Friday, February 14. 

DRAFT REVISED POLICY 

SYS 232, Summer Prepay Deductions and Summer Session Benefits Eligibility

This policy will be effective upon signature by the president.  

Summary of Policy and Policy Revisions

• This policy governs the prepayment of employee benefit contributions for academic year employees for the purpose of continuing benefit coverage through the summer months. These updates serve the purpose of expanding the eligibility to participate in summer benefits to those employees who do not expect to return in the following fall semester and who provide timely notice of this fact to their local HR department. Under the current policy and ETF rules, the only way an employee can retain benefit eligibility in their last summer of employment is to conceal their intent to retire until August. This update creates a mechanism whereby employees who notify HR of their intent not to return by May 1st can be placed on a formal leave of absence during the summer to extend their eligibility to receive benefits through the end of the summer. Proposed revisions include:
  • In Section 3, deleted “except for employees of UW-Madison,” as they are subject to this policy.
  • In Section 4, deleted the paragraph regarding the evolution of the summer prepay deductions process and the paragraph that precluded university staff from the benefit.
  • In Section 5, added definition for “Leave of Absence.”
  • In Section 6.A, added language to create the mechanism for Academic “C” basis employees who will not be returning the next academic year and give notice by May 1st to be placed on a leave of absence without pay from the last day of the academic contract year to the new academic year contract start date. An employee granted a leave of absence pursuant to this paragraph will remain in employment status and will retain access to their work e-mail account and other appropriate resources for the duration of the leave. Employees on a leave of absence under this paragraph are required to remain in communication with their department and their institution as needed for the duration of the leave.
  • In Section 6.C.I, eliminated the bullet point “UW Employees, Inc. Life Insurance” and the parenthetical “(only deducted on April and May payrolls)” from after Income Continuation Insurance.
  • In Section 6.C.III, eliminated the bullet point “Health Savings Account (HAS) Program.”
  • In Section 6.D, added reference to the terminal leave of absence detailed in Section 6.A to the last sentences of the first and third paragraphs.

DRAFT REVISED POLICY 

SYS 820, Segregated University Fees

This policy will be effective upon signature by the president.  

Summary of Policy and Policy Revisions

• This policy sets forth legal and policy principles applicable to the administration of segregated university fees.
  • Updated the formatting throughout the policy to follow the new policy formats, including adding Section 4 for Background and updating the numbering scheme throughout the policy.
  • Updated references to other policies, and the internal references to other sections within this policy.
  • Section 6.A.I.2.e.viii was added to allow segregated fees to be used for food and other operating costs for a campus-based student food pantry.
  • Section 6.A.I.6.b.iii was updated to remove language about debt service and operating contingencies, which are no longer defined in statute as part of a reserve policy.

January Policy Action Summary

Please see the January 2025 Policy Action Summary pdf document. It details policy work completed between January 10 and February 7, 2025. There were two (2) Revised UW System Administrative Policies, two (2) New UW System Administrative Interim Policy Actions, one (1) Rescinded UW System Administrative Procedure, and one (1) Rescinded UW System Administrative Guidance document.

Revised UW System Administrative Policies

• SYS 135, UW System Undergraduate Transfer Policy
• SYS 1000, Information Security: General Terms and Definitions*

New UW System Administrative Interim Policy Actions

• SYS 100-11, Interim: UW System Undergraduate Transfer Policy- Guaranteed Transfer Amendments
• SYS 400-01, Interim: Air Travel and Meal & Incidental Expense Policy Amendment

Rescinded UW System Administrative Procedure

• SYS 135.A, Guaranteed Transfer

Rescinded UW System Administrative Guidance Document

• SYS 135 Guidance: Guidelines on Guaranteed Transfer

*denotes first notice of approval