Original Issuance Date: October 2, 2024
Effective Date: January 1, 2025
Expiration Date: June 30, 2025
1. Interim Policy Purpose
The implementation of the Administrative Transformation Program includes efforts to reduce the administrative differences between the different employee types. Among these differences is the fact that University Staff are granted Vacation and Personal Holidays on a calendar year basis, while all other employees are granted these leaves on a fiscal year basis. To eliminate this difference, upon the adoption of Workday as our Human Resource Management software, University Staff will be transitioned to a fiscal year basis for paid time off. This interim policy is created to ensure that University Staff accrue the correct amount of paid time off for the transition period running from January 1, 2025 through June 30, 2025, and to ensure a clear understanding of the transition period for employees and supervisors.
2. Related Policies
UW System Administrative Policy 1211, Personal Holiday and Legal Holiday Administration
3. Scope
This policy applies to the following UW System employees: University Staff.
UW-Madison employees are not included in this policy.
4. Definitions
See SYS 1225, General Terms and Definitions, for a list of general terms and definitions.
5. Interim Policy Statement
A. Duration and Effect
The provisions of this policy shall be in effect beginning January 1, 2025, until the expiration of the policy on June 30, 2025. During this time period, this policy shall supersede any inconsistent provisions of UW System Administrative Policy 1211, Personal Holiday and Legal Holiday Administration. All provisions of SYS 1211 not modified by this policy remain in full force and effect.
B. Accrual of Personal Holidays (Modifying policy SYS 1211 section 6.A.II)
Full time eligible University Staff employees are granted 18 hours of personal holiday hours for the effective period of this interim policy. Part-time employees are granted a prorated amount based on appointment percentage. For purposes of Personal Holiday accrual only, the accrual period impacted by this policy will begin on 12/29/2024 and end on 6/28/2025, to reflect the beginning and end dates of the relevant pay periods.
C. Personal Holiday Usage (Modifying policy SYS 1211 section 6.A.III.2.a and c)
I. Personal Holiday hours granted under this interim policy must be used by June 30, 2025.
II. If the hours are not used by June 30, 2025, the hours are lost and cannot be carried into the following (fiscal) year. Employees on military leave are not subject to these provisions. See SYS 1218, Military Leave, for details.
D. Movement to Another UW System Appointment (Modifying policy SYS 1211 section 6.A.IV.4.e)
I. If an employee moves from a faculty, academic staff or limited appointment to an eligible university staff appointment, the employee will receive 18 hours of personal holiday (prorated if part-time). Any remaining personal holiday from the faculty, academic staff or limited appointment must be paid out to the employee, at the wage rate of the faculty, academic staff or limited appointment.
E. Grant of Legal Holidays (Modifying policy SYS 1211 section 6.B.I)
I. The University of Wisconsin System grants eligible employees three paid legal holidays during the effective period of this policy for the following legal holidays:
a. January 1 (New Year’s Day)
b. Third Monday in January (Martin Luther King Jr. Day)
d. Last Monday in May (Memorial Day)
F. Administration of Legal Holidays (Modifying policy SYS 1211 section 6.B.III.5)
I. Floating legal holidays granted under this policy must be used on or before June 30, 2025. If the hours are not used by this date, the hours are lost and cannot be carried over into the following fiscal year.
6. Supplemental Documents
Regent Policy Document 20-21, University Personnel Systems
University Staff Leave Schedule Change Calendar to Fiscal Year Frequently Asked Questions