This policy was a part of the former UPS Policy set that was integrated into the System Administrative Policy set. It applies to all University of Wisconsin institutions except for UW-Madison. For UW-Madison’s policies, please see the Human Resource Design Policies website.
Original Issuance Date: July 1, 2015
Last Revised Date:
1. Policy Purpose
The purpose of this policy is to establish guidelines for the administration of paid vacation for UW System employees. The policy covers eligibility, accrual, use, reporting, carryover, paid leave banks, annual vacation cash payouts and treatment of vacation balances upon movement or termination of employment.
2. Policy Background
Vacation options for eligible faculty, academic staff, and limited appointees were created by Regent Resolution 6698 (adopted 06/19/2994), amended by Resolution 7802 (adopted 11/08/1998) amended by Resolution 8745 (adopted 10/10/2003); and University Personnel Guidelines #9: Unclassified Staff Paid Vacation, Holiday, and Catastrophic Leave implemented the Regent resolutions.
Before the July 1, 2015 effective date of the University Personnel System, vacation for classified employees (now university staff) was provided for in Wis. Stat. § 230.35 and Wis. Admin. Code § ER 18.02. This policy now covers vacation, paid leave banks, and vacation cash payouts for all UW System employees.
3. Policy Definitions
Please see SYS 1225, General Terms and Definitions, for a list of general terms and definitions.
UW System employees who meet the eligibility requirements set forth in this policy are eligible for paid time off work for vacations and other personal purposes.
A. Eligibility for Paid Vacation
(1) University Staff
All university staff, except those in a temporary appointment, are eligible for paid vacation. Crafts workers are provided vacation in accordance with provisions in this policy, except as indicated in SYS 1238, Craft Workers.
(2) Faculty, Academic Staff, and Limited Appointees (annual basis appointments only)
All faculty, academic staff, and limited appointees are eligible for vacation if they are:
- In an annual-basis appointment; and
- Covered by the Wisconsin Retirement System (WRS), or
- If not covered by the WRS, expected to work at least 440 hours (21% for annual-basis appointment) for at least one year.
If not initially eligible to earn vacation, the employee can later become eligible through a change in expectations or meeting the above criteria during the immediately preceding 12-month period
(3) Rehired Annuitants
A rehired annuitant for the purposes of this policy is a UW System employee who is currently receiving a retirement or disability annuity from the WRS. See SYS 1229, Rehired Annuitants, for additional information.
- A rehired WRS annuitant is eligible to earn vacation if the eligibility requirements provided for in this policy are met.
- NOTE: Only time worked for a UW System institution after the employee’s WRS annuity effective date is included to meet the one-year duration requirement in Section 4.A.(2) of this policy.
- If not initially eligible to earn vacation, a rehired annuitant can later become eligible through a change in expectations or meeting the above criteria during the immediately preceding 12-month period.
- Vacation hours earned