Where Policy Meets Process Presented by: Sandy Reuter & Lindi Farra

Where Policy Meets Process Leave Eligibility & How it’s Determined Transfer & Terminations When WiscITs Are Needed Tips and Tricks to Avoid WiscITs AM Reports Continuous Service

Where Policy Meets Process

Classified Permanent or Project Earn leave regardless of appointment percentage - duration = one year 12 Month Unclassified Academic Staff, Faculty or Limited (OT1) Expected to work at least 21% for one year* 9 Month Unclassified Academic Staff, Faculty or Limited (OT1) 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-in- Training, Student Hourlies

Where Policy Meets Process 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 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

Where Policy Meets Process

Transfer Type Sick Leave Vacation (carry- over) Personal Holiday Legal/ Floating Holiday Comp Time ALRA/ Sabbatical CP to CP/CJ Yes NoYes CJ* to CJ/CP/Uncl No YesNo N/A CP to Uncl Yes Negotiable No Negotiable Uncl to Uncl/CP/CJ Yes Negotiable N/A Negotiable  CJ* = Never permanent  If a type of leave does not transfer, it should be paid out before the employee transfers (except sick leave)

Where Policy Meets Process 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 UnclassifiedUnclassified to Classified Transfer Effective B/W 1/2 – 6/307/1 – 1/11/1 – 7/17/2 – 12/31 No Additional PH Granted No Additional

Where Policy Meets Process Classified Permanent  Unclassified AS EE transfers on October 1 st 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?

Where Policy Meets Process Transfer Type Sick Leave Vacation/ Carryover Personal Holiday Legal Holiday Comp Time ALRA/ Sabbatical CP to Non Elig Retain for 5 years Payout /Payback Unclass to Non Elig Retain for 3 years* Payout /Payback NACan 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

Where Policy Meets Process 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)

Where Policy Meets Process 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 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

Where Policy Meets Process

Transfers* One empl class to another CJ to CP Other state agencies One empl record to another Sick Leave 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

Where Policy Meets Process 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

Where Policy Meets Process 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

Where Policy Meets Process 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: Remember to check KB’s for processes - Absence Event/UWS Absences Job Data Results by Calendar Results by Calendar Group Review Paycheck UW Paid Hours Inquiry

Where Policy Meets Process 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

Where Policy Meets Process

Continuous service is the amount of time employed in a permanent status and is not adjusted for part- time employment. A continuous service date must be adjusted for any breaks in employment and periods of LTE service 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

Where Policy Meets Process Continuous service is used to: 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 Hint: Unclassified – look at the date the employee began earning leave. Classified – look at start date as a permanent employee

Where Policy Meets Process 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 part- time Continuous service and WRS begin date can be different Taking a WRS separation benefit does not wipe out your years of continuous service

Where Policy Meets Process 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 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

Where Policy Meets Process 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 -

Where Policy Meets Process 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?

Where Policy Meets Process UWSA OHRWD Leave Webpage: Wisconsin State Statute Chapter 230: Wisconsin Administrative Code ER 18: OSER Wisconsin Human Resources Handbook: Unclassified Personnel Guidelines: Board of Regents Policies: Personal Holiday and Classified Employees within their first 6 months: resources/pershol-origprob.pdfhttp:// resources/pershol-origprob.pdf