/policies/,/policies/administrative/,/policies/administrative/uw-health-administrative/,/policies/administrative/uw-health-administrative/human-resources/,

/policies/administrative/uw-health-administrative/human-resources/940.policy

201712356

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100

UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Human Resources

Time Off Policy (9.40)

Time Off Policy (9.40) - Policies, Administrative, UW Health Administrative, Human Resources

9.40

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Foundation (UWMF).
Policy Title: Time Off Policy
Policy Number: 9.40
Effective Date: January 1, 2018
Chapter: Human Resources
Version: Revision

I. PURPOSE

To establish a uniform policy that ensures all appropriate steps are taken when an employee requests
time away from work. This policy will apply to all involuntary and voluntary absences.

II. DEFINITIONS

For purposes of this policy, the term "employee" will include all employees who meet the eligibility
requirements of FMLA, WFMLA or Military leaves except those employees with the title of
Graduate Medical Education (GME) trainees.

For all other time off, the term “employee” includes regular status employees. If other employment
statuses are eligible for the time off this information will be reflected in the applicable Benefit
Summary.

III. POLICY ELEMENTS

A. Family Medical Leave Act (FMLA) and Wisconsin Family Medical Leave Act (WFMLA)
1. Eligible employees may take up to 12 weeks of job-protected leave for qualifying family
and/or medical situations per calendar year.
2. While the purpose of the leaves is similar, there are slightly different eligibility requirements
and lengths of leave time available between the two laws. The eligibility requirements will
be provided to you by the administrator for UW Health’s leave benefit plan.
a. Family and medical leave taken under this policy may be covered by federal law, state
law or both.
b. Whenever possible, state and federal leaves taken by employees under this policy will run
concurrently, provided the eligibility requirements for both have been met.

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c. However, when leaves are governed by state or federal law, but not both, the applicable
law will prevail over the policy.
3. UW Health will allow eligible employees to substitute earned/accrued paid leave (e.g., earned
time, Income Continuation Insurance (ICI) or Short-Term Disability (STD) for the otherwise
unpaid leave.
a. Any paid time used will not be available at a later date.
b. Substitution of paid leave will not extend or result in additional family and/or medical
leave being available to the employee.
4. If an employee suffers a work-related injury that qualifies as a “serious health condition,”
family and medical leave will run concurrently with Workers’ Compensation leave.
5. Family and medical leave will also run concurrently with any disability-related leave (e.g. ICI
or STD) if the employee’s condition qualifies as a “serious health condition.”
6. The employee’s supervisor and the administrator for UW Health’s leave benefit plan must be
notified when an employee is off of work for three (3) consecutive days or begins a regimen
of continuing treatment for a health condition.
7. Leave may be taken for any one or combination of the reasons listed below.
a. Birth of the eligible employee’s child and to care for a newborn child or placement of a
child for adoption or foster care. Leave must be taken consecutively unless previously
agreed upon by UW Health. WFMLA allows for 6 weeks of family leave; FMLA allows
up to 12 weeks of family leave;
b. To care for an eligible employee’s spouse, child, domestic partner or parent with a
serious health condition. Leave may be taken all at once or on a reduced or intermittent
leave schedule. FMLA allows for 12 weeks of leave and does not recognize domestic
partners and parents-in-law as family. WFMLA allows for 2 weeks of leave and
recognizes domestic partners and parents-in-law (including parents of the domestic
partner), but not the child(ren) of the domestic partner as family. Please review the
definition of a Domestic Partner and associated requirements found on U-Connect.
8. A completed medical certification form from a health care provider must be provided when
leave is requested for a “serious health condition” for the employee or when requesting leave
to care for a qualified family member. A situation will qualify as a serious health condition
when the employee (or qualifying family member) receives inpatient care at a hospital,
hospice or nursing home or receives outpatient care that requires a continuing schedule of
treatment by a health care provider.
9. Medical leave may be taken consecutively or intermittently where medically necessary. If
leave is taken on an intermittent basis for the employees own “serious health condition”, the
employee may be temporarily assigned to another position within their department or if
available within another department to better accommodate the employee’s treatment or care.
If an employee takes leave in less than full day increments, the employee will receive reduced
compensation that is consistent with the hours the employee actually worked. They may then
use accrued benefit time to meet their FTE or take the time as unpaid.
10. When possible, employees are asked to notify UW Health at least 30 days before the date of
the anticipated leave. Employees should first notify their supervisor and then request leave
from the administrator for UW Health’s leave benefit plan. In an emergency situation, notice
must be given as soon as possible, but no later than two business days after the occurrence of

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the reason for leave. Failure to make timely notification of the need for leave may result in
the delay or denial of leave until proper notification is received.
11. If the administrator for UW Health’s leave benefit plan or UW Health has reason to doubt the
validity of a medical certification they may request an employee provide written
documentation from a health care provider chosen and paid for by UW Health. If the original
documentation and the second conflict, a third health care provider will be agreed upon and
documentation obtained. The opinion of the third health care provider will be binding. UW
Health reserves the right to request an employee re-certify as to the continuation of the
serious health condition at various points in time, as permitted by law.
12. Upon returning from an approved FMLA/WFMLA leave, the employee is entitled to be
restored to his/her original position or to an equivalent position with equivalent pay, benefits
and other terms and conditions of employment, including duties and responsibilities.

Please see Appendix 1 for additional information.

B. Military Leave of Absence
1. Eligible employees who are members of the U.S. Military, National Guard or other defense
service and are ordered to active duty or active duty for training may take time off.
2. Employees first entering Military service also have certain statutory rights to reemployment
that are different from the provisions relating to leave. UW Health will comply with all
applicable statutes regarding military leave.
3. The employee’s length of leave will be determined by his/her orders and the appropriate
statute. During active duty, the employee may receive pay from UW Health for up to 12
weeks if their military pay is less than his/her pay from the employer. The employee may
elect to utilize accrued vacation or earned time off (excluding sick leave), during the military
leave. In that case, the employee will receive full pay for the vacation or earned time off, in
addition to the military pay.
4. Time spent on military leave will not impact the employee’s years of service with the
employer if the employee returns to work within the time set by law.
5. The employee may elect to continue their benefits during the time on military leave; however,
the employee must continue to pay for their portion of the premiums on a pre-paid basis or
the premiums will be deducted from any salary payments from UW Health during the leave.
The employee may be entitled to ICI, STD or Long-Term Disability (LTD) while on active
military duty.
6. Employees must first notify their supervisor they will be requesting a Military leave; next
they must contact the administrator for UW Health’s leave benefit plan to initiate the leave.
7. When an employee returns from a military leave, he/she as required by the applicable law:
a. Will be assigned to a position.
b. Military leave time will usually be credited to his/her length of service and all benefits
applied as if the employee had never left his/her job.
c. Under most circumstances the employee’s salary level will generally be equal to or
greater than his/her salary level at the time the leave commenced. If automatic increases,
cost of living increases or benefit changes would have been granted during the
employee’s leave time, the employee will be given the increase and the benefits when

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he/she returns to work. Eligibility for receipt of merit increases and promotional
increases will be determined by the supervisor upon the employee’s return.

C. Military Exigency Leave
1. For the purpose of leave for a qualifying exigency, an Eligible Covered
Servicemember is defined as:
a. An eligible son or daughter on active duty or call to active duty and will include
children of any age.
b. Qualifying exigency military leave is available to family members of soldiers in the
regular armed forces only when deployed to a foreign country.
2. Upon initiating an exigency military leave through the administrator for UW
Health’s leave benefit plan, they will inform the employee of the supporting
Documentation required.

D. Military Caregiver Leave
1. Eligible employees make take leave up to 26 weeks in a 12 month period (one time leave
only) to care for a family member who is a current servicemember with a serious injury
or illness. If both spouses are employees, their leave may be limited to a total of 26
weeks.
2. For the purpose of this leave an eligible next of kin has been added, this is defined as:
a. Servicemember’s nearest blood relative, other than the servicemember’s spouse,
parent, son or daughter, in the following order of priority: blood relatives who have
been granted legal custody of the servicemember, brothers and sisters, grandparents,
aunts and uncles, and first cousins, unless the servicemember has specifically
designated in writing another blood relative as his/her nearest blood relative.
b. Confirmation of family relationship to the covered servicemember must be provided
prior to leave designation.
3. Employees must first notify their supervisor they will be requesting this leave; then must
contact the administrator for UW Health’s leave benefit plan to initiate the leave.
4. The administrator for the UW Health leave benefit plan will inform the employee of the
required supporting documentation when exigency leave is requested.

Please see Appendix 1 for additional information.

E. Living Bone Marrow and Human Organ Donor
1. Employees may request up to six weeks leave in a 12-month period for the purpose of
serving as a bone marrow or organ donor.
2. A completed “Certification of Health Care Provider” form is required verifying the
employee is to:
a. Serve as a bone marrow or organ donor
b. The period necessary for the employee to undergo the bone marrow or organ
donation procedure
c. The period necessary to recover from the procedure

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3. When possible, employees are asked to notify UW Health at least 30 days before the date
of the anticipated leave. Employees should first notify their supervisor and then request
the leave from the administrator of UW Health’s leave benefit plan. In an emergency
situation, notice must be given as soon as possible, but no later than two business days
after the occurrence of the reason for leave. Failure to make timely notification of the
need for leave may result in the delay or denial of leave until proper notification is
received.
4. UW Health will pay for a leave of absence up to six weeks for the period necessary for
the procedure and recovery.
5. The employee’s benefits and leave accruals will not be impacted by taking a paid leave of
absence.

F. Bereavement
1. An employee make take time off for a death in their immediate family, which is defined
as:
a. The employee’s spouse or domestic partner
b. The employee or the employee’s spouse’s/domestic partner’s
• Parent (natural, adoptive, step, foster, legal guardian, grand)
• Child (natural, adoptive, step, foster, in-law, grand)
• Brother (and in-law) or sister (and in-law)
2. UWHC employees: sick leave may be used for up to three working days, plus up to an
additional four working days for travel time. All time off must be approved by a
supervisor.
3. UWMF employees (full/part-time or limited-hour): may be granted up to three days with
full pay prorated based on scheduled FTE. The days are treated as separate occurrences
and cannot be added together for a longer day (i.e. a .50 FTE employee would receive 4
hours each of the 3 days, the 4 hours cannot be added together for a one 8 hour day). If
additional time off is needed, employees may use PTO or request unpaid time, all time
off must be approved by a supervisor.
4. Bereavement leave shall be used within the seven calendar day period immediately
following the death. Where mitigating circumstances exist (i.e., delayed or postponed
funeral arrangements), bereavement time, with supervisor’s approval may be used at a
later date for reasons directly related to the death.
G. Witness
1. Employees may take time off without loss of pay during regularly scheduled hours of
work when subpoenaed as a witness in a matter directly related to their work duties.
2. If the witness time exceeds regularly scheduled hours of work, non-exempt employees
may be eligible for overtime.
3. When not called for actual testimony, but instead on call, the employee shall report to
work unless authorized otherwise by his/her supervisor.
4. Employees needing time off for witness leave must provide advance notice to their
supervisor and provide a copy of the subpoena.

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5. If an employee is subpoenaed as a witness in a matter not directly related to their work
duties, the employee must use paid time off or, if none is available, take the time off
without pay.

H. Jury duty
1. Employees may take time off without loss of pay during regularly scheduled hours of
work for jury duty.
2. Employees are not eligible for overtime for jury duty leave.
3. When not impaneled for actual service, but instead on call, the employee shall report to
work unless authorized otherwise by his/her supervisor.
4. Employees needing time off for jury duty must provide advance notice to their supervisor
and provide a copy of the jury summons.

I. Personal Leave
1. Leave granted for individual personal needs, such as educational opportunities, or other
personal reasons that either do not qualify under the Family Medical Leave Act (FMLA)
or Wisconsin Family Medical Leave Act (WFMLA) or the employee does not meet the
eligibility requirements for FMLA or WFMLA.
2. When possible, supervisors should discuss leave procedures and expectations with their
employees prior to the beginning of a leave of absence so all conditions and timeframes
are clearly understood. Written confirmation shall be provided to the employee of what
has been approved or denied.
3. Must be in good performance standing in order to be eligible. This is defined as a rating
of three or better, with no discipline, and no performance plan.
4. The leave is initiated by the employee providing applicable documentation to their
supervisor that would support their need for a personal leave of absence.
5. All eligible accrued time must be exhausted prior to this leave being requested, pursuant
to terms of the applicable time off polices.
6. Leave may not extend past 30 calendar days.
7. Approval is strictly at the discretion of the employee’s department.
8. An employee does not have job protection rights while on a personal leave. Based upon
the staffing needs of the organization, UW Health may, at its discretion post, fill or
eliminate the employee’s position. Upon the employees return to work UW Health will
make every attempt to return the employee back to their original job, or one of similar
responsibilities and pay, or as required by law. If a position is not available when the
employee is able to return to work, the employee will be terminated.

Please see Appendix 1 for additional information.

J. Personal Medical Leave
1. A Personal Medical Leave (PML) is leave granted for an employee’s continuous serious
health condition (other than for Maternity or Paternity leave) as defined under the FMLA.
2. A completed medical certification form from a health care provider must be provided
when leave is requested for a “serious health condition” for the employee. The employee

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will generally qualify for a serious health condition if he/she receives inpatient care at a
hospital, hospice or nursing home or receives outpatient care that requires him/her to miss
work for a continuous period of time.
3. When possible, employees are asked to notify UW Health at least 30 days before the date
of the anticipated leave. Employees should first notify their supervisor and then request
the leave from the administrator for UW Health’s leave benefit plan. In an emergency
situation, notice must be given as soon as possible, but no later than two business days
after the occurrence of the reason for leave. Failure to make timely notification of the
need for leave may result in the delay or denial of leave until proper notification is
received.
4. The leave may be approved for up to 30 calendars days with proper medical certification.
5. All eligible accrued time must be used during the leave unless the employee becomes
eligible for either ICI or STD benefits (as applicable).
6. This leave approval will run concurrent with any approved WFMLA for the employee’s
own serious continuous health condition.
7. If the employee requires intermittent time off for their own serious health condition, or
has exhausted the 30 calendar days allowed under the PML they may apply for an
accommodation pursuant to Americans with Disabilities Act Amendments Act
(ADAAA). If accommodations cannot be met or the employee is unable to return to
work they will be placed in the Displaced Worker Program.
8. An employee does not have job protection rights while on a personal medical leave.
Based upon the staffing needs of the organization, UW Health may, at its discretion post,
fill or eliminate the employee’s position. Upon the employees return to work UW Health
will make every attempt to return the employee back to their original job, or one of
similar responsibilities and pay, or as required by law. If a position is not available when
the employee is able to return to work, the employee may be placed in the Displaced
Worker Program or his/her employment may be terminated.

Please see Appendix 1 for additional information.

K. Maternity/Paternity Leave (Not eligible for FMLA or WFMLA or this time is exhausted)
1. Full-time and part-time regular-status employees may request an unpaid leave of absence
due to the birth or adoption of a child.
2. This can be done by the employee first notifying their supervisor and then requesting a
medical certification form from the HR Service Center.
3. All eligible accrued time must be used during the leave unless the employee becomes
eligible for either ICI or STD benefits (as applicable) or for UWHC employees, the use of
sick leave is capped by other policies.
4. The leave will initially be approved for up to six weeks unless it is medically determined
further time off is needed.
5. Additional time off that is not deemed medically necessary may be approved by the
employee’s supervisor. The total absence should not exceed 12 work weeks following
the birth or adoption of the child).

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6. Under extenuating circumstances, further time off exceeding the initial 12 weeks may be
granted at the supervisor’s discretion.

Please see Appendix 1 for additional information.

L. Maternity/Paternity Paid Leave
1. Full-time and part-time regular-status employees with one continuous year of service
are eligible to receive one paid week (based on their FTE) for the birth or adoption
of a child.
2. This time must be taking continuously and is to be used within the first eight weeks of
the leave for the birth or adoption.

M. Paid Time Off (PTO) (UWMF Employees Only - applies to full-time, part-time and
limited-hour regular employees)
1. PTO has been designed to combine traditional paid vacation, sick and personal time into
one account, allowing employees to use accrued time off with the approval of their
supervisor.
2. Holiday hours are provided separate from the PTO accrual, please review the Holiday
information available on U-Connect.
3. PTO begins accruing on the first day of work based on hours paid up to 40 hours per
week and is accrued on a bi-weekly basis. Employees accrue at the next category
beginning with the first day of the next longevity tier.
4. PTO, as it is accruing, is not considered earned until the following pay period.
5. Employees will accrue PTO based on their hours paid and position level with the
organization.
6. Employees on a paid leave of absence will continue to accrue PTO.
7. PTO will be paid at the employee’s base rate of pay that is in effect at the time the PTO is
used. Differentials are not included in the rate of pay.
8. Accrued unused PTO will be carried forward each employment anniversary year for
future use providing it is not over the maximum allowable.
9. Maximum PTO accruals are determined based on the employee’s accrual program.
10. If receiving compensation from short-term disability or workers’ compensation,
employees may not supplement their payouts with PTO.
11. New employees may borrow up to three days of accrued PTO, prorated based on their
FTE, after the completion of three months of employment. However, the time accrued in
the first six months is not considered earned until the completion of six months of
employment.
12. If an employee decreases their FTE and falls into a new accrual program with a lower
accrual maximum, the employee’s PTO will be paid out to bring them within 90% of the
maximum accrual for their plan. Such a PTO pay out will happen automatically and will
be paid out at 100% on the employee’s next paycheck.
13. Time off requests should be submitted within these guidelines:
a. Time off of five days or greater should be submitted one (1) month in advance.
b. Time off of less than five days should be submitted at least two weeks in advance.

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c. Hourly employees may request use of PTO in increments of 15 minutes.
d. Exempt employees may request use of PTO in increments of half their normal shift.
14. The supervisor, based on workload and scheduling limitations, may alter the notice
requirements. The employee will be given the opportunity to request a preference of
taking PTO; however, each supervisor will determine the number of employees who may
take PTO at any one time. Supervisors will communicate how scheduling conflicts will
be handled.
15. Unscheduled PTO or unpaid time should be reported to the supervisor before the starting
time of the scheduled shift per clinic or department policy.

N. PTO Buy Out (UWMF Employees Only)
1. Eligible employees have the option to receive pay in lieu of PTO, based on the below
criteria:
a. Must have been employed at UWMF for at least six months.
b. Must have a remaining balance of at least one-week (pro-rated based on the
employee’s FTE); in order to have the PTO payout request approved.
c. Are allowed two requests per calendar year.
d. Maximum request of up to two weeks total (pro-rated based on the employee’s FTE)
per calendar year.
2. Voluntary PTO payouts will be at 90% of the employee’s regular pay rate at the time of
the payout.
3. Please review U-Connect for additional steps to request a PTO Buy Out.

O. Donation of PTO (UWMF Employees Only)
1. Employees are allowed to donate time to UWMF co-workers who have had an
unexpected hardship that has resulted in absence from work. Employees may not solicit
donation of PTO.
2. Donation must meet the following criteria:
a. The recipient must qualify for a serious health condition or hardship for themselves
or an immediate family member.
b. The recipient and donator must be employed six months or more with UWMF.
c. The recipient must have a zero balance in their PTO bank before donated time can be
used.
d. Donation of PTO has to be approved by the supervisor and reviewed by Human
Resources.
e. The donator must have a remaining balance of at least one week (prorated on
employee’s FTE).
f. Reserve time may not be donated.
g. Please review U-Connect for additional steps to request the Donation of PTO.

P. PTO Accrued Time at Resignation (UWMF Employees Only)
1. Payout of earned PTO:
a. If the proper notice period is not given and/or fulfilled, unused PTO time will not be
paid out.

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b. If an employee has not completed six months of employment, accrued PTO time will
not be paid out upon termination of employment.
c. PTO that was used prior to the completion of six months employment will be
deducted from the employee’s final paycheck.
d. With proper notice and if (b) and (c) do not apply, earned but unused vacation time
will be paid in a lump sum on the employee’s final paycheck.

Q. Reserve Time (UWMF Employees Only - Applicable to employees hired prior to 7/11/04)
1. Eligible employees hired prior to 7/1/2004 may use grandfathered reserve time in lieu of
hours worked if approved for FMLA/WFMLA for themselves or an eligible dependent or
for approved Personal Medical Leave for themselves.
2. Hours are paid at 80% of employee’s current rate of pay.
3. Review the FMLA section for leave requirements.
4. An employee may use both PTO and reserve time as long as the hours combined do not
exceed the employee’s FTE.
5. If applicable, an employee’s reserve time balance must be exhausted prior to receiving
short term disability.
6. Reserve time is not paid out at resignation.


R. Vacation Time (UWHC Employees Only)
1. Vacation time is allocated on a calendar year basis.
a. Salaried employees will accrue vacation based on full-time equivalent (FTE).
b. Hourly employees will accrue vacation on hours paid up to 80 hours per pay period.
2. Holiday hours are provided separate from the other accrued time, please review the
Holiday information available on U-Connect.
3. Employees on a paid leave of absence will continue to accrue vacation time.
4. Employees will accrue vacation while in pay status based on their vacation accrual date.
Employees move to the next accrual category at the beginning of the year listed (i.e. start
of 6th year), employees will receive a prorated allocation at the beginning of the calendar
year. The allocation will take into account the portion of the year they are in each level.
5. Vacation time is prorated based on FTE.
6. Vacation time is accrued based on your years of service with UWHC.
7. Vacation time must be approved by the employee’s manager before it can be scheduled
or used.
8. With manager approval, employees may use their annual vacation from the current
calendar year before it is fully earned. However, if the employee goes out of pay status
or terminates employment, any vacation used but not earned must be reimbursed to
UWHC.
9. Accrued vacation time may be used by the employee with management approval instead
of sick time when the criteria for use of sick time has been met.
10. New employees are allowed to use up to 24 hours, prorated based on FTE during their
probationary period. An employee’s manager or director may approve additional time
off if operations permit.

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11. When vacation time has been approved, compensatory time may not be substituted at a
later date in lieu of that vacation time being used. Should an event occur immediately
before or during an employee’s vacation period that warrants the use of sick time, the
employee may utilize his/her sick time, instead of vacation time, with management
approval.
12. Vacation time from the next calendar year cannot be used before that year begins.

S. Carryover Request (UWHC Employees Only)
1. Employees may carryover a portion of their unused vacation hours:
a. Exempt (salaried) employees may carryover up to an amount equal to one year’s
accrual into the next calendar year.
b. Non-exempt (hourly) employees may carryover up to an amount equal to 40 hours
into the next calendar year; unless the employee is unable to schedule vacation time
off due to no vacation hours being available (meaning no availability of any vacation
time, not just the vacation time of the employee’s choosing), or if a manager cancels
approved vacation time due to operational reasons, the employee may carryover
additional vacation time with approval from their director.
2. Any carryover balance for both exempt and non-exempt employees not used at the end of
the next calendar year will be lost and cannot be cashed out.
3. Department policies may not allow for use of vacation carryover hours during vacation
selection process.

T. Vacation Time Cash Out (UWHC Employees Only)
1. Employees are able to cash out vacation time at the end of the calendar year in which it
was earned.
2. The amount that can be cashed out is pro-rated based on FTE and years of service as of
the end of the calendar year. Employees move into the next accrual category at the
beginning of the year, of the next tier.
3. Please review U-Connect for the Years of Service and the maximum Cash Out Hours that
may be requested.
4. Hours may be requested for cash out at the beginning of the new year. Employees will be
notified when they are able to make this request.

U. Vacation, Holiday or Compensatory Time Accrued at Resignation (UWHC Employees Only)
1. Payout of unused vacation time:
a. If the proper notice period is not given and/or fulfilled, unused vacation, holiday
and/or compensatory time will not be paid out.
b. If an employee has not completed six months of employment with UWHC, accrued
vacation, holiday and/or compensatory time will not be paid out upon termination.
c. Vacation, holiday and/or compensatory time that was used prior to the completion of
six months of employment will be deducted from the employee’s final paycheck.
d. With proper notice and if (b) and (c) do not apply, earned but unused vacation,
holiday and/or compensatory time will be paid in a lump sum on the employee’s final
paycheck.

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2. Accrued vacation time cannot be used to extend the date of termination.

V. Sick Leave (UWHC Employees Only)
1. Sick Leave should be used when:
a. An employee is ill.
b. An employee is on an approved family/medical leave for one of the following
reasons:
• A family member requires care.
• A doctor's appointment cannot be scheduled outside of the work shift.
• Employee is on a maternity/paternity leave of absence.
• Employee is on a medical leave of absence.
2. Sick leave and other family/medical leave (FMLA) of four or more days require a Leave
of Absence Request and Medical Leave Certification (please review the FMLA/WFMLA
section).
3. Accrued sick leave may be used as follows:
a. Up to five consecutive work days for personal illnesses, bodily injury, or exposure to
contagious disease which requires the employee’s confinement or renders him/her
unable to perform assigned duties, or when returning to work would jeopardize
employee’s health or recovery.
b. Up to five consecutive work days for temporary, emergency care of an ill or injured
spouse, domestic partner, child (step, grand, foster, in-law), brother (and in-law),
sister (and in-law), parent (step, grand, foster) when not already covered by the
FMLA/WFMLA.
c. Up to five consecutive work days and for employee, employee's spouse/domestic
partner or employee's dependents personal medical or dental appointments which
cannot be scheduled outside of work hours. When possible, employees should give a
minimum of three days notice of appointments.
d. May use accrued sick leave for time off covered by FMLA/WFMLA.
e. If time off is due to maternity/paternity and both parents work for UWHC, the period
of time for which accrued sick leave may be substituted is that which is covered by
FMLA/WFMLA. The parents will be allowed to split up the 18 weeks of sick leave
but no individual parent will be allowed more than 12 weeks.
4. Sick leave for full-time employees is accrued as follows:
• Salaried
Earn one day (8 hours) per month
12 days per year (96 hours)
• Hourly
Earn at a rate of .04625 hour per hour paid (not to exceed 4.44 hours per pay
period)
12 days per year (96 hrs.) based on 2080 hours paid





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W. Sick Leave Transfer and Reinstatement (UWHC Employees Only)
1. UWHC will honor the sick leave time accumulated during employee’s previous
employment with UWHC or service with agencies of the State of Wisconsin or the
University of Wisconsin System.
2. This policy applies to all UWHC employees previously employed by UWHC or those
who transfer to UWHC from employment with Wisconsin state agencies or the
University of Wisconsin System. The provision regarding the transfer of sick leave time
does not apply to positions represented by AFSCME, Council 24, Wisconsin State
Employees Union, since those persons maintain sick leave time accumulated while
employed with the state agency.
3. Transfer from State of Wisconsin Agencies and the University of Wisconsin System:
a. UWHC will accept 100% of sick leave time accumulated by employees while
previously employed with an agency(ies) of the State of Wisconsin or the University
of Wisconsin System who transfer to a UWHC Authority regular non-represented or
represented position, with the exception of those outlined in section 4 below.
b. The sick leave transfer will be administered as follows:
• Sick leave accumulated by the employee during their employment with an
agency(ies) of the State of Wisconsin or the University of Wisconsin System
shall be banked at UWHC and will only be available to pay for health insurance
premiums upon retirement.
• This policy does not provide any cash value for accumulated sick leave time nor
any monetary payout of same.
c. Employees will begin at UWHC with a zero sick leave balance.
d. The banked sick leave will not be used in the premium determination for the
disability (ICI) plan.
e. Employees are subject to any and all other policies, procedures, and/or other rules
governing the accrual and use of sick leave time.
4. UWHC will not accept sick leave from a previous State of Wisconsin agency or the
University of Wisconsin System if the employee has attained 20+ years of creditable
service or age 55+. For these employees, the sick leave balances should be certified at
the former state agency or the University of Wisconsin System.
5. Previously employed by UWHC:
a. UWHC shall reinstate the sick leave earned by an employee during previous
employment with UWHC if the employee has returned to regular status employment
within one year (or within five years following layoff).
b. If the employee does not return to regular status employment within one year of
his/her previous employment with UWHC (or within five years after layoff), the sick
leave shall not be reinstated.

X. Sick Leave Credit Conversion Program (UWHC Employees Only)
1. Additional information on this benefit is available through The Department of Employee
Trust Funds (ETF).



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Y. Catastrophic Leave (UWHC Employees Only)
1. Employees may voluntarily donate specific benefit time to other UWHC employees who
are on a leave of absence due to a catastrophic situation, the loss of worked time resulting
in a financial hardship.
2. Catastrophic reasons involving the employee or family member:
a. Illness or injury which is expected to incapacitate.
b. Events such as a flood, tornado, fire etc.
3. Eligible employee must meet these requirements:
a. Be in need of at least a projected 120 hours of leave, prorated based on FTE, not
necessarily consecutive;
b. Medical documentation must be provided for the catastrophic illness or injury and
appropriate documentation must be submitted to support a catastrophic event
occurred;
c. Have exhausted all available sick leave, where applicable, and have exhausted all but
twenty-four hours of combined compensatory time, vacation and legal holiday time
(employee is not required to use legal holiday time for holidays schedule to be off
later in the year);
d. Shall not receive more than 200 donated hours per calendar year, pro-rated based on
FTE.
e. Probationary employees are eligible for catastrophic leave; however, their
probationary period will be extended for all hours missed;
f. Must not be receiving other salary replacement benefits;
g. Must remain an employee of UWHC for the duration of the time in which donated
leave will be used.
4. Transfers/Donations of time will be on an hour-for-hour basis and used in order of
receipt.
5. The following accrued time may be donated:
a. Compensatory time
b. Vacation
c. Legal holiday
6. Family member is defined as:
a. Spouse/domestic partner
b. Child (natural, adoptive, step, grand, foster, in-law)
c. Brother (and in-law) or sister (and in-law)
d. Parent (natural, adoptive, step, grand, foster)
7. To be an eligible donor, the employee must meet the following requirements:
a. Must have completed six months of employment;
b. Cannot donate more than 40 hours of accrued compensatory time, vacation or legal
holiday time pro-rated based on FTE; and
c. Must remain an employee of UWHC





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IV. MODIFICATIONS

This policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not
made for the purpose of inducing any person to become or remain an employee of UW Health, and
should not be considered "promises" or as granting "property" rights. Failure to submit
information/documentation as required within this policy may result in the time off being considered
unapproved and therefore subject to disciplinary action up to and including termination of
employment. UW Health may add to, subtract from and/or modify this policy at any time. Nothing
contained in this policy impairs the right of an employee or UW Health to terminate the employment
relationship at-will.

V. COORDINATION

Sr. Management Sponsor: VP Chief Human Resources Officer
Author: Director, Human Resources Services

Approval committee: UW Health Administrative Policy & Procedure Committee


SIGNED BY

Elizabeth Bolt
UW Health Chief Administrative Officer