Administrative (Non-Clinical) Policy
UWHC only (Hospital Administrative-entity wide) UWMF only (entity wide)
UWHC Departmental (indicate name) UWMF Departmental (indicate name)
UWHC and UWMF (shared)
Policy Title: UWHC Seniority (Hospital Service Date)
Policy Number: 9.43
Effective Date: February 5, 2015
To establish how length of service at the University of Wisconsin Hospital and Clinics (UWHC) is
calculated and what the primary uses of it are.
The UWHC "Hospital Service Date" represents the total length of employment in a regular position. The
Hospital Service Date is not related to an employee's seniority date for Wisconsin Retirement System
III. PERSONS AFFECTED
This policy applies to all regular employees. This policy does not apply to temporary, per diems,
Graduate Medical Education (GME) trainees, employees-in-training, and student employees.
An employee's years of service with UWHC will be established as follows:
A. New Employees: An employee's years of service at UWHC will be based upon his/her initial hire
date into a regular position at UWHC as maintained in the PeopleSoft system.
B. Current Employees with Continuous Service:
If an employee has had continuous years of service without a break, his/her beginning date will
be determined by either of the following;
1. The date he/she was hired into a regular position at UWHC, or
2. The service date submitted by the department manager for employees whose job
responsibilities are principally UWHC based but have been on the payroll of other units
(i.e., SMPH). The Vice President of Human Resources is responsible for ensuring that
consistent standards are established to determine eligibility for employees.
3. The service date submitted by a UW Health partner when the change of employers is the
result of an approved organizational initiative. The Vice President of Human Resources is
responsible for ensuring that consistent standards are established to determine eligibility
C. Employees with a Break in UWHC Employment
1. If an employee has a break in regular service and/or leaves employment with UWHC and
subsequently returns to regular employment in less than or equal to one (1) year, his/her
date will be adjusted and no credit will be given for the time the employee was not
employed by UWHC. If an employee has a break in regular service and/or leaves
employment with UWHC and subsequently returns to regular service in greater than one
(1) year, the Hospital Service Date will be reset to the date of rehire into a regular
D. Employees with No Break in UWHC Employment - Impact of Temporary Service
1. If an employee has not left employment, but has taken a temporary or per diem position,
his/her date will be adjusted and no credit will be given for the time in the temporary or
per diem position regardless of the length of time in the temporary or per diem position.
A. Seniority awards and related recognition awards - the Hospital Service Date is used as a basis for
identifying which awards employees are eligible for. For purpose of service recognition at
employee appreciation events, an employee's years of service with UWHC will be based upon
full years of service completed during the fiscal year starting on July 1 and ending on June 30.
B. Selection Criterion – Some UWHC policies reference a selection criterion for such things as
determining work schedules, vacation requests, etc. When a date is used for these purposes it will
be the Hospital Service Date. When two employees have the same Hospital Service Date then
employee birthday (month/day) will be used as a tie breaker.
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 UWHC, and should not be
considered "promises" or as granting "property" rights. UWHC 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 UWHC to
terminate the employment relationship at-will.
Sr. Management Sponsor: VP, Human Resources
Author: Director, Compensation & Benefits
Approval Committee: Administrative Policy & Procedure Committee
President & CEO
Previous revision: September 2014
Next revision: February 2018