Policy: Extending Resignation or Retirement Date with Vacation or Banked Leave

University Policy: Human Resources
Date Revised August 19, 2019
Date Effective July 8, 2019
Responsible University Officer: Vice Chancellor for Administration & Finance
Policy Owner: Chief Human Resources Officer
Policy Contact: Human Resources Department

REASON FOR POLICY

The purpose of this policy is to establish guidelines for the administration of vacation cash payouts and treatment of vacation balances upon movement, retirement, or termination of employment at University of Wisconsin - Platteville and University of Wisconsin - Platteville Baraboo Sauk County  in support of University Personnel System Operational Policy: BN 1 (attached as a file to this article)

SCOPE

This policy applies to University Staff, Academic Staff, Faculty and Limited Appointees at University of Wisconsin - Platteville and University of Wisconsin - Platteville Baraboo Sauk County within the scope of Subsections 4.E and 4.F of University Personnel System Operational Policy: BN 1.

BACKGROUND

Provisions for "Banking Unused Vacation and Vacation Cash Payouts" are explained in University Personnel System Operational Policy: BN 1 (attached as a file to this article) Wisconsin Statue Chapter 36 Delegates to the chancellor the "necessary authority for administration and operation of the institution within the policies and guidelines established by the board" (36.09.1.7(f)). As the executive head of his/her respective faculties and institutions, the chancellor is responsible for "administering board policies under the coordinating direction of the president" (36.09.3).

DEFINITIONS

"Banked Leave", "Banked Leave Vacation" or "Banked Vacation" means unused vacation hours which have been "banked" or saved by those employees who are eligible to bank unused vacation hours as outlined in University Personnel System Operational Policy: BN 1.

"Vacation Hours" means paid time off which is accrued by eligible employees which may be used for vacations and other personal purposes.

Please see UPS Operational Policy GEN 0: General Terms and Definitions (attached file to this article) for a list of general terms and definitions

POLICY STATEMENT

In accordance with University Personnel System Operational Policy: BN 1, Faculty, Academic Staff and University Staff who retire or terminate employment are eligible to receive a lump sum payment of  any remaining vacation and/or banked leave hours (formerly ALRA or classified sabbatical). If the termination is not the result of layoff or dismissal for cause, it is the institution's discretion to allow employees to extend their termination date beyond the last day worked by vacation and/or banked vacation hours.

UPON HIRE

Employees hired by UW-Platteville from another UW System institution or State of Wisconsin agency will be allowed to carry over 40 hours of vacation hours or banked vacation hours. All remaining vacation and banked hours must be paid out via lump sum payment in accordance with University Personnel System Operational Policy: BN 1.

BANKED LEAVE VACATION HOURS UPON RESIGNATION/RETIREMENT

Upon resignation or retirement, it is the policy of UW-Platteville to allow employees to extend their termination date beyond the last day worked by banked leave vacation hours for a maximum of 30 calendar days. Any remaining vacation or banked vacation hours will be paid out as a lump sum according to the calculation methods specified in University Personnel System Operational Policy: BN: 1. Employees who were approved to use more than 30 calendar days of banked vacation time prior to July 8, 2019 will be "grandfathered in" and allowed to remain in pay status until the previously agreed upon end date.

VACATION HOURS UPON RESIGNATION/RETIREMENT

Upon resignation or retirement, employees may extend their termination date beyond the last day worked by vacation hours for a maximum of two weeks (14 calendar days) with the prior approval of their direct supervisor. Any remaining vacation or banked vacation hours will be paid out as a lump sum according to the calculation methods specified in University Personnel System Operational Policy: BN: 1.

Available "Banked Leave" and "Vacation" hours balances may be found by individual employees on MyUW Portal under "Time and Absence" > "Absence Balances".

PROCEDURES

Employees who are eligible to bank unused vacation as outlined in University Personnel System Operational Policy: BN 1 should inform their supervisor as soon as reasonably possible, but no less than two weeks prior to their last day in the position, of their resignation date and intent to use their banked vacation hours to extend their end date up to 30 calendar days.

Resigning employees who wish to extend employment for up to two weeks (14 calendar days) through use of vacation hours should inform their supervisor as soon as reasonably possible, but no less than two weeks prior to their last day in the position, of their resignation date and intent to use their vacation hours to extend their end date.

Supervisors who are notified by their employee of their intent to use their banked vacation hours to extend their end date up to 30 calendar days or vacation hours to extend their end date up to two weeks (14 calendar days) must include this information in the termination notice to Human Resources. The termination notice must include the last day worked on campus and the last day in position/pay status.

RESPONSIBILITIES

Position/Office: Chief Human Resources Officer / Human Resources Department
Responsibilities: The Human Resources Department has the responsibility to consistently manage the implementation of this Policy for all employees.

CONTACTS

RELATED DOCUMENTS

UW System Administrative Policy 230: Salary and Fringe Benefits Calculations for Unclassified StaffUPS Operational Policy BN 1: Vacation, Paid Leave Banks, and Vacation Cash Payouts

UPS Operational Policy BN 3: Sick Leave

Remaining Files are attached to this article

• A PDF of this policy. 
• Frequently asked questions.
• UPS Operational Policy BN 2: Personal Holiday and Legal Holiday Administration
• UPS Operational Policy BN 3: Sick Leave
• UPS Operational Policy BN 5: Catastrophic Leave
• UPS Operational Policy BN 9: Military Leave
• UPS Operational Policy TR 2: Effect on WRS Service, Accrued Leave & Continuous Service When Moving To and From UW System Institutions or Agencies
• UPS Operational Policy TR 3: Voluntary Reassignment of Formerly Classified FLSA Exempt Employees to Academic Staff/Limited Appointment Positions
• UPS Operational Policy HR 7: University Staff Temporary & Project Employees
• UPS Operational Policy GEN 2: Standard Office Hours, Legal Holidays and Other UW system Institution Closures

HISTORY

New Policy: July 8, 2019
Updated: August 19, 2019
Updated: Removed references to UW-Platteville Richland and updated names and titles during transfer to new Knowledgebase

SCHEDULED REVIEW

2026