Starting in July 2025 when Workday goes live, University Staff Exempt employees will no longer report time worked using timesheets, but they will report their time off in Workday. Since they are exempt (from overtime pay), they will still be paid their current base pay rate biweekly.
Who is impacted
Full-time University Staff Exempt employees.
What changes
- When Workday goes live in July 2025, full-time exempt employees, including University Staff, worked hours will no longer be recorded on a timesheet
- University Staff Exempt employees will take time off in full or half-day increments
- 8-hour schedules: request 4 or 8-hour increments
- 10-hour schedules: request time off in 5 or 10-hour increments
The sample breakdowns below apply to employees who are 100% Full-Time Equivalent (FTE). Exempt part-time employees or those using time off under Family and Medical Leave Act or Wisconsin Family and Medical Leave Act (FMLA/WFMLA) should record their actual time off in quarter-hour increments.
| Hours Missed | Leave Reported |
|---|---|
|
0 to < 2 hours |
0 hours |
|
2 hours to 6 hours |
4 hours |
|
> 6 hours |
8 hours |
| Hours Missed | Leave Reported |
|---|---|
|
0 to < 3 hours |
0 hours |
|
3 hours to 7 hours |
5 hours |
|
> 7 hours |
10 hours |
What stays the same
- Job responsibilities
- Exemption status
- Allocated amount of time off
- Current base pay rate
- Benefits
- Employment category
- Operational area
Why change
This change allows University Staff Exempt employees to align their time tracking with the current policy. It also reduces administrative burden as a timesheet (tracking hours worked) is not required. All employees will use Workday for employee self-service tasks starting in July 2025.
See also: UW–Madison Vacation Policy, Personal and Legal Holidays Policy, and Sick Leave Policy.
Employees
- Employees should discuss with their supervisors any questions or concerns about the changes
Job Aids:
Managers and supervisors
- Ensure employees understand the changes to recording their time off
- Supervisors no longer need to approve timecards for University Staff Exempt employees
- Supervisors must approve time off only employees request time off