UW–Madison is implementing a new Paid Parental Leave policy effective July 1, 2024. This policy reflects our commitment to supporting the well-being of employees and their families at an important time in their lives.
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Policy questions?
Please review the FAQs on this page to find answers to many questions. If you have additional questions, contact your Divisional Disability Representative.
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Policy Overview
Leave Provisions
The Paid Parental Leave policy, UW-5054, provides eligible employees with the following:
- A maximum of up to 6 (six) weeks of paid time off every 12 (twelve) months when they experience a qualifying birth or adoptive event covered by the policy. (The benefit is prorated based on Full Time Equivalent or FTE.)
- When an employee experiences multiple events that would qualify for Paid Parental Leave in the same 12-month period, the eligible employee will be entitled to a total of up to 6 (six) weeks of Paid Parental Leave.
- Qualifying events include a birth or adoptive event.
Additional details regarding leave provisions are provided in the policy and in the Frequently Asked Questions below.
Employee Eligibility
Employee eligibility is not dependent upon gender or family relationships.
The following employees are eligible for Paid Parental Leave, assuming all other eligibility conditions are met.
- Faculty, Academic Staff, University Staff, and Limited appointees
- Graduate Assistants holding positions of Teaching Assistant, Research Assistant, Project Assistant (including reader/grader), and Lecturer
- Post Degree Training Research Interns
The Paid Parental Leave policy does not apply to:
- Graduate Assistantship titles not included above
- Post Degree Training titles not included above
- Temporary Employees
- Student Hourly employees
The Postdoc Absence with Pay & Legal Holidays policy (updated effective July 1, 2024) provides Absence with Pay (Parental) to eligible Employee-In-Training appointments (research associate, postdoctoral fellow, postdoctoral trainee).
Additional details regarding employee eligibility are provided in the policy and in the Frequently Asked Questions below.
How to Request Paid Parental Leave
Eligible employees must submit the completed Parental Leave Request form and any required documentation at least 30 calendar days in advance of the start date of leave. The Parental Leave Request form will be made available to employees in early May and will be added to this web page. It will also be available from the employee’s Divisional Disability Representative (DDR).
Under some circumstances, the request for Paid Parental Leave may not be foreseeable, or the employee may need to change the dates of their requested leave and may not be able to provide 30 days’ notice. In these cases, the employee must submit the Parental Leave Request form and notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of their need to take leave or modify the dates of leave.
Detailed Information and Assistance
Detailed employee eligibility requirements, qualifying events, exclusions, and other important details are provided in Policy UW-5054.
Employees who plan to request Paid Parental Leave should review the policy carefully and seek assistance as needed from their Divisional Disability Representative (DDR).
Frequently Asked Questions
NOTE: If you have an appointment as an Employee-In-Training (research associate, postdoctoral fellow, postdoctoral trainee), and plan to request Absence with Pay (Parental), please refer to the Postdoc Absence with Pay & Legal Holidays policy.
Leave Provisions
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Can Paid Parental Leave be taken continuously, intermittently, or on a reduced schedule basis?
Yes. All eligible employees are entitled to take Paid Parental Leave on a continuous basis. Taking Paid Parental Leave on an intermittent or reduced schedule requires approval in advance from the eligible employee’s department, except when leave is designated as falling under the Wisconsin Family Medical Leave Act (WFMLA). Your Divisional Disability Representative (DDR) will determine when your leave will be designated as WFMLA.
If I don't use my Paid Parental Leave within the 12 months following the qualifying event, can I take it later?
No. Paid Parental Leave must be taken and completed within 12 months following the qualifying event (a birth or adoptive event). Any unused Paid Parental Leave remaining at the end of the 12-month period is forfeited and may not be banked for later use, paid out, or combined with any future Paid Parental Leave.
If I have taken the maximum six weeks of Paid Parental Leave in a 12-month period, when am I eligible for any new Paid Parental Leave?
When an employee takes the full six weeks of Paid Parental Leave in a 12-month period, the 12-month period begins on the date of the qualifying event. They are next eligible for Paid Parental Leave when another qualifying event (a birth or adoptive event) occurs after the original 12-month period has ended.
If I have used the maximum six weeks of Paid Parental Leave within a 12-month period and have another qualifying event occur, what are my options?
Employees should contact their Divisional Disability Representative (DDR) to discuss their leave options. Employees may be eligible for additional leave under the Family Medical Leave Act (FMLA), the Wisconsin Family Medical Leave Act (WFMLA), or university leave policies. Employees may also be eligible to use their own paid leave balances.
I had a baby/adopted a child before the effective date of the Paid Parental Leave policy. Can I qualify for Paid Parental Leave for that qualifying event?
No. An employee’s qualifying event must occur on or after the effective date of the Paid Parental Leave policy.
I am having twins or adopting more than one child on the same date. Am I eligible to receive Paid Parental Leave for each child?
No. When a pregnancy results in the birth of more than one child (twins, triplets, etc.), all children born are treated as one qualifying event. In the case of multiple children being adopted on the same date, all children are treated as one qualifying event.
My request for Paid Parental Leave was approved, but my qualifying event didn’t occur on the expected date. Am I allowed to change the date(s) of my Paid Parental Leave?
Under some circumstances, the request for Paid Parental Leave may not be foreseeable or the employee may need to change the dates of their requested leave and may not be able to provide 30 days’ notice. In these cases, the employee must notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of their need to modify the dates of leave. Employees must follow their department’s normal procedures for requesting time off and calling in absences.
My qualifying event occurred earlier than expected and I have not yet submitted a Request for Paid Parental Leave form. When can my Paid Parental Leave take effect?
Under some circumstances, the request for Paid Parental Leave may not be foreseeable or the employee may need to change the dates of their requested leave and may not be able to provide 30 days’ notice. In these cases, the employee must notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of their need to modify the dates of leave. Employees must follow their department’s normal procedures for requesting time off and calling in absences.
I need to begin a leave of absence before giving birth due to complications of my pregnancy. Do I qualify for Paid Parental Leave at the time I start my leave of absence if my child has not been born yet?
No. Paid Parental Leave may not be used before the date of the qualifying event. Check with your Divisional Disability Representative (DDR) to discuss other leave options.
If I am not going to use Paid Parental Leave, can I give my 6 weeks to another employee?
No. Paid Parental Leave cannot be donated or transferred to other employees.
Relation to Other Leave
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Is Paid Parental Leave different from FMLA?
Yes, Paid Parental Leave is different from FMLA (Family and Medical Leave Act). These two benefits have different eligibility criteria and provide different leave benefits. Employees do not need to qualify for FMLA in order to use Paid Parental Leave. When an employee is eligible for both Paid Parental Leave and FMLA and/or WFMLA , they will be applied concurrently (at the same time).
Do I need to qualify for FMLA or WFMLA in order to receive Paid Parental Leave?
No. Employees do not need to qualify for FMLA (Family and Medical Leave Act) or WFMLA (Wisconsin Family and Medical Leave Act) to be eligible to take Paid Parental Leave.
What happens if I am eligible for both Paid Parental Leave and FMLA and/or WFMLA?
When an employee is eligible for both Paid Parental Leave and FMLA and/or WFMLA , they will be applied concurrently (at the same time). The amount of FMLA and/or WFMLA leave available to an employee will decrease, in whole or in part, while taking Paid Parental Leave.
Am I required to use all of my earned sick leave before using Paid Parental Leave?
No. Employees may use Paid Parental Leave prior to using any of their own accrued paid leave balances. Paid Parental Leave is applied concurrently (at the same time) with FMLA or WFMLA. Other paid leave balances may be used before the Paid Parental Leave qualifying event. Other paid leave balances may also be used after Paid Parental Leave has been exhausted to extend the leave of absence.
Requesting Paid Parental Leave
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Does the university require documentation to support a request for Paid Parental Leave?
Employees are required to submit the Parental Leave Request Form. Additional documentation may be requested for an adoptive event or birth. Your Divisional Disability Representative (DDR) will let you know if additional documentation is needed other than the Parental Leave Request Form.
When do I need to submit my request for Paid Parental Leave?
An eligible employee must submit the completed Parental Leave form and any required documentation at least 30 calendar days in advance of the start date of leave. If 30 days’ notice is not given, the leave, if approved, will not take effect until 30 days after the Request for Paid Parental Leave is received. Under some circumstances, the request for Paid Parental Leave may not be foreseeable, or the employee may need to change the dates of their requested leave and may not be able to provide 30 days’ notice. Please see the next question for guidelines should this situation occur.
What should I do if I am not able to provide 30 days’ notice in advance of my leave date?
Under some circumstances, the request for Paid Parental Leave may not be foreseeable, or the employee may need to change the dates of their requested leave and may not be able to provide 30 days’ notice. In these cases, the employee must submit the Request for Paid Parental Leave form and notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of their need to take leave or modify the dates of leave. Employees must follow their department’s normal procedures for requesting time off and calling in absences.
Employee Eligibility
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If both parents work at UW‒Madison, can they both qualify to take Paid Parental Leave?
Yes. Paid Parental Leave is available to both parents, regardless of gender, as long as both parents meet the eligibility criteria listed in the policy. When two eligible UW‒Madison employees have the same qualifying event, each will receive the full Paid Parental Leave benefit they are entitled to receive.
If both parents work at UW‒Madison and qualify for Paid Parental Leave, can they take Paid Parental Leave at the same time?
Yes. Both parents may take Paid Parental Leave at the same time. Paid Parental Leave also allows parents to take Paid Parental Leave at different times.
How does the eligibility requirement for six continuous months of employment apply if my appointment includes a period of a work break?
For those employees who are appointed to a 9-, 10- or 11-month renewable position, periods spent on a work break with an expectation of continuing employment count towards the six-month requirement.
Must I have six months of continuous employment at UW–Madison to be eligible for Paid Parental Leave, or does prior service with the University of Wisconsin System count toward the eligibility requirement?
Prior service with the University of Wisconsin System counts towards the six months of continuous employment only if the prior service was in an appointment that qualifies for Paid Parental Leave at UW–Madison and only if there is no break in service between the UW System appointment and the UW–Madison appointment. Other eligibility requirements apply and are detailed in Policy UW-5054.
Questions About Appointments
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If I move to a new appointment, do I get a new amount of Paid Parental Leave?
No. Eligible employees are able to take up to a total of six weeks of Paid Parental Leave in a 12-month period, even if they move to a new appointment. The 12-month period begins on the date of their qualifying event.
If I have a qualifying event while I am in an appointment that is ineligible for Paid Parental Leave, but then move to an appointment that is eligible for Paid Parental Leave, can I take Paid Parental Leave at that time?
No. If you are in an ineligible position at the time of the qualifying event (a birth or adoptive event) but move to an eligible position, you may not use Paid Parental Leave for that qualifying event because you were not eligible when the event occurred.
How is Paid Parental Leave applied when an employee holds two concurrent appointments?
Each active appointment will be evaluated to see if the employee meets the Paid Parental Leave eligibility requirements. Paid Parental Leave is prorated for less-than-full-time appointments.
Will I be returned to my original appointment after taking Paid Parental Leave?
At the conclusion of the Paid Parental Leave, the employee will typically return to the same position held at the time the leave began. In certain circumstances, the employee may be returned to an equivalent position. An employee on Paid Parental Leave is still subject to a layoff or reassignment that would have occurred otherwise had the employee been working. A fitness for duty exam may be required should the employee experience a serious health condition during Paid Parental Leave.