Beginning January 1, 2025, University Staff employees will begin the transition to receive vacation and personal holiday hours on a new schedule.
To move to the new leave schedule, University Staff will go through a one-time transition period from January 1, 2025, to June 30, 2025. After this transition period, the new leave schedule becomes effective.
The changes employees will see with their leave balances will happen automatically. However, it is important that employees understand the change and how it will impact their leave. 
Translated information
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- Español / Spanish
- Hmoob / Hmong
- བོད་ཡིག / Tibetan
- ä¸ć–‡ / Chinese
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Change matrix and how to check leave balances
- English
- Español / Spanish
- Hmoob / Hmong
- བོད་ཡིག / Tibetan
- ä¸ć–‡ / Chinese
- नेपाली / Nepali
Learn more
Questions?
For additional questions about your leave, please contact your local HR professional.
Resources
What is Changing, What is Staying the Same
The new leave schedule aligns with the university’s fiscal year (FY) which starts on July 1 and ends on June 30. This effort led by the Universities of Wisconsin will align University Staff, Academic Staff, Limited Appointee, and Faculty leave schedules.
What is changing:
- Employees will receive their leave balances starting on July 1, instead of January 1, each year.
- There will be a transition period from January 1, 2025, to June 30, 2025.
What is staying the same:
- Wisconsin Retirement System (WRS) contributions
- Sick leave accrual rates
- Vacation hours earned based on years of service
- Fair Labor Standards Act (FLSA) exemption status
- Leave banking eligibility
- How leave is earned (accrual rates)
- Employee pay
- University Staff employee category
YouTube Videos
The University Staff Leave Schedule Changes video series provides information on the upcoming transition period and new leave schedule. Employees will learn how these changes affect leave balances, legal holidays, leave banking, and more. The series offers explanations and practical examples to help employees understand the impact of the change.
Employees are encouraged to watch these videos and review the additional resources. Employees wanting to view this material during their work time, while in paid status, should first discuss this with their supervisor to determine an appropriate time for them to complete their review of the material. Supervisors are encouraged to be flexible when considering these requests to ensure employees have the opportunity to access this information.
Overview of Change
This video gives an overview of the upcoming changes to the University Staff leave schedule, highlighting what will change and what will remain the same.
Length: 3 min
Captioning: yes
Transition Period and New Leave Schedule
This video outlines the transition period from January 1, 2025, to June 30, 2025, and introduces the new leave schedule starting in July 2025. It also highlights key deadlines for employees to be aware of.
Length: 3 min
Captioning: yes
Legal Holidays and Leave Banking
This video explains how the University Staff Leave Schedule Change affects legal holidays and leave banking. Employees will learn about deadlines for these topics.
Length: 3 min
Captioning: yes
How to Check Leave Balances
In this video, employees will learn how to check their leave balances on a computer. Leave is specific to each individual employee, so it is important to understand how leave the University Staff Leave Schedule Change will impact leave.
Length: 1 min
Captioning: yes
Case Scenarios
This video presents case scenarios related to the University Staff leave schedule changes. Employees will see real-word examples about leave banking, leave usage expiration dates, the impact on personal and legal holidays, and vacation election options. Examples will illustrate how years of service may affect these scenarios.
Length: 11 min
Captioning: yes
Employee Resources
This video provides employee resources to help navigate this change.
Length: 1 min
Captioning: yes
Transition Period: January 1, 2025–June 30, 2025
January 1, 2025 until June 30, 2025, is a transition period. During the transition period, University Staff will receive:
- Half of their vacation allocation.
- Half of their personal holiday leave (18 hours). This leave will not carry over and must be used during the transition period.
- Three legal holidays which fall during the transition period,including New Year’s Day, Martin Luther King Jr. Day, and Memorial Day. Employees who are required to work on a legal holiday will be granted a floating legal holiday which must be used prior to June 30, 2025.
Sick leave accrual will remain unchanged throughout the transition period.
Eligible employees may carry over vacation earned during the transition period until June 30, 2026. Any vacation carryover remaining after June 30, 2026, will be lost.
July 2025 and Beyond: University Staff New Leave Schedule
On July 1, 2025, the transition period ends and the new schedule will start. Employees will receive:
- Their full vacation allocation.
- 36 hours of personal holiday leave.
- Legal holidays granted from July 1, 2025, to June 30, 2026.
- Any unused vacation hours accumulated during the transition period.
Employees will be able to check their leave balances once Workday is available in mid-July.
Each year on July 1, University Staff will receive their full vacation allocation, personal holiday hours, and all legal holidays for the time period from July 1 to June 30 (fiscal year). This is the new schedule moving forward and it allows all employees to align with the Universities of Wisconsin.
See also: Vacation Policy, Personal and Legal Holiday Policy, and Sick Leave Policy.
Leave Banking
For 2024 leave banking, employees must make a decision to bank vacation and/or receive a vacation cash payout before the end of the calendar year.
Starting on July 1, 2025, eligible employees will have the option to bank unused vacation between July 1 and September 30, 2025.
The option to bank vacation hours and/or receive a vacation cash payout (using the balance effective June 30 immediately prior) is offered between July 1 and September 30 of each year.
See also: UW–Madison Vacation policy
Crafts Workers/Trades Employees Impact
Crafts Workers and Trades Employees must make vacation elections by the end of 2024 for the transition period and fiscal year 2026 (July 1, 2025 to June 30, 2026).
Crafts workers and trades employees leave schedule change summary
Timeline
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End of calendar year 2024
The deadline for employees to use vacation carryover balances (vacation earned in calendar year 2023) is December 31, 2024. Legal holidays, including floating legal holidays granted for 2024 must be used by December 31, 2024. If this leave is not used by December 31, 2024, it will be lost. The deadline for Crafts Workers and Trades employees to make vacation elections is December 31, 2024. Elections made in 2024 are effective until June 30, 2026. Unused vacation hours earned in calendar year 2024 must be used by June 30, 2026.
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Transition Period (January 1, 2025 to June 30, 2025)
Employees will receive half of their vacation election. Unused vacation hours earned in the transition period must be used by June 30, 2026. Eligible employees may earn three legal holidays during the transition period that must be used by June 30, 2025.
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Fiscal Year (July 1, 2025 to June 30, 2026)
Employees will receive their full vacation election and will be required to maintain the vacation election they made for the transition period. Unused vacation hours earned in fiscal year 2026 must be used by June 30, 2027. Eligible employees may earn all nine legal holidays that must be used by June 30, 2026.
Crafts Workers and Trades Employees may change their vacation election by June 30, 2026 which goes into effect on July 1, 2026 through June 30, 2027. Vacation elections on a fiscal year are due by June 30.
What stays the same for crafts workers and trades employees:
- In accordance with the UW–Madison Crafts Workers/Trades Policy, Crafts Workers and Trades employees are not eligible for personal holiday.
- They are not eligible to bank unused vacation or receive a vacation cash-out.
Frequently Asked Questions
Below are common questions about changes to the new leave schedule. Leave impacts each employee differently and can be unique to each individual situation. If you have specific questions, consult with your local HR professional contact.
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Why is the leave schedule changing from a calendar year to a fiscal year for University Staff?   
These changes are part of an initiative led by the Universities of Wisconsin to align faculty and staff leave schedules.
Who does this change impact?
This change only impacts University Staff employees (including Craft Workers and Trades Employees). Faculty, Academic Staff, and Limited Appointees are already on a fiscal year leave schedule and are not impacted by this change.
Will unused vacation hours, legal holidays, and floating legal holidays granted in 2024 be carried over to 2025?  
To prepare for the new schedule, certain leave balances must be used by the end of the 2024 calendar year. These deadlines are consistent with previous years.
University Staff must use certain leave balances by December 31, 2024.
The deadline to use vacation carryover balances, personal holiday hours, legal holidays, and floating legal holidays granted for 2024 is Dec. 31, 2024. If this leave is not used by Dec. 31, 2024, it will be lost. If eligible, carried-over vacation hours granted in calendar year 2023 must be used, paid out or banked, and submitted from Dec. 1–Dec. 31, 2024.
Which leave benefits will transition from a calendar year to a fiscal year schedule?
Vacation hours, personal holiday hours, and legal holidays will transition from a calendar year to a fiscal year schedule. The option to bank unused vacation and receive vacation cash payouts will be offered from July to September each year.
Is leave eligibility changing?
No, the eligibility for an employee to earn paid vacation, legal holiday, sick leave or to receive personal holiday has not changed. Â
How is sick leave impacted by this change?
Sick leave is not impacted, because it is earned continuously and does not expire.
How does it impact the Wisconsin Retirement System (WRS)?
There is no impact to the Wisconsin Retirement System. WRS earnings are based on actual hours worked and qualified paid leave.
How will the vacation banking schedule change for employees who are eligible to bank vacation?
Starting on July 1, 2025, eligible employees will have the option to bank unused vacation between July 1 and September 30, 2025.
The option to bank vacation hours and/or receive a vacation cash payout (using the balance effective June 30 immediately prior) is offered between July 1 and September 30 of each year. For more information view the UW–Madison Vacation policy.
With this change, are crafts workers now eligible to bank vacation?
No, an employee’s eligibility to bank vacation is not changing.
How will the leave schedule change impact vacation cash payout?
For 2024, the schedule to request a vacation cash payout does not change. Eligible employees must request a cash payout before December 31, 2024.
Starting July 1, 2025, the option to bank vacation hours and/or receive a vacation cash payout (using the balance effective June 30 immediately prior) is offered between July 1 and September 30 of each year.
What happens if there is a termination during the transition period?
Unused earned vacation will be paid out as a lump sum at termination. During the transition period (January 1, 2O25 – June 30, 2025), employees will continue to earn vacation at the same rate. The transition period only prorates the allocated amount granted for the 6 months. Any earned vacation, that has not been used, will be paid out as stated in the policy UW-5052 Vacation. Any remaining unused personal holiday, prorated for the transition period, would also be paid out.
At termination, if an employee used vacation that was not yet earned, the employee is required to repay the value of the overused leave.
How does the leave schedule change impact employee choice, voluntary reassignment, or those who choose to apply to an academic staff or limited appointee job title?
This change does not impact employee choice, voluntary reassignment or those who apply to an academic staff or limited appointee job title.
As a reminder the following applies to employee choice:
- Eligible employees who elect to move to an Academic Staff or Limited Appointee employee category, also called Voluntary Reassignment, transition to a fiscal year at the time of movement because these employee categories are already on a fiscal year.
- Employees will continue to be counseled on an individual basis regarding the impacts to leave balances and timing of the reassignment.
I had planned on using my full leave balance due to a significant pre-planned event. Is there an exception process?
It is the university’s intention to create an exception process to address parental leave, medical situations, and other situations where vacation leave allocations are needed.
Leave hours used will be deducted from the vacation balance available on July 1, 2025. Using this leave does not change the vacation accrual rate. This is a one-time allowance.
More details about this will be coming as we learn more.
Will compensatory time payouts move to the fiscal year schedule?
No, compensatory time payouts will not change to the fiscal year schedule. Any compensatory time credits carried over from the previous calendar year that are unused by April 30 of the following calendar year will be converted to cash payments and included in earnings for the pay period that includes May 1.
How will this impact those on the Dupont schedule/UW–Madison Police Department (UWPD) who schedule their vacations a year in advance?
Units with employees on the Dupont schedule or similar, or have employees request vacations annually in advance, will determine how to change to a fiscal year considering employee and operational needs. For more information consult with your local HR professional contact.
I have specific questions about my individual situation regarding leave. Who do I contact for more information?
Leave impacts each employee differently and can be unique to each individual situation. If you have specific questions, consult with your local HR professional contact.