UW-MADISON, COLLEGE OF ENGINEERING
NEW RESEARCH INTERN APPOINTMENT LETTER --SAMPLE
(REV 03/31/2010) ResInternSampleApptLtr-New.doc
CITY, STATE ZIP
Dear FIRST NAME:
On behalf of the College of Engineering/DEPARTMENT NAME at the University of Wisconsin-Madison I am
pleased to offer you an employee-in-training appointment as a research intern.
You will collaborate with my research group and me working on SPECIALIZATION. This is a
PERCENTAGE% time appointment with a full-time annual rate of $RATE beginning START DATE. I
anticipate that the appointment will continue at least through END DATE, contingent upon your training
progress, funding availability, program needs, and satisfactory performance.
This position includes the fringe benefits described in the Benefits Summary found at
http://www.uwsa.edu/hr/benefits/gradben.pdf. Staff benefits information and enrollment forms available to you
are described on the following web site: http://benefits.wisc.edu. You may contact PAYROLL
COORDINATOR NAME at LOCATION for further information; you should plan on doing this as soon as
possible after you start. For some programs, applications must be submitted within 30 days of your
appointment begin date. Failure to take these steps could result in the loss of important benefits. Your research
intern support is, in most cases, subject to income taxes (see http://grad.wisc.edu/admin/hr/samples/ratax.html).
This offer of employment is contingent upon verification of your identity and work authorization as required by
the Immigration Reform and Control Act of 1986. Please see the website:
http://www.uscis.gov/portal/site/uscis/ for the explanation of the Form I-9, Section 1 of which must be
completed and returned to the department on or before your hire date. The required documents must be
presented, in person, within three days of your employment begin date. If you do not have the originals of the
necessary documents, you must present a receipt from a government agency for replacement document(s)
within three days, and you must present the required document itself within 90 days of your employment begin
date. The law prohibits the University from employing or continuing to employ an individual who has not
provided the required documents within the relevant time period. Please contact PAYROLL COORDINATOR
NAME at LOCATION to complete the necessary payroll and insurance forms before your appointment begins.
If you are on a nonimmigrant visa and are subsequently offered a fellowship or award, you must consult with
the International Faculty and Staff Services (IFSS) office (608-265-2257) before accepting the fellowship or
award. Accepting a fellowship or award may very well require changes in your immigration status that take
time, so the earlier you contact IFSS, the better. Individuals in H-1B status may not be classified as postdoctoral
UW-Madison prohibits discrimination against applicants, employees, students and visitors to campus who wish
to participate in University programs or activities. Information about relevant law, policies, resources,
complaint procedures and protected bases, including how to contact the Title IX and Americans with
Disabilities Act Coordinators and on nondiscrimination on the basis of sex in federally assisted programs is
available at: http://www.oed.wisc.edu.
Unfortunately, due to the severe economic conditions and the resulting budget deficit facing the state of
Wisconsin, the Governor has required that all State of Wisconsin employees, including University of
Wisconsin-Madison faculty and staff, take eight days (for 12-month employees) or six days (for nine-month
employees) of unpaid leave per year in each of the fiscal years of this biennium: July 1, 2009-June 30, 2010,
and July 1, 2010-June 30, 2011.
The number of furlough days is prorated for part-time employees and for those beginning or ending
employment during the year. You will be required to use a furlough day on 4 designated days during the year
when the University will close for all but essential services (exceptions will be made for critical services such as
patient care, animal care, police, power plant, and housing staff) and on 4 other days (2 if you are on a nine-
month appointment) that are acceptable to your unit. The unpaid furlough days equate to a temporary 3.065
percent reduction in your gross earnings per year. The salary reduction will not reduce any retirement or leave
benefits you receive.
Your paycheck will be reduced after you take furlough time off. Because of the timing of the payroll and your
reporting of furloughs, there is a one-month delay in the payroll reduction. For example, if you take a furlough
day in August, the paycheck you receive on October 1 will be reduced by one day’s worth of pay.
There are important details about this program that are too numerous to include in this letter, so be sure to read
the attached furlough information sheet.
Formalities aside, we look forward to a mutually rewarding working relationship with you. If you have any
questions or concerns about your appointment with us, please do not hesitate to contact me.
Furlough Information Sheet
Appointment Letter Furlough Attachment for Group 3
This describes the Furlough Implementation Plan for those in:
Non-Instructional Academic Staff titles
Employees-in-Training (Employment titles only: Research Associate, Research Intern, Post-Graduate
Trainee, Intern (Non-Physician)
Due to the severe economic downturn, the Governor has ordered state employees to take 8 days (pro-rated for part-
time and part-year employees) of unpaid furlough per year for the next two fiscal years: 2009-10 and 2010-11.
You can find all manner of information about how furloughs affect you, including the University of Wisconsin
System Administration implementation plan and FAQ’s at www.budget.wisc.edu.
One important note is that the plan must be implemented in different ways for different types of employees
based on how federal labor laws affect that group.
Based on the position you are in, you will be required to take 8 unpaid furlough days if you hold a 12-month
appointment or 6 unpaid furlough days if you have a 9-month appointment (both prorated for part-time
employees) in each of the next two fiscal years. The number of furlough days will be adjusted for those
beginning or ending employment during a fiscal year. This represents a 3.065% reduction in your gross salary
during this period although salary reduction will not reduce any retirement or leave benefits you receive.
You will be required to use 4 of your furlough days on specific days during the year when the University will close
for all but essential services (exceptions will be made for critical services such as patient care, animal care, police,
power plant, and housing staff) and on 4 other days that are acceptable to your unit. If you are required to work on
one of these days, you will receive a floating furlough day that can be scheduled based on your preference and
the operational needs of your department.
After consulting with governance bodies and labor unions, it has been decided the designated furlough days will be
November 27, 2009 (Friday) Day after Thanksgiving
December 30, 2009 (Wednesday) Day before New Year’s Eve
April 2, 2010 (Friday) Last day of Spring Break
May 21, 2010 (Friday) Last day of the Academic Year
November 26, 2010 (Friday) Day after Thanksgiving
December 30, 2010 (Thursday) Day before New Year’s Eve
March 18, 2011 (Friday) Last day of Spring Break
May 20, 2011 (Friday) Last day of the Academic Year
The other 4 days can be scheduled like vacation based on your preference and the operational needs of your
Your paycheck will be reduced only when you take furlough time off. Because of the timing of the payroll and
your reporting of furloughs, there is a one-month delay in the payroll reduction. For example, if you take a furlough
day in August, the paycheck you receive on October 1 will be reduced by one day’s worth of pay.
The following is some basic information about the furloughs for your specific position.
If you are on a 12-month appointment, you can use furlough days starting July 1, 2009. If you are on a nine-
month appointment, you can use furlough days during summer employment (but no sooner than July 1) or
during the academic year.
Furloughs can be taken in increments of 2 hours provided that 8 hours are taken in a week (prorated for part-
Only one furlough day can be taken in a week. The reason is that greater usage in a week would likely make
some employees eligible for unemployment compensation which the Governor has prohibited.
You must obtain your supervisor’s approval before scheduling furlough time – just as you do for vacation.
Furlough days can be used to substitute for use of sick leave, approved vacation or other paid leave time or
unpaid medical leave.
You cannot do any work when you are using furlough time - including telephone calls, e-mails and texts. All
such work is prohibited because it negates the furlough. Violation of this prohibition could result in
Furlough days must be used in the same fiscal year as earned; they cannot be carried over into the next fiscal
Failure to use all furlough days by the end of the year will result in either mandatory furloughs or further
action to accomplish the furlough mandate.
Nine-month staff who work summer service/session will be required to take up to two additional furlough
days (based on how much time worked) to be taken during the summer or during the following academic
You will need to report furlough time used on a new form called the Furlough Time Report which you will start
receiving later this month. The Furlough Time Report is a new concept for unclassified staff. You will only need to
fill it out and submit it in months in which you have used furlough time. In those months, however, you will also
need to report your total hours worked each day and any paid leave used during the seven-day period (Sun –
Sat) of the week in which you used furlough time. This is a federal labor law (Fair Labor Standards Act)
requirement. Even though you hold a salaried position, federal law requires that you be considered an hourly
employee in any week in which you take furlough time. As such, you are required to report all hours worked in those
weeks and the University must pay you for all hours worked.
This is where it gets even more complicated. Salaried employees typically work more than 40 hours of work per
week. If full-time employees take a furlough day and then work more than 32 hours in the other six days of that
Sunday – Saturday period, the University would have to pay them for those hours thus negating the effect of the
furlough. Consequently, for full-time employees, during the week furlough time is used, actual hours worked and
paid leave time used plus furlough time added together cannot exceed 40 hours per seven-day week. If the total
exceeds 40 hours, the furlough will be voided and will have to be used at a later date. For part-time employees,
during the week furlough time is used, actual hours worked and paid leave time used plus furlough time added
together cannot exceed the number of hours resulting from multiplying your appointment percentage times 40 hours
in a seven-day week. For example, a person on a 50% appointment cannot exceed 20 hours (.5 x 40); a 33%
appointment cannot exceed 13 hours (.33 x 40); and a 25% appointee cannot exceed 10 hours (.25 x 40). If the total
exceeds the limit, the furlough will be voided and will have to be used at a later date.
We realize that this is difficult and onerous, but we simply have no choice in the matter and ask for your
If you have more detailed questions about the furlough program and how it affects you, go to the following
website: www.budget.wisc.edu. If you still have questions, contact your department administrator or your division
It is unfortunate that the state needs to implement furloughs. While we realize that this will be a difficult process,
we urge everyone to approach this with the goal of complying with the requirements.