University of Wisconsin Service Center
Classified Employee Annual Leave Conversion Options
Termination/Sabbatical Leave and Cash Payments
The Annual Leave Conversion is an opportunity to make a choice on use of unused annual leave
(vacation). Based on eligibility, classified employees can bank annual leave in a sabbatical (a.k.a.
termination) account, receive cash, or a combination of both.
Each year, after the October B Classified payroll calculation, an eligibility file is created and
used to prepare the Annual Leave Conversion Option Form, used to notify employees who are
eligible for conversion of their unused vacation hours.
The Annual Leave Conversion Option Forms are partially completed at the UW Service Center.
The forms and then forwarded to the respective payroll office for review, analysis, and final
Oct 28 Eligibility file created after Oct B payroll calculation forms prepared by
Nov 8 Forms distributed by UWSC to Payroll Offices.
Nov 8-Dec 22 Payroll offices complete and distribute forms to employees. Employee return
forms to respective Payroll Office.
Dec 10-Dec 22 Entry of Sabbatical should be done between Dec 10 and Dec 22. Entry must
be completed by Dec 22 in order to appear on the Dec 30, 2010 earnings
Dec 10- 22 Entry of FW (Cash Payment) should be done between Dec 10 and Dec 22.
Entry must be completed by Dec 22 in order to be paid on Dec 30, 2010.
Dec 30 Cash payment paid on the last check of the calendar year.
Hours banked into sabbatical appear on earnings statement.
1. Look at the Eligibility File, the Sabbatical Transfer/Vacation Payment Eligibility Report and
2. Determine the options available to each employee based on bargaining unit, and FLSA
status. The options are listed on the Annual Leave Conversion Options Form, provided to
you by UWSC. Also, review the Annual Leave Entitlement Schedule and the Sabbatical
3. The following documents will assist as you complete the Annual Leave Conversion Option
a. Leave Allocation(s)--Classified
b. Sabbatical Leave Table --Classified
c. Leave Conversion Factors –Classified
4. Complete Annual Leave Conversion Options form and distribute to employees. If needed,
blank forms are available at:
a. Annual Leave Conversion Form: Exempt: Non-Rep, WPEC, WSP, SEIEU, SEA,
b. Annual Leave Conversion Form: Non-Exempt: Non-Rep, Classified Project
Appts, SEA, SEIU
c. Annual Leave Conversion Form: WEAC
d. Annual Leave Conversion Form: WPEC Non-Exempt, WSP Non-Exempt,
e. Annual Leave Conversion Form: WSEU and WLEA
f. Annual Leave Conversion Form: WSEU — Grandfathered; no minimum sick
WSEU (BU 02; 03; 05; 06; 12) and WLEA (BU 36) have new provisions documented in OSER bulletin
Previously WSEU and WLEA employees were eligible for 40 hours sabbatical at the 160, 176 or
184 level OR the 520 sick leave level. They were also eligible for 80 hours sabbatical or cash
payment of 40 hours at the 200 or 216 hour level.
Now, employees in WSEU/WLEA are eligible for sabbatical and cash payment based on
different levels and sick leave accrual as shown in the chart below. Those who already have
their leave record marked as CONTRACTED SABB: Y continue to be eligible. Those who
previously were eligible for the 160, 176 or 184 level must now have at least 520 hours of sick
leave to be eligible for sabbatical this year. Also the 5th week payout (FW) levels have changed
to all levels except any level less than the 144 level.
New options for annual leave usage provisions for WSEU and WLEA
“Effective January 1, 2009, employees may, at their options, elect to receive annual leave hours
or prorated portion thereof, under the following options each year. Options available under
columns C. and D. are subject to the sick leave accumulation thresholds in column E.
A. B. C. D. E. G.
Annual Eligible for Portion of Portion of *Must have New
Leave use as annual leave annual leave Minimum Contracted
Earnings annual leave credits eligible credits in Accrued Sabbatical
Rate during year for use as Column C Sick Leave levels
earned. termination eligible for Hours to be
leave/accumul cash-out eligible
ated sabbatical during year
leave during earned.
year earned. Reduces
104 104 40 0 520 Y
144 144 40 40 520 Y
160 160 60 40 728 X
184 184 80 40 1040 Z
200 200 80 40 ----
216 216 120 40 ----
* Required number of sick leave hours for the applicable earning level must be accrued by the
end of the “B” pay period in October of the current calendar year.
Employees who have accumulated the required number of hours of sick leave for the applicable
annual leave earning rate as indicated in the table, above, by the end of the “B” pay period in
October, 2009, and employees who qualify for their respective level in any subsequent October
“B” pay period, will be permanently eligible for the benefit.” This has been clarified to mean,
“will be permanently eligible for the benefit at that level.”
This means that if they meet one of these new levels of sabbatical this year that their CONTRACTED
SABB will be set according to that level (if it wasn’t already), and that level will only be checked on the
October ‘B’ payroll.
If a person is eligible for Sabbatical or eligible for sabbatical via sick leave and not in WSEU or
WLEA, things are staying the same (if in an eligible bargaining unit). If they have 520 hours of
sick leave and are in an eligible bargaining unit they become eligible for sabbatical via sick
If they are in WSEU or WLEA, then we have to check the level of sick leave they are at. If they
are at a higher level on the October B payroll, then they will be updated, otherwise they stay at
the same level of eligibility and benefits as they currently have.
Processing of both cash payment and termination/sabbatical leave options must be made on the
December B payroll, payable December 30, 2009.
1. For any eligible classified employee who elects the termination/sabbatical leave option:
On PLAM or PMAS Biweekly Leave Entry, enter the leave activity code SA and the number
of hours. For example: SA 80.
The vacation balance will be reduced by the number of hours entered as SA and the
Sabbatical balance will be increased b y the number of hours entered as SA.
2. For any eligible classified employee who elects the cash payment option:
On PMAS, on the HR line, enter FW and the number of hours. (up to 40 or prorated portion),
For example: FW 40. FW hours will be automatically deducted from the vacation balance.
The value in the filed ‘VAC Hrs Available for Conversion’ on the Annual Leave Conversion
Options Form was based on the employee having a full-time appointment. Therefore, you will
need to review this field and make adjustments if necessary.
The number of hours available for use under the termination/sabbatical options must be prorated,
in whole hours, if the eligible employee meets one or more of the following criteria within the
1. Returns from an unpaid leave of absence.
2. Works part-time. The number of hours to be prorated shall be prorated at the pertinent
annual leave rate or rates for employees who work less than 2088 hours during the
3. Reaches the 104, 160, 176, 184 or 200, or 216 hour annual leave rate during the year,
depending on the bargaining unit.
4. Terminates employment.
To determine the amount of vacation hours available for use under termination/sabbatical
1. Determine the number of hours paid during the calendar year for the employee at each
vacation rate based on his/her bargaining unit and seniority date.
2. For the hours at each vacation rate:
a. Divide the hours by 2088 and
b. Multiply the result by the maximum hours available for conversion.
The leave options should be rounded to whole hours, as it is in accordance with Chapter
704, Attachment 1, of the Wisconsin Human Resources Handbook.
Examples of Proration:
1. A WPEC employee reaches 15 years of continuous service in 2009.
a. 712 hours worked at the 160 hour vacation rate (anniversary date through Dec 31).
b. 712 / 2088 X 40.0 = 13.6 = 13.0 Hours available for Termination/Sabbatical Leave.
2. A Non Rep, Non Exempt employee reaches 25 years of continuous service in 2009.
a. 712 hours worked at the 200 hour vacation rate (from Jan 1 up to anniversary date).
712 / 2088 X 80.0 = 27.2 = 27.0
b. 1376 hours worked at the 216 hour vacation rate (anniversary date through Dec 31)
1376 / 2088 x 120.0 = 79.1 = 79.0
o 106 Hours available for sabbatical leave OR a combination
of sabbatical leave and up to 40.0 hours of cash payment.
3. A WPEC Exempt employee completes reaches 15 years of continuous service in 2009.
a. 1376 hours worked at the 176 hour vacation rate (from January 1 up to anniversary date).
1376 / 2088 X 40.0 = 26.3 = 26.0
c. 712 hours worked at the 200 hour vacation rate (anniversary date through Dec 31)
712 / 2088 X 80.0 = 27.2 = 27.0
o 53 Hours available for sabbatical leave OR a combination
of sabbatical leave and up to 27.0 hours of cash payment.
4. Minimum Accrued Sick Leave Hours Required
Required number of sick leave hours must be accrued by the end of the B pay period in
October of the current calendar year.
The required minimum number of hours of sick leave must be accumulated in order for any
covered employee to be eligible.
There is no proration of minimum required accrued sick leave hours for part-time employees.
SABBATICAL TRANSFER/VACATION PAYMENT ELIGIBILITY REPORT
Report Title Sabbatical Transfer/Vacation Payment Eligibility Report
Program Number: JPYO584 Runs after the October B pay period only
RMS Form Not applicable
Purpose: This report identifies classified permanent, project and classified career executive
employees eligible to convert unused annual leave to either a
sabbatical/termination account and/or to cash. It also identifies employees
eligible to bank annual leave in sabbatical/termination based on sick leave
The system marks an employee’s leave record once the employee reaches a
certain number of hours of sick leave as of the October B pay period.
If 520 hours of sick leave: the record contains a “Y” in the Contracted Sabbatical
field on PLAM.
If WSEU or WLEA and 160 annual leave earning rate, the record contains an
“X” in the Contracted Sabbatical field on PLAM
If WSEU or WLEA and 160 annual leave earning rate, the record contains a “Z”
in the Contracted Sabbatical field on PLAM.
Once eligible for this annual leave conversion option or begins to earn vacation at
the rate, which equals or exceeds 160 hours, the employee continues to be
eligible even though the sick leave balance may drop below 520 hours.
When The report is produced after the October B classified payroll calculation.
Description: The report contains the following data elements:
Section/PEG—The section and peg within which this person is paid.
Name/SSN—Employee’s name and social security number
BU—Bargaining Unit by which the employee is represented.
ADSV—Employee’s Continuous Service (seniority) date
Vacation Allocation—Amount of vacation allocated to the employee in the
current calendar year.
Vacation Balance--Employee’s vacation balance (note ‘as of’ date).
Sabbatical Balance—Employee’s sabbatical account balance.
Sabbatical Add—Hours that were added to the employee’s sabbatical account this
year, if any. This is generally zero but could contain a number if the person
transferred in sabbatical during the calendar year, or if the person had additional
vacation allocation for 2005 that was added to the sabbatical balance as part of
the contract settlement.
Sabbatical Max—Number of hours that can be converted to
sabbatical/termination. Must be pro-rated if less than full time unless eligible
under the provision where an employee reaches 520 hours of sick leave or more
for WSEU and WLEA.
ANNIV--Identifies employees who earn at the rate of 160, 176, 184, 200, or 216
hours of vacation for the first time during the current calendar year.
ELIG 40 = Eligible for 40 hours Sabbatical Max
ELIG 60 = Eligible for 60 hours Sabbatical Max
ELIG 80 = Eligible for 80 hours Sabbatical Max
ELIG 120 = Eligible for 120 hours Sabbatical Max
FTE--Identifies employees that are part time as reflected by the base hours.
• SA = Eligibility based upon earning 160, 176, 184, 200 or 216 hours of
• FW = Eligibility based upon earning 200 or 216 hours of vacation
• OTHER if the employee is eligible for the contractual annual leave
conversion based on sick leave. OTHER will override SA if the
employee is eligible for both options
• Ineligible employees are listed on a separate spreadsheet.
NOTE: Employee could have an FW status and also an OTHER status.
The employee should be offered the option for FW.
Calculate number of hours employee is eligible to convert if reaching a new eligibility
threshold during the current calendar year. See the Examples of Proration.
Calculate number of hours eligible for conversion if the employee was part-time during the
current calendar year.
Determine the appropriate option for each employee and check the option applicable on
the pre-printed Annual Leave Conversion Option form.
Distribute the form to eligible employees.
Collect forms for processing prior to the last payroll calculated for the calendar year.
Process cash payment, termination/sabbatical and contractual leave conversion options
prior to the end of the calendar year. Sabbatical and cash payments are processed on the
December B payroll, paid December 30, 2009. Cash payments must be included in the
last paycheck of the calendar year.
If no option is selected before the end of the calendar year, annual leave shall be treated as
though the options were not available.
Update PLAM as follows. Entry should be done by Dec B payroll calculation to appear on
the Dec B earnings statement.
For those who elect the sabbatical or contractual annual leave conversion option, enter
SA and the number of hours on PLAM. Vacation balance will be debited and
sabbatical balance will be credited.
For those who elect the cash payment option, enter FW and the number of hours on
PMAS. This will automatically reduce the vacation balance on PLAM.