Chapter 2 |
Interchanges and Contracts |
2.02 |
INTERGOVERNMENTAL PERSONNEL TEMPORARY INTERCHANGES--UNCLASSIFIED APPOINTMENTS |
Chapter 230.047, Wis. Stats., authorizes state agencies and the University of Wisconsin System to participate in the temporary interchange of employees between and among government agencies at the same or different levels of government and with institutions of higher education. Typical interchanges involving the University of Wisconsin-Madison are with other state agencies, federal agencies, other government agencies such as school districts, and other universities outside the University of Wisconsin System. (See Chapter 2.01, Inter-Institutional Agreements, for the temporary interchange of employees within UW System.)
Wisconsin Administrative Code, Chapter ER 47, specifies the intent of temporary personnel interchanges is to facilitate the sharing of specialized knowledge and expertise, improve delivery of services, strengthen relations between and among the participating agencies or institutions and enhance the career development of employees.
Temporary personnel interchanges allow an employee to remain on the payroll of the home agency/institution and continue to participate in its fringe benefit program.
All unclassified employees of the University of Wisconsin-Madison are eligible to participate in such interchanges, except those described in the Policy Restrictions section below.
Employment interchanges are temporary and made for one year or less. If an urgent need is demonstrated, an extension for up to one additional year may be approved. The maximum period allowed for an interchange involving the same employee is two years, including an extension.
Employment interchange agreements are restricted to salary and fringe benefit costs. Reimbursement for any additional costs, such as supplies and equipment, generally may not be included as part of an employment interchange agreement.
UW-Madison employees on assignment to another agency or institution ("receiving" agency or "receiving" institution) may be eligible to receive supplemental compensation, which may be paid directly to the employee as a per diem. The receiving agency or receiving institution is responsible for any tax withholding and reporting of per diem payments and this responsibility will be so noted in writing as a condition of temporary personnel interchanges.
Supplemental compensation also may be transferred to UW-Madison and paid on UW-Madison’s payroll. Supplemental compensation must be indicated in the printed budget (see UW-Madison Budget Instructions) and be shown separately on the payroll under class code 1101. Supplemental compensation paid with respect to assignments of one year or less may be partially or completely taxable to the employee, depending on what items are intended to be covered by the supplemental compensation. Supplemental compensation for assignments exceeding a one-year period become fully taxable to the employee at the time UW-Madison KNOWS the assignment will exceed one year. Payments for taxable supplemental compensation will be entered in the payroll system by UW-Madison's central payroll office staff, using the pay code "AL." These payments are not covered under WRS.
UW-Madison employees may not receive supplemental compensation if on assignment to another State of Wisconsin agency.
To accept assignments with federal agencies, employees must hold “career positions” for at least 90 days prior to the begin date of the interchange agreements. “Career position” is defined as permanent career status receiving those employment benefits normally provided career employees of the agency, including participation in the retirement plan.
All interchange agreements must be approved prior to the begin date of the interchange assignments. To initiate an interchange agreement, a Memorandum of Understanding (Appendix 2-B) is prepared. To complete the “Special Condition” section, use one of the following references:
- Write “Wisconsin Administrative Code, Chapter UWS 8” if the UW-Madison employee assigned to another agency or institution is unclassified (faculty, academic staff, Limited, graduate assistant);
- Cite the ethics code of the sending agency or institution if the employee being sent to UW Madison is not from Wisconsin state government; if the sending agency or institution does not have a formal code of ethics, refer to “Wisconsin Administrative Code, Chapter ER-MRS 24.”
PLEASE NOTE: To initiate a federal interchange agreement, complete an Assignment Agreement form, available through federal agencies.
The interchange agreement must be reviewed and signed by the employee accepting the interchange assignment, the employee’s department chair/director, and the division-level/dean’s designee before forwarding to the Academic Personnel Office for approval. Once approved, copies are distributed to the employee, the employee’s department and dean’s/division office, the Academic Personnel Office and to the other agency or institution.
If UW-Madison is the sending agency, an Extramural Support Transmittal Form should be completed and attached to the interchange agreement. Once approved, the Academic Personnel Office will forward the form and agreement to Research and Sponsored Programs to assign a fund 133 or 144 project/grant number to charge the receiving agency or institution for the employee’s salary and fringe benefits. Research and Sponsored Programs is responsible for the collection of reimbursement payments.
If UW-Madison is the receiving agency, completion of an Extramural Support Transmittal Form is not required. The sending agency or institution mails invoices directly to the UW-Madison department involved for approval of payments from appropriate funds with charges made to account code 2620. Prior to the Interchange begin date, the department prepares a requisition indicating in the Description area: “IPA Agreement”. The requisition number should be indicated on each invoice received and all invoices should be forwarded for processing to Accounts Payable, 21 N. Park Street, Suite 5301.