I.    LETTERS OF RESIGNATION

When unclassified employees resign, they should give reasonable notice by letter to the immediate supervisor.

II.   STAFF BENEFITS UPON TERMINATION OR RETIREMENT

Please consult materials available from the Office of Human Resources Benefits Services, 21 N. Park Street, Suite 5101, or access their web site at http://www.bussvc.wisc.edu/ecbs/emp-retirement-menu.html.

III.   RETURN OF UNIVERSITY PROPERTY AND KEYS

Upon termination, employees must return all keys or other University property previously issued to them by the department.

IV.  RETIREMENT

Retirement Age

There is no mandatory retirement age for UW-Madison faculty, academic staff, or limited appointees.

Retirement Planning

The Office of Human Resources (OHR) Benefits Services offers pre-retirement planning options for UW-Madison employees. Services should be used according to the following guidelines:

For employees two to five years from retirement:

Attend a pre-retirement workshop sponsored by the OHR Benefits Services (see Office of Human Resource Development course catalog [click on "Benefits Education"]).

For employees one year or less from retirement:

1. Contact the Department of Employee Trust Funds, (608) 266-3285, to request a retirement packet and benefit estimate.
2. Contact the Social Security Administration, 1-800-772-1213, to request an Earnings and Benefit Estimate statement.
3. After receiving the above two documents, schedule a one-on-one counseling session with a benefits specialist in OHR Benefits Services (call 265-2257 for a reservation) to review the information, evaluate the effect of retirement on the other UW benefits, and to chart the next steps. Counseling sessions should be scheduled at least six months before retirement.

Special Recognition

Certificates

A Certificate of Recognition signed by the President of the Board of Regents, the Chancellor, and either the Secretary of the Faculty or the Secretary of the Academic Staff will automatically be sent to faculty and academic staff retirees receiving emerita/emeritus status.

For non-emerita/emeritus retiring faculty and academic staff, departments may request a Certificate of Appreciation signed by the Chancellor by completing a fillable form available on the web (http://www.ohr.wisc.edu/retirement_certificate.htm). If an employee has 20 or more years of State service, he or she will also receive a Certificate of Commendation signed by the Governor when the Certificate of Appreciation is requested.

Emeritus/Emerita Status

Emeritus/emerita status is an honorary title which may be conferred only upon individuals who have had permanent employment with the University of Wisconsin-Madison and who are eligible to activate their annuities from the Wisconsin Retirement System (WRS).* In rare cases, an exception may be made following the process listed below. Volunteer staff on a zero-dollar basis who no longer provide volunteer support are not eligible for this status.

*NOTE: Faculty hired under Faculty Policies and Procedures (FPP) 1.02.B. are an exception, i.e., they are eligible for emeritus/emerita status.

Eligibility

1. Emeritus/emerita status is limited to faculty, academic staff, and limited appointees retiring after distinguished service at the University of Wisconsin-Madison. Academic staff (including limited appointees) must have completed ten or more years of service at the University to be eligible for such recognition.

   Faculty holding limited appointments may be granted emeritus/emerita status in their faculty appointment.

   Academic staff may be granted emeritus/emerita status in their limited appointment, but not in their academic staff back-up appointment.

2. Individuals granted emeritus/emerita status who have held a concurrent senior administrative title of Dean or higher may, upon recommendation of the Provost, be granted emeritus/emerita status by the Chancellor for the administrative title also.

Process for Obtaining Emeritus/Emerita Status

1. Recommendations for emeritus/emerita status for retiring faculty or academic staff usually begin at the department level (through the executive committee, when necessary) and proceed through the dean's office to the Chancellor. The recommendation should include the following:
   
   • a narrative summary citing the professional accomplishments and record of university service of the retiring faculty or academic staff;
     
   • expected date of retirement (copy of retirement letter);
     
   • dean approval.
     
2. If the employee holds a tenured or affiliate appointment in another department, please confer with that department directly to coordinate the recommendation.
   
3. Recommendations may be submitted throughout the year. Chapter 6 of the Budget Instructions provides additional information.

Reappointment of Emeritus/Emerita Staff

See section entitled Re-employed Annuitants within this chapter.

Privileges Retained After Retirement

There are certain privileges extended by various offices of the University of Wisconsin-Madison to UW-Madison retirees. Nothing in these paragraphs is meant to alter other currently established policies concerning priorities for use of certain facilities by students, faculty, staff or visitors, nor is there any intent to limit the authority of individual program units to recommend such priority/use policies.

Office and/or Laboratory Space

Departmental assignment of office space and/or laboratory space for retired faculty and staff is within the purview of each department and dean, and shall be reviewed periodically.

Identification Card

Retired University of Wisconsin-Madison employees (i.e., former employees eligible to receive WRS annuities) should retain their UW-Madison identification cards for access to university libraries, recreational**, and other facilities. Retirees who wish to continue using the facilities or IT tools should contact their department prior to their retirement date. The department will contactl the Office of Human Resources by email: retiredID@ohr.wisc.edu.

**Retiree is responsible for annual access fee due 9/1 each year for use of recreational facilities (contact 262-8244).

Information Technology Tools

UW-Madison retirees may retain the information technology (IT) privileges (Internet access, WiscMail, WiscCal, My WebSpace, etc.) they used as faculty or staff members. Retirees also continue to have access to specific Division of Information Technology (DoIT) services and products. For a list of current services and products, contact the DoIT Tech Store at (608) 265-7469 or visit http://techstore.doit.wisc.edu. A valid UW-Madison ID card is required. For assistance with UW-Madison IT tools, call the the DoIT Help Desk at (608) 264-HELP (4357) seven days a week, 6:00 A.M. to 1:00 A.M.

Wisconsin Union

Union membership options are available to all retirees. Members receive access to Union programs and services, including Mini Courses and Hoofers, and may reserve Union facilities for personal social events. A full list of benefits is available at http://www.union.wisc.edu/membership/index.html or by calling 262-2263. All UW retirees are eligible to purchase a Wisconsin Union lifetime membership at the graduating student rate. This rate is good only for up to one year from retirement.

UW News

Upon request, UW-Madison retirees may receive a complimentary subscription to Wisconsin Week, the official newspaper of record for the University of Wisconsin-Madison, at their home address. The retiree should send a written request to Wisconsin Week, UW-Madison, 500 Lincoln Drive, Room 134, Madison, Wisconsin 53706. (This is also available on the web at http://www.news.wisc.edu/wisweek/.

The free Wisconsin Week Wire e-mail news-letter publicizes especially timely information that falls outside Wisconsin Week's biweekly publishing schedule. It's a quick, succinct update on major campus issues and events. The e-mail is delivered each Wednesday year-round. To subscribe or unsubscribe, retirees may fill out the simple form on the web at http://www.news.wisc.edu/wisweek/aboutwire.html.

Libraries

UW-Madison retirees are eligible to use all campus libraries. A valid ID card is required (see above). Retirees are responsible for any costs or fines incurred. Spouses/partners who utilized the service prior to the employee's retirement will retain the privilege.

Parking Privileges

Retirees who are providing essential functions on campus will need to use one of the following options.

• UW Departments can provide a Department Limited permit to retirees doing work on campus.
• UW Departments can provide a Department Temporary permit to retirees doing work on campus.
• UW Departments can let retirees participate in the annual priority parking assignment system and purchase a base lot permit or park-and-ride lot permit.

In addition:

• Emeriti may obtain free Temporary Permits (half-day, daily) on a space-available basis through one of the Transportation Services offices.

The following options also are available to all retirees:

• Ride the FREE campus bus.
• Some lots are available to the public free of charge after 4:30 P.M. or 10:00 P.M. See Lot Addresses/Enforcement Hours under UW Faculty/Staff & Affiliates on the web page listed below.
• Use one of the visitor stalls on campus for daily/hourly parking (meters & cashiered lots).

Retirees who have been granted Emeriti status may obtain a free city bus pass. This Transportation program is reviewed annually by UW Transportation Services and is subject to change without notice.

See web site for further information: http://www.fpm.wisc.edu/trans/Parking.

Re-employed Annuitants

Break in Service

Under state law, annuitants must be off the payroll until the latest of the following dates:

• 31 days after the Department of Employee Trust Funds receives the benefit application (thus it is advisable to file the application in advance of the retirement date);
• 31 days after the date employment terminated; or
• the day after the effective date of the WRS annuity (normally, the annuity effective date is the day after the termination date unless the person delayed filing the application for more than 90 days).

Contact the OHR Benefits Services, (608) 265-2257, with questions about the break in service requirement.

Pre-retirement Agreements to Return to Work are Prohibited

Effective July 1, 1998, a Department of Employee Trust Funds Administrative Rule (ETF 10.08) prohibits an employer and employee from reaching, before retirement, an agreement for the employee to return to work after retirement. Agreements, oral or written, reached prior to retirement, will jeopardize the employee's annuity—the person might have to forfeit any retirement benefits received. The rule does, however, explicitly allow employees to express "willingness or interest in providing compensable services at some time in the future."

No Earnings Limit

Re-employed annuitants do not have an earnings limit.

UW-Madison Faculty Post-retirement Employment Policy

See Appendix 20-B for the current policy on faculty post-retirement employment.

Titles and Appointments for Re-employed Annuitants

1. Academic staff who retire and are granted emerita/emeritus status may be appointed to a new appointment (fixed-term terminal indicating a specific end date) using a title appropriate to the duties to be performed. A PVL waiver is required for this type of appointment. The emeritus/emerita status is tied to the appointment from which they retired.
   
2. Faculty who retire and are granted emeritus/emerita status may be appointed to a new appointment with the Professor, Associate Professor, or Assistant Professor Emerita/ Emeritus title if:
   • the appointment is within the same academic department(s) or center/institutes associated with those academic departments as the faculty appointment prior to retirement, and
   • the duties are similar to the prior faculty responsibilities.

   If a faculty member is re-employed after the emeritus status is approved, a PVL waiver is not required. (A PVL waiver and an appropriate academic staff title are required if the emeritus status is not yet approved. Once approved, a new appointment using the emeritus title should be created).

3. Retired faculty also may be appointed to other academic staff positions, e.g., lecturer, if above criteria are not met. A PVL waiver is required for this type of appointment.

Please Note: Emeritus titles and reemployed annuitant positions are academic staff titles and are filled on a fixed-term terminal basis indicating a specific end date.Terminal appointments for re-employed annuitants may be renewed, any number of times, at the employer's option.

Benefits

Refer to Rehired Annuitants Q&A for benefits available to re-employed annuitants.

V. REFERENCE

For more detailed and specific information, contact the Office of Human Resources (265-2257), or OHR Benefits Services (265-2257) for information about benefits for re-employed annuitants.

Reference documents FPP Chapters 1 and 7, ETF 10.08, and Budget Instructions Chapter 6.