Chapter 20

Resignations and Retirement

 

 

20.01

RESIGNATIONS AND RETIREMENT

 

I.    LETTERS OF RESIGNATION

 

When 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.ohr.wisc.edu/benefits/retirement/

 

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.  EXIT INTERVIEW

 

Upon termination, an employee or the employer may request to do an exit interview. Although this practice is optional, the employer should honor all requests for an exit interview. Divisions/departments may create their own Exit Interview questions, and are responsible for doing the analysis as appropriate. Departments should work with their division HR office if they want assistance developing questions.

 

Sample exit interview information is available online at the following links:
http://www.grad.wisc.edu/admin/committees/edc/toolkit.html
http://www.provost.wisc.edu/exit.htm

 

V.  RETIREMENT

 

Retirement Age

 

There is no mandatory retirement age for UW-Madison faculty, academic staff, classified 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 to review the information, evaluate the effect of retirement on the other UW benefits, and to chart the next steps. For further details refer to the Benefits Services website: http://www.bussvc.wisc.edu/ecbs/Benefits_Retirement_Appointment.pdf  

 

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, the Secretary of the Academic Staff, or the Director of Classified Human Resources will be sent to faculty, academic and classified staff retirees receiving emerita/emeritus status.


For non-emerita/emeritus retiring faculty, academic staff, classified staff and limited appointees, 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/University service, he or she will also receive a Certificate of Commendation signed by the Governor if one is requested on the Certificate of Appreciation form.

 

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 age 55 or older.* Individuals must have completed a minimum of ten years of distinguished service. 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

 

Emeritus/emerita status is limited to faculty, academic staff, limited appointees and classified staff retiring after ten or more years of distinguished service at the University of Wisconsin-Madison.

Classified staff may be granted emeritus/emerita status in their final classification.

 

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

Academic staff may be granted emeritus/emerita status in their academic staff appointment.

 

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

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, limited appointees, academic staff, or classified 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:
  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.

For additional information regarding emeritus/emerita status, see Appendix 20-B.

 

Privileges Retained After Retirement

 

For information on privileges retained after retirement and/or emeritus status, please see Appendix 20-E.


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 contact 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

 

Inside UW Madison is the university s electronic employee newsletter. It is delivered directly to approximately 27,000 employees, graduate assistants, retirees and campus affiliates twice per week.  The newsletter focuses on the people who make the university tick, research that is shaping its future, and the many ways in which the university helps make the state of Wisconsin great.

 

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.

In addition:

The following options also are available to all retirees:

Retirees who have been granted Emeriti status are eligible to receive an annual Madison Metro bus pass at a cost of $48.00. 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.

 

Rehired Annuitants

Overview

UW-Madison will follow the requirements of Wisconsin Statutes 40.22 when hiring individuals who are receiving a Wisconsin Retirement System (WRS) annuity.

After an individual retires from an employer covered by the WRS, he/she may return to work with a WRS employer as a rehired annuitant (i.e., continuing to receive their WRS annuity), provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much an individual may earn as a rehired annuitant.

Who is a Rehired Annuitant?

A rehired annuitant:

         Is receiving a monthly WRS annuity*; and

         Served the minimum required break in employment between retirement and returning to work

*If an individual received a lump sum retirement benefit, he/she is not considered a rehired annuitant.

Valid Termination and Minimum Required Break

In order to have a valid break in employment before returning to work an individual must:

         Stop working for all WRS employers (receive no pay for services rendered date of final paycheck is irrelevant); and

         Have no rights to future employment for pay at a WRS employer; and

         Have no authority to act as an employee (volunteers are not considered to be acting as an employee); and

         Have been paid out all applicable leave benefits; and

         Have served the required minimum break in employment:

o    If retirement date is on or after July 2, 2013 An individual is required to serve a 75-day break in employment. The break in employment begins on his/her retirement date and ends on the latest of the following:

  The day after the annuity effective date; or

  The 76th day after the termination date; or

  The 76th day after ETF receives the retirement application.

o    If retirement date is prior to July 2, 2013 An individual is required to serve a 30-day break in employment. The break in employment begins on his/her retirement date and ends on the latest of the following:

  The day after the annuity effective date; or

  The 31st day after the termination date; or

  The 31st day after ETF receives the retirement application.

Before retirement, there CANNOT be an enforceable contract (verbal or written) in place to return to work before the employee s retirement date. During the break a retiree may discuss future employment opportunities with the university, and may accept a position with a start date after the appropriate break.

If the Department of Employee Trust Funds (ETF) determines that a termination is not valid, an individual s annuity could be stopped and any annuity payments considered to be paid in error must be returned.

Principal Investigators with on-going grants: ETF has determined that receipt of an on-going grant from non-University sources does not constitute a contract for or right to future University employment. Thus a Principal Investigator with two years left on a five-year grant may retire from the University, begin a WRS annuity, and then make an agreement with the University to return to work on the grant after the required break in service. The employee may not enter into the new employment contract until after the termination date, and the minimum break in service is required. The individual may not at any point be paid for the period of the break in service (including retroactively).Questions on PI status for retired employees should be handled within the division.

WRS and Annuity

When an individual returns to work at the University as a rehired annuitant of the WRS, his/her retirement date and the job attributes will determine whether or not he/she will be required to or have the option to be a WRS participant.

If employee retired on or after July 2, 2013:

WRS annuity will be suspended if the employee is expected to work at least one year and at least 2/3 of what is considered full-time as defined by WRS-eligibility requirements. Below are the provisions for each type of employment.

         Classified Employees: If the individual is expected to work one year and 1,200 hours (58% appointment), his/her annuity will be suspended until the rehired annuitant terminates his or her employment.

         Faculty, Academic Staff and Limited Employees: An individual s annuity will be suspended until the rehired annuitant terminates his or her employment in the situations below:

If an individual is not expected to work at least one year and at least 2/3 of full-time (as defined above), he/she will continue to receive his/her annuity and wages from the university. However, the law requires the university to continuously monitor rehired annuitants who are not expected upon hire to work 2/3 of full time (as defined above) and at least 12 months in the event expectations change. If a rehired annuitant is identified in the WRS look back process as exceeding the 2/3rds threshold, the annuity will be suspended and the employee will be enrolled in WRS with current earnings and service credited to his/her WRS account until he or she again terminates employment.

If employee retired prior to July 2, 2013:

Individuals who retired prior to July 2, 2013 are grandfathered and not subject to the above rules. If his/her job as a rehired annuitant is eligible for contribution to the WRS, the individual chooses whether or not to stop his/her annuity and participate in the WRS. These individuals are eligible for the WRS if expected to work at least one year and at least 1/3 of what is considered full-time as defined by WRS-eligibility requirements. Below are the provisions for each employment type.

         Classified Employees: If the individual is expected to work at least one year and 600 hours (29% appointment), he/she can decide whether or not to stop his/her annuity.

         Faculty, Academic Staff and Limited Employees: If the individual is expected to work at least one year and 440 hours (21% appointment for twelve-month employees and 28% appointment for nine-month employees), he/she can decide whether or not to stop his/her annuity.

NOTE: Once an individual elects to go back under the WRS, he/she will lose grandfathered status and be subject to the rehired annuitant rules effective July 2, 2013.

All rehired annuitants

All rehired annuitants must complete a Rehired Annuitant Election form within 7 days of returning to work, even if his/her appointment is not eligible for the WRS. The form should be submitted to his/her local payroll office and then to Madison Benefits Services. If the individual is not eligible for the WRS when he/she first returns to work but then later become eligible for the WRS, he/she must complete another Rehired Annuitant Election form.

Benefits

Rehired annuitants, whether or not covered by the WRS, are eligible for the following benefits:

         Tax-Sheltered Annuity 403(b) Program

         Wisconsin Deferred Compensation 457 Program

         Long Term Care Insurance

         Employee Reimbursement Account (ERA) Classified Limited Term (LTE's) employees are not eligible

         Pre-Tax Transportation and Commuter Benefits Classified Limited Term (LTE's) employees are not eligible

If an individual is covered by the WRS, he/she is eligible for the following benefits:

         All benefits offered to active employees in the same position (except University Insurance Association (UIA))

Paid Leave

A rehired annuitant may be eligible for paid leave benefits.  A rehired annuitant must meet the same paid leave eligibility requirements as active employees (see Leave Benefits for eligibility requirements).  Only time worked as a rehired annuitant is used to determine your paid leave eligibility.  You do not have to be covered by the WRS to earn paid leave benefits. 

If you qualify for paid leave as a rehired annuitant, the following leave provisions apply to you:

 

         Vacation

o    Faculty, Academic Staff & Limited Appointees 176 hours per fiscal year (prorated if part-time)

o    Classified Employees vacation based on years of continuous service (prorated if part time) service prior to retirement is included if the individual returns to work within 5 years of his/her retirement

o    The rules for vacation carryover, leave eligibility for continuous service, ability to bank vacation into sabbatical or ALRA, and vacation payouts at termination apply to rehired annuitants just as they apply to active employees.

         Sick Leave

o    Faculty, Academic Staff & Limited Appointees 96 hours per fiscal year (prorated if part-time); not eligible for sick leave Initial Entitlement

o    Classified Employees 130 hours per year (prorated if part-time)

o    Sick leave converted at retirement to pay for health insurance will be saved by the Department of Employee Trust Funds and will not be available for use during employment.

o    If an individual elects not to participate in the WRS, any sick leave hours earned will not be credited to his/her retiree sick leave credit account upon re-retirement.

o    If an individual elects to go back to participating in the WRS and then later re-retires, any sick leave earned as a rehired annuitant will be converted and added to his/her saved sick leave credits. The employee should contact Madison Benefits Services if this occurs. benefits@ohr.wisc.edu

         Personal Holiday 36 hours per year (prorated if part-time)

o    The rules for personal holiday apply to rehired annuitants just as they apply to active employees.

 

Titles and Appointments for Re-employed Annuitants

 

Academic staff or limited appointees 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.

 

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). 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.

 

Classified staff: An annuitant is eligible to compete for any position, subject to the applicant hiring criteria. If an annuitant chooses to apply for a classified permanent position or an unclassified appointment, the annuitant must go through any required testing and interviewing process. Terminal appointments for reemployed annuitants may be renewed, any number of times, at the employer s discretion.

 

All rules will be interpreted in accordance with the policy of Employee Trust Funds, state statute and University policy. Any discrepancies will be governed by state rules, regulations, and law.

 

V. REFERENCE

 

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

Madison Benefits Services: benefits@ohr.wisc.edu (608) 262-5650

Department of Employee Trust Funds Q&A: http://etf.wi.gov/news/ht-act20faqs.htm

 

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

University of Wisconsin-Madison
Unclassified Personnel Policies and Procedures Ch. 20.01
Feedback, questions, or accessibility issues: apo@ohr.wisc.edu
Last updated November 11, 2013