This procedure outlines steps for converting vacation to banked leave (formally called Sabbatical) as an employee. Employees using Employee Self Services (ESS) are able to enter their banked leave conversion election through Employee Self Service similar to entering leave time taken. This banked leave conversion will be auto approved.
1. Log in to the My UW System portal at https://my.wisconsin.edu/ Note: UW-Madison employees can optionally log in to the My UW-Madison portal instead. For more information on logging into the My UW System portal, please see UWSC Support - Logging in to the My.Wisconsin.edu / My.Wisc.edu System Portal .
2. Locate the Time and Absence module and click the Leave Reports tab to get your Eligibility report and review your options.
Annual Leave Conversion Options form sample found in the portal under Leave Reports: For Employee Self Service, you do not need to complete this form. It is generated so you know your options. You can print it for your own records.
Note: If you are employed at more than one job you will need to select the job you wish to convert your vacation from a list before you will be taken to the Request Absence page. Banked leave conversion can be applied to one or more positions as long as there are vacation hours available to convert.
Note: Banked Leave conversion takes must be entered between the dates of 12/1 and 12/31. Please enter the take on an unscheduled work day such as a weekend.Note: Cash Pay is paid on the check after it processes. If the payment is desired in the current calendar year, watch the entry times so it processes with the last check of the year.
3. Click Submit. You will receive this message following the submission if there are no errors. If you receive an error message that you believe is incorrect see your payroll coordinator as the conversion is auto approved.
4. Click OK. You will now see the Request Details page which lists the details of the request and its status. Conversion is auto approved.
Note: Because the conversion is auto approved, your payroll coordinator is not directly involved. If there is an error with the conversion to Banked Leave contact your payroll coordinator. They will need to make the necessary changes because it cannot be pushed back.
For reference, when you request to look at the absence history, notice the hours box is 8 hours. This is normal functionality. Click into the take Absence Name for additional details.
The Request Details screen will verify the number of hours entered into convert and payout. The reason the hours will not display on the Absence Request History screen is because there are two values available here and only 1 value on the that screen.