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L&S Employee-in-Training Appointments
For questions, contact the department’s Administrative Regional Team (ART) representative or the Student+ Team at studentplus@ls.wisc.edu
Employee-in-Training Titles
When it comes to Postdoc and Post Degree Training appointments the salary, stipend, benefits, and specific policies vary depending on the appointment title. Each of these roles carries distinct expectations regarding funding, job responsibilities, and service to the university.
The continuation of these appointments is contingent upon the availability of funding, the ongoing needs and priorities of the program, and compliance with all applicable institutional, state, and federal regulations.
Appointment Overview:
- ET positions are not student roles; individuals in these positions are not enrolled in any college or university.
- Typical appointment duration is 2 to 3 years, with a maximum of 5 years.
- Any ET appointment with an FTE less than 100% requires department/unit justification and approval from the L&S Student+ Team HR Manager (studentplus@ls.wisc.edu).
- For new ET appointments departments/units must submit the person’s curriculum vitae (CV) or resume in addition to a formal offer letter.
- ET appointments fall into two categories: service and non-service, see University policy
UW-5005 for guidance on selecting the appropriate category.
Postdoc and Post Degree Training appointments fall into two categories: service and non-service, see University policy UW-5005 for guidance on selecting the appropriate category.
Service Appointments:work benefits the university; paid as wages. |
Non-Service Appointments:focused on the appointee's training; pad as stipends. |
|---|---|
| Service Income | Non-Service Income |
| Benefits University Primarily | Benefits Individual Primarily |
| Wages/Compensation | Fellowship/Scholarship Income |
| Taxed through payroll | No taxation through payroll |
| W-2 | Fellowship/Scholarship Letter |
| Count towards FTE limits | Does NOT count towards FTE limits |
| Benefits Eligible | Benefits Eligible |
| Paid via Payroll | Paid via Payroll |
Postdoctoral Appointments
Postdoctoral Appointments or “Postdocs” is an employment category at UW-Madison. Postdoctoral employees are individuals who have earned a Ph.D or other terminal degree and is engaged in mentored research and/or scholarly training to develop professional skills. Most postdoctoral positions have a duration of two to three years, with a maximum of five years, and postdocs are not enrolled as students at a college or university.
The College of Letters & Science offers three primary Postdoc appointment titles:
- Postdoctoral Fellow (PD003)
- Postdoctoral Trainee (PD004)
- Research Associate (PD012)
Postdoctoral Fellow PD003 / Trainee PD004
A Postdoctoral Fellow or Postdoctoral Trainee is an individual awarded extramural funding for continued training after earning a doctorate. The appointing department/unit must verify that all doctoral requirements have been fully completed before the appointment begins, including the final filing of the thesis. Successful completion of an oral defense alone is not sufficient.
- Degree Requirement:
- Must have received a PhD within the last five years of the appointment start date.
- Departments/units are responsible for ensuring all degree requirements are completed before the appointment begins.
- Appointment Duration:
- Typically two years, with a maximum of five years.
- Typically two years, with a maximum of five years.
- Funding & Compensation:
- Usually funded externally or from outside the college (e.g., from grants or fellowships).
- Paid via stipend (not wages).
- Since stipends are not considered wages, the university does not withhold taxes from payments. Fellows/trainees may need to pay estimated taxes quarterly.
- Appointment Type:
- Non-Service appointment: the individual’s activities must primarily benefit their own learning and research, rather than serving the university’s needs.
- Work should be independent or self-directed, with supervision.
- If the individual’s work is primarily for the university’s benefit, an employment title such as Research Associate or Scientist should be used instead.
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Distinction Between Fellow & Trainee:
- Postdoctoral Trainees are typically part of a structured training program with a group of peers.
- Postdoctoral Fellows are usually not part of a group training program.
- FLSA Status: Exempt
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Not eligible for paid sick leave or paid vacation
- Additional Requirements:
Research Associate (PD012)
A Research Associate is an individual continuing training after earning a doctorate (PhD., MD, D.V.M., or JD). The appointing unit must verify that all doctoral requirements have been fully completed before the appointment begins, including the final filing of the thesis. Successful completion of an oral defense alone is not sufficient.
- Appointment Duration:
- Typically 2–3 years but can be extended up to a maximum of five years.
- Approval requirements:
- Up to 3 years: Requires department/unit-level approval.
- Beyond 3 years (up to 5 years): Requires annual approval from the Dean’s Office, including a statement confirming continued training.
- Appointment Type:
- Service appointment: Usually under a Principal Investigator (PI).
- Funded by PI grant funds or other sources (not typically from individual fellowship awards).
- Paid position: Wages are provided, and taxes are deducted from paychecks.
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- FLSA Status: Exempt or Non-Exempt, depending on salary.
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Not eligible for paid sick leave or paid vacation
Salary/Stipend
At UW–Madison, salary and stipend policies for postdoctoral appointments are designed to ensure fair compensation, compliance with federal guidelines, and alignment with institutional standards. This guide outlines base salary requirements, supplementation policies, NIH pay scale alignment, and additional resources for postdocs and hiring units.
Policy Reference: UW-6101: Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships
Minimum Base Salary/Stipend
All full-time postdoctoral appointments must meet a minimum base salary or stipend of $47,476, including:
- Postdoctoral Fellow (PD003)
- Postdoctoral Trainee (PD004)
- Research Associate (PD012)
This requirement may be fulfilled through multiple concurrent appointments, in accordance with UW-6101: Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships.
Example: A postdoc receiving a $40,000 fellowship stipend as a Postdoctoral Fellow may also receive a $7,476 salary as a Research Associate, totaling the required $47,476.
Performance-Based Increases
- Best practice: Provide increases on the employee’s anniversary date.
- Departments/units must submit justification for increases and obtain division approval.
Salary Supplementation for Fellowships
- The Office of the Vice Chancellor for Research (OVCR) and the partnering college may provide salary supplements.
- Total compensation must not exceed the nine-month salary approved by the UW Board of Regents.
Research Associate
- Estimated Pay Range: Postdoctoral Research Associates typically earn between $56,000–$65,000 annually, with an average base salary of $60,000.
- Research Associate Salary Adjustments:
- Not eligible for lump sum performance payments or awards.
- Pay adjustments occur through the Pay Plan to maintain competitive salaries.
- Non-annual increases are heavily scrutinized.
NIH Pay Scale for Postdocs
Eligibility and Adjustments
- Postdocs on the NIH pay scale must have their full-time annual salary aligned with NIH base stipend rates, based on years of relevant experience.
- Stipend levels are adjusted annually on the anniversary date.
- No mid-year changes are allowed.
Key Guidelines
- Departments and PIs must decide at hire whether to follow the NIH scale.
- If chosen, the NIH scale must be applied consistently throughout the appointment.
- Stipend level is based on full years of relevant postdoctoral experience.
- Departments must verify current NIH rates before making offers.
Current NIH Stipend Levels: NIH Stipend Levels
NIH Salary Cap
- NIH imposes a legislative salary cap on direct salary funded by NIH grants.
- The cap is set annually and cannot exceed Executive Level II of the Federal Executive Pay Scale.
- For current and historical cap levels, refer to the NIH Salary Cap Summary.
For current and historical salary cap levels, refer to the Salary Cap Summary (FY 1990 – Present).
Additional Helpful Resources
- NIH Grants Policy Statement on Ruth L. Kirschstein National Research Service Awards
- NIH Grants Policy Statement on Research Career Development (“K”) Awards
- NIH Grants & Funding Central Resource for Grants and Funding Information FAQs
- NIH NRSA Childcare Benefit - https://rsp.wisc.edu/NIH-NRSA-ChildcareBenefit.cfm
- Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels Effective for Fiscal Year 2025 - https://grants.nih.gov/grants/guide/notice-files/NOT-OD-25-105.htmlThe Paid Parental Leave policy provides eligible employees with a maximum of up to 6 (six) weeks of paid time off every 12 months when they experience a qualifying event covered by this policy.
Post Degree Training Appointments
Post Degree Training is an employment category at UW-Madison. Post Degree Training employees are individuals who have earned a bachelor’s or master’s degree, often from another institution, and come to UW-Madison for further training and research in their field of study. Individuals in these positions are not enrolled as students at a college or university. Most post degree training positions have a duration of two to three years, with a maximum of five years.
The College of Letters & Science offers three primary Post-Degree Training appointment titles:
- Graduate Intern/Trainee (PD001)
- Undergraduate Intern (PD002)
- Research Intern (PD013)
Graduate Intern/Trainee PD001
A Graduate Intern/Trainee is a graduate student (enrolled at UW-Madison or another university) who is completing fieldwork or clinical internship as a required component of their Ph.D. or Master’s degree program. This is a post-degree title.
- Degree Requirement:
- Must have received a bachelor’s or master’s degree.
- Must be actively enrolled in a graduate program, but not necessarily at UW-Madison.
- Appointment Duration:
- Typically, one year or less.
- Typically, one year or less.
- Appointment Purpose:
- The internship or fieldwork must fulfill a specific requirement for the student’s degree program.
- The internship or fieldwork must fulfill a specific requirement for the student’s degree program.
- Appointment Type:
- Non-Service appointment: The role is primarily for the benefit of the incumbent as part of their curriculum.
- Non-Service appointment: The role is primarily for the benefit of the incumbent as part of their curriculum.
- Funding & Compensation:
- Paid via stipend (not wages).
- Taxes are not withheld from stipends.
- Appointees may be required to pay estimated taxes quarterly, especially if the stipend exceeds costs for tuition, fees, books, supplies, and equipment.
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Could be a 9-month (academic) or 12-month (annual) appointment
- FLSA Status: Exempt
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Not eligible for paid sick leave or paid vacation
- Graduate Intern/Trainees are not formally under the Graduate Student Assistantship Policies or the Postdoctoral Policies. Schools/colleges/divisions may apply other post degree training policies to this title.
Graduate Intern/Trainee compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group. The current Grad Intern/Trainee salaries at UW-Madison range between $26,506 to $44,000 with a median of $38,000. Using the median, departments/units can go below or above depending on the direct experience of the individual.
Graduate Intern/Trainees are non-service appointments meaning they have an FLSA status of Exempt.
- These appointments are not subject to FLSA, if an appointment is not subject to FLSA they are given the status of Exempt, but this status has nothing to do with their compensation or their duties.
Undergraduate Intern PD002
An Undergraduate Intern is an undergraduate student (enrolled at UW-Madison or another university) who is conducting research or related work under the terms of a supporting grant or contract that precludes the use of other appropriate titles. The use of this post-degree title is limited and not preferred by L&S College.
- Degree Requirement:
- Has not yet received any post-secondary degree (Bachelor’s, Master’s, or Ph.D.).
- Must be an active undergraduate student at UW-Madison or another institution.
- Appointment Duration:
- Typically, one year or less.
- Typically, one year or less.
- Appointment Type:
- Service appointment: The intern is expected to perform work related to the research project.
- Less commonly used than other employee-in-training-related titles - used only when other titles are not appropriate.
- Funding & Compensation:
- Paid wages (not a stipend).
- Taxes are withheld from monthly paychecks.
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Could be a 9-month (academic) or 12-month (annual) appointment
- FLSA Status: Exempt or Non-Exempt.
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Not eligible for paid sick leave or paid vacation
Undergraduate Intern compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group.
Undergraduate Interns are not exempt from the FLSA, meaning they must meet the minimum salary threshold set by the FLSA to be considered exempt.
- UW-Madison Policy: Minimum salary threshold is $844 a week or $43,888 per year.
- If the rate in the letter does not meet the minimum threshold (assuming the FTE is 100%), then the employee must be non-exempt AKA, paid hourly.
- Also note, if the FTE is below 100%, then they are not making the annual rate listed in the letter and so you go by how much the employee will be making per week based on the comp rate and FTE to decide if they are exempt or non-exempt from FLSA.
- Example: if the appointment is 50% FTE with a $60,000 annual salary, the employee is only making $30,000, which is below the minimum threshold meaning they must be non-exempt and hourly.
Research Intern PD013
A research intern is an individual who is continuing training after receipt of a bachelors, master, or equivalent. A research intern appointment is normally for a two- or three-year term. These individuals have been engaged in an area of research, service, or the like, and are pursuing additional training in their areas of expertise or a related field. Their work should be independent or self-directed, with supervision similar to that of a mentor guiding a student. Payments made to research interns are fully taxable as wages, and taxes will be withheld for monthly paychecks.
- Degree Requirement:
- Must have received a bachelor’s or master’s degree (not a postdoctoral appointment).
- Not currently a Graduate Student
- Not registered for credits at an institution of higher education
- Appointment Duration:
- Typically 2–3 years
- Limited to no more than three years. Typically, appointments are extended on their anniversary date.
- Appointment Purpose:
- Provides further training in a specific area of expertise or a related field.
- Provides further training in a specific area of expertise or a related field.
- Appointment Type:
- Service appointment: Usually under a Principal Investigator (PI).
- Service appointment: Usually under a Principal Investigator (PI).
- Paid Position:
- Wages are provided, and taxes are deducted from paychecks.
- L&S College minimum of $20 an hour or $41,600 annually effective August 24, 2025.
- FLSA Status: Exempt or Non-Exempt
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Not eligible for paid sick leave or paid vacation
- Eligible for Paid Parental Leave (UW Policy 5054)
Policy
- A Research Intern is an employee who is continuing training directly following receipt of a bachelor’s or master’s degree.
- Once the Ph.D. or equivalent terminal degree is obtained the research intern appointment is inappropriate. Current research interns who obtain their terminal degree should transfer to a Research Associate appointment the day after the degree requirements are met (dissertation deposited). This involves both a title and rate change as the Research Associate minimum is in a different pay range than the Research Intern title.
- The responsibilities of the position must be consistent with the last degree received (i.e., degree in history is not appropriate for an individual developing research methodology in dairy science).
- Duties must be consistent with employee in training responsibilities and provide continued applicable training for the individual.
Compensation
Research Intern compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group.
- The estimated total pay range for a Research Intern at University of Wisconsin-Madison is $31K–$45K per year, which includes base salary and additional pay. The campus minimum salary is $30,952 (source).
- Rate must be at or higher than the L&S College minimum of $20 an hour or $41,600 annually effective August 24, 2025.
Zero-Dollar Appointments
Zero-dollar appointments allow individuals to maintain an affiliation with UW-Madison without receiving compensation from the university. These appointments are classified as non-service positions, meaning the individual is present for their own professional benefit rather than performing work required by the university. Any ET title can be zero-dollar.
Details:
- If unpaid, the appointment is considered non-service, meaning there are no wages or work expectations. The individual is participating for their own professional benefit rather than providing services to the university.
- An individual holding a zero-dollar appointment can hold a funded appointment once the zero-dollar appointment ends.
- Zero-dollar appointments do not have an FTE
- Zero-dollar appointments are Not Subject to FLSA – no FLSA status
Zero-dollar appointments may be granted in the following situations:
- The individual receives funding from another university or institution that is not administered by UW-Madison.
- The individual holds a fellowship that is not administered by UW-Madison.
- The individual wishes to continue working on a previous research project without receiving funding from any source.
- The individual seeks additional experience and training before pursuing graduate school and is not receiving external funding.
While external funding is not a requirement for a zero-dollar appointment, individuals may also support themselves through personal funds.
Benefits
Employee-in-Training appointments at the College of Letters & Science include the fringe benefits described at the University of Wisconsin–Madison Human Resources website.
The table below lists the eligibility for different benefits for each appointment. Reference: Benefit Eligibility Decision Table
| Job Code | Job Title | FLSA Status | Service vs Non-Service | Health Insurance Eligible? | Paid Vacation or Sick Leave Eligible? | Paid Parental Leave Eligible? | Medical and Legal Holiday Eligible? |
|---|---|---|---|---|---|---|---|
| PD001 | Graduate Intern/Trainee | Exempt | Non-Service |
Yes |
No | No | No |
| PD002 | Undergraduate Intern | Exempt or Non-Exempt | Service | Yes | No | No | No |
| PD003 | Postdoctoral Fellow | Exempt | Non-Service | Yes | No | No | Yes |
| PD004 | Postdoctoral Trainee | Exempt | Non-Service | Yes | No | No | Yes |
| PD012 | Research Associate | Exempt or Non-Exempt | Service | Yes | No | No | Yes |
| PD013 | Research Intern | Exempt or Non-Exempt | Service | Yes | No | Yes (UW Policy 5054) | No |
Health Insurance
ET appointments are eligible for health insurance
- If the appointment is at least 33% for six months when A-Basis
- If the appointment is at least 33% for 1 semester when C-Basis
- State Group Health Insurance
- Uniform Dental Benefits (preventative care)
- Optional add-on to State Group Health Insurance
Supplemental Insurance
- Delta Dental Insurance
- DeltaVision Insurance
Spending Account
- Flexible Spending Accounts
- Not available to fellows, scholars, and some postdocs
Life Insurance
- Individual and Family Group Life Insurance
- Accidental Death and Dismemberment Insurance
- Accident Insurance
Supplemental Retirement Plans
- UW 403(b) Supplemental Retirement Program (SRP))
- Not available to fellows, scholars, and some postdocs
- Wisconsin Deferred Compensation 457(b)
- Not available to fellows, scholars, and some postdoc
New state benefit eligible employees have 30 calendar days, from the appointment begin date, to make state benefit plan elections. New postdoctoral employees need to contact the L&S Benefits Director within the first few days of your appointment to avoid any loss of benefits or the need to submit evidence of insurability. A benefits walk-through tool can be found at the Universities of Wisconsin website.
For any questions related to benefits or leave, contact the L&S Benefits Director. UW–Madison maintains a central Office of Human Resources that serves the entire campus on Payroll and Benefits:
- Benefits Webpage: https://hr.wisc.edu/benefits/
- Benefits Email: benefits@ohr.wisc.edu Payroll Email: payroll@ohr.wisc.edu
Postdoc Absence with Pay & Legal Holidays Policy
University policy UW-5088 Postdoc Absence with Pay & Legal Holidays provides eligible postdocs with paid leave for:
- Personal reasons
- Medical needs
- Parental leave
- Legal holidays
The policy outlines different types of paid absences, eligibility criteria, accrual rules, usage limitations, and procedures for transitioning between appointments or leaving the institution.
1. Absence With Pay (Personal)
A. Eligibility Criteria
- 12-month (annual basis) Postdocs: Eligible
- 9-month (academic basis) Postdocs: Not eligible
B. Accrual
- Granted upon hire and upon hire and on July 1 each year.
- Full-time postdocs: Receive 176 hours per fiscal year (July 1–June 30)
- Prorated if:
-
- Appointment starts mid-year
- Appointment ends mid-year
- FTE (full-time equivalent) changes
C. Scheduling
- Must be approved by mentor
- Should be requested in advance
- Departments/Units may limit use if:
- Policy is in writing
- Postdocs are given enough notice to use their hours
D. Usage Rules
When: Can be used immediately upon hire.
- No carryover: Unused hours expire on June 30
- No donations: Cannot be donated under the Catastrophic Leave policy
E. Banking & Payouts
- Not allowed: No banking or cash payouts for unused hours
F. Impact of Changes in Employment
Changes in FTE (Full-Time Equivalent)
- If a postdoc’s FTE increases, their leave entitlement increases proportionally.
- If a postdoc’s FTE decreases, their leave entitlement is reduced.
- If a postdoc has already used more leave than they’re entitled to after a reduction in FTE or if they leave UW–Madison before the fiscal year ends, they must repay the value of the excess leave.
G. Moving Between Appointments
- If a postdoc moves to another postdoc position within UW–Madison, their leave balance transfers with them.
- If a postdoc transitions to a non-postdoc role (e.g., faculty or staff), they lose any remaining postdoc leave.
2. Absence With Pay (Medical)
A. Eligibility Criteria
- All postdocs, 12-month and 9-month (annual and academic basis) are eligible.
B. Accrual
- Granted upon hire and upon hire and on July 1 each year.
- Full-time postdocs receive:
- 96 hours per year (fiscal year for 12-month/annual basis; academic year for 9 month/academic basis).
- Prorated for:
- Mid-year hires
- Part-time appointments (based on FTE)
- Early terminations
- Maximum: 96 hours/year unless additional time is allowed by a sponsoring agency.
C. Usage
1. When: Can be used immediately upon hire.
2. Reasons for Use:
- Personal illness, injury, disability, pregnancy, or adoption
- Exposure to contagious diseases
- Caring for an immediate family member (up to 5 days; more with approval)
- Medical/dental appointments (self or immediate family)
- Bereavement:
- Up to 3 days for a death in the immediate family
- Additional 4 days for travel or related needs
- Any leave covered under WFMLA or FMLA
3. Substitutions:
- May use personal leave, legal holidays, or unpaid leave (with mentor approval) instead.
- Requests to change the type of leave used must be submitted by the end of the fiscal year.
- 9-month/academic year postdocs must use medical leave or legal holidays if unable to fulfill duties during breaks.
4. Medical Certification:
- Required if absence exceeds 5 working days, unless covered by FMLA/WFMLA.
- Not required immediately in emergencies.
- UW–Madison may request certification for any length of absence if abuse is suspected.
5. Expiration:
- Use it or lose it: Unused hours do not carry over to the next year.
- Medical leave cannot be converted to pay for health insurance.
- No reinstatement: Previously granted medical leave is not reinstated if a postdoc returns after a break.
D. Moving Appointments or Termination
1. Moving Within UW–Madison:
- Medical leave transfers between postdoc appointments.
- Does not transfer to non-postdoc positions.
2. Moving Between Institutions:
- Transfer of leave is at the discretion of the new institution/unit.
- Must be agreed upon in writing before the new appointment starts.
3. Termination:
- Any unused medical leave is forfeited upon leaving UW–Madison.
E. Reporting & Recording
1. Workweek Definition:
- Standard: 40 hours/week (prorated for part-time)
- Includes all duties: research, teaching, meetings, etc.
2. Charging Leave:
- Taken in half-day increments:
- ¼ to ¾ day = half-day
- >¾ day = full day
- Part-time postdocs: Report actual hours absent
- FMLA leave: Charged in actual hours
3. Absence With Pay (Parental)
A. Eligibility Criteria
To qualify, a postdoc must:
- Experience a qualifying event (birth or adoption) on or after the policy’s effective date.
- Hold a postdoc appointment at UW–Madison at the time of the event.
- Have completed 6 months of service within the UW System (including breaks up to 75 business days or between spring and fall semesters).
B. Parental Leave Provisions
- Duration:
- Up to 6 weeks (240 hours) of paid leave in a 12-month period per qualifying event.
- Prorated for part-time postdocs.
- Must be used within 12 months of the event or it is forfeited.
- Annual Limit: Max of 6 weeks per 12-month period, regardless of multiple events.
- Additional Leave: Only allowed if sponsoring agency policy permits.
- Benefits: Health and other benefits continue during leave.
- Dual Eligibility: If both parents are UW–Madison postdocs or covered employees, each gets the full benefit.
- Loss of Eligibility: Leave ends if the postdoc no longer meets eligibility criteria.
C. Usage, Carryover, and Exchange
How Leave Can Be Taken
- Continuous Leave: postdocs are always entitled to take parental leave on a continuous basis.
- Intermittent or Reduced Schedule Leave:
- Requires advance approval from the department/unit.
- Exception: If the leave is designated under the Wisconsin Family and Medical Leave Act (WFMLA), prior approval is not required.
- WFMLA allows intermittent or reduced schedule leave within 16 weeks of the birth or adoption.
Concurrent Use
- Runs concurrently with FMLA/WFMLA if eligible
- Postdocs may delay parental leave and use other types first.
Timing
- Cannot be taken before the qualifying event.
- Leave beyond 6 weeks or before the event requires approval.
Legal Holidays
- If a holiday occurs during parental leave, the postdoc receives holiday pay instead of using a leave day.
Important Notes
- The 12-month usage window after the birth or adoption does not extend even if leave is taken intermittently or on a reduced schedule.
- Postdocs using intermittent or reduced schedule leave can still use other types of paid leave for unrelated absences.
- Postdocs must follow standard departmental procedures for requesting and reporting absences. Failure to do so may result in denial of parental leave for those absences.
Restrictions
- Parental leave cannot be donated or transferred to other postdocs or employees.
D. Scheduling Parental Leave
1. Standard Notice Requirement
- Postdocs must submit a Parental Leave Request form at least 30 calendar days before the intended start of leave.
- If 30 days’ notice is not provided, the leave may be delayed until 30 days after the request is received.
2. Exceptions for Unforeseen Circumstances
- If the need for leave is unforeseeable or the postdoc needs to change the leave dates, they must:
- Submit the Parental Leave Request form and
- Notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of the need.
- Postdocs must also follow their department’s standard procedures for requesting time off and reporting absences.
E. Confidentiality
- All medical information related to parental leave (verbal or written), including FMLA documentation, is treated as confidential.
- Medical documents (e.g., statements, certifications) must be stored in the Human Resources Department in the postdoc’s confidential medical file.
F. Reinstatement
- Postdocs typically return to the same or equivalent position.
- Fitness-for-duty certification may be required if a serious health condition occurred.
- Reinstatement is not required if:
- The appointment would have ended anyway.
- The postdoc chooses not to return.
- The postdoc fails to return and is not on approved leave.
G. Limitations
- One event per birth/adoption, regardless of number of children.
- Stepchild adoptions, surrogacy, foster care, guardianship, and donor roles are not qualifying events.
- No payout for unused leave.
- If a postdoc moves to a different appointment covered by UW-5054, the combined total of paid parental leave cannot exceed 6 weeks within the same 12-month period.
4. Legal Holidays
A. Paid Legal Holidays
University policy UW-5088 Postdoc Absence with Pay & Legal Holidays provides the same nine legal holidays to all postdocs as are provided to employees.
- January 1 – New Year’s Day
- Third Monday in January – Martin Luther King, Jr. Day
- Last Monday in May – Memorial Day
- July 4 – Independence Day
- First Monday in September – Labor Day
- Fourth Thursday in November – Thanksgiving Day
- December 24 – Christmas Eve
- December 25 – Christmas Day
- December 31 – New Year’s Eve
B. Eligibility
- All postdocs are eligible if they hold an active appointment on the date of the holiday.
C. Administration
- Full-time postdocs receive 8 hours of pay per holiday.
Part-time postdocs receive a prorated amount based on hours worked and paid leave used during the pay period that includes the holiday. - If a holiday falls on a Sunday, it is observed on the following Monday.
- If a holiday falls on a Saturday, no floating holiday is granted.
Reference: Postdoc Absence with Pay & Legal Holidays
Paid Parental Leave: Research Interns
Research Intern positions are included in the Paid Parental Leave Policy (UW-5054).
The Paid Parental Leave policy provides eligible employees with a maximum of up to 6 (six) weeks of paid time off every 12 months when they experience a qualifying event covered by this policy.
Employees may take up to 6 (six) weeks of Paid Parental Leave following a birth or adoptive event to allow for time to bond with their new child, adjust to their new family situation, and balance personal obligations that result from a birth or adoptive event. When an employee experiences multiple events that would qualify for Paid Parental Leave in the same 12-month period, the eligible employee will only be entitled to a total of 6 (six) weeks of Paid Parental Leave.
Full-time employees working 40 hours per week are eligible for the full 240 hours. Part-time employees receive a prorated amount based on their scheduled hours. For example, an employee working 20 hours per week (50% FTE) would receive 120 hours of paid leave.
Paid Parental Leave can be taken all at once or in separate blocks. It must be used within one year of the child’s birth or adoption, and the employee must remain in a qualifying position at the university during that time.
Employees should discuss their leave plans with their department.
More information is available at: https://hr.wisc.edu/paid-parental-leave/#policy-overview
Offer/Reappointment Letter Templates
Each Employee-in-Training title has a designated template, along with a separate template for reappointments (if applicable to the title). Every new appointment and reappointment require an individualized letter, which must be reviewed and approved by the L&S Student+ Team.
- Note: Postdoctoral Fellow/Trainee titles are combined into one offer letter template and one reappointment letter template.
Draft letters should adhere as closely as possible to the template. While departments/units and ART HR may include additional information specific to the appointment or their department/unit, any modifications must not imply guarantees, such as potential extensions.
Offer and reappointment letters must confirm whether the supervisor/mentor has secured funding for the full duration of the appointment. If full funding is not available, the letter should specify the duration of assured funding. Additionally, if the appointment is contingent on external funding (e.g., research grants, contracts, or training grants), the letter must explicitly state this, along with the funding end date, even if renewal is anticipated.
The date at the top of the letter should reflect the date on which the unit administrator or chair signs the final version before submission.
Postdoctoral Appointment Titles:
Postdoctoral Fellow (PD003)/ Trainee (PD004):
PHD or equivalent, continuing training after receiving their doctorate primarily to benefit the individuals own learning and research, typically for 2 years with a maximum of 5 years.
The individual must have received a Ph.D. within the last five years of the appointment start date.
- Postdoctoral Fellow/Trainee Offer Letter Template rev 7.9.2025
- Postdoctoral Fellow/Trainee Reappointment Letter Template rev 7.9.2025
Research Associate (PD012):
PhD or equivalent, continuing training after receiving their doctorate, funded by dept/unit or PI funding, typically 2-3 yrs with a maximum of 5 years.
- Research Associate Offer Letter Template rev 7.9.2025
- Research Associate Reappointment Letter Template rev 7.9.2025
The Pay Rate Type for the different Postdoctoral titles differs (see below)
- Salary: Research Associate-PD012
- Period Activity Pay: Postdoc Fellow-PD003, Postdoc Trainee-SA004
A Postdoctoral employee is an individual who has earned a Ph. D or other terminal degree and is engaged in mentored research and/or scholarly training to develop professional skills. For new Postdoc appointments the department/unit must also send the person’s CV. An FTE of less than 100% requires approval from the L&S Student+ Team HR Manager.
Post-Degree Training Appointment Titles:
Graduate Intern/Trainee (PD001):
Graduate student (enrolled at UW-Madison or another university) who is completing fieldwork or clinical internship as a required component of their Ph.D. or Master’s degree program, typically one year or less.
- Graduate Intern/Trainee Offer Letter Template rev 7.10.2025
- Graduate Intern/Trainee Reappointment Letter Template rev 7.10.2025
Undergraduate Intern (PD002):
Undergraduate student (enrolled at UW-Madison or another university) who is conducting research or related work under the terms of a supporting grant or contract that precludes the use of other appropriate titles, typically one year or less.
- Undergraduate Intern Offer Letter Template rev 7.10.2025
- Undergraduate Intern Reappointment Letter Template rev 7.10.2025
Research Intern (PD013):
Bachelor’s or Master’s, continuing training after receiving a bachelor's or master's degree, the appointment is funded by the department/unit or PI funding, typically 2 years with a maximum of 3 years.
- Research Intern Offer Letter Template rev 7.9.2025
- Research Intern Reappointment Letter Template rev 7.9.2025
The Pay Rate Type for the different Post-Degree titles differ (see below)
- Salary: Undergraduate Intern-PD002, Research Intern-PD013
- Period Activity Pay: Grad Intern/Trainee-PD001
A Post-Degree person is an individual who has earned a bachelor’s or master’s degree, often from another institution, and comes to UW-Madison for further training and research in their field of study. Individuals in these positions are not enrolled as students at a college or university. For new Employees in Training appointments the department/unit must also send the person’s CV. An FTE of less than 100% requires approval from the L&S Student+ Team HR Manager.
Zero-Dollar Title
Zero-dollar appointments allow individuals to maintain an affiliation with UW-Madison without receiving compensation from the university. These appointments are classified as non-service positions, meaning the individual is present for their own professional benefit rather than performing work required by the university. Any ET title can be zero-dollar.
- Zero-Dollar Offer Letter Template rev 7.10.2025
- Zero-Dollar Reappointment Letter Template rev 7.10.2025
Resources: Related Policy + Documents + Workday
Related Policy Resources:
Post degree training titles: https://hr.wisc.edu/standard-job-descriptions/?job_group=Post Degree Training
Postdoc Absence with Pay & Legal Holiday policy: https://policy.wisc.edu/library/UW-5088
Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships: https://policy.wisc.edu/library/UW-6101
Postdoc Absence with Pay & Legal Holidays: https://policy.wisc.edu/library/UW-5088
Principal Investigator Status: https://research.wisc.edu/compliance-policy/principal-investigator-status/
Documents:
Employee-in-Training Hiring Form
Employee-in-Training Handbook
Job Aid for Making Service vs Non-Service Payment Determination
Workday:
Whats Changing Period Activity Pay Overview
Employee-in-Training Hire Process from Start to Finish - Job Aid rev. 6.30.25