L&S Employee-in-Training Appointments

This knowledge base article provides guidance for the Employee-in-Training job category within the College of Letters & Science (L&S) at UW-Madison. This category includes Postdoctoral and Post-Degree Training appointments. It outlines appointment types, policies, compensation, offer/reappointment letter templates, and more.

    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 vs. Non-Service Categories

    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:

    1. Postdoctoral Fellow (PD003)
    2. Postdoctoral Trainee (PD004)
    3. 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.

    • 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
      • Allocated paid sick leave
      • Allocated paid vacation

    • Additional Requirements:
      • This appointment type requires completion of the Non-Service Job Aid.

    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
      • Allocated paid sick leave
      • Allocated 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

    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:

    1. Graduate Intern/Trainee (PD001)
    2. Undergraduate Intern (PD002)
    3. 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.

    • Appointment Purpose:
      • 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.

    • 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

    • FLSA Status: Exempt 

    • Fringe Benefits and Leave:
        • Not allocated paid sick leave
        • Not allocated 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.

    • This title is not eligible for extension or reappointment
        • When an Graduate Intern/Trainee appointment ends – if the department/unit decides to continue the position, a new offer letter and hire process must be completed.

    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.

    • 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

    • FLSA Status: Exempt or Non-Exempt.

    • Fringe Benefits and Leave:
      • Not allocated paid sick leave
      • Not allocated paid vacation

    • This title is not eligible for extension or reappointment
      • When an Undergraduate Intern appointment ends – if the department/unit decides to continue the position, a new offer letter and hire process must be completed.

    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.

      • Appointment Type:
        • 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:
        • Not allocated paid sick leave
        • Not allocated paid vacation


      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 

      Employee-in-Training Eligibility by Title
      Job Code  Job Title FLSA Status Service vs Non-Service  Health Insurance Eligible  Paid Vacation Eligible  Paid Sick Leave Eligible Paid Parental Leave Personal and Legal Holiday
      PD001  Graduate Intern/Trainee Exempt Non-Service

      Yes

      		 No No Yes No
      PD002 Undergraduate Intern Exempt or Non-Exempt Service  Yes No No Yes No
      PD003 Postdoctoral Fellow Exempt Non-Service Yes Yes Yes Yes Yes
      PD004 Postdoctoral Trainee Exempt Non-Service Yes Yes Yes Yes Yes
      PD012 Research Associate Exempt or Non-Exempt Service  Yes Yes Yes Yes Yes
      PD013 Research Intern Exempt or Non-Exempt Service  Yes No No Yes (UW Policy) 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:

       

      Paid Parental Leave

      Employee-in-Training 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

      Personal and Legal Holiday

      Personal Holiday: Personal Holiday grants eligible employees 36 hours (4.5 days) of personal holiday hours per year. Part-time employees are granted a prorated amount based on appointment percentage.

      Legal Holiday: Legal Holiday grants eligible employees nine paid legal holidays per year. UW-Madison follows the nine legal holidays recognized by the State of Wisconsin.

      Floating Holidays: Eligible employees are granted eight hours of floating legal holiday (prorated for part-time) when: (a) a legal holiday falls on a Saturday or (b) a legal holiday falls on a Sunday and the following Monday is also a legal holiday.

      When a legal holiday falls on a Sunday, the legal holiday is observed and UW–Madison is closed on the Monday following the legal holiday. Employees who are required to work on a legal holiday, or if the legal holiday is on an employee’s regularly scheduled day off, will be granted a floating legal holiday.

      Sick Leave

      Sick Leave provides eligible employees earned time off for absences related to the following:

      • Personal illnesses, injury, disability, pregnancy, adoption, or exposure to contagious disease
      • Care for an immediate family member
      • Attend immediate family or personal medical or dental appointments
      • Death of an immediate family member
      • Absence covered by the WFMLA or FMLA

       Unused sick leave accumulates from year to year, without limit, in employee sick leave accounts.

      Vacation

      Vacation provides employees with paid time off work for vacations and other personal purposes. For less than full time appointments, vacation hours are prorated. This policy does not apply to Crafts Workers as defined in UW-5028 Crafts Workers/Trades.

      Wisconsin and Federal Family and Medical Leave

      Postdoc employees are entitled to the WFMLA and FMLA if they meet the eligibility criteria.

      The State of Wisconsin Family and Medical Leave Act (WFMLA) and the federal Family and Medical Leave Act (FMLA) are separate leave entitlements that enable eligible employees to balance work and family responsibilities by taking job-protected unpaid leave for specified family and /or medical reasons. (For purposes of this policy, W/FMLA refers to both leave acts together.) The reasons for leave under each entitlement vary. The leave entitlement that provides the greatest benefit to the employee prevails. For the eligibility requirements see UW-5095 policy.

      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.


      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.


      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.

      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.


      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.


      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.

      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

      Creating a New Period Activity Pay Request - Job Aid