Contacts
Char Horsfall
Position title: Asst Department Administrator
Email:
chorsfall
Phone: 608-265.9814
Beatriz Lemire
Position title: Human Resources Representative
Email:
beatriz.lemire
Phone: 608.890.0298
Marc Willadsen
Position title: Payroll & Benefits Specialist
Email:
mwilladsen
Phone: 608-265-9227
Human Resources Information
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Hiring Timelines
- Academic Staff: 1-2 months
- University Staff: 2 months
- Post-degree-completion employees: 1 month
- Student Hourly: 1-2 weeks
Hiring Timelines - Visas
- J-1 (Research Associates and Research Interns): 2-4 months
- H1-B (Academic Staff and Faculty): 4-6 months
Employee Assistance Program
The Employee Assistance Office has a comprehensive range of resources to assist employees with personal or work-related difficulties that may seriously affect an employee’s life.
Ombuds Office for Faculty & Staff
The Ombuds Program serves as an informal, impartial, confidential, and independent resource for faculty and staff at the University of Wisconsin-Madison. An ombuds will listen to your concerns, clarify procedures, discuss options, and, if requested and appropriate, serve as an intermediary in attempting to resolve disputes.
Department of Chemistry Parental Leave Policy
The Department of Chemistry Parental Leave Policy, for graduate students and postdoctoral associates, is intended to ensure a safe environment and appropriate accomodations for expectant, new, and adoptive parents.
Office of Child Care and Family Resources
The Office of Child Care and Family Resources serves as a gateway to family resources on campus and in Madison. Student parents are eligible to apply for child care financial assistance through the CCTAP program administered by OCCFR.
Division of Student Life Resources
The Division of Student Life and the Dean on Call are available to help students, staff, and faculty members with issues concerning student safety and well-being.
Payroll & Benefits
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Loss of Other Health Insurance Coverage (i.e. age 26)
If you lose other health insurance coverage and would like to enroll in the UW’s state group health insurance, you must complete a health insurance enrollment form and submit proof of loss of other coverage within 30 days of your loss of coverage.
The completed paperwork should be submitted via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Changing your home or work address
Go to My UW, then select Work Record > Personal Information > Update My Personal Information at the bottom. To update your work address, please contact Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
If you have benefits, your address will be updated automatically with benefit vendors.
Adding a child to insurance
You can add new dependents to your insurance within 30 days after a birth, adoption, or custody change. More information: https://www.wisconsin.edu/ohrwd/benefits/life-events/.
An enrollment/application must be filled out for each benefit to which you wish to add the child. Benefit forms are here: https://www.wisconsin.edu/ohrwd/benefits/formspubs/
Submit the enrollment forms within 30 days of the birth via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Adding a spouse to insurance
You have 30 days after your marriage during which you can add new dependents to your insurance. More information: https://www.wisconsin.edu/ohrwd/benefits/life-events/.
An enrollment/application must be filled out for each benefit to which you wish to add dependents. Benefit forms are here: https://www.wisconsin.edu/ohrwd/benefits/formspubs/
You cannot fill out the forms in advance of the marriage. Submit the enrollment forms within 30 days following the marriage date via email Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Changing your name
If you have a legal name change, you can set up a meeting with Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students) to have your name changed in the payroll system. You should bring your new social security card with the your name on it.
Your new name will be sent automatically to most benefit vendors. If you have State Group Health Insurance, you must also complete a an enrollment/change form to change your name and send it via email to Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students).
Changing direct deposit information
Direct deposit accounts can be updated through your MyUW portal in the Payroll Information area. See: https://hr.wisc.edu/pay/direct-deposit/
Understanding your paycheck
Changing tax withholding information (W-4)
Complete a new W-4 form through your MyUW portal, under Payroll Information. For information, see: https://hr.wisc.edu/new-employees/employee-tax-withholding/
You should consult a tax professional if you are uncertain of how you should complete the form. The IRS has an online calculator tool that may help you determine your federal income tax liability: https://www.irs.gov/individuals/tax-withholding-estimator
Pay Schedules
All employees are paid bi-weekly. For detailed payroll calendars, see: https://uwservice.wisconsin.edu/calendars-schedules/
Information for International Students & Staff
All foreign national employees receiving funds through UW-Madison payroll must provide their visa/immigration history through Glacier. Following their entry into Glacier, international students and staff must deliver all Glacier-generated reports and tax treaty forms, along with their immigration document photocopies, to their payroll person, who is identified by Glacier. Employees can request a Glacier account by sending an email to the Service Center at servicecenter@sc.wisc.edu This email should include your full legal name, date of birth, and email address. In your email, please also indicate whether you’re paid monthly or biweekly. For more information, please visit the International Student Services (ISS) website.
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What is Glacier?
UW-Madison uses Glacier to ensure that we are taxing foreign nationals correctly. More information on Glacier and instructions on how to use it are available here.
F-1, J-1, and other status end date changes
If you are in the U.S. on F-1 status, you need to speak with International Student Services (ISS). If you are here on F-1 OPT, you will need to contact your sponsoring institution.
Contact Beatriz Lemire for all other immigration status inquiries, including H-1B and J-1 Scholar status.
After you receive an extension, please schedule a time to bring your new documents to your HR person Beatriz Lemire (staff and postdocs) or Marc Willadsen (graduate students) in the Chemistry Business Office so that we can update your I-9 Employment verification. If you hold a paid position, you will also need to update your Glacier account.
Hours limit for international student employees
International students may only work 20 hours per week while classes are in session. During breaks (summer, spring break, holiday break) international students may work more than 40 hours.