Employee Benefits Handbook
for
Non-Represented Employees

City of Madison, Wisconsin



This Handbook outlines benefits for permanent non-represented employees of the City of Madison in confidential,
managerial, professional and/or supervisory positions. This existence of this Handbook does not create an express or
implied contract and is not a collective bargaining agreement. The City reserves the right to modify this Handbook
and to amend or terminate the policies, procedures, or benefits described herein. This Handbook will not override
any labor agreement, City Ordinance, Administrative Procedure Memorandum, State or Federal law. This Handbook
may be used to clarify policies or procedures not specifically addressed in City labor agreements.

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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
Contents
Overview ..........................................................................................................................................1
Equal Employment Opportunity/Non-Discrimination Policy .........................................................1
Application of this Handbook ..........................................................................................................1
Pay Provisions ..................................................................................................................................2
Salary Schedules ........................................................................................................................2
Salary Advancement ..................................................................................................................2
Longevity Pay Provisions ..........................................................................................................2
Hours of work ............................................................................................................................3
Overtime ....................................................................................................................................3
Compensatory Time ...................................................................................................................3
Other Types of Compensation ...................................................................................................3
Leave Provisions ..............................................................................................................................4
Vacation Leave ..........................................................................................................................4
Holiday Leave ............................................................................................................................5
Floating Holiday Time ...............................................................................................................6
Paid Leave Time ........................................................................................................................6
Sick Leave ..................................................................................................................................7
Family and Medical Leave .........................................................................................................8
Death in the Family or Otherwise Leave ...................................................................................8
Jury Duty Leave .........................................................................................................................9
Election Time Off ......................................................................................................................9
Military Leave ............................................................................................................................9
Leave of Absence Without Pay..................................................................................................9
Disability Leave and Layoff ....................................................................................................10
Benefits ..........................................................................................................................................11
Pension .....................................................................................................................................11
Health Insurance ......................................................................................................................13
ETF Benefits And Domestic Partners ......................................................................................14
Life Insurance ..........................................................................................................................15
Income Continuation Insurance (Wage Insurance) ..................................................................15
Dental Insurance ......................................................................................................................16
Flexible Spending Accounts ....................................................................................................16
457(b) Deferred Compensation Plans ......................................................................................17
Long-Term Care Insurance ......................................................................................................18
Bus Pass ...................................................................................................................................18
CARS Pool Fleet ......................................................................................................................18
Employee Assistance Program (EAP) .....................................................................................18
Critical Incident Stress Management (CISM)..........................................................................19
Flexible Work Schedules .........................................................................................................19
Training and Tuition Assistance Program ...............................................................................19
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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
Residency Requirements ................................................................................................................20
Grievance Procedure ......................................................................................................................20
Domestic Partner/Family Partner Benefits Summarized ...............................................................22

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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
Overview
The City of Madison employs over 2700 permanent employees. As one of the largest employers
in the city, the City of Madison strives to offer its employees a competitive salary and benefits
package. The purpose of this handbook is to provide a one-stop reference for the many varied
benefits the City offers. By putting this information in one place, we hope to create an easy
resource for employees who have questions about what benefits are available. In addition, this
handbook provides a mechanism for employees who have disputes over terms and conditions of
employment to file a grievance. This handbook will be updated periodically to reflect changes to
the compensation and/or benefits offered by the City. The handbook is posted on EmployeeNet
and any revisions or updates will be reflected on EmployeeNet at the appropriate time. Hopefully
this handbook is useful but if employees continue to have questions about their benefits, please
call the City Human Resources Department at 266-4615.

Equal Employment Opportunity/Non-Discrimination Policy
It is declared to be the public policy of the City of Madison to foster and enforce to the fullest
extent the protection by law of the rights of all of its inhabitants to equal opportunity to gainful
employment, housing, credit and the use of City facilities and public accommodations without
regard to sex, race, religion, color, national origin or ancestry, age, handicap/disability, marital
status, source of income, arrest record or conviction record, less than honorable discharge,
physical appearance, sexual orientation, political beliefs, familial status, or the fact that such
person is a student, or the fact that such a person is a member of a domestic partnership.

To fully effectuate this policy of promoting nondiscrimination, the City shall endeavor to
eliminate all discrimination that may occur in its own employment, housing, and public
accommodation practices and in the use of City facilities. The City of Madison as an employer
will not violate federal, state or municipal laws concerning discrimination in employment, nor
will the City discriminate against any employee(s) because of affiliation or lack of affiliation
with a City-recognized association.

Application of this Handbook
This handbook applies to employees in Compensation Groups 17, 18, and 19. In addition,
excluding the exceptions defined in the Madison General Ordinances (MGO) Chapter 3.54(6)(a),
most provisions in this handbook apply to employees in Compensation Group 21. Where there is
a conflict between the ordinances and the provisions of this handbook, the ordinance language
will control.

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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
Pay Provisions
The City of Madison strives to offer competitive wages for all its positions. To this end, the City
not only complies with the provisions of the Fair Labor Standards Act, but in many cases offers
pay above and beyond its legal obligations. Specific provisions are described below.

SALARY SCHEDULES
Salary Schedules are found in the MGO, Chapter 3.54(1).

SALARY ADVANCEMENT
Employees are generally hired at step 1 of a position’s salary range, although it is possible that
for some positions, employees may be hired above the minimum. Unless an employee is hired at
the maximum of the salary range (step 5), the employee will receive an increase to the next step
upon completion of probation. Additional increases generally occur on a yearly basis thereafter
until the maximum of the salary range is achieved. Specific provisions relating to salary
advancement are found in the MGO Chapter 3.54(8).

LONGEVITY PAY PROVISIONS
All permanent full-time and permanent part-time employees receive longevity pay according to
the following schedule:

1.
Three per cent (3%) of base pay at the beginning of the 5th year of continuous
employment;
2.
An additional 3% (total 6%) of base pay beginning with the 10th year of continuous
employment;
3.
An additional 2% (total 8%) of base pay beginning with the 14th year of continuous
employment;
4.
An additional 1% (total 9%) of base pay beginning with the 16th year of continuous
employment;
5.
An additional 1% (total 10%) of base pay beginning with the 18th year of continuous
employment;
6.
An additional 1% (total 11%) of base pay beginning with the 20th year of continuous
employment;
7.
An additional 1% (total 12%) of base pay beginning with the 25th year of continuous
employment.

The above schedule of longevity shall be reduced by a maximum of 1% for employees in
Compensation Group (CG) 18 who do not reside in the City of Madison. This reduction is
effective with the first longevity calculation after which the employee does not reside in the City.
If the employee later resides in the City, the employee is entitled to a return of the 1% at the
beginning of the next pay period, but only prospectively.

Longevity Pay will be implemented consistent with the terms of the MGO Chapter 3.54(16).
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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON

HOURS OF WORK
Employees of the City are classified either as office personnel or field personnel. For office
personnel, the standard work week consists of 38.75 hours, and a standard work day is
considered 7.75 hours. For field personnel, the standard work week consists of 40 hours and a
standard work day is considered 8 hours. Full-time employees are generally expected to work 5
days a week. Part-time employees will have their schedule set by the Appointing Authority for
their department and the hours in the work week will depend on the percentage of full-time
equivalency (FTE) for which the position is budgeted. (MGO 3.32(4))

OVERTIME
Employees in CG 17 and 18 may be eligible to receive compensation for hours worked in excess
of the standard work week. Generally, employees in CG 17 will receive time and one half
compensation for hours worked in excess of the standard work week or work day. Employees in
CG 17 will receive double time for time worked in excess of 12 consecutive hours. Employees in
CG 18, Range 1-9 will generally receive time and one half compensation for hours worked in
excess of the standard work week only. Employees in CG 18, Range 10-13 will generally receive
straight time compensation for hours worked in excess of the standard work week only.
Employees in CG 18, Range 14 or above and CG 19 and 21 are not entitled to receive additional
compensation for hours worked in excess of the standard work week.

Overtime provisions will be implemented consistent with the terms of the MGO
Chapter 3.54(11).

COMPENSATORY TIME
The decision to compensate overtime hours in the form of money or compensatory time off shall
be made by the employee’s Appointing Authority. Compensatory time shall be taken only at
mutually agreed-upon times between the Appointing Authority and the employee. All
compensatory balances shall be reduced to 40 hours or less by the end of each year, or by
March 31 of the succeeding year with the approval of the Human Resources Director. Under
special circumstances where workload makes it impractical for employees to meet the March 31
deadline, the Human Resources Director may extend the deadline to June 30. (MGO 3.54(11))

OTHER TYPES OF COMPENSATION
Employees may be eligible for other types of compensation depending on their compensation
group and consistent with the ordinances, including:

•
Pay for filling a position in a Temporary or Acting Capacity (MGO 3.54(10))
•
Call-in Pay (MGO 3.54(11))
•
Night, Holiday, or Sunday differentials for work performed at those times or on those
days (MGO 3.54(17))
•
Compensatory time for work performed on a Holiday (MGO 3.54(18))
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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
•
Out of class pay (MGO 3.54(19))
•
Advances on Vacation Pay (MGO 3.54(20))
•
Standby Pay (MGO 3.54(21))

Leave Provisions
In addition to offering competitive salaries, the City of Madison offers a generous leave package,
including vacation, paid holidays, sick leave, and other leave. The specific types of leave are
described below. For this section, an employee is defined as any City employee, including a
limited term employee, other than those holding stagehand positions, seasonal positions, hourly
positions or crossing guard positions.

VACATION LEAVE
Employees earn vacation immediately upon starting with the City according to the following
schedule:

Continuous Service Time
Full-Time Equivalent
(years completed)
Annual Work Days of Vacation
0-3 years
10
4-7 years
12-1/2
8-11 years
15
12-15 years
17-1/2
16-19 years
20
20-27 years
25
28+ years
27
(MGO 3.32(7)(c))


If an hourly or seasonal employee becomes a permanent employee without a break in continuous
service, that employee will get a vacation credit in accordance with the provisions of MGO
Chapter 3.32(7)(a). Crossing guards are not eligible to earn vacation.

Employees are not eligible to use vacation time until completion of their probation period, or in
the case of a longer probation, after 6 months of employment. However, vacation earned during
that time will be prorated and credited to an employee’s vacation balance upon completing
probation. (MGO 3.32(7)(a))

Employees receive their entire vacation allocation for the year as of January 1. However,
employees actually earn the vacation on a prorated basis with every bi-weekly pay period.
Therefore, if an employee uses vacation and then terminates her/his employment with the City
prior to the end of the year, the employee may be responsible for reimbursing the City for any
vacation that was used and not earned. (MGO 3.32(7)(c)4 and 5)

When employees are given their vacation allocation for the year, this takes into account any
additional vacation earned due to an employee reaching a new vacation threshold within the
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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
upcoming year. The new vacation amount is prorated from the employee’s continuous service
start date through the end of the year.

Employees can automatically carry over up to 10 days of unused vacation from one year to the
next. Unused vacation in excess of 10 days may only be carried over with the approval of the
employee’s Department Head and Human Resources Director. Any vacation that is carried over
must be used by June 30 of the following year. See APM 2-5 for more details. (MGO 3.32(7)(b))

Vacation will be scheduled according to the policy established by individual departments in
accordance with the MGO Chapter 3.32(7)(c)7.

The Mayor, or designee (the Human Resources Director), may designate a new permanent
employee’s beginning vacation leave entitlement at any step within the vacation schedule. If that
occurs, the employee, for the purposes of calculating vacation, will be considered to have
completed that amount of service. For example, a newly appointed employee may be given 15
days of vacation. In that case, the employee will be considered to have completed 7 years of
service and will be entitled to a higher vacation amount after 4 years (years 8, 9, 10, and 11) of
service. (MGO 3.32(7)(c)8)

Eligible employees, upon retirement, shall have added to their last paycheck their full vacation
credit for that calendar year less any vacation already taken during said year, regardless of
whether the employee earned the vacation at the time of retirement. (MGO 3.32(7)(e)

Additional provisions relating to vacation will be implemented consistent with the terms of the
MGO Chapter 3.32(7).

HOLIDAY LEAVE
Permanent and hourly employees shall be eligible to receive the following paid designated
holidays as defined in MGO Chapter 3.32(8).

•
New Year’s Day (January 1)
•
Martin Luther King, Jr.’s Birthday (third Monday in January)
•
Memorial Day (last Monday in May)
•
Independence Day (July 4)
•
Labor Day (first Monday in September)
•
Thanksgiving Day (fourth Thursday of November)
•
Day after Thanksgiving (for hourly employees only)
•
December 25

Employees must work or be in an approved paid leave status the work day before and after a
holiday in order to receive pay for the holiday. (MGO 3.32(8)(c)) Crossing guards do not receive
paid holidays.

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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
In the event a designated holiday falls on a Sunday, the Monday immediately following will be
treated as the holiday. In the event a designated holiday falls on a Saturday, employees will be
given an additional vacation day in lieu of the holiday. (MGO 3.32(8)(e))

Employees scheduled or assigned to work on an established holiday shall be compensated at the
rate of two times the employee’s regular rate of pay for the hours worked. In addition, employees
who work on a holiday will receive vacation time for the hours worked on the holiday. (MGO
3.32(8)(d) and 3.54(18))

Additional provisions relating to holidays will be implemented consistent with the terms of the
MGO Chapter 3.32(8).

FLOATING HOLIDAY TIME
Consistent with Chapter 3.32(9) of the MGO, all employees receive 3.5 days of floating holiday
which can be scheduled and used as vacation time. Floating holidays may not be carried over
into another year, unless an employee is hired and starts employment with the City on or after
November 1. Any floating holiday time otherwise not used by an employee by December 31 will
be forfeited. Hourly employees and crossing guards do not receive floating holiday time. (MGO
3.32(9))

PAID LEAVE TIME
Employees are eligible to receive paid leave time. Hourly employees and crossing guards are not
eligible for paid leave time.

The day after Thanksgiving and the whole day or part of the day on December 24 and
December 31 where said days fall on a normal Monday-Friday work day are Paid Leave Days.
City facilities, except in those agencies performing essential services, are closed on Paid Leave
Days and employees are paid for these days. In the event a City facility remains open, the
department head may release employees from duty on that day at the department head’s
discretion. Employees must work or be in an approved paid leave status the work day before and
after a paid leave day in order to receive pay for the paid leave day.

When employees are required to work on a paid leave day, equivalent compensatory time off
shall be granted at a mutually agreeable time. All compensatory time granted under this section
shall be at straight time.

When December 24 and 31 fall on either Saturday or Sunday, employees are provided 1
additional vacation day for each day consistent with the provisions of the MGO Chapter
3.32(10).

Additional provisions relating to paid leave time will be implemented consistent with the terms
of the MGO Chapter 3.32(10)

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EMPLOYEE BENEFITS HANDBOOK FOR NON-REPRESENTED EMPLOYEES
CITY OF MADISON
SICK LEAVE
Employees and hourly employees earn sick leave. (MGO Chapter 3.32(6)(b)1)

Sick leave may be used for any absence necessitated by an employee’s or an immediate family
member’s serious illness or injury. “Immediate family member” is defined as follows
(MGO Chapter 3.32(6)(a)):

1.
Parent or stepparent
2.
Husband or wife
3.
Child, stepchild, grandchild or foster child
4.
Spouse’s foster child
5.
Brother or sister
6.
Grandfather, grandmother, great-grandfather or great-grandmother.
7.
Person designated in writing by the employee as a family partner or that partner’s child,
stepchild, grandchild, foster child, parent, stepparent, brother, sister, stepbrother,
stepsister, son-in-law, daughter-in-law, grandparent, or great-grandparent
8.
Father-in-law, mother-in-law, stepfather-in-law or stepmother-in-law
9.
Sister-in-law, brother-in-law, stepsister-in-law or stepbrother-in-law
10.
Son-in-law or daughter-in-law
11.
Spouse’s son-in-law or daughter-in-law
12.
Spouse’s grandparent or great-grandparent
13.
Domestic Partner as provided in Section 39.03(2)(n) and (o) and 39.03(11), Madison
General Ordinances

The City reserves the right to request any employee using sick leave to provide a physician’s
certificate explaining the necessity for the employee’s absence from work, or other
documentation substantiating that the absence was for an approved use of sick leave. Failure to
provide this medical documentation may result in loss of pay for the time absent and possible
discipline. This provision will be enforced consistent with the terms of the MGO Chapter
3.32(6)(c).

For employees, sick leave is earned at the rate of one-half (1/2) day per biweekly pay period,
prorated based on an employee’s FTE, and consistent with the terms of the MGO Chapter
3.32(6)(e). Employees must complete 6 days of compensated service in a pay period in order to
earn sick leave during that pay period. Employees earn sick leave immediately upon starting
employment with the City. Only employees in their original 6 months of employment may draw
in advance of the amount of sick leave (up to 6 days) which would be accrued within the 6
months. If the employee’s service is terminated prior to the end of this period, the employee shall
reimburse the City for any unearned sick leave used. (MGO Chapter 3.32(6)(b)2)

Hourly employees earn 1 day (8 hours) of sick leave for every 200 hours worked, up to a total of
3 sick days in a calendar year. If an hourly employee is laid off from the City or leaves City
employment to return to school and has unused sick leave, the employee will be paid out for half
of the unused total. If an hourly employee is terminated or otherwise resigns, the employee
forfeits any unused sick leave. (MGO Chapter 3.32(6)(e)1 and 2)
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Document Outline

• Overview
• Equal Employment Opportunity/Non-Discrimination Policy
• Application of this Handbook
• Pay Provisions
  • Salary Schedules
  • Salary Advancement
  • Longevity Pay Provisions
  • Hours of work
  • Overtime
  • Compensatory Time
  • Other Types of Compensation
• Leave Provisions
  • Vacation Leave
  • Holiday Leave
  • Floating Holiday Time
  • Paid Leave Time
  • Sick Leave
  • Family and Medical Leave
  • Death in the Family or Otherwise Leave
  • Jury Duty Leave
  • Election Time Off
  • Military Leave
  • Leave of Absence Without Pay
  • Disability Leave and Layoff
• Benefits
  • Pension
  • Health Insurance
  • ETF Benefits And Domestic Partners
  • Life Insurance0F
  • Income Continuation Insurance (Wage Insurance)
  • Dental Insurance
  • Flexible Spending Accounts
  • 457(b) Deferred Compensation Plans
  • Long-Term Care Insurance
  • Bus Pass
  • CARS Pool Fleet
  • Employee Assistance Program (EAP)
  • Critical Incident Stress Management (CISM)
  • Flexible Work Schedules
  • Training and Tuition Assistance Program
• Residency Requirements
• Grievance Procedure
• Domestic Partner/Family Partner Benefits Summarized

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