HR FAQs: Your Top 5 Questions Answered

• 403(b) savings plans - March 2025, October 2023
• ADA Accommodations - August 2026
• Aetna A1A, discounts, maternity program - August 2025, August 2024, August 2022
• Assistance (with basic needs) - February 2025
• Banking information - March 2022, December 2021
• Benefits (health, vision, dental, deductibles, out-of-pocket max, premiums) - January 2026, August 2025
• Benefits elections - April 2025, December 2024, October 2024, November 2023, October 2022, September 2021
• Benefits Savings Accounts (HSA, FSA, re-electing during Open Enrollment) - January 2026, March 2025, November 2024, November 2023, January 2023, January 2022, September 2021, August 2021
• COBRA - June 2025, July 2022
• Contact information changes - April 2025, July 2024, January 2024, August 2021
• Dental Plan - August 2025, August 2024, February 2023, August 2022
• Designation status for emergency and weather events - December 2023
• Discount Program - August 2026, June 2025
• Education benefits - October 2026, May 2026, August 2023, February 2023, July 2022
• Emergency events/snow days/inclement weather - February 2025, January 2025
• Employee resources - April 2024, February 2022, August 2021
• Employment (application status, I-9s, finding jobs in Workday, verification of employment) - October 2026, April 2026, April 2025, March 2025, December 2024, November 2021, October 2021, April 2022, June 2022
• EPIC training platform - February 2025, March 2024, February 2022, July 2021
• Expense reporting - November 2022
• FEAP - June 2026
• Flu shots, COVID vaccinations, COVID policies, masking - April 2023, October 2021 - July 2021
• Health plan (options, insurance card) - September 2026, August 2025, July 2025, February 2023, March 2022
• Holidays (calendars, entering time) - December 2024, November 2022, December 2021, November 2021
• Hoos Well (rewards, programs, Virgin Pulse) - September 2026, January 2026, July 2025, May 2025, June 2024, April 2024, March 2024, January 2024, December 2023, June 2023, April 2023, February 2023, October 2022, July 2022, March 2022, February 2022, November 2021, October 2021
• Jobs (Application status, searching for job) - June 2025, June 2024, April 2024, May 2023
• Leave (unused leave carryover, entering and balance in Workday, carryover, FMLA, short-term disability) - April 2026, January 2026, March 2025, December 2024, August 2024, January 2024, November 2023, July 2023, November 2022, December 2021, November 2021, October 2021, August 2021, April 2022, May 2022
• Life Insurance  - October 2025, October 2023
• Managers (resources, support) - September 2026
• Maternity services - August 2024
• Medical Center (PTO cash out) - May 2023, May 2022, October 2021
• Mental health resources - May 2024
• Merit - August 2026, June 2023, July 2021
• Open Enrollment - October 2025, September 2025, December 2024, October 2024, September 2024, October 2023, September 2023, August 2023, September 2022, September 2021, July 2021
• Pay (FST Workday Cutover, overtime, entering holidays, payslips, limited deduction checks, payroll calendar) - May 2026, April 2025, July 2024, August 2023, December 2021, November 2021, April 2022, June 2022
• Professional development - September 2026, August 2026, March 2026, May 2025, June 2024, May 2022
• PTO Cash Out - November 2024
• Public Service Loan Forgiveness program - July 2026
• Retirement (403(b), 457, 401k, planning for retirement, VRS, 403(b)) - October 2026, July 2026, May 2026, March 2026, October 2025, July 2025, March 2025, March 2024, April 2023, October 2022, July 2022, March 2022, January 2022, May 2022
• Sponsored Accounts - June 2025, July 2024, May 2023
• System Access - March 2026, May 2025, July 2024, May 2023
• Taxes (W-4, W-2) - February 2025, March 2024, January 2024, August 2023, February 2023, January 2023, March 2022, February 2022, January 2022, December 2021, August 2021
• Vision Plan - May 2026, August 2025, August 2024, February 2023, August 2022
• Volunteer opportunities - September 2026, March 2026, May 2025, June 2024, May 2022
• Weather and emergency events - February 2025, January 2025, December 2023, December 2022, December 2021
• Workday (logging in, Workday Digital Assist, updating personal information) - August 2023, October 2022, April 2022

Do I have to wait until Open Enrollment to change or enroll in a 403(b) supplemental retirement plan?

No, changing or enrolling in a 403(b) is a year-round event and is not something you can only do during the Open Enrollment period. You can enroll in or make changes to your 403(b) through Workday at your convenience and within the annual limits set out in the plan.

What is the deadline for new education benefits requests through UVA in 2026?

All NEW requests for 2026 education benefits must be in to Workday by Friday, December 4, 2026.  For more information, please see the UVA HR Education Benefits webpage.

Is there a resource within UVA HR to assist with issues related to Aetna, Aetna pharmacy, United Concordia, and Davis Vision?

Yes, the UVA Health Plan Ombuds works with you to resolve issues involving vendors, benefits, and policies, ensuring they are addressed in a confidential manner. Additional information can be found on the UVA Health Plan Ombuds webpage.

I know someone that wants to be a part of the University of Virginia, but they're not sure where they would be the best fit at the University. Does the University hire temporary employees?

Yes! UVA hires temporary employees through UVA Temps, a division within the UVA Human Resources’ Talent Flexibility team. Temporary positions provide an opportunity to work with UVA and its affiliated organizations and can be a great way for individuals to gain experience, explore opportunities across the University, and find a role that aligns with their skills and interests. Interested candidates can explore and apply for available temporary opportunities through the UVA Careers website.

For additional information about temporary employment and the UVA Temps program, visit the Talent Flexibility Services webpage.

I would like to retire soon from the University of Virginia.  Is there an on-line resource that can help get me started?

In addition to meeting with a benefits counselor at UVA's Human Resources office, there is a fantastic on-line resource you can review to get an idea of the process. Visit the Prepare for Retirement webpage for more information.

When is the last day in 2026 to earn Hoos Well rewards as an eligible employee and/or spouse on the UVA Health Plan? 
 
November 30, 2026, is the last day for a current employee to earn Hoos Well rewards. See the Hoos Well Earn Rewards webpage for more complete information on rewards and eligibility.
      
What is the difference between coinsurance and copay in the context of the UVA Health Plan?
 
The coinsurance is a shared percentage of the medical services that you pay for on a bill after satisfying the annual deductible, while a copay is a set dollar amount that you pay for a medical service, such as for an office visit while being a participant on the UVA PPO plan option.  For more information on these two areas, see the UVA Health Plan webpage.
 
How do I make an appointment for a career coaching session through UVA Human Resources?
 
You can book a time any day during the work week by visiting the Career Navigation webpage and selecting the "Book an Appointment" link.
 
I want to volunteer for something in the Charlottesville community. Where can I find resources on this volunteering?
 
The UVA Volunteer Resources Hub is a great resource to get connected in the community and volunteer your time. See the Volunteer Center webpage for more information.
 
How do I find information as a UVA manager to help support recognizing my employees?
 
There are many ideas and resources for Academic Division and UVA Health Managers to help with rewarding team members, even with tight budgets. Visit the Recognition Policies/Resources webpage for more information.

When do the 2026 merit increases take effect for eligible employees?

• Classified Staff 
  • Check Date: July 31
  • Effective Date: July 25
• University Staff
  • Check Date: August 14
  • Effective Date: July 27
• A&P Faculty, 12-Month Academic Faculty & PRS
  • Check Date: September 1
  • Effective Date: July 25
• Non-12 Month Academic Faculty & Non-12-Month PRS
  • Check Date: October 1
  • Effective Date: August 25
• Medical Center & UVA Physicians Group Staff**
  • Check Date: October 2
  • Effective Date: September 13

**Included in timeline as some divisions may have a combination of employees from Academic Division, Medical Center, or UPG.

How do I check my eligibility for a merit increase?

Please speak with your direct supervisor to determine your eligibility for a merit increase.

Does UVA offer any discounts for employees?

The UVA Discount Program offers employees price reductions on services, technology, and local attractions, among other things. You can explore these savings on the UVA HR Employee Discount Program webpage. Some of the perks and savings include:

• Cavalier Computers: Special educational pricing and repair services for personal electronics
• Child Care: Access and discounts at select local child care providers
• Dining Plans: Reduced rates on university meal plans for faculty and staff
• Travel & Entertainment: Lower pricing on local lodging, rental cars, and regional entertainment tickets

How do I request a formal workplace accommodation?

For information about the procedures for requesting accommodations for disability, pregnancy, and religion, please visit the UVA Office of Equal Opportunity and Civil Rights website or contact your unit’s Employee Relations Consultant, who will assist you with the accommodation process.

Is there support for learning new software or job skills on Grounds?

Yes. All active UVA staff receive free, unlimited access to LinkedIn Learning using their university computing ID.

Can I meet with my retirement vendors?

Yes, you can set up a free meeting with UVA's retirement vendors. Whether you are just starting out, mid-career, or approaching retirement, a meeting with a representative from your retirement vendor will help you to review your savings and stay on track to meet your goals. 

Schedule a retirement planning session with TIAA, Fidelity, Voya Financial, and VRS:

• TIAA appointments
• Fidelity appointments
• Voya Financial appointments
• VRS appointments

Where do I find Performance Management timelines and resources?

For upcoming timelines and resources, visit the Performance Management webpage.

Are there any resources that can provide up-to-date resources on the Public Student Loan Forgiveness program?

Yes, you can visit SAVI’s webpage and participate in one of their upcoming workshops to learn more.

How do I submit the Public Service Loan Forgiveness form electronically?

Log into the Public Service Loan Forgiveness website and submit the form through there. Submissions requiring employer input can be sent to AskHR@virginia.edu. However, this is a federal program and isn't administered by UVA HR or any part of the University. (Note: please do not include your SSN number in these forms that you submit to HR.)

How often should I submit my electronic PSLF form?

Federal Student Aid recommends that you submit the PSLF form once per year unless you have met qualifications for loan forgiveness.

Where can I learn about all the benefits available to me at UVA

Check out the new UVA HR Total Rewards Hub webpage, which provides monthly updates and helpful tips to keep you informed about all aspects of UVA’s Total Rewards program. Explore each month’s topic to make the most of your benefits and ensure your choices support your well-being and future. 

Does FEAP provide counseling resources to employees?

Yes, FEAP can assist in providing individual consultation and short-term, focused counseling for a variety of personal and common concerns. Visit the Step Forward Together webpage for more information.

What resources does FEAP provide to employees?

FEAP provides a variety of resources to employees, from counseling services to a list of community resources that can assist with basic needs such as housing, clothing, utilities, and food, as well as assistance with personal budgeting and finance strategies. Learn more about FEAP community resources.

What programs does Hoos Well provide?

Hoos Well fosters a culture of well-being among UVA faculty, staff, and team members by promoting and encouraging healthy lifestyle choices, engendering a happier, healthier, and more positive work environment.

Hoos Well provides a wide range of evidence-backed programs and resources to boost your well-being, flourish, and thrive! These include group fitness classes, nutrition counseling, tobacco cessation resources, and live health coaching, among others.  For a complete list of programs and how to participate, please visit the Hoos Well suite of webpages.

Does UVA provide Career Development resources?

Yes, UVA offers a wide variety of resources, from personalized coaching to comprehensive webinars, to tools and tips on how to update your resume and prepare for an interview.  Visit the Career Navigation services webpage for details.

Are there resources to help me start planning for retirement?

There are many resources to help you! Visit the Preparing for Retirement webpage and click on the stage that you are in in your career at UVA: recently joined, working and saving, prepare to retire, or beginning your new life in retirement.

What is a limited deduction check?

A limited deduction check applies to employees who are paid bi-weekly and is a paycheck in which benefit deductions are not taken from the employee's check. This happens because there are 26 pay periods in the year for bi-weekly employees, whereas there are 24 benefit deduction pay periods. In order to ensure benefit deductions are withdrawn evenly over the year, UVA selects two checks per year in which benefits are not deducted.

Where can I find a calendar of the upcoming limited deduction check dates?

Limited deduction check dates can be found on the UVA payroll website. Select your organization (bi-weekly Academic, University Medical Center, or UPG) to locate the appropriate payroll calendar for your organization.

What does the UVA Vision Plan cover?

The optional Davis Vision plan for UVA covers things like eye exams, lenses, frames, and contacts. For more information on what is covered under our Davis Vision plan, as well as what the free Aetna Vision Discount Program covers for UVA Health Plan participants, please visit the Vision Coverage webpage.

How long do I need to work at UVA to be eligible for the Education Benefits?

For Academic and University Medical Center employees, you must be a full-time or part-time (20+ hours) employee in a benefits-eligible position for six consecutive months by the start date of the program you are applying for education benefits for. For additional eligibility requirements for courses and professional credentialing, please visit the Education Benefits webpage.

How can I obtain a verification of employment?

The University of Virginia has expanded the types of verification requests that The Work Number® can provide to employees. Employees are now able to pull verification letters for immigration, employment, and employment and income. Follow the instructions on the Employment and Income Verification webpage to learn how.

I’m having trouble logging into The Work Number®; how do I fix this?

Ensure you are entering the correct employer code (see below) as well as your information that is listed in Workday. If you continue to have problems logging in, please email the HR Solution Center.  Include any error messages you are receiving and where the login trouble is occurring.

What are The Work Number® employer codes?

The employer codes for The Work Number® distinguish between the Academic Division, University Medical Center, and UVA Physician Group. Enter this code to log in and pull your verification of employment report. 

• Academic Division: 14053
• University Medical Center: 14563
• UVA Physician Group: 19623

*Please note that if the wrong code is entered, you will not be able to log in.

How do I file for FMLA (Family Medical Leave Act)?

Academic Staff, Faculty, and University Medical Center Team Members can file for FMLA by contacting Unum at 866.269.0979.  UPG employees, please contact Guardian at 888.889.2953. Please see the Leaves of Absence webpage for more details.  

How do I file for Short-Term Disability?

For employees who are in the University Medical Center or Academic Staff Optional Retirement Plan (ORP), please contact Unum at 866.269.0979.  

For Academic staff in the Virginia Retirement System (VRS), contact Alight at 877.928.7021.  Find more information on the Disability Benefits webpage. UPG employees, please visit the UPG Employee Benefits webpage.

I am enrolled in the VRS Hybrid plan. How do I enroll in the VRS Voluntary Contribution?

To enroll in the VRS Voluntary Contribution (VRS Hybrid members only), sign up on the Voya website. Enrollment or changes made to the VRS Voluntary Contribution takes effect the first of the following month. For more information, please visit the VRS website.
 
What is the maximum amount I can contribute to the 403(b)?

Contribute up to $24,500 annually for retirement in 2026.

• If you are 50+, you may save an additional $8,000 in 2026, up to $32,500.
• If you are 60-63, you may save an additional $11,250 in 2026, up to $35,750.

How do I request a system access change?

You can request a system access through the UVA ITS website.

Are there volunteer opportunities at UVA?

UVA offers many opportunities to volunteer both with UVA and outside UVA.  Visit the UVA Volunteer Center webpage to view more information.

Does UVA offer any training courses to assist employees with professional development?

UVA HR offers many courses to assist employees with professional development.  Visit the UVA HR Learning & Development webpage to learn more.

Does UVA provide verifications of employment for employees?

Yes, we do provide verifications of employment for various purposes. Depending on the type of your request,  your verification will be handled directly by HR or by our third party vendor, The Work Number. Contact the HR Solution Center with your request or visit the Employment and Salary Verification webpage for more information.

How can I get my Public Student Loan Forgiveness form signed?

Please submit the form to the HR Solution Center. If you request a paper copy of the form, you will receive the second page via email. If you submit the request electronically, please check with your student loan provider to ensure there are no issues with receiving the electronic form. Please note that for the electronic forms, we are unable to send confirmation emails to employees when the process is complete due to the large number of requests. Visit the Public Service Loan Forgiveness webpage for more information.

Why did I receive an email that the information on my Public Service Loan Forgiveness form was incorrect?

The electronic form you submitted did not provide the correct information or did not match our records and we were unable to complete it. Please correct the information before you resubmit.

How do I get a verification of employment for a loan?

The University of Virginia and lenders utilize The Work Number to provide employment verifications. For more information about this process, visit the Employment and Salary Verification webpage.

How can I get a verification letter for immigration purposes or travel?

Please contact the HR Solution Center. We will follow up and verify your identity and request any additional information needed. Once this information has been received, we will provide the verification letter. Please note processing time is 5-7 business days and the requests are answered in the order they are received. 

Is all my leave time immediately available at the beginning of the year?

Your leave time is accrued as you work through out the year and will not reflect in your leave balance until you have earned those hours.

I am an Academic Division bi-weekly employee. When do my benefit premium deductions and benefit savings account contributions begin?

Your January 16, 2026, paycheck will include the first 2026 benefit premium deduction and the first contribution to your 2026 plan year Health Savings Accounts (employee and employer contributions), Flexible Spending Accounts, Limited Flexible Spending Accounts, and/or Dependent Care Flexible Spending Account (FSA). Your contribution goal will be divided across the 24-benefit deduction pay periods (not including limited deduction pay periods). See this announcement for more details.

When can I start earning Hoos Well awards in 2026?

Beginning February 2, 2026, employees and spouses enrolled in the UVA Health Plan or UPG Anthem Health Plan can earn up to $500 each by completing healthy activities—like taking a health assessment, getting a well check or flu shot, joining challenges, tracking habits, and more.

How do I sign up to participate in the Hoos Well program?

Any benefited eligible employee who is currently enrolled in the UVA health plan can sign up by going to the Personify portal.

Are the Hoos Well rewards being deposited into my paycheck?

Yes, our streamlined rewards process deposits your earned rewards directly into the Health Plan subscriber’s paycheck on a quarterly basis.