HR FAQs: Your Top 5 Questions Answered

• 403(b) savings plans - March 2025, October 2023
• 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) - 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) - 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 - June 2025
• Education benefits - 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) - 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
• Flu shots, COVID vaccinations, COVID policies, masking - April 2023, October 2021 - July 2021
• Health plan (options, insurance card) - 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) - 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) - 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 2023
• Maternity services - August 2024
• Medical Center (PTO cash out) - May 2023, May 2022, October 2021
• Mental health resources - May 2024
• Merit - June 2023, July 2021
• Open Enrollment - 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) - April 2025, July 2024, August 2023, December 2021, November 2021, April 2022, June 2022
• Professional development - May 2025, June 2024, May 2022
• PTO Cash Out - November 2024
• Retirement (403(b), 457, 401k, planning for retirement, VRS, 403(b)) - 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 - 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 - August 2025, August 2024, February 2023, August 2022
• Volunteer opportunities - 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

How can I pick the best health plan for my family and me?

You can map out what you’ll need from your 2026 benefits by reviewing how you used them in 2025 and thinking about anything new you might need next year. Reviewing how you’ve spent funds and used benefits over the last year can be a huge help when selecting a plan. The Open Enrollment website can help you review all your benefits, see what's changing, and plan for 2026.

What’s the difference between a beneficiary and a dependent?

A dependent is a person who is eligible to be covered by you under the health, dental and vision plans. A beneficiary can be a person or a legal entity that is designated by you to receive a benefit, such as life insurance.
For additional details about required documentation for eligible dependents, visit the Open Enrollment Eligibility 2026 webpage.

Do I need to make any changes during Open Enrollment?

During Open Enrollment, consider taking the following actions.

• Modify medical, dental, vision benefits, if desired.
• Add or drop dependents, if applicable. If switching insurance plan, manually add dependents again to the new plan.
• Confirm home address and phone number.
• Health Savings Participants: Edit Health Savings Account (HSA) contribution.
• Elect/waive Flexible Spending Account (FSA).
• Review all insurance benefits and ensure all necessary action steps are taken.
• Confirm or change beneficiaries for ORP, MCRP life insurance; VRS changes in myVRS online.
• When you are ready to submit, click on the box to electronically sign at the bottom of the last page and press the SUBMIT button.
• PRINT or SAVE AS PDF a copy of your elections confirmation page for your records.
• Watch for additional emails in your Workday Inbox related to post-Open Enrollment action items you may need to take.

What does the vision plan cover?

The Davis Vision plan covers things like eye exams, lens, frames and contacts.  For more information on what is covered under our Davis Vision plan as well as the Aetna Vision Discount Program visit the Open Enrollment Vision 2026 webpage.

What is an Aetna One Advocate?

This is a service provided by Aetna to help you manage your care, from simplifying your pharmacy regimen to assistance with finding health care providers. You can find further details in the Aetna One Advocate (A1A) flyer.

What is an Aetna One Advocate?

This is a service provided by Aetna to help you manage your care, from simplifying your pharmacy regimen to assistance with finding health care providers. You can find further details on this member flyer.

Do the dental plans cover different things?

Yes, there are some differences with covered services in the Basic and Enhanced Dental plans. For example, orthodontia care is covered in the Enhanced plan and not the Basic plan. For more information on what the plans cover, visit the UVA Dental Plan webpage.

What does the vision plan cover?

The Davis Vision plan is an optional vision plan that covers things like eye exams, lenses, frames, and contacts. For more information on what is covered under the Davis Vision plan as well as vision discounts available through the Aetna Vision Discount Program, visit the Vision Coverage webpage.

I’m trying to understand more about my benefits; where can I go to get more information?

You can find more information about the UVA plans and other benefits offered by visiting the benefits webpages on the HR website. HR offers numerous webpages and documents to help you better understand your benefits as well as helpful videos on various topics.

What is the difference between a deductible and an out-of-pocket max?

The deductible is the amount you pay for covered health care services before the UVA Health Plan starts to pay.

The out-of-pocket maximum is the most you will spend for covered services in a year for health care, and it includes the deductible, co-payments, co-insurance and covered prescriptions. It does not include the annual premium you pay for your health plan option.

How do I sign up for the VRS Voluntary Contributions?

Employees enrolled in the VRS Hybrid plan are eligible to sign up for the VRS Voluntary Contribution. Employees are able to contribute an additional 4% towards retirement with a 2.5% cash match from UVA. To sign up, contact the vendor Voya.  The Voluntary Contribution can be enrolled in on a quarterly basis. Learn more on the UVA Retirement/VRS webpage.  

Can I change my 403(b) vendors after making contributions?

Yes, you are able to make changes to your 403(b) plan vendor. Navigate to Workday and follow the same steps you did to sign up for the 403(b). You will be able to switch the vendor.

How much can I earn with Hoos Well rewards?

You can earn up to $500 a year through Hoos Well. Spouses who are enrolled in the UVA Health Plan can also participate in the Hoos Well program, earning an additional $500.

Are the Hoos Well rewards being deposited into my pay check?

Instead of receiving your rewards in the form of gift cards, our streamlined rewards process deposits your earned rewards directly into the Health Plan subscriber’s paycheck on a quarterly basis.

I need replacement insurance cards; how do I get new cards?

You can get new cards by logging into the vendor’s site (such as Aetna or Davis Vision) and making the request for a new card.

What are COBRA benefits?

Under a federal law called the Consolidated Omnibus Budget Reconciliation Act (COBRA), benefits are offered to benefited employees who are separating from UVA and will be losing their health insurance coverage.  COBRA benefits enable employees leaving UVA to continue with the same coverage they had while at the University for up to 18 months. For more information, please visit the COBRA webpage. 

Does UVA have a discount program?

UVA does have a discount page that provides discounts for various businesses. Visit the UVA Employee Discount Program webpage for details..

How do I request a sponsored account?

Sponsored accounts (formerly known as "contractor" or "contingent worker" accounts) give UVA credentials (username and password) to people who work or volunteer at UVA, but who are not paid by UVA, so they can access general computing services like email, Microsoft 365, UVA Box, etc. People in these roles - contractors, vendors, visiting scholars and visiting students - could be paid from Accounts Payable and receive an IRS Form 1099, not a W-2, from the University. Request a sponsored account following this link.

How do I search for jobs in Workday?

Jobs can be found by typing “Find Jobs” into the Workday search bar.

How do I check my job application status in Workday?

You can check your application status in Workday by typing into the search bar, “My Applications.” This will pull up a report that allows you to view all positions applied for in Workday.

How do I request a system access change?

You can request a system access through UVA's ITS website. 

How can I find out about volunteer opportunities?

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

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

HR offers many courses to assist employees with professional development. View the Learning & Development webpage for classes, programs, and additional resources.

How do I find information on the Hoos Well program?

View the many ways the Hoos Well program supports your physical, emotional, financial, and social well-being on its suite of webpages.  

Who do I contact if I’m having trouble signing into the Hoos Well portal?

Please contact Personify Health for assistance with accessing the Personify Health portal.

How do I change my contact information?

You can update your contact information, such as your address or phone number, in Workday. Navigate to the main Menu --> Personal Information section --> Change Contact Information and then edit.

How do I request employment verification?

Visit the Employment and Salary Verification webpage for information on the different types of verification requests HR receives and where to send them to.

I have a child on my UVA Health Plan who will be turning 26 years old soon. When will the benefits end?

Once your child turns 26, they will be removed from your plan at the end of the month they turn 26. They are eligible for COBRA; visit the COBRA webpage for more information.

What is a limited deduction check?

A limited deduction check is a paycheck in which benefit deductions are not taken from the employee's check. This happens because there are 26 pay periods in a year. In order to ensure benefit deductions are withdrawn evenly over the year, UVA selects 2 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. You can select Academic, University Medical Center, or UPG to locate the appropriate payroll calendar for your organization.

Why am I not seeing my HSA funds?

Confirm in Workday that you elected the Health Savings health plan option and the HSA account. If you elected the PPO option (formerly Value) or the Choice option, you are not eligible for the HSA.

Please note that if you had an FSA last year and chose the Health Savings option for 2025, you must have spent down your FSA to $0 by December 31, 2024 in order to open your HSA in 2025. If it was not spent down, your HSA funds will not be available until April.

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

Academic Division and University Medical Center employees should contact Unum at 866.269.0979 or online to file for FMLA. 

How do I file for Short-Term Disability?

Contact your short-term disability vendor to file for short-term disability. Your short-term disability vendor is determined based on your retirement plan.

More information about these vendors can be found on the Disability Benefits webpage.

How do I enroll in the 403(b)?

Follow the instructions in the linked job aid on how to enroll in the 403(b).

Where can I find information on how to get employment verification?

Information on employment verification can be found on the recently updated Employment and Salary Verification webpage.

Where can I view The University of Virginia’s Emergency Events page?

You can stay up to date on the Emergency Event status of the University by visiting the UVA Emergency Management webpage.

How do I read my W-2?

You can use the link to the UVA Payroll website that will give you the breakdown of the lines on your W-2.

Why will my Epic training not load?

If you are having trouble with your Epic training not loading, access the Epic trainings with this job aid.

Are there any other resources for employees who need assistance?

Employees are able to utilize FEAP resources such as the Community Resources webpage if they assistance with basic needs such as housing, clothing, utilities, and food, as well as assistance with personal budgeting and finance strategies.

How can I find Workday Learning Courses?

You can find courses that are required or that you are interested in by going to your Workday Menu and then selecting Learning. This will take you to the Learning page, where you can search for specific courses.

Do I need to report to work during a snow day?

If you are listed as designated, you will need to report to work. If you are unsure as to your status and whether or not you need to report to work, please reach out to your supervisor. Visit the Emergency Event Status webpage for more information.

If I am a wage or temporary employee, do I still have a designation status?
Yes. All employees, including wage and temporary employees, have a designation status and should check with their supervisor or refer to the Emergency Event FAQs webpage.

If I work from home and the University is under a modified response or is closed, do I still need to work?

Yes, if you work remotely, you should continue with your normal remote work schedule.  Any employee that is designated to report in the office to work should do so.

How do I check the University status in the event of inclement weather?

Updates to UVA Academic Division operating status can be found on the UVA Emergency Management webpage.

UVA Health team members should monitor internal communications and the UVA Health Status Board for changes to patient care and business operations.

How do I sign up for the Emergency/closing alerts?

You can register for alerts by following the steps on this UVA Alerts link. You will need your UVA computing ID in order to register.

When will I see changes to my benefits in Workday that I made during Open Enrollment?

Changes made to your benefits during Open Enrollment will be visible in Workday effective January 1, 2025.

Can I adjust my leave time after it's already been approved?

Yes, you can correct and resubmit your leave time even after it's been approved by your supervisor. Adjust by clicking on the leave event in your Absence Calendar and editing or canceling it.

How do I check my leave balance for the end of the year?

Check your leave balance by going to your Absence application in Workday, then click on My Time Off Balance Details with Use or Lose.

What is the holiday schedule for this year?

The Holiday calendar is on the HR Holiday Calendars webpage. If you are unsure whether you follow the UVA Academic or UVA Health Clinic schedule, please reach out to your supervisor for clarification.

I need a travel letter or other form of verification of employment. How do I get this?

The University of Virginia provides verification of employment for various things such as mortgage loans, visas, and the Public Student Loan Forgiveness program. Request a verification of employment by emailing AskHR@virginia.edu. Once your request is received, it will be reviewed to see if a manual verification of employment is needed or if your request can be processed through UVA's vendor, The Work Number. Requests for verification of employment are completed in the order they are received, and there is a 5-7 business day turn-around time frame. Please ensure that you are requesting verification of employment with enough time to accommodate for the turn-around time.

How do I check my PTO balance?

You can check your PTO balance in Workday by going to Menu, Absence, then select My Time Off Balance Details with Use or Lose.
 
How much leave can I cash out as a UVA Health University Medical Center team member?

Your cash-out request cannot exceed the allowed maximum hours as defined in the University Medical Center Paid Time Off policy.

When is the fall PTO cash out for University Medical Center team members?

You will be able to request PTO cash-out from November 14 – 24. Cash-out process instructions will be emailed on the morning of November 14. See additional details on the HR announcement.

When do I need to have my FSA account spent down by?

If you elected the Health Savings option for the first time in 2025, you will need to use your Full FSA funds by 12/31/2024 in order for your Health Savings Account (HSA) to be opened. For more information, review the announcement on the HR website's home page.

How can I spend down my FSA account?

You can look at the different ways to spend your FSA account here or visit the FSA Online Store, which offers a convenient way to have eligible items delivered right to your doorstep.

How do I change my life insurance during Open Enrollment?

Changes can be made to your life insurance at any time throughout the year, not just during Open Enrollment. To change your life insurance, follow the instructions below.
 
For MCRP or ORP members

• In Workday, go to Menu in the top left and choose Benefits & Pay Hub
• Click Change Benefits
• For Changing Reason, select Change Life Insurance
• Enter today's date
• Click Submit, then Open, then Let's Get Started
• Click Manage or Enroll in the area you want to change
• Either Select or Waive the benefit plan, then click on Confirm & Continue
• Add beneficiaries, as desired; click Save to save your changes
• Click Review and Sign, then review the notifications, scroll to the bottom of the page, and check the box that says I Accept if everything looks the way you want, then click the Submit button
• Refresh your inbox for information about medical Evidence of Insurability (EOI) -Click the link provided which will take you to The Standard's online EOI webpage 

For VRS members
To request additional life insurance through Securian who is contracted through VRS, first log into MyVRS,

If you've never logged in before, register your account. The process of registering may require answering a number of security questions. Once completed, you can monitor your retirement and create estimates. 

Once logged in, go to My History/Life Insurance

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Then look on the right side of the page and click “visit Securian.”

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Once you are on that page, follow the prompts to request additional life insurance or make changes. Please note that evidence of insurability (health information) will be required if requesting additional life insurance.
 
Can I change my beneficiaries at any time?

Yes you can change your beneficiaries at any time.

• For MCRP or ORP members, you can make this change in Workday.  For VRS members, make changes through the VRS portal.

If I want to continue with my FSA, will I need to re-elect my contributions?

Yes. If you want to continue with your FSA plan for next year, you will need to re-enroll in it.

Will my HSA elections roll over to next year?

Yes, your HSA elections for employer and employee contributions will roll over to 2025 if you do nothing. However, your employee contribution will not change to 2025 contribution limits automatically. You can change your contribution amount at any time throughout the year.

When does Open Enrollment close?

Open Enrollment ends October 18, 2024. Employees wishing to make changes to their benefits should complete Open Enrollment by Friday midnight, October 18.

How can I pick the best health plan for my family and I?

You can map out what you’ll need from your benefits in 2025 by reviewing how you’ve used them in 2024 and thinking about anything new you might need next year. This can be a huge help when selecting a plan. The following resources can help you look back, in order to take care of yourself in 2025:
 

• Medical and Pharmacy Claims: Aetna website
• Dental: United Concordia member website
• Vision: Davis Vision member website
• Flexible Spending Accounts/Health Savings Accounts: Fidelity website

Here are helpful questions to ask yourself. Do you have: 

• Any medical or dental procedures planned? 
• Any upcoming glasses or contact lens needs?
• Any changes in dependent care?
• A need for replacements to medical or assistive devices?
• Potential life events — for example, new marriage, new children, or children after age 13 no longer eligible for Dependent Care FSA funds?
• Dependents' social security numbers listed correctly in Workday?​

Remember that choosing a health plan option is a personal choice about how you pay for health care services. The services are the same for all three health plan options. It's how you pay for them that is different. Would you want to pay more in premiums up front and pay less out of pocket for using health care services throughout the year? Or pay less in premiums and pay more out of pocket as you use the services?

I just completed my Open Enrollment; how can I confirm my changes?

If you forgot print or save upon completing your Open Enrollment event in Workday you can confirm your elections by logging into Workday, then:

• Click on the “Benefits and Pay Hub” under the Menu button.
• Click on the “Benefits" button, then select "Benefits by Date”
• Select the date of 1/1/2025. 

Do I need to make any changes during Open Enrollment

During Open Enrollment, October 7 – 18, you will want to take the following actions:

• Modify medical, dental, vision benefits, if desired.
• Add or drop dependents, if applicable.
  • Adding a spouse or dependent requires documentation confirming their relationship to you in order for your Open Enrollment change request to be approved.
  • If you change your health, dental, or vision options, remember to re-add your dependents. If you add new dependents, you must upload required documentation.
• Add missing social security numbers for dependents.
• Basic Health Participants: Elect/Waive HSA 
• Elect/Waive FSA.
• View insurances, retirement, and long-term disability.
• Change supplemental retirement and life insurance options, if desired.
  • ORP/MCRP participants - confirm or change beneficiaries for life insurance in Workday.
  • VRS participants - confirm or change beneficiaries for life insurance through VRS's online portal.
• When you are ready to submit, electronically sign at the bottom of the last page and press the SUBMIT button.
• Print benefits elections once submitted in Workday, or save as PDF.
• After Open Enrollment Closes:
  • Don't forget to redeem your 2024 Hoos Well rewards in the Hoos Well portal by November 30, 2024.
• If you switched to Basic Health for the first time, spend down your Full FSA to $0.00 by December 31, 2024.
• Look for additional Open Enrollment tasks in your Workday inbox.

For more info, visit the Open Enrollment website.

What’s changing for Open Enrollment this year?

To review what’s changing for your benefits in 2025, please review the Open Enrollment website. Review the section of the website under the Summary heading named “What’s Changing in 2025."

Can I change my health plan option if I have an unexpected change in my medical needs?  
 
No. The only time you can change your health plan option is during the annual Open Enrollment period.  You can make changes to the dependents on your plan if you have a qualified life event, but you can only change your plan option during Open Enrollment.

How do I check my use or lose balance for the year?

You can view your use or lose balance by going into the App menu in Workday, then selecting Absence. From there, you will see My Time Off Balance Details with Use or Lose. A box will pop up and you can select your leave type (ex.: ACD Time Off (Ustaff) Plan). Once selected, look at the rightmost column for your use or lose balance.

Do the two dental plans cover different things?

Yes, there are some differences with things that are covered in the Basic and Enhanced dental plan. For example, orthodontia care is covered in the Enhanced plan but not in the Basic plan. For more information on what each of the plans cover, view the Dental Plan webpage.

What does the vision plan cover?

The Davis Vision plan covers things like eye exams, lenses, frames and contacts. For more information on what is covered under the Davis Vision plan and the Aetna Vision Discount Program, visit the Vision Coverage webpage.

What is an Aetna One Advocate?

The Aetna One Advocate (A1A) service is provided by Aetna to help you manage your care, from simplifying your pharmacy regimen to assistance with finding health care providers. You can find further details on the A1A Member Flyer.

Does Aetna offer any services for pregnancy?

Yes, Aetna does offer a Maternity program. For more information on what is offered and how to sign up, view the Aetna Maternity Program flyer.

What is a limited deduction check?

A limited deduction check is a check that occurs 2-3 times a year where benefit deductions are not taken out. This does not impact your benefits and you should see normal benefit deductions come out in the following pay check.

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

Limited deduction check dates can be found on the UVA payroll website. You can select Academic or Medical Center to locate the Payroll calendars relevant to you.

How do I change my contact information?

You can update your contact information such as your address or phone number in Workday by going to Menu then Personal Information section, then Contact Information and clicking edit.

How do I request a sponsored account?

You can request a sponsored account following the link here for requesting sponsored accounts.

How do I request a system access change?

You can request a system access through our ITS website.  

What kinds of activities can I do to earn Hoos Well rewards?

Employees can participate in things like journeys, webinars, tracking healthy habits, and completing challenges. For more information on the different activities you can participate in, visit the Earn Rewards webpage or log into your Hoos Well account.

How can I search for jobs in Workday?

Jobs can be found by typing “Find Jobs” into the Workday search bar. If you do not see the list of jobs populate, click on "Reports" on the left hand side of the webpage and then select "Find Jobs."

How can I check on the status of my job applications?

To check the status of your job applications, type "My Applications" into the Workday search bar. You will see a list of your applications with their status.

Are there volunteer opportunities?

UVA offers many opportunities to volunteer both with UVA and outside UVA. Visit the 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. View some of the courses on the Education and Training webpage.

May is Mental Health Awareness Month! Find FAQs below about mental health resources:

What well-being resources are available?

• FEAP (Faculty and Employee Assistance Program): Offers personalized and group coaching, monthly webinars, and a growing virtual resource library.
• Hoos Well: Provides evidence-based programs to manage stress, live health coaching, and access to eM Life and Healthy Minds @ Work.

Where should I seek support if I'm struggling with my mental health?

• FEAP: On-site, UVA employees here to support you. FEAP offers short-term consultation for various mental health needs. 
• Additional resources for UVA Health Plan members:
  • Talkspace: Virtual counseling and therapy.
  • Teladoc: Visits with therapists or psychiatrists 7 days a week.
  • Aetna One Advocate: Assistance locating doctors, hospitals, and well-being programs.

Where can I find support for my child's mental health?

• For children over 13:
  • Teladoc: Accessible for virtual support.
  • Brightline: Offers virtual support from licensed therapists, care from child and adolescent psychologists, personalized coaching, and supportive resources like a digital platform with appointment reminders and expert-backed content.

What are good resources to use for a pick-me up?

• Tune As You Go - Dive into a series of brief, guided exercises designed to promote sustainable wellness in high-stress environments with FEAP Tune as You Go. Our resources offer strategies tailored to fit seamlessly into your daily routine, helping you navigate challenges with ease. Explore a variety of categories and find the perfect strategy to uplift your day
• Tip of the Month Collection - Explore the FEAP Tip of the Month Collection to learn more about rebooting well-being, understanding love languages, getting restful sleep, reducing mental health stigma, healing from racial trauma, and more.
• eM Life - Through Hoos Well you have access to eM Life. eM Life is an app and website that provides evidence-based mindfulness solutions to prevent and reduce mental health concerns) resources. 
• Healthy Minds @ Work - Through Hoos Well you have access to Healthy Minds @Work, which is personal guided journey through the science of a healthy mind, built by neuroscientists and designed to teach and measure skills associated with emotional well-being — all in only 5–10 minutes a day.

Are there any group support offerings?

Yes!

• Connect for Support - Join a 30 minute drop-in session to check-in with colleagues, share strategies for challenges you are facing, and discover resources available to help. It works best if you are able to have your camera on and talk in the session.
• Kulivate Konnection - Drop in on the first Thursday of each month for a 30-minute emotional wellness break. Join us in a space that facilitates racial healing through a connection with colleagues, shared experiences, and the cultivation of a sense of authenticity and kinship. Share and learn strategies for challenges you are facing and feel uplifted in a welcoming and soulful environment.
• Pro-tip: Stay informed about pop-up, short-term, or new group events and support groups by reading the FEAP newsletter.

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 Hoos Well portal.

How much can I earn with Hoos Well rewards?

Employees are able to earn up to $500 per year.  Spouses of employees who are covered under the UVA Health Plan are also eligible to participate and can receive an additional $500 per year.

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.

How do I check my application status in Workday?

You can check your application status in Workday by typing into the search bar, “My Applications.”  This will pull up a report that shows all applications that you have applied for in Workday.

Are there any resources available at UVA for employees who need assistance?

Employees are able to utilize FEAP's Employee Community Resource Service to learn about the many local resources providing valuable assistance.

Why will my Epic training not load?

You must be behind the UVA Virtual Private Network (VPN) in order to access the Epic trainings. To get VPN access, please visit the ITS website for instructions.

How much can I earn with Hoos Well rewards?

Employees who are enrolled in the UVA Health Plan are eligible to participate in the Hoos Well program and are able to earn up to $500 per year. Spouses who are also covered under the health benefits plan can earn an additional $500 per year.

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 registering on the Hoos Well portal.

How do I update my tax elections?

You can update your tax withholdings at any time in Workday by navigating to the new Benefits & Pay Hub.  

• Select Pay in the Benefits & Pay Hub.
• Select Tax.  
• Scroll down to the Tax Elections section, then select Update in the Federal or State section to change the elections.  
• If you are unsure what you should elect for your tax elections, please visit the IRS website.

What is the max amount I can contribute to the 403b?

Supplemental savings plans 403(b) and 457 allow you to invest additional money pre- or post-tax. They are also available to most employees who may not have a retirement plan through VRS, ORP, or MCRP.  

You can save up to $23,000 annually for retirement in 2024. If you are 50+ in age, you may save an additional $7,500 in 2024, for a total of $30,500.

If you participate in the ORP, MCRP, or VRS plan, you are eligible for a cash match from UVA when you enroll in a 403(b) or 457 savings plan. 

Does UVA provide verifications of employment for employees?

Yes, we do provide verifications of employment for various purposes. Depending on what your request is for, we will decide whether your verification is handled directly by HR or is handled by our third-party vendor, The Work Number.

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

The University of Virginia utilizes The Work Number to provide employment verifications.  Lenders can go to theworknumber.com to pull this information.  For more information about this process, visit the HR Employment and Salary Verification webpage.
 
How can I get a verification letter for immigration purposes or travel?

To get a letter for immigration or travel purposes, please email the HR Solution Center.  HR will send you an email response to follow up and verify if any specific information is needed for the letter. We will provide the requested letter once any additional information has been received. Please note that we have a 5-7 business day turnaround, and these letters are answered in the order they are received. 

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

You can just complete this form by submitting it to AskHR@virginia.edu.  If you request a paper copy of the form, you will receive the second page via email. If you submit the request electronically, you will want to check with your Student Loan company to ensure there were no issues with receiving the electronic form.  Please note that for the electronic forms, due to the large number of requests, we will not be able to send emails to employees letting them know that this has been completed. 
 
Why did I receive an email that the information on my PSLF must be corrected?
The email you received was to notify you that the electronic form you submitted needed to provide the correct information or match our records, and we needed help to complete it.  The email you received should have the information that needs to be corrected before you resubmit.

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

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

How do I change my contact information?

You can update your contact information such as your address or phone number in Workday by going to the Personal Information section and clicking "Edit" in the section that you are wanting to update.

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 Virgin Pulse website.

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.

When will W-2s be released?

2023 W-2 forms are available in Workday:

• If you opted out of a paper version, you can access your W-2 in Workday now. Log in, click the "My Pay" icon, then choose "My Tax Documents."
• Paper copies will be mailed before January 31 (electronic copies of these are available on February 1).
• Please contact AskFinance@virginia.edu or call 434.924.3400 with any questions about your W-2.

Do I need to report to work during a snow day?

If you are listed as designated, you will need to report to work.  If you are unsure as to your status and whether or not you need to report to work, please reach out to your supervisor.

If I am a wage or temporary employee, do I still have a designation?

Yes, all employees, including wage and temporary employees, have a designation status set up in Workday.

How do I check the University status in the event of inclement weather?

• Academic Division operating status: UVA Emergency Management Operations Status Board
• UVA Health operating status: UVA Health Operations Status Board

How do I sign up for the Emergency/closing alerts?

You can register for alerts by following the steps on the UVA Emergency Management Alerts webpage.  You will need your UVA Computing ID in order to register.

When will the Hoos Well final rewards be paid out?

• Medical Center and UPG team members: December 15
• Academic bi-weekly employees: December 22
• Academic monthly December 29

When will my elections for Open Enrollment take effect?

The elections that you made will start January 1, 2024.

When will the contributions UVA contributes to my HSA be deposited into my account?

The funds UVA contributes to your HSA are deposited on the first pay check of the year:

• Academic bi-weekly -  January 19, 2024
• Academic monthly – February 1, 2024
• Medical Center -  January 26, 2024

Do my HSA/FSA payroll deductions come out over the course of the year or all at once?

Your HSA or FSA deductions will come out over the course of the year each payroll cycle.

How long does it take for HSA or FSA funds to show up in my Fidelity account?

After you see the funds on your pay slip, it can take a few days to reflect in your Fidelity account.

How do I check my leave time use or lose hours?

There is a new way to search for your use or lose time in Workday. You can view this by clicking on the Absence app in Workday. Select My Time Off Balance Details with Use or Lose and then select the leave time you are wanting to check. The farthest right column will provide your Current Balance at Risk of Forfeiture Excluding Pending Events as of Next Carryover Date. If this number is greater than zero, you are at risk of losing some of your leave hours.

When does Open Enrollment end?

Open Enrollment ends at midnight on Friday, October 13.

Can I make changes to the life insurance anytime during the year?

Yes, you can make changes to life insurance at any time, both during and outside of Open Enrollment. To learn how to make changes, please review this job aid.

Can I make changes to my 403(b) at any time?

Yes, you can make changes to the 403(b) at any time in Workday. Learn more about the 403(b) savings plan on the 403(b)/457 Savings Plans webpage. Learn how to make changes in Workday through this job aid.

Where can I find information on Open Enrollment?

You can find information on the Open Enrollment 2024 webpages. Most information in on the home page, but you can drill down for further details on the benefit-specific webpages. Find a listing of these pages on the right sidebar.

Do I need to upload dependent documentation when adding a dependent to my plan in Workday during Open Enrollment?

Yes. Unlike in previous years, you now will need to add documentation to add your dependents prior to submitting your Open Enrollment event. To see what documentation is needed please review this dependent eligibility and required documentation file.

How can I pick the best health plan for me and my family?

UVA has a health care analytical tool called ALEX Go to help you choose. Check it out!

We also offer a Medical Scenarios webpage to learn how the deductible, coinsurance, copayment, and out-of-pocket maximum affect your cost across the 3 health plan options for various sample medical scenarios.

New video stories by HR team members explain why they chose the health plan option they did during Open Enrollment based on various personal factors. Take a listen and see if these resonate for you.

You can map out what you’ll need from your benefits in 2024 by reviewing how you’ve used them in 2023 and thinking about anything new you might need next year. Reviewing how you’ve spent funds and used benefits over the last year can be a huge help when selecting a plan option. The following resources can help you look back, in order to take care of yourself in 2024:

• Open Enrollment 2024 home webpage
• Dental Plan 2024 webpage
• Vision Coverage 2024 webpage
• Medical Scenarios 2024 webpage
• Resources 2024 webpage

What’s the difference between a beneficiary and a dependent?

A dependent is a person who is eligible to be covered by you under the health, dental, and vision plans. A beneficiary can be a person or a legal entity that is designated by you to receive a benefit, such as life insurance.

Learn more on the Eligibility 2024 webpage.

What’s changing for Open Enrollment this year?

To review what’s changing for your benefits in 2024, please review the Open Enrollment 2024 website. Review the section of the website under the Summary heading named “Changes for 2024.”

I just completed my Open Enrollment elections in Workday; how can I confirm my changes?

If you forgot to print or save your elections upon completing your Open Enrollment event in Workday, you can confirm your elections by:

• Logging into Workday
• Clicking on the “Benefits” icon/app
• Clicking on the “Benefit Elections as of Date:"

Select the date of 1/1/2024.

Do I need to make any changes during Open Enrollment?

During Open Enrollment, which is October 2 –13, 2023, you will want to take the following action:

• Modify medical, dental, vision benefits, if desired.
• Add or drop dependents, if applicable. Adding a spouse or dependent requires documentation confirming their relationship to you in order for your Open Enrollment change request to be approved. If you change your health, dental, or vision options, remember to re-add your dependents. If you add new dependents, you must upload required documentation before you complete your Open Enrollment event in Workday.
• Add missing social security numbers for dependents.
• Re-Elect HSA/FSA - Even if you do not want to make any changes to your health, dental, or vision plans, you still need to re-elect the FSA and HSA programs for 2024 during Open Enrollment. 2023 elections for FSAs and HSAs will NOT automatically carry over to 2024.
  • If you do nothing and you had an HSA, your benefit will be elected with employer contribution, but with $0 employee contribution.
  • If you do nothing and you had an FSA, you will not have access to an FSA in 2024.
• New Basic Health participants - sign the HSA Terms & Conditions form in Workday to allow Fidelity to open your HSA.
• Maximize employee contributions to your HSA. Learn more on the HSA 2024 webpage.
• View insurances and retirement. Change supplemental retirement and life insurance options, if desired. These actions may take you outside of Workday.
• ORP/MCRP participants - confirm or change beneficiaries for life insurance in Workday. VRS participants - confirm or change beneficiaries for life insurance through VRS's online portal.
• When you are ready to submit, electronically sign at the bottom of the last page and press the SUBMIT button.
• Print benefits elections once submitted in Workday, or save as PDF.

After Open Enrollment Closes:

• Don't forget to redeem your 2023 Hoos Well rewards in the Hoos Well portal by November 30, 2023.
• If you switched to Basic Health for the first time, spend down your Full FSA to $0.00 by December 31, 2023.
• Look for additional Open Enrollment tasks in your Workday inbox.

When will benefits Open Enrollment information be available?

Open Enrollment is October 2-13, 2023 this year. The Open Enrollment website will launch on September 7, and you will receive your first email communication on that date.

How do I view my payslips in Workday?

You can view your current and previous payslips by going to the My Pay application in Workday and clicking on My Payslips on the right hand side.

Are Medical Center team members now also using Workday to submit Tuition Assistance reimbursements?

Yes, the Tuition Assistance reimbursement has been moved out of Peoplesoft and into Workday. For instructions on how to submit this request, please view our Education Benefit Job Aid.

If I have already submitted my tax elections in Workday, can I update them again?

Yes, you can update your W-4 form at any time in Workday by going to the My Pay application, then selecting Withholding Elections.

How do I update my personal information such as address or phone number in Workday?

You can update your personal information in Workday by going to the Personal Information application and then selecting Contact Information under the Change column and then clicking the Edit button.

Please note that there are several sections on the HR website that speak to leave options for employees and guidance for managers. We suggest starting with the Paid Leave webpage.

I’m an Academic Division or Medical Center employee/team member and need to go on leave due to the birth or adoption of a child. What should I do?

It can be an exciting, but also stressful time to welcome a new family member into your life. With the understanding that sometimes it can feel overwhelming, HR has created a resource for expectant parents to provide an overview of leave time and benefits related to expecting a new child. We highly recommend reviewing the Planning for becoming a parent webpage and the full suite of webpages and the FAQs provided in each section.

The leave section of the above webpage explains the different leave types available, including who may qualify for each, as well as provides an outline of leave options related to your situation.

UVA policies may vary depending on your employee classification, so it’s important to keep that in mind when reviewing the information. 

How do I receive pay while on Short-Term Disability?

Once approved by your vendor, Short-Term Disability is paid through the regular UVA pay cycle, the same way your normal pay is delivered. See the plan information on the HR Disability Benefits webpage for any waiting or elimination period, during which you would need to utilize your own paid time off to receive pay for that period. 

Please note that Short-Term Disability benefits are paid based on your FTE, listed in Workday, it is not paid based on your actual work schedule. Due to the variable nature of work schedules across the Academic Division and UVA Health, the system is unable to incorporate this variability into pay calculations.

For any approvals made by the vendor after the payroll process has run, any retroactively approved benefits will appear on your next paycheck. You or your supervisor may input your own Paid Time off pending the approval.

Details about the specific plan according to your employee classification and retirement plan can be found on the HR Disability Benefits webpage.

Do I have to use PTO while I’m out on leave?

Policies vary by employee classification and the type of leave you’re taking. For Medical Center Team members, you need to use PTO for any leave prior to taking unpaid time except when you are approved for Short-Term Disability or for Military Leave, according to the Medical Center Leaves of Absence policy.

For Academic Division and University Medical Center staff, to receive pay when on a leave of absence that doesn’t include a paid benefit (Short-Term Disability, Paid Parental Leave, etc.), you will need to use PTO. If you wish to supplement your Short-Term Disability benefit with PTO during the approved benefit period, please email Leave@virginia.edu to let us know. 

Am I allowed to work while on a leave of absence, and what happens if I return to work?

Being on a continuous leave of absence indicates that you will not be performing work-related duties while out. If you are out on a reduced schedule or intermittent leave, you may continue to perform your duties as indicated by the leave approval. 

If you are on a leave of absence from one UVA position, but have a secondary position, please check with HR to confirm you can perform duties in the other position while on leave from your primary position. 

If you’re out due to a medical condition, you should only perform work when cleared by your doctor and you have notified relevant parties (your supervisor, your vendor, and HR) that you have returned. 

If your doctor has cleared you to return but noted restrictions or accommodations required, please reach out to Leave@virginia.edu so that we may coordinate with your department to determine if they can provide accommodation. If your department is unable to accommodate, you should contact the vendor managing your leave and disability to determine if an extension can be approved. 

Am I eligible to receive PTO Donations?

Benefited Medical Center team members are eligible to receive donations if they are on an approved leave for their own illness or to care for a family member with a serious health condition. This also includes the period of child bonding. 

To receive donations, you and your supervisor need to send in the PTO Donation Request form to Leave@virginia.edu. Once the leave team receives your request and confirmation of the leave approval, you and your supervisor will receive instructions about the donation process. 

Academic Division staff are only eligible for donations if they are out on FMLA to care for a family member with a serious health condition. You need to send in the Leave Sharing Request form to Leave@virginia.edu. Once the leave team receives your request and confirmation of the leave approval, you and your supervisor will receive instructions about the donation process. 

Academic Staff in the traditional sick plan, who have no disability plan, may also receive donations when on an approved leave for their own illness or injury. 

When will I see the merit increase?

University Staff:

• Effective date: July 3
• Check date: July 21

Classified Staff:

• Effective date: June 10
• Check date: June 23

A&P Faculty, 12-Month T&R Faculty, PRS

• Effective date: July 25
• Check date: September 1

Non-12-month T&R Faculty, Non-12-month PRS

• Effective date: August 25
• Check date: September 29

Medical Center, UPG staff

• Effective date: September 17
• Check date: October 6

Who should I talk to if I have questions about my merit increase?

Please reach out to your manager with their questions about your merit increase.

How do I find more information about the Hoos Well program?

More information on the various benefits of the Hoos Well program can be found on the Hoos Well program webpages.

Who do I contact if I’m having trouble signing into the Hoos Well portal?

Please contact Virgin Pulse for any assistance with accessing the Hoos Well portal. Phone support is available weekdays 8 am – 9 pm ET. Live chat on the Virgin Pulse portal is available weekdays 2 am – 9 pm ET.

• Support@VirginPulse.com
• 833.724.8638
• Virgin Pulse Support webpage

I'm having trouble logging into Workday; can you assist?

Before you can login to your Workday account, you must first claim your UVA account. If you are new to UVA or have a prior affiliation with UVA, please click the buttons below to learn how to create an account.

• New to UVA
• Prior affiliation with UVA
• Contact UVA IT Helpdesk for IT issues

Once you have created your account, this is the process to log into Workday:

• Navigate to the UVA HR page
• In the top banner, click on the orange Workday Login key.
• You will need your NetBadge login to continue.

Once you have claimed your account, if you are unable to login to Workday, please contact AskHR@virginia.edu.

When is the PTO cash out?

• For Medical Center, Spring 2023 Cash Out: Medical Center employees may only cash out their PTO in Workday between May 18 and May 28. All requests should be dated as of May 27 within Workday.
• For UPG: You can request a cash out any time between May 18 and May 28 in Workday. You can access Workday online anywhere with an internet connection. Please note: You must select May 27 as the date of your request.

How much PTO can I cash out?

• For Medical Center: To determine how much PTO you can cash out, please review HR policy 315.
• For UPG: Each employee who is eligible for PTO has the option to cash-out up to forty (40) hours of PTO at the employee’s normal hourly rate of pay, if after the cash out the employee retains a balance of at least eighty (80) hours of PTO.

How do I check my job applications in Workday?

To check on your applications in Workday, please type into the search field ‘My Applications.’

How do I request a sponsored account?

You can request a sponsored account following the link for sponsored accounts.

How do I request a system access change?

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

When does the first quarter end for the Hoos Well rewards?

The first quarter ends March 31 and the Hoos Well rewards are scheduled to be paid out in April on the following dates:

• Academic bi-weekly: 4/14
• Medical Center bi-weekly: 4/21
• UPG: 4/21
• Academic monthly: 5/1

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), contact Mission Square. Enrollment occurs on a quarterly basis. For more information on when the quarter ends, please visit the VRS website.

What is the maximum amount I can contribute to the 403(b)?

You can save up to $22,500 annually. If you are 50+ years of age, you may save an additional $7,500, up to $30,000.

Can I also contribute the same amount to the 457 plan?

Yes, you can contribute the same amount to the 457. You will only receive a cash match for one of these plans.

How do I navigate the Hoos Well portal?

Please check out the Hoos Well website and view the video that explains how the portal works.

I’m having trouble logging into the Hoos Well portal. How do I get assistance with this?

Please contact Virgin Pulse directly to assist with getting logged into the Hoo’s Well portal. Call Virgin Pulse at 833.724.8638.

Are Medical Center team members now using Workday to submit Tuition Assistance reimbursements?

Yes, the Tuition Assistance reimbursement has been moved out of PeopleSoft and into Workday. For instructions on how to submit this request please view the Education Benefit Job Aid.

If I have already submitted my tax elections in Workday, can I still update them?

Yes, You can update your W-4 form at any time in Workday by going to the My Pay application, then selecting "Withholding Elections."

I need replacement insurance cards. How do I get new cards?

You can get new cards by logging into the vendor’s site (such as Aetna for medical, Davis Vision for vision, United Concordia for dental) and making the request for a new card.

If I elected my W-2 to be mailed to me when will I receive it?

You should receive your W-2 by January 31st.

How do I read my W-2?

You can find information on how to read your W-2 here.

When will my HSA funds come to my account?

HSA funds will be available to spend your account 4-5 business days after the payday when they are deposited.

How do I change my tax elections in Workday?

You can change your tax elections by going to the My Pay Application and then selecting Withholding Elections.  From there, you can choose to Update Federal or State Elections and click Update at the bottom.

How do I check my FSA or HSA account balance?

You can check your account balance by logging into your Fidelity account.  If you need assistance logging into your Fidelity account, please call Fidelity at 800.544.3716.

How do I know if I need to report to work in the event of a weather related closing?

Every employee is given the status of designated or non-designated. If you are listed as designated, you are required to report to work in the event of a closing.

How do I check if I’m listed as designated or non-designated?

You can check your status in Workday. From your Workday profile, click on the picture of yourself (or the icon of a person in the top right corner) --> View Job Profile --> click on Position in the Job Details section--> see Additional Information, Job Classification).

If I am a wage or temporary employee, do I still have a designation?

Yes, all employees including wage and temporary employees have a designation status in Workday.

How do I check the University status in the event of inclement weather?

Updates to UVA’s operating status can be found on the UVA Emergency webpage.

How do I sign up for the Emergency/closing alerts?

You can register for alerts by following visiting the UVA Alerts webpage, logging into your account, and then selecting which method of contact you would prefer for alerts. You will need your UVA Computing ID in order to proceed.

I am a Medical Center Employee. If my office is closed on the holidays, do I have to use PTO?

If you are a Medical Center employee and your office is closed, you are required to take PTO to cover that holiday. 

Where can I find the Holiday schedule?

The Holiday schedule can be found on the HR Holiday Calendars webpage.

I am an Academic Division employee. If I work on a holiday, how do I enter my hours worked for this day?

If you are a non-exempt Academic Division employee, enter time as you normally would into Workday. If you are an exempt employee, follow these instructions.

• Enter Request Absence in the Workday global search.
• Select the holiday(s) worked from the calendar, and click the Request Absence button at the bottom.
• Select the Type Worked Holiday-Comp Special Earned.
• Click Next.
• If you worked a partial day, adjust hours by selecting the Edit Quantity per Day button, and enter a value in the Quantity per Day field.

I am a University Staff employee. If I have unused leave hours, what happens to my unused time?

University Staff who have unused leave time that goes over their max carry over will have the excess leave paid out at 50%, as long as they have used 80 hours of leave time during the year.

(Academic Staff only) Have questions or need help with your expense report?

Each school and business unit has assigned ambassadors to assist in training employees in their area on how to use the University's expense management system as well as answer questions regarding their area's expensing policies and procedures. Here's the website to find your local ambassador. Help is only a click away!

What is the VRS Hybrid Voluntary Contribution?

For VRS Hybrid participants, there is an additional option to save money for retirement.  You can choose to enroll in the VRS Hybrid Voluntary Contribution where you can save an additional 4%. To enroll in this, contact Mission Square. More details and Mission Square contact information can found on the HR's VRS webpage.

How do I update my personal information such as address or phone number in Workday?

You can update your personal information in Workday by going to the "Personal Information" application in Workday and then selecting ""Contact Information under "Change" and then clicking the edit button.

Is there a maximum amount I can contribute to the 403b and 457 supplemental retirement plans?

Yes, you can contribute a max of $20,500 a year to both the 403b and 457 plans.  If you are 50+ years of age, you are able to contribute an additional $6,500 per year.  

If I’m a new benefited employee; when will my health insurance start?

Your health insurance starts the first full month you are employed at UVA. You will get a benefit election task in your Workday inbox once you start so you can enroll in benefits.

When will the next Hoos Well earnings be paid out to employees?

The next dates for employees to receive their Hoos Well earnings are.

• Academic Division Bi-weekly: 10/14
• Academic Division Monthly: 11/1
• Medical Center Bi-weekly/UPG: 10/21

 

How can I pick the best health plan for me and my family?

• UVA has the health care AI tool Alex to help you choose.
• The Medical Scenarios webpage provides information about how the deductible, coinsurance, copayment, and out-of-pocket maximum affect your costs across the 3 health plan options.
• You can map out what you’ll need from your benefits in 2023 by reviewing how you’ve used them in 2022 and thinking about anything new you might need next year. Reviewing how you’ve spent funds and used benefits over the last year can be a huge help when selecting a plan.:
  • Open Enrollment 2023 home page
  • Dental Plan 2023
  • Vision Plan 2023
  • Medical Scenarios 2023

What’s the difference between a beneficiary and a dependent?

A dependent is a person who is eligible to be covered by you under the health, dental and vision plans. A beneficiary can be a person or a legal entity that is designated by you to receive a benefit, such as life insurance.

For additional details about required documentation for eligible dependents, visit the Open Enrollment Eligibility 2022 webpage.

What’s changing with Open Enrollment this year?

To review what’s changing for your benefits in 2023 please review the HR Open Enrollment 2023 website. Review the section of the website under the Summary heading named “Changes for 2023."

I just completed my Open Enrollment; how can I confirm my changes?

If you forgot to print or save upon completing your Open Enrollment event in Workday, you can confirm your elections by logging into Workday:

• Click on the “Benefits” icon/app.
• Click on the “Benefit Elections as of Date:
• Select the date of 1/1/2023.

Do I need to make any changes during Open Enrollment?

During Open Enrollment, October 3 – 14 you will want to take the following actions.

• Modify medical, dental, vision benefits, if desired.
• Add or drop dependents, if applicable. Adding a spouse or dependent requires documentation confirming their relationship to you in order for your Open Enrollment change request to be approved. If you change your health, dental, or vision options, remember to re-add your dependents. If you add new dependents, you must upload required documentation.
• Add missing social security numbers for dependents.
• Basic Health Participants: Elect/Waive HSA - After you submit your Open Enrollment elections, look for a task in your Workday inbox to sign and submit an HSA Terms & Conditions authorization form, to authorize Fidelity to open your account.
• Elect/Waive FSA.
• View insurances, retirement, and long-term disability. Change supplemental retirement and life insurance options, if desired.
• ORP/MCRP participants - confirm or change beneficiaries for life insurance in Workday. VRS participants - confirm or change beneficiaries for life insurance through VRS's online portal.
• When you are ready to submit, electronically sign at the bottom of the last page and press the SUBMIT button.
• Print benefits elections once submitted in Workday, or save as PDF.

After Open Enrollment Closes:

• Don't forget to earn and record activities in the Hoos Well portal by November 30, 2022.
• If you switched to Basic Health for the first time, spend down your Full FSA to $0.00 by December 31, 2022.
• Look for additional Open Enrollment tasks in your Workday inbox.

Do the dental plans cover different things?

Yes, there are some differences with things that are covered in the Basic and Enhanced dental plan. Things like orthodontia care are covered in the Enhanced plan but not the Basic plan. For more information on what the plans cover, review the UVA Dental Plan webpage.

What does the vision plan cover?

The Davis Vision plan covers things like annual eye exams, lens, frames, and contacts. For more information on what is covered, visit the UVA Vision Coverage webpage.

What is an Aetna One Advocate (A1A)?

This is a service provided by Aetna to help you manage your care, from simplifying your pharmacy regimen to assistance with finding health care providers. You can find further details on Aetna's A1A Member flyer.

Does Aetna offer any discounts for employees enrolled in the UVA Health Plan?

Aetna does offer discounts for employees enrolled in the UVA Health Plan. Discounts are offered for things like vision, hearing, fitness and nutrition. For more information on all the discounts you can receive with Aetna’s discount program, check out their flyer on services covered and how to sign up for them.

Does Aetna cover any services for pregnancy?

Yes, Aetna does offer a Maternity program.  For more information on what is offered and how to sign up, review the Aetna Maternity Program flyer.

What are COBRA benefits?

COBRA benefits are offered to benefitted employees who are separating from UVA and will be losing their health insurance coverage. COBRA benefits is a way for employees who have left to continue with the same coverage they had while at UVA for up to 18 months.  For more information on COBRA, please visit the COBRA webpage.  

What are some of the programs offered with Hoos Well?

Hoos Well offers many different resources and supports for employees, including physical activity journeys, Weight Watchers discounts, mindfulness resources, and fitness. For more information on the these and other activities Hoos Well offers, please visit the Physical Well-Being webpage.

How do I sign up for the VRS voluntary contributions?

Employees enrolled in the VRS Hybrid plan are eligible to sign up for VRS voluntary contributions. Employees are able to contribute an additional 4% towards retirement with a 2.5% cash match by UVA. To sign up for voluntary contributions, please contact the vendor, Mission Square. The voluntary contribution can be enrolled in on a quarterly basis. The next deadline to enroll is 9.15.22, with deductions beginning 10.1.22. Contact information can be found on the Retirement webpage.  

Can I change my 403(b) vendors after making contributions?

Yes, you are able to make changes to your 403(b) plan vendor. To do this, go into Workday and follow the same steps you did to sign up for the 403(b). You will have the option to change the vendor.

How long do I need to be here to be eligible for the Education Benefits Program?

For Academic Employees, you must work in a benefits-eligible position for a year to be eligible for education benefits at UVA.

For Medical Center team members, you must work n a benefited position for 6 months before becoming eligible for tuition assistance. More information on what is covered through the Education Benefits Program and how much can be used can be found on the Education Benefits webpage.

How do I view my payslips in Workday?

You can view your current and previous payslips by going to the My Pay application in Workday and clicking on My Payslips on the right hand side.

What is a limited deduction check?

A limited deduction check is a check that occurs 2-3 times a year where benefit deductions are not taken out. This does not impact your benefits and you should see normal benefit deductions come out in the subsequent pay check.

How do I find jobs to apply for in Workday?

You can search for open positions in Workday by typing Find Jobs into the Workday search bar.

Where is the 2023 Payroll Calendar? 

Academic Division, Medical Center, and UPG 2023 payroll calendars are ready! You can access them on the UVA Payroll website. Choose Academic Division, Medical Center, or UPG from the links at the top of the page, then select Payroll Calendar.

Where can I find information and dates on the FST Workday Cutover?

Information and dates on the this can be found on the UVA Finance FST Workday Cutover webpage.

How do I file for FMLA (Family Medical Leave Act) and Short Term Disability?

Defining which UVA organization you are with will determine who you file with. Please see the Family & Medical Leave Act webpage for more information, including policy links as well as internal and vendor contacts for your organization.

Your Short Term Disability Vendor may vary based on your employee type. For employees who are enrolled in the Medical Center Retirement Plan or the ORP you would contact Unum. For employees in the Virginia Retirement System you would contact The Reed Group. More information about these can be found on the Disability Benefits webpage.

Are there any resources to help me start planning for retirement?

Yes, please visit the Preparing For Retirement webpage.

Where can I find volunteer opportunities?

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 Human Resources offers many courses to assist employees with professional development. Here are just some of the courses that UVA HR offers.

When can I cash out my PTO?

Medical Center employees are able to cash out their PTO May 19 - May 29. For more information, visit the PTO Cash Out webpage on the Payroll website.

I got an email that I need to submit my I-9 in person. Do I need to do this?

Yes, you will need to submit your I-9 document in person. If you think you received this email by mistake, please reach out to the HR Solution Center.
 
How do I change the overtime pay to overtime leave (or vise versa)? 

Those decisions are made at the department level. Please contact your manager to request a change to how you are compensated for overtime.
 
What is Workday Digital Assist (WDA)?

Aiming to empower our community with innovative tools to meet the needs of our organization, UVA HR offers Workday Digital Assist (WDA) - a set of resources to provide just-in-time guidance to complete tasks in Workday.
 
Where can I find information on WDA?

You can find more information on WDA and how it can assist you on the Workday Digital Assist HR webpage.

How do I update my tax elections?

Changes to your W4 can be made in Workday following the instructions in this job aid.

How do I make changes to my 403b?

You can make these changes in your benefits application in Workday. 

How can I update my banking information?

These updates can be made in Workday following this job aid.

How do I determine which is the best health option for me to choose?

The UVA Health Plan webpage offers resources to assist employees in picking a plan that works best for them. Employees can use the virtual assistants Alex to compare and contrast health plan options.

How much can I earn with Hoos Well rewards?

Employees who are enrolled in the the Hoos Well program are able to earn $500, and participating spouses are also eligible to earn an additional $500.

How do I read my W2?

You can visit the UVA Payroll website where you will find a breakdown of the items on your W2.

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 for the Hoos Well program by going to the Hoos Well Virgin Pulse portal.

Why will my Epic training not load?

Employees who are having trouble access the Epic trainings can use this job aid.

How are the Hoos Well rewards being given to me?

Instead of receiving your rewards in the form of gift cards, our streamlined rewards process deposits your earned rewards directly into the Health Plan subscriber’s paycheck on a quarterly basis.

Are there any other resources for employees who need assistance?

You can utilize many FEAP resources, including the Community Resource Service, if you need additional assistance beyond the physical, financial, and emotional services offered by Hoos Well.

When will I get my W-2?

W-2s will be sent out by January 31.

Will my W-2 be available online again?

Yes, your W-2 will be available online.  You can view your W-2 in Workday and print a copy for your records.

How can I view my W-2s?

You can view your W-2s from 2019-present by going to the "My Pay" Application in Workday and selecting "My Tax Documents" on the right hand side.

Do my 403b and 457 plans roll over from year to year?

Yes, any 403b/457 plan you were signed up for last year rolls over into the next year keeping the same contributions you had selected previously.

Can I make changes to my HSA contributions at any time?

Yes, you can make changes to your HSA at any time. When you have made these changes they will take effect the beginning of the next month the changes were made.

Do I need to enter time during a Holiday?

For non-exempt employees, you will enter time as you usually do for any holiday you have worked. For exempt employees, you can find instructions on the Workday training website. 

How do I request an electronic copy of my W2?

You can request an electronic copy of your W2 by going into Workday and going to the "My Pay" application. Once there, you can view tax documents on the right hand side of the screen. You should see the option to change how you receive your W2.

Do I need to report to work during a snow day?

If you are listed as designated, you will need to report to work. If you are unsure of your status and whether or not you need to report to work, please reach out to your supervisor.

Can I adjust my leave time after its already been approved?

Yes, you can resubmit your leave time to correct it even after its been approved by your supervisor. 

How do I update my direct deposit information?

You can update your direct deposit information through the "My Pay" application in Workday. This job aid explains the steps needed to complete the direct deposit change.

When do I need to redeem my Hoos Well earnings by?

All Hoos Well earnings must be redeemed by 11/30/2021.

How do I check my leave balance for the end of the year?

You can check your leave balance by going to your absence application in Workday and click on Absence balance and enter the date of your last pay period for the year. These dates can be found on the Payroll website listed under the Medical Center or Academic Division tabs.

Is the additional leave hours that employees can carry over calculated into their use or lose time?

Yes, the additional leave hours that employees can carry over are calculated into their use or lose time.

What is the holiday schedule for this year?

The Holiday calendars for Academic Division, Medical Center Clinic, and UVA Physicians Group are on the HR Holiday Calendar webpage.  If you are unsure whether you follow the Academic or Clinic Schedule you will need to reach out to your supervisor for clarification.

How do I check on my application status in Workday?

You can check on the status of your applications by typing in My Applications to the Workday search bar and then click on My Applications report. This will show you a list of all the jobs you have applied to through Workday.

When is the MC PTO fall cash out?

For Medical Center employees wanting to cash out their leave time can do so November 4th-14th.  More information can be found in this link.

Will I be able to carry over more leave time like last year?

Yes, UVA Ustaff, Medical Center, and Classified employees will be able to carry over an additional 40 hours at the end of the year.  Please note that this does not change the annual leave maximums for what is paid out upon separation from UVA.

Where can I get my flu shot?

Faculty, staff and team members covered by the UVA Health Plan may obtain a flu shot at one of the CVS pharmacies, or any pharmacy in Aetna’s National Pharmacy Network, if you present your Aetna card at the pharmacy. Included are pharmacies at Giant Eagle, Harris Teeter, Kmart, Kroger, Rite Aid, Walgreens, and Wegmans. Or, check with your primary care physician. Because the vaccination is covered by our health plan, you need only show your UVA Health Plan Aetna ID card.

UVA Health Team members have other options. Details can be found on the UVA Health intranet.

When do I need to redeem my Hoos Well earnings by?

Any Hoos Well earnings will need to be redeemed by November 30.

When do I need to present my I-9 documents?

Academic employees will receive communication about needing to complete their I-9 process by presenting their I-9 documents.  The following dates and times will be available to present these documents to HR.

Location: 2420 Old Ivy Road Charlottesville, UVA Human Resources office, first floor 

• Wed., October 20, 7 am – 6 pm in Room #133
• Wed., October 27, 7 am – 6 pm in Room #131
• Wed., November 3, 7 am – 6 pm in Room #131
• Wed., November 10, 7 am – 6 pm in Room #131
• Tues., November 16, 7 am – 6 pm in Room #131

There will not be additional sessions held this calendar year due to the end of the semester and holidays.  Please make every effort to attend one of the above times and ensure compliance with this requirement.

When is Open Enrollment this year?

Open Enrollment is October 4 – October 15.

How do I make changes to my benefits during Open Enrollment?

Changes can be made to your benefits during the Open Enrollment period October 4 – October 15 by going into Workday and following the Open Enrollment link in "Announcements" or under the Benefits application.

How do I determine which is the best health option for me to choose?

If you are unsure what health plan option is right for you, we have several resources that can help. Alex are virtual assistants that can help you determine which plan option is best for you. There are also many resources to compare health plan options on the HR Open Enrollment website:

• Open Enrollment Website
• Alex
• Open Enrollment Presentations
• UVA Health Plan Option at a Glance tables
• UVA Health Plan Schedule of Benefits comparison tables

Do I have to re-elect my HSA and FSA for 2022 during Open Enrollment?

If you would like to continue with the HSA or FSA you will need to re-elect them.  If you have an HSA you can make changes to how much you contribute at any time.  For the FSA if you do not re-enroll in it you will not be able to do so later unless there is a qualifying life event.

How do I confirm my benefits are correct for 2022?

Once you have finished reviewing and making any changes to your benefits, you will see a screen that allows you to review your elections.  You will want to review this page carefully and save or print a copy of your elections that you have made. Double check that your elections for your health, dental, vision and HSA/FSA accounts are correct as well as any dependents who are listed on your plan.

How do I change my contact information?

You can update your contact information such as your address or phone number in Workday by going to the Personal Information section and clicking edit in the section that you are wanting to update.

How can I view my W-2s?

You can view your W-2s from 2019-present by going to the My Pay Application in Workday and selecting My Tax Documents on the right hand side.

How do I check my leave balance?

You can check your leave time by going to the Absence application in Workday and selecting Absence Balance under View. Then select the date to view what it is currently and click Ok. This will show all your current leave balances.

How do I check my application status in Workday?

You can check your application status in Workday by typing into the search bar “My Applications.” This should pull up the report so you can view all applications that you have applied for in Workday.

When can I change my HSA funds?

You can change your HSA contributions are any time in Workday by searching for "change benefits" in the main Workday search bar. 

Where can I get vaccinated?

Anyone 12 years old and older can get vaccinated at our COVID-19 Clinic. To make an appointment for your first shot, call 434.297.4829.

Where can I upload my Vaccination card into Workday?

If you received your vaccine at UVA, your card should have been uploaded into Workday automatically. If you received your vaccine outside of UVA or your vaccine record did not upload into Workday, you should have a task under the announcements section of your Workday profile that will link you to the section so you can upload your vaccination card.

When can I expect to see my merit increase?

Eligible employees can expect to see their merit increases during the following timeline. If you have questions about your specific merit increase, check with your supervisor or manager.

Employee Type	Effective Date	Check Date
Classified Staff*	June 10, 2021	June 25, 2021
University Staff	July 5, 2021	July 23, 2021
A&P Faculty, 12-Month T&R Faculty & PRS	July 25, 2021	Sept. 1, 2021
Non-12 Month T&R Faculty	August 25, 2021	Oct. 1, 2021
Medical Center & UPG Staff**	September 19, 2021	Oct. 8, 2021

*Classified Staff effective date is in the middle of a pay period; Workday will automatically prorate the increase based on the June 10 date.

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

Why will my Epic training not load?

You must be behind the VPN in order to access the Epic trainings. To get VPN access you can visit the ITS website for instructions.

When is this year’s Benefits Open Enrollment period?
    
Open Enrollment is October 4 - 15. More information on Open Enrollment is coming soon!