Compensation Info for Academic Division

Compensation Information for Academic Division


This page is dedicated to compensation information for Academic Division employees. It is continually updated with new information as it becomes available so please check back regularly.

For detailed information about managing leave during the coronavirus, please visit the Managing Leave During the Coronavirus webpage.

Time Entry and Approval Guidelines

  • Classified and University Staff

    • Exempt Part-Time and Full-Time Employees (who do not enter time worked) 
      • If you can work remotely, you will be paid as usual and no time entry is needed
      • If you are required to work at your normal work location, you will be paid as usual and no time entry is needed
      • If you cannot work remotely you or your manager may enter Emergency Administrative Time Off in Workday.
      • Continue to request and enter time off in Workday as appropriate
      • You will continue to earn PTO 
    • Non-Exempt Employees (who enter time worked) 
      • If you can work remotely, report your time worked in Workday as normal
      • If you can work remotely but not enough to meet your FTE hours you or your manager may enter Emergency Administrative Time Off in Workday.
      • If you are required to work at your normal work location, report your time worked in Workday as normal
      • If you cannot work remotely you or your manager may enter Emergency Administrative Time Off in Workday.
      • Continue to request and enter time off in Workday as appropriate
      • You will continue to earn PTO

    To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • Staff Wage and Temporary Employees - Academic Division

    • If you can work remotely, report your time in Workday as normal. 
    • If you are required to work at your normal work location, report your time worked in Workday as normal.
    • If you cannot telework due to the nature of your position you or your manager may enter Emergency Administrative Time Off in Workday. 
    • If you cannot work or telework due to high-risk category, underlying health condition, or immune deficiency, and have been approved for an accommodation, you may enter Emergency Administrative Time Off or Virginia Public Health Emergency Leave (PHEL) in Workday.
    • Wage and temporary employees are limited by law to 1500 hours in a 12-month period. This includes PHEL or Emergency Administrative Time Off taken for COVID-19 reasons. Once the 12-month period resets, additional PHEL or Emergency Administrative Time Off may be taken, if the employee is still working and if COVID-19 still requires self-quarantine or isolation.

    To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • Student Employees

    • Federal Work Study Student Employees:
      • Students in the Federal Work Study program will continue to be paid bi-weekly through the end of the semester 

      • If you are a Federal Work Study Student Employee and can work remotely and have your manager’s approval, report your time in Workday as normal

      • If you are a Federal Work Study Student Employee and cannot work remotely, discuss redeployment with your manager. If redeployment is not possible, an average salary will be determined from your past work history and you will be paid that amount on a bi-weekly basis. You do not need to report time in Workday to be paid.

      • March 21 Email - Federal Work Study Guidance

    • Non-Federal Work Study Student Employees (paid hourly):
      • If you are a Student Employee (non-Federal Work Study) and can work remotely with your manager’s approval, report your time worked in Workday.  

      • For the safety of students and the others with whom they may come into contact, non-FWS student employees who cannot work are not be eligible to continue working while the University’s operating schedule is modified, and will therefore not be paid. 

    • The following emergency financial resources are available to those students in need:

      - Emergency travel support to return home: https://sfs.virginia.edu/travelsupport
      - Emergency technology support for on-line learning: https://sfs.virginia.edu/techfundinghelp 
      - Emergency funding for food, medication, supplies: https://vpsa.virginia.edu/funding/emergency 

    • To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • Graduate Teaching Assistants and Graduate Research Assistants

    Graduate students with appointments as research assistants or as research fellows should be in touch with their faculty advisors and supervisors to learn about any changes to the activities of their research group, including the possibility for continuing research remotely.  For additional information, please consult the University’s Guidance on Continuity for Research for laboratories and research facilities.

    Graduate students serving as teaching assistants should consult as soon as possible with their faculty supervisors. Effective Thursday, March 19, the University moved all classes online.  GTAs should be actively engaged with the course instructors in the process of moving labs and sections to online platforms and delivering their sections from a remote location.

    Graduate students are not allowed to be designated employees, and they may only work remotely.  GTAs and GRAs should contact their faculty advisors/supervisors to discuss their work.

    • If you can work remotely, as determined by your faculty supervisor, you will be paid as usual for the period of your existing commitment as a GTA/GRA
    • If you cannot work remotely, you will be paid as usual for the period of your existing commitment as a GTA/GRA. 

    To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • Faculty Wage

    Faculty wage should continue to work remotely during the University's modified status. 

    To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • Contract Employees

    We have relationships with a wide range of contractors across the University which present a variety of situations. On April 6, 2020, UVA announced the Emergency Assistance Fund for UVA contract workers and employees, to help those who have been furloughed, those still employed but facing unexpected costs, and those waiting for state and federal unemployment benefits to take effect. 

FAQs & Additional Leave Information

  • How do I enter Emergency Administrative Time Off as leave in Workday?

    If you fall into a category that is instructed to use Emergency Administrative Time Off:

    • Click on the Absence App.
    • Select “Request Absence”
    • Select days during the pay period to apply your time.  For example, if you are directed by your supervisor to enter 24 hrs for the pay period, you would select three days in the pay period and enter 8 hrs of leave for each day.
    • Click Request Absence button.
    • Choose Type = Occasional Time Off -> Emergency Administrative Time Off.
    • Click Next.
    • If you need to adjust the hours per day to something other than 8, do it on this screen.
    • Click Submit.
    • The Request Time Off job aid includes the basic steps with screenshots.
  • What is the guidance and criteria needed to use the COVID-19 emergency hours / Public Health Emergency Leave (PHEL)?

    As of March 26, all employees, including wage and temporary employees, are eligible for up to 160 hours of Public Health Emergency Leave (PHEL) if they have been impacted by the virus. This includes employees in both the Academic Division and Medical Center. Based on guidelines from the Virginia Department of Human Resources, this leave is available to employees who have been directed to self-quarantine by a qualified health care provider, have been exposed to someone diagnosed with COVID-19, or have an immediate family member who was diagnosed with the disease.

    For additional information about PHEL and how to use it for COVID-19 situations, please visit the Managing Leave During the Coronavirus webpage.

  • Which leave type can I use for self-quarantine or diagnosis with COVID-19?

    That depends:

    • Academic Division (excludes SOM, SON and Health Sciences Library)
      • Virginia Public Health Emergency Leave (PHEL), then
      • Emergency Paid Sick Leave
      • Once diagnosed, Short-Term Disability and Expanded Family and Medical Leave
    • UVA Health team members
      • Virginia Public Health Emergency Leave (PHEL), then
      • UVA Health - Emergency Paid Sick Leave, then
      • Once diagnosed, Short Term Disability if a benefitted employee

    The suggestions for the order of benefits is just a recommendation. The employee may choose another order of applying benefits. To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • I am unable to work or telework and a member of my immediate family has been diagnosed with COVID-19, what leave type do I use?

    • Academic Division (excludes SOM, SON and Health Sciences Library)
      • Virginia Public Health Emergency Leave (PHEL), then
      • Emergency Paid Sick Leave
      • Once diagnosed (unless ordered to quarantine), Short-Term Disability
    • UVA Health team members
      • Virginia Public Health Emergency Leave (PHEL), then
      • UVA Health - Emergency Paid Sick Leave

    The suggestions for the order of benefits is just a recommendation. The employee may choose another order of applying benefits. To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.

  • What if I am a designated employee in the Academic Division working on Grounds and am worried I may be high risk for COVID-19?

    The Academic Division is following these CDC guidelines for high-risk individuals. If you are a designated employee and feel you meet this criteria, ask your healthcare provider to certify that you meet the CDC's criteria, and present this documentation to your manager. If you and your manager agree that you should not report to work on-Grounds, you may be temporarily redeployed to other remote work, or placed on Public Health Emergency Leave (PHEL). 

  • Can PHEL (Public State Emergency Leave) be used to record absence to care for my child due to closed schools?

    For Academic Division employees, you cannot, but you can use Expanded Family and Medical Leave and Emergency Paid Sick Time (if eligible) to care for a son or daughter because the child's school or place of care is closed, or the childcare provider is unavailable due to COVID-19 precautions.

    For UVA Health team members, you cannot, but you can use PTO to record time off needed to care for a son or daughter because the child’s school or place of care is closed, or the childcare provider is unavailable due to COVID-19 precautions.

    To learn more about leave types available for COVID-19 situations, visit the Managing Leave webpage.