UVA Pay Continuity Information

UVA Modified Status - Pay Continuity Information


As President Ryan noted in this 3/17/20 message to the UVA community, modifications to our operations caused by the coronavirus will not impact our existing commitments to compensate and to continue existing benefits for UVA employees. This page offers guidance about entering time during University modified status.

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 will be paid as usual and no time entry is needed 
      • 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, speak with your Manager
      • If you are required to work at your normal work location, report your time worked in Workday as normal
      • If you cannot work remotely, report your normal scheduled hours as absence using the leave category ‘Emergency Administrative Time Off’
      • Continue to request and enter time off in Workday as appropriate
      • You will continue to earn PTO
  • 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 work remotely, discuss with your manager the number of hours you should enter for each pay period into the “Emergency Administrative Time Off” leave category.  This information may not be ready immediately but will be provided by the end of the pay period.
    • Wage and temporary employees are limited by law to 1500 hours in a 12-month period
  • 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, 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 remotely will 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 

  • 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. 
  • Faculty Wage

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

  • Medical Center Team Members

    CONTINUATION OF PAY

    Per Dr. Kent's email on Friday, March 20th, at this time, Medical Center employees will continue to be paid. You should report any time scheduled but not worked due to COVID-19 operational changes as "Emergency Administrative Time Off." You will receive more information about redeployment in the coming days.

     

    IMPACTED BY THE VIRUS - Leave 

    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.

    Employees whose illness and/or isolation extends beyond two weeks (160 hours) must use other existing leave and/or disability policies to cover the remainder of their time off.

  • Contract Employees

    We have relationships with a wide range of contractors across the University which present a variety of situations. We are in active conversations with these contractors and hope to provide an update soon.

Redeployment

During this challenging time, we are all being asked to help one another. There are many locations within the University that are understaffed and our colleagues need support. If you are not working remotely, and do not have an underlying health issue that would prevent you from working, you may be redeployed to work at these locations. If you are redeployed, details will be communicated to you and your manager as they are available.

FAQs & Additional Leave Information