University Medical Center PTO Accrual Rate Change

(Copy of email sent on April XX, 2025 from Wendy Horton, CEO, UVA Health University Medical Center)

Dear Team Member,

Earlier this year, UVA Health leadership sponsored a benchmarking review of our Paid Time Off (PTO) accruals to ensure our University Medical Center’s time off  program remains competitive and aligned with industry best practices.

Following this review, we determined that for almost all years of service our accrual rates are above benchmark levels, reflecting our commitment to supporting our team members’ well-being and work-life balance. However, we did identify a few gaps where PTO accrual rates for certain years of service were not fully aligned with national benchmarks. These gaps apply to individual contributors within our University Medical Center,  defined as “Group B” in the Paid Time Off Medical Center HR Policy. This assessment does not include any managers or staff from any other UVA Health entities.

To address this, and ensure greater consistency and competitiveness, changes to PTO accrual rates for certain years of service will go into effect June 22, 2025, as outlined below. Once made, these changes will allow us to provide a more equitable and rewarding PTO program for all team members.

Group B:  Staff employees hired or re-hired by the MC on or after 7/7/2002

To view your Time Off Service Date to determine your number of years of service and the subsequent accrual rate, follow these instructions: 

• In Workday, go to your Profile Page 
• Click on Overview 
• Click on Service Dates (tab at top of page)
• View the Time Off Service Date to calculate your years of service 

We believe these updates will enhance our already strong benefits package and reinforce our dedication to team members’ growth and satisfaction here at UVA Health.

For more information about your PTO, please visit the HR Paid Time Off Plans webpage.

Thank you for your service. 

Wendy Horton, PharmD

Chief Executive Officer

UVA Health University Medical Center 

Frequently Asked Questions

What is the change?
To align to market accrual rates for all team members, the University Medical Center has approved a revision of the HR policy that increases accrual for the 5-9 years of service group from 29 to 30 annual accrual days. It also splits the 10-19 years tier into two tiers, with the 10-14 years tier having no change, and the 15-19 years tier increasing accrual from 32 annual accrual days to 34 days.

When will the change take place?
For 2025, team members will begin accruing at the new pay period rate as of June 22. That means that affected team members will not receive the full years' worth of increased accrual days in 2025; they will see the accrual rate change reflected in their payslips dated June 22 through December 31, 2025. Team members will realize the full year of accrual rate change starting in 2026.

Why is this change taking place now?
During a recent review, HR identified a few gaps where PTO accrual rates for certain Years of Service tiers were not fully aligned with benchmarks. For almost all years of service, the Medical Center’s PTO accrual rates are above benchmark levels, reflecting its commitment to supporting team members’ well-being and work-life balance. With this change, University Medical Center will offer PTO accrual benefits in line with its benchmark institutions and will continue our commitment to recruit and retain a talented workforce. 

Who is affected by the change in PTO accrual days?
The PTO accruals changes will affect staff employees hired or re-hired by the Medical Center on or after 07/07/2002 and who are defined within Chart B in the Paid Time Off Medical Center HR Policy as individual contributors (excludes managers and staff from any other entity) with 5-9 years of service or 15-19 years of service.

How do I calculate my years of service to determine if this change applies to me?

To view your Time Off Service Date to determine your number of years of service and the subsequent accrual rate, follow these instructions:
·    In Workday, go to your Profile Page
·    Click on Overview
·    Click on Service Dates
·    View the Time Off Service Date to calculate your years of service

Were holidays and PTO reviewed in the benchmarking study?

We heard your questions and feedback regarding how holidays and PTO are structured and used across the system. Your voices matter, and we are committed to making sure our policies reflect fairness and alignment with industry standards.  Our benchmarking study reaffirmed that the University Medical Center’s policies around holidays and clinic closures are consistent with peer institutions that must maintain round-the-clock operations.

Is there a change to holiday premium pay?

There is no change. Please refer to Pay Administration Medical Center HR Policy. While holiday time off is included in each employee’s PTO bank, the University Medical Center recognizes staff members’ contributions who work on the holidays of Thanksgiving, Christmas, and New Year’s Day. For those team members who work on those holidays, they will receive, in addition to their regular pay, a premium equivalent to half-time pay for the hours worked during the 24-hour holiday that begins at midnight at the start of the holiday and ends at 11:59 p.m. on the holiday.

Beyond my leader, who can answer my questions about the change in accrual rates?
After reviewing the revised Paid Time Off Medical Center HR Policy, if you still have questions, we recommend you speak with your HR Business Partner. You can find a list or HR Business Partners on the HR website.