Paid Leave - Options for Time Off with Pay

Paid Leave


COVID-19 COMMUNICATIONS:

For COVID-19-related leave types, please visit the Managing Leave During the Coronavirus webpage.


UVA offers many options for paid leave to help employees maintain a healthy work/life balance. We encourage you to take time off to relax and rejuvenate.

How Do I Take Time Off For Vacation or General Time Away From Work?

  • Employee

    Academic Division Employees

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures. Inform supervisor of any change of plans that affect leave request.
    • Manage time away from work, time worked, and leave used in a way that demonstrates accountability to the entities funding the employee’s salary (taxpayers, Board of Visitors, fees paid by students/faculty/staff, grants, etc.)
    • If absence is for illness, inform supervisor daily of status, following departmental procedure. Review the section for FMLA and Short Term Disability if your absence is related to your own illness or to care for an ill family member.  
    • Provide verification of illness from a healthcare provider if required by department
    • Faculty, Research Staff request time off from your department. 
    • Classified Staff, University Staff, and UPG employees: Navigate to Workday>Absence>Request Absence to request time off
    • Make corrections by navigating to Workday>Absence>Correct My Absence
    • To see your current or future leave balance, navigate to Workday>Absence>View Absence Balance and input an "As Of" date

    Medical Center Employees

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures. Inform supervisor of any change of plans that affect leave request.
    • Manage time away from work, time worked, and leave used in a way that demonstrates accountability to the entities funding the employee’s salary.
    • If absence is for illness, inform supervisor daily of status, following departmental procedure. Review the section for FMLA and Short Term Disability if your absence is related to your own illness or to care for an ill family member.  
    • Provide verification of illness from a healthcare provider if required by department
  • Supervisor

    Academic Employees

    • Approve or deny use of leave and time away from job in Workday
    • Give prior notification to employee if verification is needed for an illness. 
    • Advise employees to contact UNUM to request FMLA and the appropriate vendor for Short Term Disability for their own illness or to care for an ill family member for absences of 3 days or more. 
    • Academic Employees: Employees, supervisors, or designated representatives can enter leave by navigating to Workday>Absence>Request Absence>Frequently Used Time Off
    • Make corrections by navigating to Workday>Time; select day(s) to correct, enter and submit. The time will route to the manager for approval 
    • Manage staff’s time away from work so business needs are met, ensuring accountability for the expenditure of salary dollars

    Medical Center Team Members:

    • Approve or deny use of leave and time away from job in Kronos
    • Give prior notification to employee if verification is needed for an illness.
    • Advise employees to contact UNUM to request FMLA, Medical Leave, or Short Term Disability for their own illness or to care for an ill family member for absences of 3 days or more. 
    • Manage staff’s time away from work so business needs are met, ensuring accountability for the expenditure of salary dollars
  • UVA HR

    • Provide information and counseling on leave request to employee and department
    • Ensure time and leave are entered appropriately for leaves of absence. 
    • Advise on leaves of absence options 
  • Tracking Your Leave

    • Non-exempt University Staff are required to track leave in 15-minute increments
    • Exempt employees have the option to track leave in increments of four hours (half days)
    • Part-time exempt University Staff and exempt University Staff working an alternate work schedule may track leave taken in increments of one half of their daily work schedules
    • Exempt employees are paid an established annual salary and are expected to fulfill the duties of their position regardless of hours worked
    • Classified and University Staff track your leave balance in Workday by navigating to Workday>Absence>View Absence Balance
    • Medical Center team members track time off in Kronos

How Do I Take a Leave of Absence for FMLA, Disability, Military Leave & Parental Leave?

  • UNUM - New Leave Partner UVA Academic Division & Medical Center

    As of January 1, 2020, UVA has partnered with UNUM to administer FMLA and other leave types for Academic division and Medical Center employees. 

    UNUM will also manage disability benefits for employees in the ORP and MCRP retirement plans. 

    Reed Group will continue to manager disability for employees who are in VRS and enrolled in the VSDP. 

    Please click on this webpage to learn the details, and how to apply for these leave types through UNUM.

    The contact number for UNUM is 866-269-0979.

    UNUM CLAIM SELF SERVICE BROCHURE
  • Academic Staff

    Employees

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures.
    • Classified and University Staff contact UNUM for FMLA. 
    • University Staff contact UNUM for Paid Parental Leave.
    • Classified Staff contact UVA HR for Paid Parental Leave. 
    • Classified and University Staff contact UNUM for Military Leave.
    • Staff in Optional Retirement Plan (ORP) retirement plan, contact UNUM for Disability. To supplement Short Term Disability benefits not paid at 100% of your salary, please notify the leave team, leave@virginia.edu.
    • Staff in the Virginia Sickness & Disability plan (VSDP) through the VRS retirement plan, contact the Reed Group for disability. To supplement Short Term Disability benefits not paid at 100% of your salary, please notify the leave team, leave@virginia.edu.
    • Inform your supervisor and the Leave Team (leave@virginia.edu) of plans to return to work at least three days in advance to plan for scheduling and determine if any accommodations need to be made regarding your own medical condition. 
    • For Intermittent FMLA follow departmental procedures to notify your supervisor of time needed as far in advance as possible. Contact UNUM within 7 days of using this time off to report your hours or your FMLA may be denied. 

    Supervisors

    • Input time off for employees in Workday to receive pay prior to approval of a paid leave such as Short Term Disability or Paid Parental Leave. 
    • The Leave Team will key in continuous leave status in Workday as well as pay during the Short Term Disability benefit period and Paid Parental Leave. 
    • For Intermittent FMLA supervisors will key in the Intermittent FMLA time into Workday and include any paid leave time the employee wishes to use. Choose the appropriate Intermittent FMLA code. 
  • Faculty & Professional Research Staff (PRS)

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures.
    • Faculty & Professional Research Staff (PRS) contact UNUM for FMLA.
    • Faculty & PRS in the Optional Retirement Plan (ORP) retirement plan contact UNUM for disability.
    • Faculty & PRS in the Virginia Sickness & Disability plan (VSDP) contact the Reed Group for disability
    • Faculty & PRS should contact your department for Military Leave. 
    • Faculty & PRS contact your department for Paid Parental Leave. 
    • Inform your supervisor and the Leave Team (leave@virginia.edu) of plans to return to work at least three days in advance to plan for scheduling and determine if any accommodations need to be made regarding your own medical condition. 
  • Medical Center

    Employees

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures.
    • Medical Center Team Members contact UNUM for FMLA, Medical Leave, Disability, Parental Leave, and Military Leave. 
    • To supplement Short Term Disability benefits not paid at 100% of your salary, please notify the leave team, leave@virginia.edu. To receive PTO during the Short Term Disability elimination period of 14 days, please notify your timekeeper or supervisor. 
    • Medical Center Team Members contact your supervisor for Personal Leave. 
    • Inform your supervisor and the Leave Team (leave@virginia.edu) of plans to return to work at least three days in advance to plan for scheduling and determine if any accommodations need to be made regarding your own medical condition. 
    • For Intermittent FMLA follow departmental procedures to notify your supervisor of time needed as far in advance as possible. Contact UNUM within 7 days of using this time off to report your hours or your FMLA may be denied. 

    Supervisors and Timekeepers

    • Input PTO into Kronos prior to Short Term Disability benefits beginning and during FMLA, Medical Leave, and Personal Leave.
    • Input leave codes for the duration of FMLA, Medical Leave, Personal Leave, or Military Leave. 
    • Payroll inputs Short Term Disability and Paid Parental Leave benefits. 

     

  • UPG

    For FMLA and Short Term Disability contact:

    Principal Absence Management
    www.principal.absencemgmt.com
    Phone: 1-877-734-3652
    Fax: 877-309-0218

Paid Leave Options

The leave options are explained in detail on the Paid Leave Options page. For leave options not explained on the Paid Leave Options page, please contact the HR Solution Center at 434.243.3344, or by email at AskHR@virginia.edu.

 

DHRM Work Breaks Policy

This policy applies to academic division employees. For Medical Center team members, see departmental procedures. 

Work breaks or rest periods such as coffee breaks are privileges granted by department supervisors and:

  • Should not exceed 15 minutes in the first half of the eight-hour shift and 15 minutes in the second half of the shift
  • May be shortened or eliminated if work schedules do not permit them
  • Are intended as rest periods, and cannot be added to another break or used to extend lunch periods, offset lateness or early departure from work, or shorten the 40-hour work week
  • Are granted to part-time employees at the discretion of the supervisor, but generally should not be more frequent than one break per four-hour shift
DHRM POLICY FOR HOURS OF WORK