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
    • 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. Contact UNUM to apply for FMLA, Medical Leave, and Short Term Disability for absences related to illness over 3 days in length, this includes intermittent absences. 
    • Inform supervisor of any change of plans that affect leave request
    • Provide verification of illness from a healthcare provider if required by department
    • Academic Division Employees 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
    • 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. Contact UNUM to apply for FMLA, Medical Leave, and Short Term Disability for absences related to illness over 3 days in length, this includes intermittent absences. 
    • Inform supervisor of any change of plans that affect leave request
    • Provide verification of illness from a healthcare provider if required by department
  • Supervisor

    Academic Employees

    • Approve 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 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 (Medical Center employees will continue to use Kronos)
    • 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 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 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
    • 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
    • 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 FML, Disability, Military Leave & Parental Leave?

  • UNUM - New Leave Partner - READ THIS FIRST

    UVA is moving the administration of Family Medical Leave (FML), Military Leave and Parental Leave to an outside partner firm called UNUM.

    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.

  • Academic Staff

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures.
    • University Staff in the Optional Retirement Plan (ORP) retirement plan contact UNUM for FMLA, Disability, and Parental Leave. 
    • University Staff in the Virginia Sickness & Disability plan (VSDP) contact UNUM for FMLA and Parental Leave, and the Reed Group for disability.
    • Classified Staff in the Virginia Sickness & Disability plan (VSDP) contact UNUM for FMLA and the Reed Group for disability. Classified staff will apply to UVA HR for Paid Parental Leave. See details on the Paid Leave Options page. 
    • Classified Staff who are in the Personal Sick Plan contact UNUM for FMLA and UVA HR for Parental Leave. 
    • Classified Staff and University Staff should contact UNUM for Military Leave. 
  • Faculty & 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 in the Optional Retirement Plan (ORP) retirement plan contact UNUM for FMLA, and Disability. Contact your department for Parental Leave. 
    • Faculty & Professional Research Staff in the Virginia Sickness & Disability plan (VSDP) contact UNUM for FMLA, and the Reed Group for disability. Contact your department for Parental Leave. 
    • Faculty & Professional Research Staff should contact your department for Military Leave. 
  • Medical Center

    • Inform supervisor as far in advance as possible of request for leave and time away from job, following departmental procedures.
    • Medical Center Staff contact UNUM for FMLA, Disability, Parental Leave, and Military Leave. 

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