Paid Leave - Options for Time Off with Pay

Paid Leave

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?

  • Employee
    • 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
    • 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: 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: continue to request time off through Kronos

  • 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
    • 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

  • UVA HR
    • Provide information and counseling on leave request to employee and department
    • Ensure time and leave are entered appropriately

  • 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

PAID LEAVE OPTIONS

The leave options are explained 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.

 

Paid Leave Options by Employee Type

Paid leave is dependent on your role at UVA. Different leave programs vary in accrued time and availability.

  • Classified Staff

    Annual Leave

    Medical Leave to Donate Bone Marrow or Organs

    Civil and Work Related Leave

    Military Leave

    Compensatory Leave

    Overtime Leave

    Educational Leave

    Parental Leave

    Emergency / Disaster Leave

    School Assistance and Volunteer Service Leave

    Family, Medical, and Military Leave

    Sick Leave

    Leave Sharing

    VSDP Leave

  • Faculty

    Annual Leave and Holidays

    Jury Duty Leave

    Conversion Leave (LWOP)

    Leave for Other Personal Reasons

    Disability Benefits

    Military Leave

    Educational Leave

    Modified Duties

    Family Leave

    Parental Leave

    FMLA

    Sabbatical Leave

  • Medical Center Team Members

    Administrative Leave (paid or unpaid)

    Parental Leave

    Bereavement Leave

    Personal Time Off (PTO) - required to be used for FMLA, Med Leave, Personal Leave, and addresses use for holidays

    CAT - Pay can be used while on leave in lieu of PTO or STD with specific guidelines

    PTO Donations - for family member or self

    Medical Leave to Donate Bone Marrow or Organs

    Public Health Threat Emergency Leave

    Military Leave (paid or unpaid)

    Short-term Disability Leave

     

    Workers Compensation Leave

  • Professional Research Staff

    Annual Leave 

    Jury Duty

    Disability Benefits

    Military Leave

    FMLA

    Parental Leave

    Family Leave

    Personal Leave

    Holidays

     

  • University Staff

    Compensatory Leave

    Overtime Leave

    Holiday Pay on Leave - follows classified policy

    Parental Leave

    Leave Sharing

    Short-Term Disability Leave

    Military Active Duty Leave

    University Leave

Work Breaks Policy

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