Paid Leave Options
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.
For general information about Paid Leave, please visit the Paid Leave page. An alphbetical listing of leave types is included below.
The Medical Center provides eligible team members with time off with pay for a variety of approved absences. Please see policy 600 to confirm which Administrative Leave reasons include pay.
This policy includes time off for victims of a crime to attend court appearances. Please note, if you are a victim of a crime and need time off for court appearances related to the crime, you may also be eligible for a job protected leave status for those appearances, please contact UNUM to apply for this leave. Their number is 866-269-0979.
Medical Center Leave Policy 600Classified staff earn annual leave and sick leave separately, and your paid leave plans are mostly maintained by the state. Some specific details may differ (ex.: exact leave year dates).
Annual and personal sick leave is accrued on the last day of each pay period and may not be used until the first day of the next pay period. The accrual rate for annual leave, the maximum amount of accrued annual leave that an employee may carry over from one leave year to the next, and the maximum amount of annual leave payable upon separation from state service are shown on the chart on page 2 of the Annual Leave Policy.
Part-time staff earn leave at a rate proportionate to their weekly hours.
UVA has a biweekly pay and leave schedule. The leave year begins on the first day of pay period one and ends on the final day of the last pay period. Leave is accrued on the last day of each pay period and may not be used until the first day of the next pay period.
Other types of paid leave may be available in addition to your Annual Leave hours.
CLASSIFIED STAFF ANNUAL LEAVE POLICYTime off on an annual basis is available to faculty members who hold full-time appointments of a year or longer. Annual time off for faculty is granted in accordance with the following schedule:
Part-time faculty members are eligible for time off on an annual basis , proportionate to working time. Annual leave may be distributed throughout the year at the faculty member's option, with the concurrence of a supervisor.
Teaching faculty employed for 9 months do not receive annual leave. They observe University holidays and determine their own hours during breaks in the academic calendar. They do not have specific University responsibilities or duties during the summer apart from registration and preparation of materials for the academic year.
Other types of paid or partial-paid leave may be available to faculty as well.
Faculty leave policyPostdoctoral research associates are part of the University's Professional Research Staff (PRS). Other categories of the Professional Research Staff include Research Scientists, Senior Scientists, and Principal Scientists.
UVA Policy on Employment of Professional Research StaffFamily/Personal Leave (F/P)
Family/Personal Leave (F/P) may be taken at the discretion of the employee for any purpose (family, illness, attend a funeral, or other personal needs, etc.) provided the employee gives reasonable notice and his/her supervisor approves the absence.
See Virginia Sickness & Disability Program Policy 4.57
Family Sick Leave
Employees shall be allowed to use accrued sick leave to take time off from work for the illness or death of an immediate family member. The maximum amount of family sick leave an employee may use for minor or brief periods of disability, or following the death of certain family members, is limited to 48 total work hours in a leave year.
The Medical Center provides full-time, part-time, flex staff, and management team members with time off in the event of the death of an immediate family member.
Bereavement leave is paid for up to two shifts.
Bereavement Leave PolicyEmployees scheduled 30 or more hours per week are granted three days of leave with full pay for a death in the immediate family. If additional time is needed, a supervisor may authorize use of Paid Time Off.
Faculty may be approved at the discretion of a supervisor, dean, or vice president. Approval is not guaranteed. With supervisor approval, faculty may use available annual leave to extend the approved period of personal leave.
Faculty Leave PolicyMedical Center team members must be FMLA eligible to qualify for this leave.
Medical Center PolicyA variety of other paid leave options fall under civil and work-related leave for different employee classifications.
This policy includes time off for victims of a crime to attend court appearances. Please note, if you are a victim of a crime and need time off for court appearances related to the crime, you may also be eligible for a job protected leave status for those appearances, please contact UNUM to apply for this leave. Their number is 866-269-0979.
Civil and Work-Related Leave provides for the following situations:
UVA requires documentation be provided to supervisor when requesting leave, which can be uploaded through Workday when you:
Employees who need to be away from work for jury duty; to comply with a subpoena as a witness for court proceeding or disposition; or to accompany a minor legally required to be present in court may request civil leave, in advance of the absence.
Civil leave does not cover court appearances for criminal defendants or divorce proceedings.
If civil leave is approved, UPG will pay the difference between an employee’s normal pay and any jury pay received from the court.
When an employee is subpoenaed to court as a witness in his or her role at UPG, the absence is considered work time.
Civil Leave PolicyUniversity and Classified Staff are eligible for compensatory leave, which provides employees with paid leave as compensation for working beyond normal scheduled hours - but not working more than 40 hours per week. This is different than Overtime Leave, for working more than 40 hours. An official office closing day, a holiday, a scheduled day off, or when a holiday falls on an employee's scheduled day off.
Follows DHRM policy 3.10
See DHRM Compensatory Leave PolicyDepending on employee type, you may be eligible for short-term and/or long-term disability.
If you are enrolled in a UVA retirement plan (Virginia Retirement System, Optional Retirement Plan, or Medical Center Retirement Plan) or if you are Housestaff, you already have disability insurance coverage to help protect your income when you can’t work - whether from illness, injury, pregnancy, surgery, or another condition. Coverage differs, depending on plan type.
For more information about Disability benefits, see the Disability Benefits page.
UPG employees can read more about their Disability program below on the UPG Benefits page.
More about Disability Benefits UPG Disability InformationAgencies may grant up to 80 hours of paid leave annually to qualifying employees who provide emergency services during defined times of state and/or national disaster. Agencies may also grant up to 80 hours of paid leave annually to employees who are victims of disasters (that meet certain criteria).
Classified Staff Emergency Disaster Leave PolicyThe University provides two types of disaster leave. 40 hours are permitted for staff and research assistants. It is possible to extend the leave an additional 5 business days/40 hours.
University Staff Disaster Leave PolicySee Medical Center Policy 600 under Administrative leave:
Disaster Relief Services
Leave for Victims of Disaster
Medical Center Policy 600If a course is job-related and offered during working hours, supervisors are encouraged to release full-time salaried classified staff, university staff, and professional research staff from work duties to attend a course, up to “three semester credit hours” (i.e., actual class time for a three credit course) during a standard semester (fall, spring, summer). Class time is recorded as “Educational Time.” Only non-exempt employees need to record "educational time" in Workday to cover their absences. Exempt employees do not record any absence in Workday and would consider course-related absences as time worked.
Classified and University Staff Educational Leave PolicySenior Professional Research Staff with an appointment of one year or more, or who have more than one year of consecutive service, are eligible to take educational leave to pursue new knowledge, techniques, and experiences that are judged by the Professional Research Staff member’s supervisor and dean to facilitate or enhance the Professional Research Staff member’s ability to contribute to the University. Professional Research Staff who receive external awards or fellowships that include financial support may request educational leave for the period of the award or fellowship. Educational leave may be approved as leave without pay or as leave with partial pay for up to two years. Requests for leave with partial pay which reduce the Professional Research Staff member’s effort to less than 25% (0.25 FTE) must be requested and approved in writing by the Professional Research Staff member’s supervisor and dean. Because Postdoctoral Research Associates are engaged in a temporary, planned course of training, they are not eligible for educational leave.
Professional Research Staff PolilcyMedical Center Personal and Educational Leave- See policy 600 for further details
As soon as eligible employees become aware of the need for Personal or Educational Leave, he/she should complete a Request for Personal/Educational Leave form and submit it to the supervisor for approval.
Benefits During Leave
Subject to the terms, conditions, and limitations of the applicable plans, the Medical Center will continue to provide health, life and disability insurance benefits for the full period of approved paid Personal or Educational Leave. If the absence includes a period of leave without pay, the employee will be responsible for paying the entire cost of these benefit plans. PTO accrual is suspended after four full pay periods of continuous paid leave. PTO accrual is also suspended during any period of leave of absence without pay. PTO accrual resumes upon return to active employment. Personal or Educational Leave absences will not count toward completion of the twelve (12) months of employment required under Medical Center Human Resources Policy No. 301 “Educational Assistance”.
Medical Center Personal and Educational Leave Request
Medical Center Leave PolicyA faculty member who serves on a federal jury will receive payment for their services. A faculty member must use annual leave if he/she keeps the payment. If the faculty member remits the payment back to UVA, he/she should not use annual leave.
Money received for non-federal jury duty is considered “reimbursement for expense” and the faculty members should not use annual leave.
Please note, if you are a victim of a crime and need time off for court appearances related to the crime, you may also be eligible for a job protected leave status for those appearances, please contact UNUM to apply for this leave. Their number is 866-269-0979.
FACULTY LEAVE POLICIESSee Administrative Leave under Medical Center policy 600
Note related to Jury Duty: Fees given to jurors by the court are considered reimbursement for expenses. Therefore, payments for expenses such as meals, mileage, parking, etc., may be retained by the employee.
This policy includes time off for victims of a crime to attend court appearances. Please note, if you are a victim of a crime and need time off for court appearances related to the crime, you may also be eligible for a job protected leave status for those appearances, please contact UNUM to apply for this leave. Their number is 866-269-0979.
Medical Center Leave of Absence PolicyThis policy includes time off for victims of a crime to attend court appearances. Please note, if you are a victim of a crime and need time off for court appearances related to the crime, you may also be eligible for a job protected leave status for those appearances, please contact UNUM to apply for this leave. Their number is 866-269-0979.
Civil and Work-Related Leave provides paid leave for employees for the following situations:
UVA requires documentation be provided to your supervisor when requesting leave, which can be uploaded through Workday, when you:
Pay for leave related to court services:
If pay received is a reimbursement for expenses, employees may retain the payment.
If pay received is for services rendered, employees must reimburse the payroll department if this paid leave type was used for their absence.
Please refer to DHRM Policy 4.05 for further details related to use of this paid leave.
Civil and Work-Related Leave PolicyPlease see "Civil Leave," above.
Leave Sharing sharing permits eligible academic employees to receive income by using leave donated to them by other employees.
PTO Donation permits eligible Medical Center Team members to receive income by using leave donated to them by other employees.
Depending on your role,you will have certain responsibilities regarding Leave Sharing:
Employees
Supervisors/Departments
UVA Human Resources
Team members may donate accrued PTO to another team member who needs additional leave due to a serious health condition, or to care for an immediate family member with a serious health condition. See Policy 315 for details.
Who is eligible?
Regular full-time and part-time employees scheduled to work more than 20 hours per week shall be eligible to become recipients. Donated PTO leave hours will be prorated for part-time employees (e.g., if a part-time employee who works 20 hours per week receives 60 hours of donated leave, the donated leave will be paid to that employee at a rate of 20 hours per week).
Donated leave hours may be approved for the employee’s own or their immediate family member’s serious health condition defined as follows: An illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; or continuing treatment by a health care provider for more than three consecutive days.
See Policy 315 for further information related to eligibility and process.
Team members and their manager should complete the PTO Donation Request form. The form is submitted to the HR Leave Center, leave@virginia.edu.
Once leave is approved by UNUM further instructions about soliciting donations and the approved donation amount will be sent to the team member and manager by the HR Leave Center.
Medical Center Policy 315Depending on your employee type, you may qualify for paid time off for military or active duty.
Faculty called to military duty will be placed on leave without pay. If the faculty member is a 12 month employee, he/she may take any available annual leave before being moved to an unpaid status. Paid leaves of absence for military duty (limited to fifteen working days / federal fiscal year), include training time and active service.
Contact UNUM at 866-269-0979 to apply for Military Leave.
Faculty Military Leave PolicyThe Medical Center shall grant a military leave of absence to team members who are absent from work for military service or training in the Uniformed Services, in accordance with federal and state law.
Contact UNUM at 866-269-0979 to apply for Military Leave.
Pay Options for Military Leave
Please refer to the applicable leave policy for further details and circumstances related to Military Leave and pay.
Medical Center Military Leave PolicyUVA shall grant a military leave of absence to team members who are absent from work for military service or training in the Uniformed Services, in accordance with federal and state law.
Contact UNUM at 866-269-0979 to apply for Military Leave.
Pay Options for Military Leave
Please refer to the applicable leave policy for further details and circumstances related to Military Leave and pay.
University and Classified Staff Military Leave PolicyUPG will comply with the requirements of USERRA. In the event that you need to be away from work for active military duty, please contact Human Resources.
Paid Time Off (PTO) applies to Medical Center Team Members and University Physicians Group only.
See Annual Leave/University Staff Leave for Classified Staff, Faculty, and University Staff.
Paid Time Off
UPG Employees scheduled for twenty or more hours per week accrue Paid Time Off (PTO) which can be used for personal, sick or vacation time. Employees are responsible for giving appropriate notice. Supervisor approval is required for personal and vacation requests and supervisors will consider department workload when granting approval for discretionary use of paid time off.
PTO accrues per pay period (26 times/year) and is based on scheduled hours. Accruals increase with years of service to the company.
| Staff Accrual Rate (grade 11 and below) | ||||
|---|---|---|---|---|
| Service Years | Scheduled 35-40 hours/week | scheduled 30-34 hours/week | scheduled 25-29 hours/week | scheduled 20-24 hours/week |
| 0-4 | 5.54 hours | 4.43 hours | 2.77 hours | 2.22 hours |
| 5-9 | 7.08 hours | 5.66 hours | 3.54 hours | 2.83 hours |
| 10-14 | 8.00 hours | 6.40 hours | 4.00 hours | 3.20 hours |
| 15+ | 9.23 hours | 7.38 hours | 4.62 hours | 3.69 hours |
| Professional Accrual Rate (grade 12 and above) | ||||
|---|---|---|---|---|
| Service Years | Scheduled 35-40 hours/week | scheduled 30-34 hours/week | scheduled 25-29 hours/week | scheduled 20-24 hours/week |
| 0-4 | 7.08 hours | 5.66 hours | 3.54 hours | 2.83 hours |
| 5-9 | 8.62 hours | 6.90 hours | 4.31 hours | 3.45 hours |
| 10-14 | 9.54 hours | 7.63 hours | 4.77 hours | 3.82 hours |
| 15+ | 10.77 hours | 8.62 hours | 5.39 hours | 4.31 hours |
PTO Cash Out
There is a PTO Cash Out option offered once per year. Employees must have three years of service with UPG to be eligible. Eligible employees can cash out up to 40 hours of PTO, provided they are able to maintain a balance of 80 hours.
Upon termination, and when an employee reduces hours to 20 hours or less, PTO is paid out.
PTO PolicyAccrual rates vary based on date of hire without a break in service, employment category, and hours worked for Medical Center team members.
Years of service is based on all years of benefit-eligible employment with the Medical Center. Years of prior service with the UVA Academic Division and any other agency of the Commonwealth of Virginia will be credited if the employee provides official documentation of at least one full year of benefit eligible service to the HR Leave Center within the first six months of employment with the Medical Center.
See the accrual chart in Policy 315.
See also situations affecting PTO accrual in Policy 315.
UVA has adopted a consistent approach to the Paid Parental Leave benefit across Grounds. However, there are some nuances of the benefit when applied to different UVA employee groups. Please see the applicable FAQs for your employee group below. Please start by reading Important Information For All Groups.
Purpose. This benefit provides time for eligible UVA employees to bond with a new child through birth, adoption, or placement. As part of UVA’s comprehensive benefits package, this new benefit that allows time away from work to bond with new family members.
Advantages. UVA Paid Parental Leave benefit provides eight (8) weeks of full pay. If both parents work at UVA and are eligible, they each may use the UVA Paid Parental Leave benefit at eight (8) weeks per parent. There are no medical approvals needed, and no outside carrier application. All eligible UVA employees are approved for 100% of their salary for a full eight (8) weeks paid directly from UVA.
Effective Date. UVA Paid Parental Leave is effective January 1, 2019. Births, adoptions or placements must occur on or after January 1, 2019 to use this benefit.
Short-Term Disability Integration. UVA Paid Parental Leave and Short-Term Disability (STD) will be exclusive from one another, meaning eligible employees may access both Paid Parental Leave and STD within the eligibility guidelines but not concurrently. Please review each policy for the process to apply for Short-Term Disability and UVA Paid Parental Leave.
Family Medical Leave Integration. In most cases, Family Medical Leave and UVA Paid Parental Leave will be concurrent, meaning that the twelve (12) weeks of Family Medical Leave allotted by federal law and eight (8) weeks of UVA Paid Parental Leave will overlap. However there may be extenuating circumstances where Family Medical Leave is exhausted prior to the UVA Paid Parental Leave, and within these situations, UVA Paid Parental Leave may continue to be used independently for the benefit of bonding time between parent and child.
Policy and Application Process. UVA has a single approach to Paid Parental Leave, however there are separate policies that govern specific UVA employee groups. Please see below for groups and the policies that govern them.
The Paid Parental Leave Policy for University Classified Staff is provided by the Virginia Department of Human Resource Management (DHRM) with Executive Order Number Twelve.
See the DHRM Paid Parental Leave Policy for additional information.
To apply for Paid Parental Leave, submit the UVA Parental Leave application and proof of birth to the HR Leave Center.
Classified Staff Paid Parental Leave Request FormCan UVA Paid Parental Leave be charged to sponsored programs?
For federal grants subject to the Office of Management and Budget’s Uniform Guidance, parental leave is an allowable cost provided that the institution has a policy that is consistently applied across all fund sources; the University’s policies addressing Parental Leave will meet this requirement. If the sponsor’s terms and conditions do not allow for Parental Leave costs, the employee’s unit must cover the proportionate compensation cost from non-sponsored sources.
Do I have to pay UVA Paid Parental Leave from my sponsored program funds?
If you have another source of funds available to you, those funds may be used in lieu of sponsored program funds. Otherwise, if it is an allowable cost it must be charged to the sponsored program in proportion to the employee’s normal pay schedule. If the sponsor’s terms and conditions do not allow for Parental Leave costs, the employee’s unit must cover the compensation cost for parental leave from non-sponsored sources.
Can a supervisor deny Parental Leave due to a lack of identifiable funds, sponsored or non-sponsored?
No, supervisors are not permitted to deny an eligible employee’s request for Parental Leave due to lack of funds. A supervisor unable to identify adequate funding should consult first with the Department Chair, then the Dean’s Office. Human Resources may be available for consultative support.
Will compensation paid for Parental Leave be included on effort reports delivered through Effort@UVA?
Yes, it will be included in effort reports. However, anticipated long absences, including parental leave must be considered before committing effort on sponsored projects.
I am a key person on a sponsored program and will be eligible for parental leave during the period of performance. My use of parental leave may delay completion of the research or scholarly work. What should I do?
Discuss your parental leave plans with the PI on the grant. If the PI agrees that your parental leave is likely to delay progress on the sponsored program, the PI will contact the departmental research administrator and OSP to determine whether or not to request an extension from the sponsor.
Will graduate research assistants (GRAs) paid from sponsored programs be eligible for Parental Leave?
Pursuant to PROV-028, Financial Childbirth Accommodations for Graduate Students on Assistantship, eligible GRAs who give birth, including those supported on grant funds, receive full wages associated with their support for six weeks. In addition, GRAs have certain rights and protections under Title IX; the University’s Office for Equal Opportunity and Civil Rights can provide information on Title IX protections.
How is the new UVA Paid Parental Leave program being administered in the context of the Employment of Professional Research Staff?
See UVA Policy HRM-033.
Who is eligible?
Faculty Members with appointments of one year or more are and will remain eligible for parental leave.
How can I use UVA paid parental leave?
Eligible faculty members will be able to take eight (8) weeks of paid parental leave at full pay or sixteen (16) weeks at half-pay for each qualified event and will have up to twelve (12) months from the date of the event to use the paid parental leave.
How will UVA Paid Parental Leave work with Short-Term Disability?
UVA Paid Parental Leave and Short-Term Disability are separate benefits and employees will not be able to receive both of these benefits at the same time. For faculty members who give birth, any approved paid parental leave could be taken after any paid leave received as a result of short-term disability.
To apply for FMLA, which can run concurrently with Parental Leave or Short Term Disability, contact UNUM at 866-269-0979. To apply for Paid Parental Leave work with your department and Human Resources Business Partner.
For Short Term Disability, see the Disability Benefits page for the appropriate vendor.
For policy details: visit the Provost’s Planning for Parental Leave web page.
How how do I apply for UVA Paid Parental Leave?
To apply please contact UNUM at 866-269-0979.
Who is eligible?
Medical Center team members are eligible for the Parental Leave benefit if they have been employed at UVA for the previous twelve (12) consecutive months, meet the requirements of the federal Family Medical Leave Act (FMLA), and are benefits-eligible at the time of the qualifying parental leave event. Employees are eligible for FMLA if they have been employed by UVA for twelve (12) months and worked at least 1,250 hours during this time.
How can I use UVA paid parental leave?
For births, adoptions or placements, eligible Medical Center team members can take up to eight (8) weeks of consecutive Paid Parental Leave. Paid Parental Leave is available to both parents, regardless of marital status, if they meet eligibility requirements described above.
Eligible Medical Center team members have up to six (6) months from the date of the event (birth, adoption, or placement) to use the Paid Parental Leave benefit. The benefit period must end 6 months from the date of the event. The benefit may be used only once in a twelve (12) month period. For example, if you or your spouse/partner gives birth on January 1, 2019, your benefit must end by July 1, 2019. The next time you can use the benefit is January 1, 2020.
Can I apply for UVA Paid Parental Leave, even if I had a birth, adoption or placement before Jan 1, 2019?
The consideration of retroactive application of UVA Paid Parental Leave benefit was difficult with parents impacted by any effective date that was selected. After weighing several options, the decision was made that UVA Paid Parental Leave for eligible Medical Center team members would be effective for births, adoptions or placements that occur on or after January 1, 2019. This is consistent with how other benefits have been implemented at UVA.
How will Medical Center team members, who have standard hours of less than 40 within a work-week, be able to use paid parental leave?
UVA Paid Parental Leave will be eight (8) weeks for the employee’s standard work schedule. In cases where an employee works fewer than 40 hours/week, the eight (8) weeks would be provided for the duration of the benefit, but will be proportionate with the FTE % within the employee record. For example, if an employee has budgeted hours of 20 hours/week, his/her Paid Parental Leave benefit is 20 hours/week for eight (8) weeks.
How will UVA Paid Parental Leave work with Short-Term Disability?
UVA Paid Parental Leave and Short-Term Disability are separate employee benefits. Employees are encouraged to compare the Medical Center Paid Parental Leave policy and Short-Term Disability policy to select the benefit that best fits their needs.
Employees cannot receive Paid Parental Leave and Short Term Disability benefits at the same time. Parental Leave can be used prior to, in lieu of, or after Short Term Disability. After the full eight (8) weeks of Paid Parental Leave is used, Short Term Disability may be available if there is a qualifying medical need.
Paid Parental Leave provides a paid benefit of 100% of their salary whereas Short-Term Disability provides 60% of your salary up to $1100 per week when benefits begin.
Who is eligible?
All professional research staff with appointments of one year or more, or who have more than one year of consecutive service, will be eligible for paid parental leave. If an individual’s appointment ends during a period of approved leave, the leave and any benefits associated with the leave will not continue beyond the individual’s last date of employment.
How can I use UVA paid parental leave?
Currently, eligible Professional Research Staff members qualify for up to three (3) weeks of paid parental leave. Paid parental leave will be expanded to eight (8) weeks for each qualifying event and PRS will have up to six (6) months from the date of the event to use the paid parental leave.
Can I apply for UVA Paid Parental Leave, even if I had a birth, adoption or placement before Jan 1, 2019?
The University considered multiple options to enable the retroactive application of paid parental leave. Unfortunately, we could not find a workable and equitable solution. The new paid parental leave policy will only cover births, adoptions or placements that occur on or after January 1, 2019. For those who have a birth, adoption, or placement before Jan. 1, 2019, the policy and procedure currently in place applies.
How will Professional Research Staff, who have standard hours of less than 40 within a work-week, be able to use paid parental leave?
UVA Paid Parental Leave will be for eight (8) weeks. This benefit will be applied proportionate to the 40 standard hours actually worked. Accordingly, the eight (8) weeks would be provided for the duration of the benefit, and will be proportionate with the FTE % within the employee record. For example, an employee whose budgeted hours are 20 hours per week, would have his / her benefit at 20 hours per week for eight (8) weeks.
How will UVA Paid Parental Leave work with Short-Term Disability?
UVA Paid Parental Leave and Short-Term Disability are separate benefits and employees will not be able to receive both of these benefits at the same time. Professional Research Staff members who are eligible for Short-Term Disability and Paid Parental Leave are encouraged to consult with a benefits counselor and carefully consider how they might structure these benefits to best fit their needs.
How will the Professional Research Staff Paid Parental Leave work, and how do I apply?
Professional Research Staff must make arrangements with their direct supervisor and and HR Business Partner in conjunction with their department to apply for Paid Parental Leave.
Can UVA Paid Parental Leave be charged to sponsored programs?
For federal grants subject to the Office of Management and Budget’s Uniform Guidance, parental leave is an allowable cost provided that the institution has a policy that is consistently applied across all fund sources; the University’s policies addressing Parental Leave will meet this requirement. If the sponsor’s terms and conditions do not allow for Parental Leave costs, the employee’s unit must cover the proportionate compensation cost from non-sponsored sources.
Do I have to pay UVA Paid Parental Leave from my sponsored program funds?
If you have another source of funds available to you, those funds may be used in lieu of sponsored program funds. Otherwise, if it is an allowable cost it must be charged to the sponsored program in proportion to the employee’s normal pay schedule. If the sponsor’s terms and conditions do not allow for Parental Leave costs, the employee’s unit must cover the compensation cost for parental leave from non-sponsored sources.
Can a supervisor deny Parental Leave due to a lack of identifiable funds, sponsored or non-sponsored?
No, supervisors are not permitted to deny an eligible employee’s request for Parental Leave due to lack of funds. A supervisor unable to identify adequate funding should consult first with the Department Chair, then the Dean’s Office. Human Resources may be available for consultative support.
Will compensation paid for Parental Leave be included on effort reports delivered through Effort@UVA?
Yes, it will be included in effort reports. However, anticipated long absences, including parental leave must be considered before committing effort on sponsored projects.
I am a key person on a sponsored program and will be eligible for parental leave during the period of performance. My use of parental leave may delay completion of the research or scholarly work. What should I do?
Discuss your parental leave plans with the PI on the grant. If the PI agrees that your parental leave is likely to delay progress on the sponsored program, the PI will contact the departmental research administrator and OSP to determine whether or not to request an extension from the sponsor.
Will graduate research assistants (GRAs) paid from sponsored programs be eligible for Parental Leave?
Pursuant to PROV-028, Financial Childbirth Accommodations for Graduate Students on Assistantship, eligible GRAs who give birth, including those supported on grant funds, receive full wages associated with their support for six weeks. In addition, GRAs have certain rights and protections under Title IX; the University’s Office for Equal Opportunity and Civil Rights can provide information on Title IX protections.
How is the new UVA Paid Parental Leave program being administered in the context of the Employment of Professional Research Staff?
See UVA Policy HRM-033.
Who is eligible?
UPG team members (including UPG providers and staff) are eligible for the Parental Leave benefit if they meet the requirements of the federal Family Medical Leave Act (FMLA), by being employed for twelve (12) consecutive months and working 1,250 hours during this time, and are benefits-eligible at the time of the qualifying parental leave event.
How will UPG Team Members be able to use the Paid Parental Leave policy?
For births, adoptions or placements, eligible UPG team members can take up to eight (8) weeks of consecutive Paid Parental Leave. Paid Parental Leave is available to both parents, regardless of marital status, if they meet eligibility requirements described above.
Clinic-based physicians and advanced practice providers will have twelve (12) months to use the Paid Parental Leave benefit, while UPG staff will have six (6) months from the date of the event to use the benefit.
How will UPG Team Members, who have standard hours of less than 40 within a work week, be able to use paid parental leave?
UPG Paid Parental Leave will be eight (8) weeks for the employee’s standard work schedule. In cases where an employee works fewer than 40 hours/week, the eight (8) weeks would be provided for the duration of the benefit, but will be proportionate with the FTE % within the employee record. For example, if an employee has budgeted hours of 20 hours/week, his/her Paid Parental Leave benefit is 20 hours/week for eight (8) weeks.
How will the UPG Paid Parental Leave work, and how do I apply?
Please review the UPG Paid Parental Leave Policy
Fill out the UPG Paid Parental Leave Form
UPG Paid Parental Leave PolicyTo apply for Parental Leave please contact UNUM at 866-269-0979. If approved for, Paid Parental Leave will cover 100% of salary for a full eight (8) weeks and it is paid directly from UVA.
Who is eligible?
University Staff are eligible for the Parental Leave benefit if they have been employed at UVA for the previous twelve (12) consecutive months, meet the requirements of the federal Family Medical Leave Act (FMLA), and are benefits-eligible at the time of the qualifying parental leave event. Employees are eligible for FMLA if they have been employed by UVA for the previous twelve (12) months and worked at least 1,250 hours during this time.
How can I use UVA paid parental leave?
For births, adoptions or placements, eligible University Staff can take up to eight (8) weeks of consecutive Paid Parental Leave. Paid Parental Leave is available to both parents, regardless of marital status, if they meet eligibility requirements described above.
Eligible University Staff have have up to six (6) months from the date of the event (birth, adoption, or placement) to use the Paid Parental Leave benefit. The benefit period must end 6 months from the date of the event. The benefit may be used only once in a twelve (12) month period. For example, if you or your spouse/partner gives birth on January 1, 2019, your benefit must end by July 1, 2019. The next time you can use the benefit is January 1, 2020.
Can I apply for UVA Paid Parental Leave, even if I had a birth, adoption or placement before Jan 1, 2019?
The consideration of retroactive application of UVA Paid Parental Leave benefit was difficult with parents impacted by any effective date that was selected. After weighing several options, the decision was made that UVA Paid Parental Leave for eligible University Staff would be effective for births, adoptions or placements that occur on or after January 1, 2019. This is consistent with how other benefits have been implemented at UVA.
The following considerations were taken into account for this decision:
Benefit programs are typically not retroactive and they begin from the start of the event (e.g., education reimbursement, retirement program contributions, medical benefit claims, and health savings account utilization).
UVA has an organizational complexity greater than other state agencies because we have both an Academic Division and UVA Health. In addition, we have several different kinds of time-off plans which made it hard to provide a retroactive benefit that was equitable for all types of employees.
How will University Staff, who have a standard work schedule of fewer than 40 hours/week, be able to use Paid Parental Leave?
UVA Paid Parental Leave will be eight (8) weeks for the employee’s standard work schedule. In cases where an employee works fewer than 40 hours/week, the eight (8) weeks would be provided for the duration of the benefit, but will be proportionate with the FTE % within the employee record. For example, if an employee has budgeted hours of 30 hours/week, his/her Paid Parental Leave benefit is 30 hours/week for eight (8) weeks.
How will UVA Paid Parental Leave work with Short-Term Disability?
UVA Paid Parental Leave and Short-Term Disability are separate employee benefits. Employees are encouraged to compare the University Staff UVA Paid Parental Leave policy for University Staff employees and Short-Term Disability options to select the benefit that best fits their needs.
Employees cannot receive Paid Parental Leave and Short Term Disability benefits at the same time. They can take Short Term Disability followed by Paid Parental Leave or Paid Parental Leave in lieu of Short Term Disability. After the full eight (8) weeks of Paid Parental Leave is used, Short Term Disability is still available if there is a qualifying medical need.
Other employee classifications may be eligible for unpaid Personal Leave, see the Unpaid Time Off page. Classified Staff have paid Personal Leave options as noted below.
Under the Virginia Sickness and Disability Program, eligible Classified Staff may take Family/Personal Leave for any purpose (family, illness, funeral, or other personal needs, etc.) with reasonable notice and supervisor approval.
Family/Personal Leave cannot be carried over to the next leave year (January 10th – January 9th) or paid out upon separation.
Accrual rates are based on total months of State (Virginia) service (or previous State service) and employment status.
Full and part-time employees accrue the same amount of Family/Personal Leave annually.
Part-Time employees accrue personal leave at the following rates:
The Medical Center protects the health of Medical Center team members - and the public - through continuity of services during times of pandemic illness or communicable disease outbreak. Public Health Threat Emergency Leave is paid up to 80 hours.
Public Health Threat Emergency Leave Policy - Medical Center Leave Policy 600Classified & University Staff employees may receive recognition leave (as well as bonuses and non-monetary awards) for contributions to the University. These rewards are typically provided to employees in recognition of teamwork, special projects, identification/implementation of new or modified business practices, exemplary effort, and employee appreciation.
Recognition Leave Policy
Sabbatical leave is offered on a limited basis for faculty (academic, administrative, and professional) to invigorate their research and teaching. Each school offering a sabbatical program shall maintain a written policy explaining the elements of its program, including conditions of eligibility, criteria and mechanism of selection, application procedure, annual schedule of decision-making, reporting requirements, and provisions (if any) for deferring sabbatical leave.
Getting Approval
Sabbatical leave may be approved for full-time teaching faculty (tenured, tenure-track, or non-tenure-track). This is usually to recognize faculty members who have contributed significantly to academic administration, have been appointed to an endowed professorship, or who have offered extraordinary service to the University at the department, school, or institutional level. For example, the winner of the Alumni Board of Trustees Teaching Award for tenure-track faculty members receives sabbatical leave as part of that award.
Faculty awarded sabbatical leave can be compensated one semester at full salary or two semesters at half salary. During sabbatical leave, all full-time benefits remain. UVA continues to make contributions to retirement, health, life insurance, and disability plans.
School Assistance and Volunteer Service Leave provides for up to 16 hours in any year. An additional 8 hours may be allowed for full-time employees serving in a volunteer fire department or rescue squad. To use the additional 8 hours, contact the UVA HR Leave Division.
Policy DHRM Policy 4.40Public Service Leave: All regular full-time, regular part-time, flex staff and management employees may receive approval from their supervisor for up to 8 hours of paid Public Service Leave per calendar year to attend school functions or to perform volunteer work for a school or organizations specified in the policy. Leave not taken under this policy will not be carried forward to the next year. There will be no payout for unused Public Service Leave.
Policy 600 Leaves of AbsenceDepending on your employee type, you have several options for taking paid leave when you are not feeling well.
If you need to be out for a continuous absence for you or your family member’s illness over several days or intermittently due to a chronic condition, please contact the HR Solution Center to discuss your leave options.
Classified Employees may use Sick Leave, Traditional Sick Leave (Personal Sick Leave) or Family Personal leave for their own illness or injury according to the guidelines of the policy. You or your supervisor would enter your leave into Workday for that time off.
Traditional Sick Leave Program (Personal Sick Leave) Provides employees who did not enroll in VSDP with paid leave from work for health-related reasons, or access to 33% of leave for family FMLA events
Family Sick Leave Use of accrued personal sick leave hours for the purpose of caring for eligible family members as permitted by this policy (up to 48 hours per leave year).
The maximum amount of family sick leave an employee may use for minor or brief periods of disability, or following the death of certain family members, is limited to 48 total work hours in a leave year.
See Traditional Sick Leave Policy 4.55
Family/Personal Leave (F/P)
Family/Personal Leave (F/P) may be taken at the discretion of the employee for any purpose (family, illness, attend a funeral, or other personal needs, etc.) provided the employee gives reasonable notice and his/her supervisor approves the absence.
F/P Leave cannot be carried over to the next leave year (January 10th – January 9th) or paid out upon separation. Accrual rates are based on total months of State service (or previous State service) and employment status (F, Q, P). Full (F & Q) and part-time (P) employees accrue the same amount of F/P Leave annually. New hires and rehires accrual rates are based on the date of employment. In subsequent years, the accrual rates for rehires are based on total months of State service (see accrual rates chart in Policy 4.57.)
Sick Leave (SL) may be taken for personal illnesses, injuries, preventive care and wellness physician visits. 33% of an employee’s SL can be used for qualifying family FMLA absences. SL cannot be carried over to the next year (January 10th – January 9th) or paid out upon separation.
Accrual rates are based on total years of State service and employment status (F, Q, P). New hires and rehires accrual rates are based on the date of employment (see accrual rates chart in Policy 4.57). In subsequent years, the accrual rates for rehires are based on total months of State service and employment status.
See Virginia Sickness & Disability Program Policy 4.57
See the VSDP Handbook for further information about Classified employee leave for illness or injury.
Department of Human Resources Management HR PoliciesA faculty member who is tenured, tenure-track, or non-tenure-track but with an appointment of one year or more, may request leave for personal reasons. Personal leave may be granted with partial pay, or without pay for up to two years.
Disability benefits for faculty are determined by retirement plan (Virginia Retirement System or Optional Retirement Plan). Short-term disability is generally described as a type of “sick” leave for absences of more than five days, including the birth of a child. For more information about disability programs associated with each plan, visit the Disability Benefits page. Days off as a result of personal illness or injury that do not meet the conditions of short-term disability should be managed between employee and supervisor.
You may use your PTO for time off due to illness according to departmental guidelines. If your absence for your own illness or your family member’s illness is over 3 days, please contact UNUM to determine your Leave of Absence options. Any time entered by the employee, manager, or timekeeper for these absences should be done in Kronos.
Please visit the Managing Leave During the Coronavirus to learn about this temporary leave type applied to the COVID-19 pandemic.
University Staff enjoy a generous paid leave policy that combines three types of paid leave — annual, sick and family/personal — into a flexible, consolidated leave program.
The entire amount of paid leave will be available for use at the start of each leave year, providing employees with maximum flexibility in their use of leave time. In Workday, University Staff leave is treated as an accrual. The system shows you how much leave you have accrued through the current pay period. You can use the calendar function in Workday to see how much leave would be accrued later in the year.
Because the leave is earned on a per-pay-period basis, if an employee leaves the University during the course of the year, the time used and the time earned are reconciled. Leave earned, but not used, is paid to the employee, while leave used but not earned is subtracted from the final paycheck.
Full- and part-time (20–40 hours per week) employees accrue paid leave based on years of service.
Leave is earned based on years of benefited service; see the accrual chart on the University Staff Leave Policy page. The table does not include paid holidays, which range from 11 to 15 days per year.
Part-time salaried employees earn leave at a rate proportionate to their weekly hours worked. Other types of paid leave may be available to you in addition to your University Leave hours. You have the choice to use University Leave as a FMLA or short-term disability leave supplement, as well as paid time off.This table does not include paid holidays, which range from 11 to 15 days per year.
University Staff Leave Policy
Please refer to our Workers' Compensation page.