Paid Leave Options

Classified 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 POLICY

Annual leave is available to faculty members who hold full-time appointments of a year or longer. Annual leave for faculty is granted in accordance with the following schedule:

• 12-month contractual cycle:  22 working days
• 11-month contractual cycle:  20 working days
• 10-month contractual cycle: 18 working days
• 09-month contractual cycle: 16 working days

Part-time faculty members are eligible for annual leave, 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 policy

Postdoctoral 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 Staff

Professional Research Staff Leave Policy

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.

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.

See Traditional Sick Leave Policy 4.55

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 Policy

Ustaff Leave can be used for time off due to bereavement following departmental procedures. You or your supervisor can enter your Ustaff leave into Workday for that time off. 

Classified Staff Policy

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 Policy

Medical Center team members must be FMLA eligible to qualify for this leave.

Medical Center Policy

Civil and Work-Related Leave provides for the following situations:

• Administrative summons
• Use of Career Services
• Use of Employee Assistance Program
• Grievance process
• Service on State Council, Commission, Board, or Committee
• Naturalization ceremony
• Subpoena (for witness or victim)
• To accompany your minor child to court
• Unemployment or workers’ compensation
• Interview with UVA, or another state agency
• Jury duty/ court appearance
• Emergency disaster leave

The UVA HR Leave Center requires documentation when you:

• Serve jury duty (as required by a summons)
• Appear as a crime victim, or as a witness, in a court proceeding or deposition (as compelled by a subpoena or summons)
• Accompany your minor child to appear in court
• Serve as an officer of election
• Attend your own naturalization ceremony

Civil and Work-Related Leave Policy 4.05

Classified Staff Compensatory Leave Policy

University Staff Compensatory Leave Policy

Agencies 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 Policy

The 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 Policy

If 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 Leave Policy

Senior 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 Polilcy

Medical Center Educational Leave Application

Medical Center Leave Policy

A 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.

FACULTY LEAVE POLICIES

Medical Center Leave of Absence Policy

Civil and Work-Related Leave provides paid leave for employees for the following situations:

• Subpoena (for witness or victim)
• To accompany your minor child to court
• Jury duty / court appearance

The UVA HR Leave Center requires documentation when you:

• Serve jury duty (as required by a summons)
• Appear as a crime victim, or as a witness, in a court proceeding or deposition (as compelled by a subpoena or summons)
• Accompany your minor child to appear in court

Civil and Work-Related Leave Policy

• Part- and full-time (20–40 hours per week) salaried Classified and University Staff who qualify for the Family Medical Leave Act (FMLA)
• Leave Sharing may be used when leave balances have been depleted and either an employee has an illness or injury or a family member covered by the Family Medical Leave Act has an illness or injury
• Employees participating in short-term disability programs receive benefits for personal injury or illness and are not eligible for Leave Sharing for these reasons; however, these employees may participate in Leave Sharing for a family member

Depending on your role, you will have certain responsibilities regarding Leave Sharing:

Employees

• Inform supervisor that Leave Sharing is being initiated and your expected absence
• Complete forms to request Family Medical Leave
• Complete the Leave Sharing Recipient Application
• If you are the donor employee, complete the Leave Sharing Donor Application and submit it to the HR Solution Center
• For additional information, please read the Leave Sharing Policies

Supervisors/Departments

• Provide signatures requested for FMLA and Leave Sharing Recipient Application and ensure forms are submitted to the HR Solution Center
• Once the Leave Sharing request is approved by UVA HR, you may, with the employee’s permission, notify your department of the need for donated leave
• The completed Leave Sharing Donor Application should be submitted to the HR Solution Center
• If the employee will be on Leave Without Pay (LWOP) for more than 14 consecutive calendar days, the department’s HRMS Specialist needs to update the employee’s assignment status to Leave Without Pay
• No leave will need to be entered on the online timecard while the employee is in a LWOP status, and a paper timesheet does not need to be completed
• If the employee will be out fewer than 14 consecutive days without pay (called docking status) then the employee's manager will enter the entire pay period using FMLA for the absence hours related to the Leave Sharing

UVA Human Resources

• Provide information and counseling regarding Leave Sharing to employee and department
• Provide assistance to supervisor/department in collecting donated leave if needed
• Communicate with department/employee approval dates for Leave Sharing
• Enter the Leave Sharing hours for each affected pay period to ensure a paycheck is created
• Verify and ensure the appropriateness of supporting documentation
• Ensure that time and leave are entered appropriately

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.

Faculty Military Leave Policy

The Medical Center shall grant a military leave of absence to team members who are absent from work for active duty or military training in the Uniformed Services, in accordance with federal and state law.

Medical Center Military Leave Policy

Military Leave provides up to 120 hours (15 days) for employees called to active duty or military training. Service beyond 15 days will require Leave Without Pay status.

University and Classified Staff Military Leave Policy

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. Submit the UVA HR application with appropriate documents and 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. 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, please submit the Classified Staff Paid Parental Leave Application to the leave team along with the proof of birth after the child is born or applicable court documents showing you have legal custody of a child for cases of adoption, fostering, or other situations in which you obtain legal custody of a child. 

Classified Staff Paid Parental Leave Request Form

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?

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.

For policy details: visit the Provost’s Planning for Parental Leave web page.

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 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 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 may be used only once in a twelve (12) month period.  For example, if you or your spouse/partner gives birth in January 2019, you have until July 2019 to use the benefit.  The next time you can use the benefit is January 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.

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 a Health System. 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 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 UVA 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. 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. An advantage of using Paid Parental Leave before Short-Term Disability is that there are no medical approvals needed, and no outside carrier application. 

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.  

How will the UVA Paid Parental Leave work, and how do I apply?

To apply please submit the Paid Parental Leave Application for the Health System to the leave team along with the proof of birth after your child is born or applicable court documents for children fostered, adopted, or otherwise placed in your legal custody.

Health System Paid Parental Leave Request Form

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?

Specifics regarding the Professional Research Staff Paid Parental Leave policy implementation details and application process will be released in December 2018.  The application process will also be integrated into Workday and time and attendance systems.  

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 (physicians and advanced practice providers employed solely by UPG, as well as UPG 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 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.  

Can I apply for UPG 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 UPG 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.

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 a Health System. 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 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 UPG Paid Parental Leave work with Short-Term Disability?  

As mentioned previously, UPG Paid Parental Leave and Short-Term Disability are separate employee benefits.  Employees are encouraged to compare the UPG Paid Parental Leave policy and Short-Term Disability (hyperlink) 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. Paid Parental Leave is generally best used immediately following the birth/adoption/placement of a child. 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.  

The advantage of using Paid Parental Leave before Short-Term Disability is that there are no medical approvals needed, and no outside carrier application. Submit the UVA HR application with appropriate documents and all eligible UVA employees are approved for 100% of their salary for a full eight (8) weeks and it is paid directly from UVA. Short-Term Disability is then available to those who need it. 

Examples:

If you started Short-Term Disability in December 2018, and you gave birth in January 2019, you may be eligible for the UVA Paid Parental Leave benefit.   

If you used Short-Term Disability from November 2018 through January 2019, and gave birth in December 2018, you are not be eligible for the UVA Paid Parental Leave benefit because the birth took place prior to January 1, 2019. 

If you gave birth in January and used Paid Parental Leave for eight (8) weeks, you can still file for Short Term Disability for qualified medical needs.  

How will the UPG Paid Parental Leave work, and how do I apply?

Specifics regarding the UPG Paid Parental Leave policy implementation details and application process will be released in December 2018.  The application process will also be integrated into Workday and time and attendance systems.  

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 up to six (6) months from the date of the event (birth, adoption, or placement) to use the Paid Parental Leave benefit.  The benefit may be used only once in a twelve (12) month period.  For example, if you or your spouse/partner gives birth in January 2019, you have until July 2019 to use the benefit.  The next time you can use the benefit is January 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 a Health System. 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 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 University Staff UVA Paid Parental Leave policy for University Staff employees 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. An advantage of using Paid Parental Leave before Short-Term Disability is that there are no medical approvals needed, and no outside carrier application. Submit the UStaff Paid Parental Leave Application with appropriate documents and all eligible UVA employees are approved for 100% of their salary for a full eight (8) weeks and it is paid directly from UVA.

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.

Short-Term Disability is available to those who need it for a qualifying medical condition, including the birth of a child. 

 

University Staff Paid Parental Leave Request Form

• Classified Staff Paid Parental Leave Request Form
• Health System Paid Parental Leave Request Form
• University Staff Paid Parental Leave Request Form

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.

• <120 months of service:
  • 32 hours (4 days)
• 120 months of service or more:
  • 40 hours (5 days)

Part-Time employees accrue personal leave at the following rates:

• <120 months of service:
  • 32 hours (4 days)
• 120 months of service or more:
  • 40 hours (5 days)

VSDP Policy

The Medical Center provides leaves of absence (with or without pay) to eligible team members to fulfill personal obligations or to pursue applicable coursework.

Personal or Educational Leave Policy

Ustaff leave can be used for personal time off.

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 4.40

Public 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 Absence

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 Policies

A 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 reach out to the HR Solution Center to determine your Leave of Absence options. Any time entered by the employee, manager, or timekeeper for these absences should be done in Kronos. 

Medical Center PTO Policy 315

Medical Center Attendance Policy 704

University Staff enjoy a generous policy that combines 3 types of paid leave — annual, sick and family/personal — into a flexible, consolidated leave program. See the University Leave section below for more information.

Please follow departmental procedures for using Ustaff Leave for time off due to illness. You or your supervisor may enter Ustaff Leave into Workday for this purpose.

University Staff Leave

Read your Workers Compensation Leave Policy specified by employee type.

• Classified Staff
• Medical Center Workers' Compensation - HR 512
• Medical Center Transitional Work Program - HR 513
• University Staff - All employees follow the state’s Workers Comp policy
• Faculty

 

You may be eligible for Workers Compensation Leave if you are:

• Part- and full-time (20–40 hours per week) salaried Classified Staff enrolled in the Traditional Sick Leave Program
• Salaried University Staff with a University Leave Sick Bank
• Salaried Classified Staff hired prior to 1/1/99, who opted out of the 2002 opportunity to enroll in the Virginia Sickness and Disability Program (VSDP)
• Medical Center team member - Medical Center team members are eligible for paid worker's compensation, and it can run concurrently with FMLA or Medical Leave. The Employee Health Representative will notify the UVA HR leave team if a team member requires work injury-related leave.  Please see the information on the Employee Health intranet page regarding What to do if you are injured at work, and the Medical Center policies below on Workers' Compensation and the Transitional Work Program. If you have questions, please contact Employee Health at 434.982.0997.

During the first 7 calendar days of workers' compensation leave, the Commonwealth pays regular salaries. If absences continue for >21 calendar days, agencies will be reimbursed for the first 7 calendar days. Employees who are absent on workers' compensation leave for >7 calendar days will receive supplements (the difference between payments required by the WCA and their regular salaries, for a period of up to 92 calendar days from the beginning of their absences). Agencies have the discretion to extend payment beyond employees' 92nd calendar day of absence on workers' compensation leave, provided that such extensions do not exceed 480 work hours. When employees receive payments as required by the WCA, they also are entitled to receive the Commonwealth-provided supplements, such that they will receive the permanent loss payments as well as their regular salaries. After payment of the Commonwealth-provided supplement described above, employees may use accumulated annual, sick, overtime, and/or compensatory leave, to receive, along with payments for lost wages required by the WCA, their regular salaries.

Employees' accumulated leave may be used to supplement payments for lost wages required by the WCA only up to the amount necessary to pay their regular salaries, except that employees may receive more than their regular salaries if the excess amount is a result of payments for permanent losses to their bodies.

Employees participating in the Virginia Sickness and Disability Program (VSDP) who suffer from a work-related injury or disease and miss at least a week of work would complete the Workers’ Comp documentation and initiate a claim for short-term disability through Reed Group (The toll free number is 877.928.7021).

• Accident Report - Academic Division (Facilities Management Employees: Do not use this form. Please complete your department's online form)
• Accident Report - Health System
• Workers’ Compensation Panel - Academic Division
• Workers' Compensation Panel - Health System
• Employee Checklist for Workers’ Compensation
• Workers' Compensation Prescription Form - Health System