PTO Cash Out and Carryover

If you have unused University Staff Leave at the end of the current leave year which exceeds the maximum carry-forward amount (use or lose), cashing out of unused time will automatically occur in accordance with the policy, Paid Leave for University Staff Employees. In order to receive the cash out, you must have used at least 80 hours paid time off by the end of the leave year.

The above referenced policy also reflects the maximum payout upon separation based on years of service. 

The UVA Academic Leave Year begins with the first day of the pay period which includes January 1 (known as Pay Period 1) and ends on the last day of the pay period preceding Pay Period 1 of the following year.

Please note that as a result of the way the calendar falls for 2023, there are 27 rather than 26 periods in the leave year for 2023. Your accrual rate per period will be less due to the extra leave period for this year only; however, you will still accrue your maximum total for the year. 

You can go to your Workday Home Screen, the Absence Icon, and "View My Balance" to input a future date to determine what your balance will be based on estimated future accruals as well as any time off approved in Workday up until that date. 

Accrual while on leave

University staff will continue to accrue University Staff Time Off while on an approved leave of absence status.

Other time off types

Note that several leave types do not expire and are paid out upon separation from service in full. These include:

• Overtime
• Comp Time
• Comp Special 

Recognition leave expires one year from the date it is awarded.

Prior Service

For new staff with prior benefited service at another Virginia State Agency, the Medical Center, or the UVA Academic division, please reach out to leave@virginia.edu for review to determine if that time may count towards your current PTO accrual rate. 

Job Aid

To calculate use or lose and forfeiture for this year, see the University Staff Use or Lose job aid.

If you are Classified Staff and have unused Annual hours at the end of the current leave year which exceed the Annual Leave maximum carry-forward amount, you will lose these hours in the first pay period of the new leave year.

The Annual Leave policy also reflects the maximum payout upon separation based on years of service. 

The UVA Academic Leave Year begins with the first day of the pay period which includes January 1 (known as Pay Period 1) and ends on the last day of the pay period preceding Pay Period 1 of the following year. 

Note that the accrual rate for Annual Leave in the DHRM policy is based on the state pay bi-monthly pay periods and not the UVA bi-weekly periods. You would need to multiply the policy per period accrual rate by 24 pay periods (state PP) and then divide the total maximum hours by the number of UVA pay periods in the leave year outlined above to determine your accrual rate at UVA. 

Please note that as a result of the way the calendar falls for 2023, there are 27 rather than 26 periods in the leave year for 2023. Your accrual rate per period will be less due to the extra leave period for this year only; however, you will still accrue your maximum total for the year. 

You can go to your Workday Home Screen, the Absence Icon, and "View My Balance" to input a future date to determine what your balance will be based on estimated future accruals as well as any time off approved in Workday up until that date. As Annual Leave is accrued based on hours in each pay period, the amount accrued in the future may change.

Accrual while on leave

Annual Leave does not accrue during periods of leave without pay (LWOP) and will stop accruing on a paid leave after 90 days. Accruals will resume upon return to work.

Other time off types

For payout information on Disability Credits and Traditional (Personal) Sick Leave, please see the applicable DHRM policies. 

Note that several leave types do not expire and are paid out upon separation from service in full. These include:

• Overtime
• Comp Time
• Comp Special 

Classified Time off that is not paid out or rolled over include: 

• VSDP Sick Leave
• VSDP Family Personal Leave

Recognition leave expires one year from the date it is awarded.

Job Aid

To calculate use or lose and forfeiture for this year, see the Classified Staff Use or Lose job aid.

PTO Policy 315 indicates the maximum carryover and separation pay out in the available charts. The charts are broken down by total years of benefited service, date of most recent hire into a benefited position, and management/staff rates.  

The Med Center Leave Year is "Twelve month period from the first pay period that starts in January to the last pay period that starts in December, during which leave hours accumulate in an employee’s current account."

You can go to your Workday Home Screen, the Absence Icon, and "View My Balance" to input a future date to determine what your balance will be based on estimated future accruals as well as any time off approved in Workday up until that date. As PTO is accrued based on hours in each pay period, the amount accrued in the future may change. Note that integration from Kronos occurs after each pay period processes so Workday may not reflect the most up to date balances. 

Accrual on while on leave

Medical Center team members will continue to accrue PTO for 4 full, consecutive pay periods while on a paid leave of absence. After 4 full pay periods on leave, PTO accruals will be suspended until you return to work. Team members will not accrue PTO while on unpaid leave.

Prior Service

For new staff with prior benefited service at another Virginia State Agency, the Medical Center, or the UVA Academic division, please reach out to leave@virginia.edu for review to determine if that time may count towards your current PTO accrual rate. 

PTO Cashout

For the bi-annual Medical Center PTO cash out information, please see:

• The UVA Payroll Medical Center Cash-out webpage for the latest information. 
• Here are the Workday PTO cash out instructions provided by UVA Payroll.

Job Aid

To calculate use or lose and forfeiture for this year, see the Medical Center Team Members Use or Lose job aid.