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. 

To determine your bi-weekly accrual, take the total maximum based on your years of service from the policy and divide by the leave periods in the year. 

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. 

Non-exempt University staff track time off in 15 minute increments.

For Exempt University staff, time off of less than 4 hours is considered discretionary and not reported; however, if an employee is taking ongoing time off on a regular basis related to a leave of absence, they may be required by their department to track their time off. Exempt University staff should record time off if they are absent for over 4 hours in a day. 

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, review the View My Time Off Balances Details 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, review the View My Time Off Balances Details 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. 

To calculate use or lose and forfeiture for this year, review the View My Time Off Balances Details job aid.

Medical Center Exempt team members are paid for a full day from their salary if they work any part of the day. Staff are still required to follow attendance policies and complete their work if they miss time. 

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 Cash Out

For the bi-annual Medical Center PTO cash out information, please see the UVA Payroll Medical Center Cash-out webpage for the latest information. 

To Request Cash Out: 

1. Initiate the 'Request Absence' process in Workday. 

   • Using the link above will take you directly into Workday and open the Request Absence process; alternatively, you can also access the process via the Workday search bar by typing 'Request Absence' and then selecting the 'Request Absence' report option that appears below (or within the 'Tasks and Reports' section of the search results page). 

2. If needed, refer to the Balances table to the left of the calendar to determine applicable balances (including cash out maximum allowed). 

   • Note: by default the balances table depicts balances as of the current day and does not account for future requests. People with a Catastrophic balance will see an extra line within the items below. 

     • Line 1: Cash Out Max Allowed

     • Line 2: Cash Out Requested on November 11

       • Cash Out Requested...will depict 0 even if you have approved cash out requested; will only depict the total cash out requested if you adjust the 'Balances as of' date to the applicable cash out entry date (e.g., 11/11/2023). 

3. Using the calendar feature, select the applicable Cash Out date (see the UVA Payroll Medical Center Cash Out' webpage above). 

4. Click the 'Request Absence' button. 

5. In the 'Type' field, use the prompt to select "MC Cash Out".

6. Click Next. 

7. Click the Edit Quantity per Day button and specify the number of hours you intend to cash out. Do Not enter hours in the Update All Quantities field.

8. Click "Done", then click "Submit".