Paid Time Off Plans

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.

Time off Tracking

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

For Exempt University staff, time off of less than four 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 four hours in a day. 

While University Staff may take time off in advance of accruing their time off, up to the amount they will be able to accrue in a Leave Year, some departments have guidelines regarding advance time off if it is not yet accrued. In addition if an employee separates prior to accruing the time used, they will owe that time back to the university. 

Time off is granted at the supervisor's discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

View your Time Off balance in Workday. 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.

It is prudent to check your time off balance periodically in case of unexpected absences or in preparation for use or lose time at the end of the Leave Year.

Accrual

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. Typically there are 26 leave periods in a year.

Accrual rates are found in the Paid Leave for University Staff Policy

Accrual while on leave

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

Prior Service

Employees with prior benefited service at another Virginia State Agency, the University Medical Center, or the UVA Academic Division, please reach out to leave@virginia.edu within six months of hire or rehire for review to determine if that time may count towards your current PTO accrual rate.

Employees are responsible for reaching out to the UVA HR Leave team within six months of their hire or rehire date to ensure that their PTO accruals will be effective the date of their most recent hire. Updates to an employee’s prior service after six months of their most recent hire date will be effective moving forward from the date of the requested change and retroactive accruals are not guaranteed.

Use or Lose Time

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, provided you have used 10 days of paid time off by the end of the Leave Year. 

Payout of the unused time will occur on the paycheck following the last period of the Leave Year.

Use or Lose Job Aid

To calculate use or lose and forfeiture for this year, see the My Time Off Balance Details with Use or Lose job aid.

Payout upon Separation or Transfer 

If you are separating from service or transferring to a non-University Staff position, the payout determination is based on the term date and when it is entered into Workday, not by the last day you worked. Any payout is distributed automatically in the next bi-weekly pay cycle following your last regular paycheck provided the term or transfer has been entered into Workday in a timely manner. 

 

The University participates in leave sharing. This means that eligible employees can donate PTO time to other eligible employees who experience a prolonged medically related leave of absence without pay. There is no bank of PTO time available for employees to pull from or donate to. Leave sharing strictly involves employees donating PTO specifically to other employees.

University Staff employees are only eligible for PTO donations when they are approved for FMLA to care for an ill family member.

University staff can donate Ustaff time to Classified Staff and Classified Staff may donate Annual Leave to University Staff; however, donations cannot be made across Academic and Medical Center divisions. 

Donations would only be applied when an employee has exhausted all of their own paid time off options.

To apply, complete the leave sharing recipient application. Once received, the leave team will review for approval to receive donations. 

Employees wishing to donate PTO to another eligible employee can complete and submit the leave sharing donor application.

Please note if you are donating or requesting PTO donations there is no bank of time available. Donations come from individual donors to individual recipients. PTO donations will not be applied retroactively more than 30 days in the past. PTO donations must be applied within the same calendar year as the leave approval.

Accrual

Non-Exempt University Staff are eligible for compensatory leave, which provides employees with paid leave as compensation for working beyond normal scheduled hours, but not more than 40 hours per week.

Overtime Leave can be accrued in lieu of pay, for working more than 40 hours per week. 

Your manager can change whether your earn pay or leave for these situations by going into Workday, going to your Employee profile, then "Actions" under your photo, then clicking on "Additional Data", there is a section in the "Grandfathered Time Off" where they can place a check next to Comp Time Off. With this change, you will automatically earn Comp Time instead of pay for scenarios where you work beyond your normally scheduled hours but not more than 40 hours per week.

An example of when you may earn this time off is if there is a holiday during the work week and you work additional time that week but not over 40 hours, then you would earn comp time. If you work on the actual holiday, there is a different earning option. 

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

This time off does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

Exempt University Staff may retain any balance they have at the time off transfer from a non-exempt University Staff position but they do not continue to accrue additional compensatory time. 

It can be used for time off due to illness, vacation, or personal time. 

This time cannot be donated. 

 

Accrual

If you work on a Holiday, you may earn Comp Special time by entering "Worked Holiday- Comp Special Earned". 

Non Exempt employees may enter this time on their time card. 

Exempt employees may enter this time on their absence calendar. 

This time is earned in lieu of additional pay for your hours worked on a Holiday. Employees will earn pay for the holiday in addition to the earned time off. 

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

Comp Special time does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

It can be used for time off due to illness, vacation, or personal time.

This time cannot be donated. 

Accrual

Non-Exempt University Staff are eligible for Overtime leave, which provides employees with paid leave as compensation for working beyond normal scheduled hours.

Overtime Leave can be accrued in lieu of pay, for working more than 40 hours per week. 

Your manager can change whether your earn pay or leave for these situations by going into Workday, going to your Employee profile, then "Actions" under your photo, then clicking on "Additional Data", there is a section in the "Grandfathered Time Off" where they can place a check next to Overtime Leave. With this change, you will automatically earn Overtime Leave instead of pay for scenarios where you work more than 40 hours per week.

The maximum Overtime Leave that can be accrued is 240 hours. Once that limit is reached, overtime will be paid as overtime pay. Employees may cash out their Overtime leave. 

For Overtime Cashout requests, please complete this form, Academic Staff Overtime Leave Cash Out Request.

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

This time off does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

Exempt University Staff may retain any balance they have at the time off transfer from a non-exempt University Staff position but they do not continue to accrue additional Overtime Leave. 

It can be used for time off due to illness, vacation, or personal time. 

This time cannot be donated. 

New full-time team members accrue up to 26 days of PTO per year and begin accruing PTO on day one, earning up to eight hours every pay period based on their FTE and hours worked in the period.

The University Medical 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."

Please see the Paid Time Off Medical Center HR Policy for accrual charts based on years of service, most recent hire date, and classification.

PTO Accrual While on Leave

University Medical Center team members will continue to accrue PTO for four full, consecutive pay periods while on a paid leave of absence. After four 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.

PTO Accruals and Prior Service

Employees with prior benefited service at another Virginia state agency, the University Medical Center, or the UVA Academic Division, please reach out to Leave@virginia.edu within six months of hire or rehire for review to determine if that time may count towards your current PTO accrual rate.

Employees are responsible for reaching out to the UVA HR Leave team within six months of their hire or rehire date to ensure that their PTO accruals will be effective the date of their most recent hire. Updates to an employee’s prior service after six months of their most recent hire date will be effective moving forward from the date of the requested change and retroactive accruals are not guaranteed.

Newly benefited team members can utilize up to 32 hours of Advance PTO (PTO hours that have not yet been accrued) within their first 60 days of benefited employment. Please make these requests to your supervisor. The Advance PTO will be deducted from your future accruals until you have earned that time back.

Supervisors will send a Payroll Adjustment Form to the payroll department for Advance PTO requests and note that the request is for Advance PTO in order for this time to be applied on the employee's behalf. 

Team members can carry forward unused PTO from year to year (up to 1.5 times the annual PTO accrual rate). Any amount exceeding this number will be lost. Please plan your PTO usage accordingly and see the cash-out opportunities afforded to team members bi-annually.

Team members have opportunities to cash out up to 160 hours of PTO annually at 100% of pay, per the Paid Time Off University Medical Center Policy. Cash Out may be requested during defined periods through the Cash Out task in Workday (see job aid).

Communications will be sent to inform employees of the cash out opportunities each Fall and Spring. More details about the process can be found on the Cash Out section of the University Medical Center Payroll page on the UVA Finance website.

University Medical Center Exempt team members are paid for a full day from their salary if they work any part of the day. These team members are still required to follow attendance policies and complete their work if they miss time. They should utilize PTO for days when they do not work at all.

Employees wishing to receive donations, should apply for FMLA/Medical leave with Unum by calling 866-269-079.

If an employee is on an approved leave of absence for their own health (FMLA or Medical Leave) or to care for an ill family member (FMLA or Personal Leave) and they are near exhausting their own Paid Time Off, they can apply for PTO Donations. Employee's will need complete the PTO Donation request form.

Donations cannot be made across Academic and Medical Center divisions. 

Please note that donation requests cannot be approved until the leave is approved. UNUM will typically make the final approval after verifying the employee has missed time related to their condition.

To comply with IRS guidelines, donations will only be applied when an employee has exhausted all of their own paid time off options.  

If an employee is on leave and unable to complete the form, their manager may complete the form on their behalf. 

The Leave team enter PTO into Workday for any donations received if the employee is eligible to receive them. We will review the employee's received donation and confirm eligibility each pay period before entering the time. No notification will be sent when the time is entered and the donated balance will not appear in Kronos.

For Intermittent FMLA the HR Leave Team will confirm dates and times of FMLA approvals in the UNUM system and confirm missed time in Kronos. 

Employee's wishing to donate to eligible recipients can send a PTO Donation form.

PTO donations will not be applied retroactively more than 30 days in the past. PTO donations must be applied within the same calendar year as the leave approval.

Forms:

Medical Center PTO Donation Form - form to donate time

Medical Center PTO Donation Request Form - form to request donations

If separating from the Medical Center or transferring into another employee type (wage, academic staff, UPG) after at least six months of employment, team members will be paid for unused accrued PTO hours at 100% of their base pay.

Payout upon transfer to another employee type (wage, academic staff, UPG) or upon separation occurs according to the policy maximums. If the transfer or termination process has been entered into Workday in a timely manner, any payout is distributed automatically in the next pay bi-weekly pay cycle following your last regular paycheck. The payout date is based on the term or transfer date entered into Workday, not by the last day you worked.

Please see the Emergency Event Status resources for details on the usage of PTO due to closures.

Departments closed for holidays:

Some University Medical Center clinics or departments may be closed on designated holidays. The PTO plan accounts for these closures.

Non-exempt team members may choose not to use PTO if their clinic or department will be closed on a holiday if their PTO balance is less than 312 hours. These team members can choose to take the day unpaid if they do not wish to use their PTO.

Exempt team members are paid their salary automatically. However, if they do not work any portion of a holiday, they must use PTO.

Holiday Premium Pay:

For team members who are scheduled to work on the holidays of Thanksgiving, Christmas, and New Year’s Day, they will receive, in addition to their regular pay, a premium equivalent to half-time pay for the hours worked during the 24-hour holiday.

To calculate use or lose and forfeiture for this year, see the My Time Off Balance Details with Use or Lose job aid.

 

View your Time Off balance in Workday. 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 worked in each pay period, the amount accrued in the future may change.

Note that integration from Kronos occurs after each pay period processes. Any time used in Kronos during the pay period will not reflect in Workday until after integration occurs. In addition, your PTO accrual for the current pay period will not show in Kronos until after integration takes place.

Employees may have a Catastrophic Leave Account created from the transfer of sick leave balances when the University Medical Center converted to the PTO leave program. You may use accrued leave from this account for employee personal illnesses or disability after having used 16 consecutive hours of PTO.

Catastrophic Leave with Short-Term Disability 

Catastrophic Leave payments fall under the University Medical Center’s Short-Term Disability Plan. In order to utilize Catastrophic Leave for your own illness beyond 14 business days, you must apply for Short-Term Disability. You will receive payment at 100% from your Catastrophic Leave plan until exhaustion or your return to work. 

If Catastrophic Leave balances are exhausted prior to the expiration of the approved short-term disability benefit period, payments for the balance of the approved disability period will be made in accordance with plan provisions.

Short-Term Disability Plan Information can be found here. 

Catastrophic Leave for an Ill Family Member

You may also use Catastrophic Leave for approved absences due to the illness of an immediate family member or for an extended bereavement period due to the death of an immediate family member, up to a maximum of 48 hours in a calendar year. The 16-hour PTO requirement will be waived to allow immediate access to Catastrophic Leave for an approved absence due to family illness.

The Commonwealth provides paid Annual Leave to Classified Staff for vacation, personal or sick time.

Accrual

Annual Leave cannot be used in advance of accruing the time. You can input your time off request into Workday, which will then go to your supervisor for approval. 

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

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. To find your UVA accrual rate per period, you multiply the policy per period accrual rate by 24 pay periods (state pay periods) and then divide the total maximum hours by the number of UVA pay periods in the leave year outlined above. In most cases UVA has 26 bi-weekly leave periods.

View your Time Off balance in Workday. 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 worked or paid time off in each pay period, the amount accrued in the future may change.

It is prudent to check your time off balance periodically in case of unexpected absences or in preparation for use or lose time at the end of the Leave Year. 

Accrual while on leave

Annual Leave does not accrue during periods of leave without pay (LWOP) and will stop accruing on a paid leave of absence after 90 days.

Accruals will also stop for periods of suspension, while on Layoff Leave or Temporary Workforce Reduction leave.

Accruals will resume upon return to work.

Use or Lose Annual Leave Job Aid

If Annual Leave, above the policy maximum carry forward time, is not used before the end of the UVA Leave Year, this time will be lost. To calculate use or lose and forfeiture for this year, see the My Time Off Balance Details with Use or Lose.

Payout upon Separation or Transfer

Payout upon transfer to another employee type (wage, University Medical Center, UPG) or upon separation occurs according to the policy maximums. If the termination or transfer process has been entered into Workday in a timely manner, any payout is distributed automatically in the next bi-weekly pay cycle following your last regular paycheck. The payout determination is based on the term date and when it is entered into Workday, not by the last day you worked.

Converting to University Staff

If a Classified employee converts to University Staff a portion of their Annual Leave will be allotted to an Annual Leave Bank for future use or payout upon separation. University Staff incorporates time off for vacation, personal time, and illness in one plan. 

Please see the website section on converting to Ustaff for more details.

Conversion to Ustaff

DHRM Policy Annual Leave 4.10

The University participates in leave sharing. This means that eligible employees can donate Annual leave to other eligible employees who experience a prolonged medically related leave of absence without pay. There is no bank of Annual leave available for employees to pull from or donate to. Leave sharing strictly involves employees donating PTO specifically to other employees.

Classified Staff employees are eligible for Annual Leave donations in accordance with the DHRM Leave Share policy.

Employees in the Traditional (Personal) Sick Plan, may also receive donations for leave related to their own illness.

Donations can only be made in the form of Annual Leave. 

University staff can donate Ustaff time to Classified Staff and Classified Staff may donate Annual Leave to University Staff; however donations cannot be made across the Academic and Medical Center divisions. 

Donations would only be applied when an employee has exhausted all of their own paid time off options.

To apply, complete the leave sharing recipient application. Once received, the leave team will review for approval to receive donations. 

Employees wishing to donate Annual Leave to another eligible employee can complete and submit the leave sharing donor application.

Annual Leave donations will not be applied retroactively more than 30 days in the past. Annual Leave donations must be applied within the same calendar year as the leave approval.

Accrual

Non- Exempt Classified Staff are eligible for compensatory leave, which provides employees with paid leave as compensation for working beyond normal scheduled hours, but not more than 40 hours per week.

Overtime Leave can be accrued in lieu of pay, for working more than 40 hours per week. 

An example of when you may earn this time off is if there is a holiday during the work week and you work additional time that week but not over 40 hours, then you would earn comp time. If you work on the actual holiday, there is a different earning option. 

Your manager can change whether your earn pay or leave for these situations by going into Workday, going to your Employee profile, then "Actions" under your photo, then clicking on "Additional Data", there is a section in the "Grandfathered Time Off" where they can place a check next to Comp Time Off. With this change, you will automatically earn Comp Time instead of pay for scenarios where you work beyond your normally scheduled hours but not more than 40 hours per week.

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

This time off does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

It can be used for time off due to illness, vacation, or personal time. 

This time cannot be donated. 

Exempt Classified Staff may retain any balance they have at the time off transfer from a non-exempt Classified Staff position but they do not continue to accrue additional compensatory time. 

DHRM Compensatory Leave Policy 3.10

Accrual

If you work on a Holiday, you may earn Comp Special time by entering "Worked Holiday- Comp Special Earned". 

Non Exempt employees may enter this time on their time card. 

Exempt employees may enter this time on their absence calendar. 

This time is earned in lieu of additional pay for your hours worked on a Holiday. Employees will earn pay for the holiday in addition to the earned time off. 

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

It does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

It can be used for time off due to illness, vacation, or personal time.

This time cannot be donated. 

Accrual

Non-Exempt Classified Staff are eligible for Overtime leave, which provides employees with paid leave as compensation for working beyond normal scheduled hours.

Overtime Leave can be accrued in lieu of pay, for working more than 40 hours per week. 

Your manager can change whether your earn pay or leave for these situations by going into Workday, going to your Employee profile, then "Actions" under your photo, then clicking on "Additional Data", there is a section in the "Grandfathered Time Off" where they can place a check next to Overtime Leave. With this change, you will automatically earn Overtime Leave instead of pay for scenarios where you work more than 40 hours per week.

The maximum Overtime Leave that can be accrued is 240 hours. Once that limit is reached, overtime will be paid as overtime pay. Employees may cash out their Overtime leave. 

For Overtime Cashout requests, please complete this form, Academic Staff Overtime Leave Cash Out Request. 

Usage and Payout

Time off is granted at supervisor discretion, whenever possible, while accounting for staffing needs and according to departmental guidelines.

This time off does not expire and will be paid out at 100% at separation or transfer to a position in which this time off is not available. 

Exempt Classified Staff may retain any balance they have at the time off transfer from a non-exempt Classified Staff position but they do not continue to accrue additional Overtime Leave. 

It can be used for time off due to illness, vacation, or personal time. 

This time cannot be donated. 

 

DHRM Policy 3.15 Overtime Leave

Sick Leave

Classified Employees in the Virginia Sickness and Disability Plan (VSDP)  have access to Sick Leave which may be taken for personal illnesses, injuries, preventive care and wellness physician visits.

Eligible employees may use 33% of their available Sick Leave for an FMLA absence for an immediate family member.

Sick Leave can be utilized during the Short Term Disability waiting period, if you are approved for Short Term Disability. Sick Leave cannot be used to supplement your disability benefits, if they drop below 100% for continuous disability benefits.

If an employee returns to work on a reduced schedule while still receiving disability benefits, they can utilize their Sick Leave to supplement their income if their disability benefits are less than 100%.

More information about Short Term Disability can be found on the Disability section of our website. 

Family Personal Leave

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.

Accrual

Sick Leave and Family Personal Leave cannot be carried over to the next year or paid out upon separation.

The Sick Leave and Family Personal Leave allotment is awarded at the beginning of each UVA leave year. If you are on a leave of absence at the beginning of the year, the time will be awarded upon your return to work. 

Conversion

If a Classified employee converts to University Staff they will no longer have Sick or Family Personal Leave. University Staff incorporates time off for vacation, personal time, and illness in one plan. 

Leave Donations

Sick and Family Personal Leave cannot be donated. 

 

DHRM Policy 4.57 Virginia Sickness and Disability Program

Traditional Sick Leave was provided to Classified employees prior to the Short Term Disability Plan offered under the Virginia Sickness and Disability Plan. 

This plan provides eligible employees with paid leave from work for reasons related to their own injury, illness, or medical appointments.

Managers must enter this time off type into Workday on the employee's behalf. 

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 up to 48 hours per leave year.

In addition, employees may use up to 33% of their available sick leave balances for family illnesses/injuries that has been designated as FMLA leave. The calculation of 33% is made at the beginning of the FMLA leave.

Accrual

Classified employees in this program will accrue sick leave per pay period based on the UVA bi-weekly leave period versus state employees who accrue five hours per semi-monthly period. The total annual accrual for a 40 hour per week employee would amount to 120 hours. 

If an employee is on leave without pay or after 90 consecutive calendar days on leave with pay accruals will cease. 

Accruals will also stop for periods of suspension, while on Layoff Leave or Temporary Workforce Reduction leave. 

Accruals will resume upon return to work.

Conversion

If a Classified employee converts to University Staff they will no longer accrue Sick Leave but the time accrued as of the date of conversion will be transferred into a University Staff Personal Sick Bank. It may be used for the same reasons outlined above but an employee may also use University Staff time for those reasons.

Payout 

Payout upon separation of Traditional Sick Leave upon separation is 25% of the employee’s accrued sick leave balance up to a maximum of $5,000.

DHRM Sick Leave Policy 4.55

Disability Credits are Sick Leave (SL) converted by employees who enrolled in VSDP between January 1, 1999 and March 1, 1999 or employees who did not opt out during October 1 – November 30, 2002.

Use of Credits

Credits may be applied to receive pay under Long Term Disability if an employee reaches LTD so that the employee receives 100% of pay instead of the disability policy payment of 60% until the disability period ends or the credits are exhausted. 

Credits may be converted to service credit upon separation or retirement.

Credits may be paid out at 25%, up to $5000, at retirement or separation. 

While employees approved for Short Term Disability, whose benefits have dropped below 100%, may use these credits in lieu of the STD benefit to receive 100% pay, use of this time is required to be taken in 8-hour increments and will decrease the balance available for service time or LTD payment. Therefore, it is not recommended these credits be used in this manner. 

DHRM Policy 4.57 Virginia Sickness and Disability Plan

VSDP Handbook

Please see the View Time Off Balances job aid. 

 

Please see the View Time Off Balances job aid for finding your balance in Workday. 

Note that for team members future balances are estimated based on potential future accrual rates. Team members receive PTO accruals based on time worked, PTO, or other paid benefit each pay period.

Kronos and Workday integrate after each payroll is processed. For any accrual earned or time taken during the current pay period, the systems will not be updated until the integration occurs, resulting in different information between the systems between pay periods. 

Your PTO accrual is driven by the "Time Off Service Date" in Workday.

To find your "Time Off Service Date"

• In Workday, go to your Profile Page by clicking on your photo in the upper right corner of Workday.
• Click on Overview on your Profile Page under your picture there. 
• Click on Service Dates at the top of the Overview Screen. You may need to scroll over to see this section. 
• View the Time Off Service Date along with your other service dates. 

For questions about your other service dates, please email askhr@virginia.edu. 

Your time off service date is determined by adding any prior benefited service with UVA Academic Division, University Medical Center, or another Virginia state agency to your most recent hire date into a benefited position.

Example: Employee has prior benefited service with the University Medical Center 2/1/2020-2/1/2025 and most recent hire date is 4/1/2025.The Employee has 1827 days of prior benefited service, so taking 1827 days from the most recent hire date of 4/1/25, their Time Off Service Date is 3/31/2020.

If you are leaving employment or transferring to a new role without your current time off plan, please see the paid time off policy applicable to your classification for the amount of any payout to expect.

Any PTO payout upon separation or transfer to a position with a different plan is paid in the pay cycle following your last regular paycheck, provided your separation or transfer is processed in a timely manner in Workday.

The payout date determination is based on the term or transfer date entered into Workday, not by the last day you worked. If your termination date is at the start of a new pay period, even if you did not work during that period, your payout will be in the check following that period. 

To research the amount of 'Use or Lose' PTO for your direct reports, use the Time Off Balance Details with Use or Lose job aid.

Some University Medical Center clinics or departments may be closed on designated holidays. 

Non-exempt team members may choose not to use PTO if their clinic or department will be closed on a holiday if their PTO balance is less than 312 hours. 

Exempt team members who do not work any portion of a holiday must use PTO.

When PTO Donations are received we confirm that recipients are eligible to receive those donations, any time applied to a recipient will be deducted from the donor's time. 

While it is a generous offer to donate time to colleagues in need, recipients may not be eligible to receive time.

We encourage University Medical Center team members to participate in the bi-annual Cash Out process and employees from both divisions to take time off to relax and rejuvenate.

Once the date for time lost has passed, the use or lose time is no longer available but if you still wish to donate the time will come out of your available balance. 

If your intention with a donation is to apply only time that may be lost, please respond to the email received when donating time off or email leave@virginia.edu, otherwise we will assume that your intention is still to donate if a recipient is eligible.