University Staff Leave

The University Staff Leave Plan combines three types of paid leave—annual, sick, and family/personal—into a consolidated leave program. Advantages of this program include the following:

  • Employees have more flexibility in how they use their time off
  • Staff can use an accumulated leave bank for more vacation days
  • Classified Staff who switch to University Staff status can bring accrued annual leave into the new system
  • For A&P Faculty who switch to University Staff status, the number of annual leave days could be higher than the current allotment, depending on the years of employment

Leave Schedule

All of your leave days are allotted at the beginning of the leave year, before you actually accrue them, to offer more flexibility. The leave year begins with the first day of pay period one and ends on the final day of the last pay period (see the payroll calendar in resources below). Pay period one is always the week including January 1.

  • New hires or rehires receive leave at a prorated rate for the leave year in which they are hired or rehired
  • Part-time salaried employees earn leave at a rate proportionate to their part-time status (hours worked)
  • Employees hired on or after July 1, 2006 are considered University Staff (excluding Faculty appointments)

Leave Accrual and Carry-Over

Full- and part-time (20–40 hours per week) salaried University Staff accrue paid leave based on years of service, as follows:

Years of Service Accrual Days Per Year Maximum Annual Leave Carry Forward/
Cash Out After Leaving
< 3 22 22
3-6 24 24
7-9 26 26
10-19 28 28
20+ 30 30

This table does not include paid holidays, which range from 11 to 15 per year.

Rules for Carrying Forward

There is only one type of leave, so all leave is available for carry forward.

  • The maximum number of days that can be carried forward is equal to one year’s accrual amount
  • The carry-forward hours serve as the beginning balance on to which the next year’s annual leave time is added
  • For those Classified Staff who move into the University Staff Human Resources Plan with annual leave balances in excess of the employee’s carryover limit in the leave plan, the excess amount will not be lost upon conversion

Rules for Cashing-Out

University Staff are paid for unused hours at 50% of their value once the amount of annual leave goes beyond the maximum hours allowed for carry forward. To receive this cash-out, employees must have used a minimum of 10 days during the leave year.

The following categories of leave do not count toward the 10-day requirement:

  • Agency Closing
  • Bone Marrow or Organ Donor Leave
  • Civil- and Work-Related Leave
  • Educational Leave
  • Emergency/Disaster Leave
  • FMLA
  • Family Sick Leave
  • Jury Duty
  • Military Active Duty Leave
  • Military Physical Leave
  • Officer of Election Leave
  • School Assistance and Volunteer Service Leave
  • Short-term Disability Leave
  • Sick Leave
  • University Leave Sick Bank
  • Workers Compensation Leave

This minimum usage requirement is intended to encourage employees to take some time off to relax and rejuvenate. Cash-out payment may be received as taxable income, or it may be deposited into a tax-deferred savings plan.

Leaving Mid-Year

If you leave UVA during the course of the year, the time used and the time accrued are reconciled.

  • Leave accrued, but not used, is paid to you two weeks after you receive the last check for hours worked
  • Leave used, but not accrued, is either subtracted from your final paycheck or invoiced through Accounts Receivable if the amount owed to UVA exceeds the net amount of the final paycheck

You may use all of your University Leave at the beginning of the leave plan year, but you will officially accrue that leave over the course of the year. When you leave the University in the middle of a leave year, you will only be paid for unused leave that you have accrued up to that point in time.

Non-Accruing Leave

The University Staff Leave Plan will continue other categories of leave from the State system. The following leave types are available to University Staff:

  • Compensatory and “Comp Special” Leave
  • Civil and Work-Related Leave (was Administrative Leave)
  • Educational Leave
  • Emergency/Disaster Leave
  • Leave to Donate Bone Marrow or Organs
  • Leave Without Pay
  • Military Leave
  • Military Physical Leave
  • Recognition Leave
  • Overtime Leave
  • School Assistance and Volunteer Service Leave

These types of leave do not accrue, but are available for use as needed. For example, if an employee must serve on jury duty or volunteers for the Day of Caring, that time is allowed in addition to the University Staff Leave Plan and is not deducted from University Leave.


Requesting Leave

Employee’s responsibility

  • Inform supervisor as far in advance as possible of request for University Leave and time away from job, following departmental procedures
  • Manage time away from work, time worked, and leave used in a way that demonstrates accountability to the entities (taxpayers, Board of Visitors, fees paid by students/faculty/staff, grants, etc.) funding the employee’s salary
  • If absence is for illness, inform supervisor daily of status, following departmental procedure
  • Inform supervisor of any change of plans that affect leave request
  • Provide verification of illness from a healthcare provider if required by department

Supervisor’s/Department’s responsibility

  • Approve use of University Leave and time away from job
  • Give prior notification to employee if verification is needed for an illness
  • Have employee, timekeeper, supervisor, or designated representative enter leave on the online timecard by selecting the leave type: University Leave
  • Make corrections by submitting a paper timesheet to the UVA HR Leave Division, AskHR@virginia.edu, 434.982.0123
  • Manage staff’s time away from work so business needs are met, ensuring accountability for the expenditure of salary dollars

UVA Human Resource’s responsibility

  • Provide information and counseling on University Leave to employee and department
  • Ensure time and leave are entered appropriately

Tracking Your Leave

  • Non-exempt University Staff are required to track leave in 15-minute increments
  • Exempt employees have the option to track leave in increments of four hours (half days)
  • Part-time exempt University Staff and exempt University Staff working an alternate work schedule may track leave taken in increments of one half of their daily work schedules

Exempt employees are paid an established annual salary and are expected to fulfill the duties of their position regardless of hours worked.


Resources