Need web time entry assistance? Review instructions for submitting web timesheets (and what to do if you miss the deadline).
Annual leave accrues at the rate of 8 hours per pay period (24 days per year). Leave is pro-rated for employees working less than 40 hours per week. Leave may be accumulated up to 40 days (320 hrs) per calendar year.
During the last pay period of the leave year (December 25 - January 9), leave taken is removed from the leave balance and the carryover limits are applied. After that, the leave accrual for the pay period is credited and available for use on the first day of the new leave year. This means that an employee's starting leave balance may exceed the previous year's carryover limit.
University Sick/Disability and Paid Dependent Leave Plan
Eligible employees may elect the university sick and disability plan that offers 120 calendar days of paid sick/disability and paid dependent leave. Please note that ORP participants are automatically enrolled in this plan. Employees who use all or any portion of the initial 120 days of paid disability leave during any contract year shall be credited with up to 30 additional days of paid disability leave effective the beginning of each subsequent contract year. All eligible employees may not accumulate or use more than 120 days of paid disability leave during any contract year.
When employees on 12-month contracts take disability/sick leave for more than ten working days (cumulative) or when they take annual leave, they must report their leave on timesheets (available under the “Employee” tab on Banner).
The following kinds of dependent care leave may qualify for up to 120 days of paid leave:
Eligible employees may not take more than 120 calendar days for sick leave and/or paid dependent care leave.
Access the Faculty Handbook for more information.
Access the Professional Handbook for more information.
Virginia Sickness and Disability Program (VSDP)
If you choose the Virginia Retirement Plan, you may choose to enroll in the Virginia Sickness and Disability Program (VSDP) rather than the university's Long Term Disability plan. VSDP provides eligible employees with income security when they cannot work due to a partial or total disability. The program includes sick, family and personal leave; short-term disability; long-term disability and a long-term care program. VSDP benefits cover non-work related and work related conditions. Employees must satisfy a one year waiting period to be eligible for short-term and long-term disability; as well as long-term care. Only participants who elect VRS as their retirement plan are eligible to participate in the VSDP plan.
Access the VSDP Handbook for more information.
This sickness and disability leave program provides employees supplemental or replacement income during periods of partial or total disability.
Who Is Covered
Effective January 10, 2003 all active employees were converted to VSDP unless they opted out. (Employees hired after January 1, 1999 were automatically enrolled in this program. Active employees were given the option to opt into this program until April 24, 1999.)
Effective Coverage Dates
The effective coverage date is the first day of employment and includes sick leave, family and personal leave, short-term and long-term disability coverage for work-related illnesses or injuries and long-term care benefits.
If you were hired or rehired effective July 1, 2009 you must complete one year of continuous employment before becoming eligible for short-term and long-term disability coverage for non-work related illnesses or injuries.
New Employee Sick and Family/Personal Leave
This leave does not carry over. The following set hours will be initially credited on your first day of employment.
Full-Time or Quasi Full-Time:
Annual Renewal of Sick and Family/Personal Leave
This leave does not carry over. VSDP leave is credited as follows on January 10 each year.
Full-Time or Quasi Full-Time:
When to Use Sick Leave vs. Family and Personal Leave
Sick leave may be used if you are sick or injured, or for medical appointments. Your supervisor may request the proof of any illness requiring the use of sick leave. Family and personal leave can be used for any reason, such as but not limited to vacation, personal sickness, or sickness or death of a family member.
When to Use Disability Leave
A VSDP eligible employee may qualify for short term disability benefits if they experience an illness, surgery or accidental injury that requires the employee to be absent from work more than seven (7) calendar days.
Note: Employees with VSDP must call the Reed Group at 877-928-7021, the state disability administrator to initiate disability benefits as well as University Human Resources to complete forms. To schedule an appointment with University Human Resources regarding your absence, please contact [[AskHR]].
Provided to employees who are enrolled in VSDP upon the birth or placement of a child to allow time for bonding. Up to 320 leave hours may be available for eligible full-time employees to use within 6 months of the birth or placement. Detailed information about the program is available in the parental leave frequently asked questions page.
Administrative Leave (Civil and Work-Related Leave)
Provided to employees for these purposes:
Administrative leave will not be granted for use by an employee:
Documentation (summons, subpoena, letter from State agency verifying interview, approval from the Chief Human Resources Officer for resolution of work-related problems, or any other documentation verifying compliance with this leave policy) must be provided to your supervisor in order for him or her to verify that the absence qualifies for the use of administrative leave.
To use administrative leave for jury duty, an employee must surrender the jury duty pay to his or her supervisor, who will then submit it to the Bursar’s Office. If an employee chooses to keep the jury duty pay, then he or she must use another type of leave for their absence from work. If an employee serves on a Virginia Circuit Court jury, then he or she may keep the jury duty pay and use administrative leave for the absence from work.
Community Service Leave (School Assistance and Volunteer Service Leave)
Provides employees 16 hours of paid leave for services within their communities through school assistance or as a volunteer member of a community service organization.
For school assistance, employees may:
For homeschooling, employees may be granted paid leave under this policy to assist in the education of their child (or step-child or child for whom the employee has legal custody) in state-approved home education curricula, including meetings with local school board officials and required field trips.
For volunteer service, employees may be granted paid leave under this policy to provide voluntary service as part of an organized service project sponsored by a community, national or other service organization. Some examples include:
Employees with reduced appointment receive hours proportionate to the percentage of hours they work in a full 40-hour workweek.
Leave to Donate Bone Marrow or Organs
Provides eligible employees with an additional 30 workdays of paid leave to donate bone marrow or organs. Medical certification is required for approval.
Family Medical Leave Act (FMLA)
The Family Medical Leave Act (FMLA) (pdf) is a law entitling eligible employees to take unpaid leave in certain situations where the employee, or a member of the employee’s immediate family, suffers a qualifying injury or illness. An eligible employee is an employee who has been employed for at least one year, and who has worked 1,250 hours within the previous 12-month period. The required 1,250 hours do not have to be worked during consecutive months. The hours of work requirement applies to the 12 months immediately preceding the start of leave date.
Eligible employees are entitled to 12 weeks of unpaid FMLA leave, which is equivalent to 480 work hours, or 60 workdays.
Employees receive 13 paid holidays per year. For the most current information, please visit the Provost's Faculty & Staff Holiday Schedule.
* The university shifts these state holidays to the winter break (Christmas through New Year's Day) to enable the university to close during that period. Essential personnel may be required to work during these times. This leave is non cumulative and no severance payments are made with respect to unused holiday leave.
Still Have Questions?
For answers to frequently-asked leave questions, please review the Professional Leave FAQ page.