Medical Center Employee PTO Cashout

Medical Center employees with over 40 hours of time off are eligible to request a PTO cash out twice yearly.  Cash-out requests must be made in Workday.

Spring 2024 Cash Out Guidelines

• Medical Center employees may only cash out their PTO in Workday between May 30 and June 9.
• Eligible hours for PTO cash out are based on the amount of PTO you have accrued as of the pay period ending May 25. 
• You must maintain a 40-hour reserve after the cash-out: 
  • You may not request hours that would make the balance negative. 
  • You may not request hours beyond the maximum allowed for cash-out (see policy)
• If you have a negative cash-out balance, the option to cash out will not be presented in the system.
• Cash-out payments will be included in the June 14 paycheck.
• New employees (under 60 days) are not eligible to request a cash-out. 
• Managers are not allowed to request PTO cash-outs on behalf of their employees
• Please see section 315 of the Health System PTO cash-out policy for more information. 

As always, if you have questions or concerns, please reach out to the HR Solution Center at askhr@virginia.edu

Instructions to Cash Out in Workday

The process in Workday is only for requesting PTO cash-out.  All other PTO requests should be made in Kronos as usual.

Cash-out requests must be entered in Workday through the Manage Absence report, following these steps: 

1. Check your PTO cash-out allowance by entering June 8 in the Select As Of Date field to the right of the calendar.  You may request up to the amount of hours shown under Cash Out Max Allowed.
2. From the Manage Absence calendar, select June 8.
3. Choose the Absence Type:  MC Cash Out.
4. If you need to change the amount of hours you submitted, you can edit your absence through the report up until the deadline.

For guidance on using the Manage Absence report, consult the Request Time Off Job Aid. 

As always, if you have questions or concerns, please reach out to the HR Solution Center at askhr@virginia.edu.

Error messages Employees might encounter:

Cash Out request entered outside the date range:

• Employees must maintain a 40-hour reserve after cash out
  • They cannot request hours that would make the balance negative
  • They cannot request hours beyond the maximum allowed for each cash-out period (see policy).
  • If an employee has a negative cash-out balance, the option to cash out will not be available in Workday

Enter Cash Out on the last day of the pay period:

• All other Time Off requests should be entered in Kronos as per usual.