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.
Fall 2023 Cash Out:
- Medical Center employees may only cash out their PTO in Workday between November 02 and November 12.
- All requests should be dated as of Nov. 11 within Workday.
- Eligible hours for PTO cash out are based on the amount of PTO a team member has accrued as of the pay period ending October 29.
- The payout will be included in the Nov. 17 paycheck.
- 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 Cash Out (see policy).
- If an employee has a negative cash-out balance, the option to cash out will not be available in Workday
- Cash-out requests can be corrected or adjusted after the initial entry, but employees will need to delete the previously entered, row, click “submit” and start again from scratch.
- 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 employees.
- The process in Workday is only for requesting PTO cash out.
- All other PTO requests should be made in Kronos as usual.
- Please see section 315 of the Health System PTO cash-out policy for additional information.
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.