UVA is committed to balancing the demands of your workplace, your individual needs, and the needs of your family. The University complies with the Family and Medical Leave Act of 1993 (29 U.S.C. 2601 et seq., and Regulations 29 C.F.R Part 825).
Family and Medical Leave (FMLA) is a job-protected leave without pay (or use of your accrued leave with pay) for up to 12 work weeks (26 weeks for qualified Military leave). For Academic, Medical Center, UPG and Wise employees, entitlement is based on a rolling 12 month period.
Reasons specified in the FMLA include:
Eligible employees for Academic, Medical Center, and Wise employees must have been employed with UVA or the Medical Center for:
Eligible employees include University Physicians Group who have been employed at UPG for both:
All employees at UVA, including the Medical Center, contact our partner Unum to apply for Family Medical Leave by calling 866.269.0979. Employees may access the Unum website to provide requested documentation or report intermittent absences. Please note that upon the first visit to the website, you will need to register for an account.
To apply for disability, see the HR Disability page. Disability coverage helps protect your income when you can’t work - whether from illness, injury, pregnancy, surgery, or another condition.
UPG employees, see the section labeled for UPG.
The Academic and Medical divisions of UVA measure usage on a "rolling" 12-month period. This time is measured backward from the date an employee uses any FMLA. An employee who uses FMLA earns it back 12 months to the date after they used it. For example, if an employee took 8 hours of FMLA on July 20, 2020, they earn 8 hours back on July 20, 2021.
Academic staff tracking:
FMLA is unpaid, in order to receive pay while on FMLA employees have the following options:
Short Term Disability, if eligible, when an employee is out for their own health condition.
Paid Parental Leave, if eligible, following the birth or placement of a child.
Medical Center team members are required by the Medical Center Leaves of Absence Policy to use PTO while out on FMLA not associated with Short Term Disability or Paid Parental Leave.
For the duration of continuous or intermittent FMLA not concurrent with Short Term Disability or Paid Parental Leve employees or supervisors would enter the appropriate time off into Workday or Kronos.
If approved for Short Term disability or Parental Leave, the pay will be managed via the leave status in Workday by the Leave Team.
Please contact Guardian, UPG’s third party vendor, to submit FMLA claims. Your information will be verified by a leave claims analyst who will answer any questions you may have. You will be notified of the status of your FMLA claim once it has been processed, and a copy of the initial request and decision will be sent to your supervisor.
*You will need to create a UserID with Guardian if you haven’t done so before, using UPG’s Group Number #00035294 and your UPG Employee ID, which is the 9-digit number on the back of your ID badge or in listed Workday (not your SSN). This will take you to all your benefits you are enrolled in with Guardian through UPG, as well as the site to start your leave claim.
When absence from work is foreseeable, an employee must provide at least 30 days’ notice before taking leave. When a 30 day notice is not possible, the employee must provide notice as soon as practical and follow normal procedures to notify the supervisor of their absence from work.
For more information on a UPG Leave of Absence, please email: UPG_FMLA@uvahealth.org or go to the UPG go to the UPG Benefits page.
Detailed descriptions of FMLA Policies by employee type: