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U.Va. Human Resources
Frequently Asked Questions
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Leave/VSDP | Benefits | Workers' Compensation | Payroll | Information Management & Technology | Faculty/Staff Relations | Classification

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Leave/VSDP

Where can I find my leave balances?
Your leave balances are printed on the UVA Time Management Form (timesheet). In addition, your departmental timekeeper has access to the Leave Balance Report in Discoverer.

How can I find out what my use or lose hours are?
You should be receiving a report from your departmental timekeeper with this information; we recommend distributing this report quarterly.

How do I initiate a VSDP short-term disability claim?
Anytime you may be absent for more than 5 work days due to an illness, accident or work-related injury call Unum at 1-800-652-5602. Please be prepared to answer some basic questions for Unum such as your last day worked, physician's name, physician's address and physician's telephone number. Unum will mail an information packet with forms included to your home address.

How long may I be out on an approved VSDP short-term disability claim?
After you have fulfilled a 7 calendar day waiting period, you may be on approved short-term disability for a maximum of 125 work days.

Do I have to physically work my last day of employment?
No, an employee may charge leave on their last day with their supervisor's approval.

If I leave the University will I be paid for my VSDP sick and family personal leave?
No, employees will not be paid for any unused VSDP sick or family personal leave upon termination.

How are my disability credits used?
Disability credits may only be used to supplement your short-term disability income once you have reached a rate of 80% or 60% pay. Disability credits are used in 8 hours increments. This means you would have to use 8 hours of disability credits for each day of income replacement.

When will I receive my new VSDP sick and family personal allotments?
On January 10th of each calendar year you will be credited with your VSDP allotments.

May I use School Assistance Leave for my child's graduation from a college or university?
No, School Assistance Leave can only be used to assist preschool, elementary, middle, or high schools.

I will be off from work the day before a holiday and do not have the leave to cover this day off, will I still receive holiday pay?
No, any portion of the day before, the day following, or the day of the actual holiday that an employee is on leave without pay will result in loss of holiday pay.

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Benefits

How can I obtain the highest level of health plan benefits?
  • Check to see that your selected provider is in network before receiving services.
  • Be sure that pre-authorization for required services, such as for physical and occupational therapy services and DME, is obtained by the provider from Southern Health before receiving services. Be sure that you receive service in the time period that has been authorized.
  • Enroll in the National Network /OOA program if you or a dependent will be away from the network area for more than 90 days. http://www.hrs.virginia.edu/forms/OOAEnrollmentForm.pdf
  • Know the important deadlines related to the plan:

    • If you are an active employee, you must make changes related to mid-year qualifying events (births, deaths, marriages, divorces, etc.) within 60 days of the event or within the same plan year. See important information on enrolling newborn children in number 2 question /answer below.
    • If you are a retiree, you have 31 days from your retirement date to enroll in the retiree health plan, and 31 days to make changes related to mid-year qualifying events (births, deaths, marriages, divorces, etc.).
    • You must enroll in COBRA within 60 days of your termination date, or the date of your COBRA notice, whichever is later.

  • Know your responsibilities and reference the Description of Benefits found on the University Human Resources web site: http://www.hrs.virginia.edu/forms/descben.pdf. Be aware of plan exclusions found on page 69, such as TENS units, speech therapy for developmental delay disorders, and over-the-counter items.
My wife is pregnant; how can I be sure that our child will be covered?
To enroll your baby in the health plan, complete an enrollment application within 60 days of the birth of your new baby. If an application is received within 60 days of the date of birth, coverage will be effective retroactive to the first of the month of date of birth. Applications, received after 60 days but within the same plan year, will only take effect the first of the month following receipt of the application and the newborn’s hospital /physician bills related to the birth will not be covered retroactively.

What do I need to do for my dependent child who is going out of state to attend college?
Members who will be residing outside of the Southern Health network service area for more than 90 days can elect to enroll in the National Network and use the participating providers of the National Network in order to receive the highest level of benefits and pay the lowest cost-sharing amounts. This applies to all out-of-area participants, including retirees, COBRA enrollees and dependents who are away or at school. Members who reside outside of the United States or who do not have access to sufficient providers in the National Network will be Out-of-Area enrollees, and will not be required to use the National Network. To enroll in the National Network and OOA, you must complete an Out of Area form and submit it to the UHR Office of University Benefits before the desired start date. For more information about the National Network and OOA enrollment, see “Points to Consider” on the enrollment form, which is available at http://www.hrs.virginia.edu/forms/OOAEnrollmentForm.pdf

Providers in this new National Network can be found on the Southern Health website (www.southernhealth.com) or by contacting SHS Customer Service at 1-888-975-9557. Members enrolled in the National Network may also seek care from Southern Health participating providers.

If you do not enroll the college dependent in the National Network and he/she will be living away from the SHS network area, then the dependent will only be covered for urgent/emergent situations under the traveling coverage described below.


Am I covered when traveling out of the network?
If you or a covered family member get sick while traveling outside the service area and visit an urgent care provider, the following criteria must be met to be considered for in network coverage. You:

  • Must be traveling less than 90 consecutive days outside the network service area.
  • Could not reasonably be expected to return to the network for treatment.
  • Could not have anticipated the care before leaving the service area.
  • Are advised to contact Southern Health within 48 hours to notify them of urgent care treatment at a non urgent care facility.
For detailed information about urgent care coverage, click here.

If you have a medical emergency (see below), go immediately to the nearest appropriate medical facility. If you are admitted to a hospital, you or your representative should contact Southern Health as soon as possible to ensure proper pre authorizations are obtained.

*Remember that any follow up care must be obtained in network.


What are the criteria for coverage for emergency room care?
An emergency is the sudden, unexpected onset of a medical or psychological condition with severe symptoms that could result in serious harm to you if left untreated. Examples of conditions that require emergency room treatment include but are not limited to:

  • Severe or unusual bleeding
  • Trouble breathing
  • Suspected poisoning
  • Prolonged or repeated seizures
  • Unconsciousness
  • Severe burns

Claims for emergency room visits that do not meet emergency room criteria, such as for sore throat, may not be covered at all by your insurance.

How do I get a replacement Southern Health medical insurance card?
You may request a new Southern Health medical insurance ID card by:

  • Visiting the Southern Health website: http://www.southernhealth.com/. Click on “Members,” then “FAQs” (in the far left column), then on “ID Cards” for directions to request a new card and/or print a temporary ID card. OR
  • Calling Southern Health Customer Service at 1-888-975-9557. OR
  • Contacting the UHR Office of Employee Benefits at 434-924-4392, who can request an ID card on your behalf and /or print a temporary ID card.
How do I get a replacement PharmaCare pharmacy card?
You may request a new PharmaCare pharmacy ID card by:

  • Visiting the PharmaCare website: http://www.Pharmacare.com/index.asp OR
  • Calling the PharmaCare Customer Service toll free phone number: 1-866-UVA-3707 OR
  • Contacting the UHR Office of Employee Benefits at 434-924-4392.
How do I get a replacement Eye Benefits discount vision card?
You may request a new Eye Benefits discount vision card by:

  • Calling the Eye Benefits Customer Care Line at 1-800-621-7900 ext 4, OR
  • Visiting the Eye Benefits website http://www.eyebenefits.com. (this option is only available to actively employed subscribers with registered UVA email addresses). Click on "My Account" at the bottom of the homepage sign on with the username and password sent to you from Eye Benefits. If you do not know your username, click on "What if I forgot my User Name or Password?", and enter your UVA registered e-mail address in order to receive your login and password. OR
  • Contacting the UHR Office of Employee Benefits at 434-924-4392.
How can I get a replacement United Concordia dental card?
You may request a new Dental ID card by:

  • Visiting the United Concordia website: http://www.ucci.com/ OR
  • Calling UCCI customer service at 1-866-215-2354, and following the voice prompts to order a new ID card. OR
  • Contacting UHR Office of Employee Benefits at 434-924-4392.
Are non sedating antihistamines, such as Claritin, covered under the Plan?
The UVA Health Plan Prescription Drug Plan was enhanced in 2006 by the addition of a fourth tier for a number of prescription drugs that are not otherwise covered under the Prescription plan. With the enhanced benefit, when you use your PharmaCare card to purchase these drugs, you will pay the discounted price negotiated by UVA’s Pharmacy Benefit Manager instead of the full retail price. Although you will still pay 100% of the cost rather than a copayment, the cost will be less than the retail cost in most cases. Examples include non-sedating antihistamines, vitamins and diet pills, nicotine gum, infertility medication, travel-related drugs, and drugs not considered medically necessary, such as cosmetic drugs. Experimental or investigational drugs and other standard exclusions will not be included in the fourth tier.

Do I need to notify anyone if I move to a new address?
Yes. If you are an active employee and you plan to move to a new address, contact your employee records department to get your address updated in the employee records system (e.g. People Soft, Oracle). The address update in the employee records system will be sent to Southern Health, UCCI, and PharmaCare for active UVA Health Plan members. If you are a COBRA enrollee, retiree, or dependent of the member and you move to a new address, contact the UHR Office of University Benefits at 434-924-4392 to complete a change of address form. The UHR Office of University Benefits will notify Southern Health of the address change and effect the notification to UCCI Dental, Flex America, Pharmacare, and Eye Benefits, as appropriate.

Note: You will also need to complete an Out of Area form to enroll in the National Network /OOA plan for your health plan coverage if you will be away from the network area for over 90 days.

I want to go to an out-of-network provider because I feel he can provide the best care for my condition. What are the costs going to be for me?
Obtaining care from out of network provider will result higher out of pocket costs than using network providers. You will have to satisfy an annual deductible; pay a copayment of 25% or 40% of the allowable charge for the service, depending on your plan; and be responsible for any amount above allowable that the provider charges. And you are required to obtain preauthorization from Southern Health for Out-Of-Network services, such as for DME or procedures and tests, or entire claims can be denied. Preventive visits to an Out-Of-Network provider are not covered at all by your health plan.

Be aware that some Southern Health Out-Of-Network allowable amounts are substantially lower than out of network provider charges. You may ask Southern Health for the specific allowable amounts for specific procedure codes obtained from your doctor to be well informed of potential costs for your situation. For example the current Out of Network inpatient hospital allowable is $2,500 per day rate regardless of the billed charges.

How can I appeal a denial for a pre-authorization for procedure my doctor says I should have?
You have the appeal rights described in detail starting on page 80 in your Description of Benefits manual. Your physician can promptly call Southern Health for a peer-to-peer review if a request is denied. If this peer-to-peer review results in the procedure remaining denied (adverse decision), you can proceed with the appeal process for decisions involving Utilization Review. If requested by the member, cases involving Utilization Review (medical necessity) can be appealed through an external review panel by writing to the UVa Health Plan Ombudsman within 30 days of the final adverse decision from Southern Health.

I need to take a prescription medication that PharmaCare is denying for prior authorization. What should I do?
Your physician needs to complete a prior authorization form and send it to Pharmacare for review. Once approved, your authorization will be on file at PharmaCare and you can obtain your prescription. A similar process is in place for medications requiring Step Therapy, such as Prilosec or for Quantity Limitation override requests. Here is a website with Pharmacare forms to download if needed for your physician. http://www.hrs.virginia.edu/forms/pharmacy/

What do I need to do to add my new spouse if I marry?
When you marry, your spouse is not automatically covered under your benefits. You may enroll your spouse and new eligible dependents for coverage under the University of Virginia Health Plan by submitting a UVa Health Plan Application along with a copy of your marriage certificate within the same plan year of the date of marriage, or within 60 days, whichever is greater. Coverage is effective the first of the month following the date of receipt of the application.

What do I need to do to drop my former spouse if I become divorced?
Coverage eligibility for your former spouse under your Health Plan ceases at the end of the month that you divorce. You must complete a UVa Health Plan application to terminate your former spouse from the Health Plan and submit it to the University Human Resources Office of University Benefits within 60 days of the date of the divorce so that you will not continue to pay a premium for this coverage. You will also need to provide a copy of the signed pages of the divorce decree verifying the parties involved and the date of divorce, along with your application to terminate coverage.

Can my former spouse continue health plan coverage?
Notification of the divorce must be received by the UVA Office of University Benefits within 60 days of the divorce for the former spouse to be eligible for COBRA. Your former spouse may elect to continue health care coverage under the UVA Health Plan by purchasing coverage under COBRA for up to 36 months (refer to the Continuation of Coverage/COBRA section for more information). The spouse has within 60 days of the divorce, or within 60 days of the date of the letter of COBRA Notification from Flex America, or by the date that Plan coverage would be otherwise lost, if later, to enroll in COBRA coverage. Here is the weblink to the COBRA enrollment form: http://www.hrs.virginia.edu/forms/cobraexplanation2009.pdf

When can I increase my life insurance?
If you are a classified employee or UVA faculty, you can request an increase in life insurance coverage at anytime. You will, however, be asked to complete an Evidence of Insurability form and the life insurance carriers reserve the right to deny additional coverage. If you are a Medical Center employee covered by the Prudential Life Insurance plan, you must wait for Open Enrollment to request an increase in coverage. Medical Center, Classified or Faculty employees who have experienced a "mid-year qualifying event" like a birth or marriage can make changes to their life insurance within 60 days of the event.

What is a Flexible Spending Account?
Flexible Spending Accounts allow employees to pay for certain child care or out-of-pocket medical expenses with pre-tax rather than after-tax dollars. Employees determine the amount they want to contribute pre-tax on an annual basis - up to the $5000 per calendar year cap set by the IRS. Employees who want to participate in this program must reenroll every calendar year during Open Enrollment. New employees cannot open an FSA for medical expenses during their first year of employment.

What happens if I have money left in my FSA at the end of the calendar year?
The IRS imposes a use it or lose it rule for flexible spending account contributions. Employees who are participating in an FSA for 2006 have until March 15 of 2007 to "spend" their FSA dollars. Any money remaining in an account once the IRS deadline has passed will default back to the plan. Employees who leave the University can only file claims for expenses incurred up to the end of the month in which they terminate.

What is a tax-deferred savings plan?
A tax-deferred savings plan allows employees to save for their own retirement with pre-tax contributions. This program is sometimes referred to as the "Cash Match" plan because UVA will match 50% of what an eligible employee contributes up to a ceiling of $40 per month. The cash match ceiling for Medical Center employees hired after September 1 of 2002 is 2% of creditable compensation.

How do I open a tax-deferred savings plan? Do I have to wait for Open Enrollment?
Because the tax deferred savings plan program is voluntary, employees can open an account at any time. UVA works with three vendors for this plan - TIAA-CREF, Fidelity and Vanguard. Employees must chose a vendor and submit two vendor enrollment forms - a 403(b) and a 401(a) - plus a Salary Reduction Agreement. The 403(b) enrollment form tells the vendor how to invest the money the employee is contributing. The 401(a) tells the vendor how to invest the UVA cash match. Last but not least, the Salary Reduction Agreement tells UVA how much you'd like to contribute each pay period.

Where can I get more information on TIAA-CREF, Fidelity and Vanguard and the necessary enrollment forms?
Links to the three vendors are available on the Benefits website. Vendor enrollment forms are available on the website under "HR Forms and Publications" or you can obtain a vendor enrollment packet at the UVA Benefits Office. We are located in the Michie South Building at 914 Emmet St. across from the Harris Teeter at Barracks Road. Representatives from TIAA-CREF, Fidelity and Vanguard also come on site at the Benefits Office and Medical Center each month and are available for individual appointments.

How much money can I contribute to my tax deferred savings plan? Can I change my contribution any time I want to?
The IRS limits the amount employees can legally defer each year. For 2006 these limits are $15,000 per year for employees younger than age 50 and $20,000 for employees age 50 or older. You can change the amount of your contribution up to 3 times per calendar year. To change your contribution, you will need to submit a new Salary Reduction Agreement to the Benefits Office.

When can I access the funds I have accumulated in my tax deferred savings plan?
As long as you are actively employed in a benefited position at UVA, you cannot request a distribution from your tax deferred savings account. Once you leave University employment, you can request a distribution by contacting the vendor.

If I decide to take a distribution from my 403 (b) plan upon leaving employment with UVA, will I have to pay any taxes or penalties?
If you elect to have the distribution paid directly to you, your distribution will be considered taxable income by the IRS. Individuals who are younger than age 59 and ½ may also be assessed an additional 10% penalty for early withdrawal. If, however, you elect to roll your UVA distribution into another form of retirement savings plan - like an IRA or another employer's tax deferred savings plan - your money will just transfer from one vendor to another and will not be taxed.

Can I borrow against the value of my UVA-sponsored retirement plan to buy a house or pay for college?
None of the retirement plans offered to University employees permit borrowing.

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Workers' Compensation

My employee has been injured; how do I proceed?
Report the injury to Managed Care Innovations, University of Virginia Workers' Compensation insurance carrier by calling 1-888-627-2681. Provide the injured worker with the UVA Workers' Compensation Attending Physician form which is available on the UHR website here or call Linda Coiner in the UHR Benefits Division at 434-924-8939.

When I call the report the injury, what kinds of questions will I be asked?
Please have the following information before making the call:
  • Agency name and code
  • Injured employee's full name, date of birth and social security number
  • Date the injury occurred
  • Location of injury and names of any witnesses
  • Description of accident
  • Name of medical provider
I received a bill for medical care related to my injury, what should I do?
Contact the organization that sent it to you and inform them that it was work-related injury and ask them to send the bill to:
Managed Care Innovations
P.O. Box 1140
Richmond, Virginia 23218-1121

My doctor has prescribed a medication, what is the best way to have this filled?
Your doctor should provide you with a First Script prescription card. Please present this card to a participating First Script Pharmacy. This network includes all major pharmacy chains, grocery stores, discount stores and many single-location pharmacies. To locate a pharmacy, you may call 1-800-753-8835 or visit their website at http://www.covwc.com.

If my claim is denied by Managed Care Innovations and I disagree, what is my next step?
You will need to file an appeal with the Virginia Workers' Compensation Commission. The Commission's phone number is 1-877-368-9740.

My employee was treated in the Emergency Room; do I still need to offer them the Workers' Compensation Panel of Physicians?
Yes, follow up treatment should be provided by one of the physicians on the list.

Payroll

How do I contact Payroll?
The academic Payroll office is located on Rt. 29, across the street from the Harris Teeter at Barracks Rd Shopping Center:
UVA Human Resources - Payroll
914 Emmet St
Charlottesville, VA 22903
434-924-4350 (phone)
434-924-6306 (fax)
Interoffice Mail: Box 400127
E-Mail: payroll@virginia.edu

I would like to see my earning statement. How do I get a copy?
Payslips, or earning statements, are only available online through the Employee Self-Service portal. We are not mailing out paper statements - no exceptions will be made. You will need a username and password to access your statement. Call the Integrated System Help Desk at 243-7550 for assistance with this. The website you will need is: http://www.web.virginia.edu/dotweb/payslip/paysliphome.htm

How do I change my tax withholding information?
You can change your Federal Tax form (W-4) online through the Employee Self-Service Portal, or on paper. The Virginia Tax form (VA-4) can not be changed online at this time, therefore only paper forms can be accepted.
They can be interoffice mailed (Box 400127), mailed or dropped off (UVA HR Payroll, 914 Emmet St, Charlottesville, VA 22903), or faxed (924-6306).

Can I change my direct deposit information?
Direct deposit information can be updated at any time online through the Employee Self-Service portal. You can also change your direct deposit information by filling out a new Direct Deposit Form. We will not cancel your direct deposit, but will gladly change it.
The form can be interoffice mailed (Box 400127), mailed or dropped off (UVA HR Payroll, 914 Emmet St, Charlottesville, VA 22903), or faxed (924-6306).

How do I start, change, or stop a UVA Credit Union deduction?
UVA Credit Union deductions are handled through the Credit Union. Payroll receives a list of deductions from the Credit Union, which are then entered/deleted in the system.

I have a problem with my retirement contribution. What do I do?
IF you discover your contribution amount is incorrect, first contact the retirement vendor. If your problem is not resolved, contact Payroll.
If you have questions about the amount being contributed, or want to change the amount, contact Benefits.

When will I receive my leave payout?
Staff will receive leave payouts after the last paycheck. For example, if you worked at least 1 day into a pay period, you will receive a regular paycheck for that last period, then the leave payout will be processed for the following paycheck.

I am Classified Staff Semi-Monthly Paid Monthly. When can I see my payslips?
SMPM Staff can only see their payslips before the actual payday. Both payslips will appear before payday, not as they are processed. SMPM Staff will never see their first half payment mid-month, like Semi-Monthly paid Staff can.

I am Classified Staff Semi-Monthly Paid Monthly. Why can't I be paid Semi-Monthly?
SMPM Staff will not be allowed to switch at this point in time. Senior Administration continually looks at this possible conversion.

My timesheet was not processed in time, therefore I didn't receive a paycheck. How do I get paid?
Contact your department about the error. They must initiate the "retro pay" process with Payroll. Normally, missed pay (regular and overtime) is included in your next check.

I am a non-12 Month Faculty. What would have caused my paycheck to decrease from December to January?
Non-12 Month Faculty contribute to an escrow account to cover their health insurance during the "off-months" (ex: June, July and August for 9-Month Faculty). The cost of insurance during the off-months is divided out over the first 5 months of the year and deducted from the Faculty's paychecks.

I am a student and also working. How do I know the correct amount of tax is being withheld from my paycheck?
If you are primarily a student and are enrolled in classes at least half-time while working as a student employee, you will automatically be exempt from Social Security and Medicare taxes (FICA taxes) only. Federal and State taxes depend on what you fill out on the tax forms. Your FICA exemption is based on your enrollment status at the time payroll is processed.
During Fall and Spring semesters, once you drop below 6 credit hours (undergraduate, graduate or professional), you are not eligible to be exempt from FICA taxes. During the Summer semesters, once you drop below 6 credit hours for undergraduate, or 3 credit hours for graduate and professional, you are not eligible to be exempt from FICA taxes.
In addition, you can only be exempt from FICA while working as a wage employee. Once you are employed on a salaried assignment or as a faculty member, you are not eligible for FICA exemption.

If you are a foreign national student, contact Payroll to speak with the foreign national tax specialist at 434-924-1377.

When I change the date of which payslip I want to see online, the same payslip appears on the screen. Why?
You need to click "GO" next to the drop-down box for the screen to update to the new payslip.

What is GTL?
GTL stands for Group Term Life, which is the life insurance the University carries on your behalf (two times your salary). All life insurance greater than $50,000 is subject to FICA taxes. The insurance policy is an employer paid benefit but we must withhold FICA taxes on any amount exceeding the $50,000 per IRS regulations.

When do I get paid?
Semi-Monthly Staff are paid on the 1st and 16th of every month.
Semi-Monthly Paid Monthly Staff receive 2 payments on the 1st of every month.
Faculty are paid on the 1st of every month.
Wage employees are paid every other Friday.
If any pay day falls on a weekend, you will be paid on the Friday before. If payday falls on a holiday, you will be paid on the last open business day prior to the holiday. If payday falls on the last day of the quarter, you will be paid on the 31st, unless it falls on a weekend on holiday, in which case you will be paid on the prior business day. You can see the payroll payday schedule online.

When are W-2s mailed out?
By law, Payroll must mail out W-2s by January 31. They are mailed to your current address in the system, so all changes must be made by HR Employee Records or your department by the end of the calendar year to ensure accuracy. W-2s are not forwarded by the post office, and therefore will be returned to Human Resources. You will then have to contact us to receive your form. Current employees can access a valid W-2 copy online, through the Employee Self-Service portal.

Why did my Commonwealth of Virginia Campaign (CVC) deduction stop?
The CVC is an annual state-wide charity drive. Payroll deductions are based on a calendar year, not school year. You must renew your contribution each Fall since it does not continue from year to year.

I claimed "exempt" on my W-4 federal withholding and/or Va-4 Virginia State withholding form(s). Do I need to make this claim every year?
Yes. You must submit new forms each year, no later than February 16th. Failure to do so will result in our withholding at the default "Single/0" rate.

Information Management & Technology

How do I request submit a request for information that is needed to conduct business related to the organization in which I work?
The office of IM&T is available to provide the University business community with data needed in order to more effectively conduct University business. If your organization has the need for specific data, you may send an email to the UHR Helpdesk or phone 924-4427. Please provide your name, department, information being requested, what timeframe you are working with and how you plan on using the data.

How do I request a Freedom of Information Act Request (FOIA)?
  1. You may request records by U.S. Mail, fax, e-mail, in person, or over the phone. FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA.
  2. To request records from the University of Virginia, contact Carol Wood, Assistant Vice President for University Relations. She can be reached at TEL: (434) 924-1400; P.O. Box 400229, Charlottesville, VA 22904-4229; FAX: (434) 924-0938; E-MAIL: cwood@virginia.edu. You may also contact her if you have questions about requesting records.
  3. Your request must identify the records you are seeking with "reasonable specificity." This is a common-sense standard. It does not refer to or limit the volume or number of records that you are requesting; instead, it requires that you be specific enough so that we can identify and locate the records that you are seeking.
  4. Your request must ask for existing records or documents. FOIA gives you a right to inspect or copy records; it does not apply to a situation where you are asking general questions about the work of the University of Virginia, nor does it require the University of Virginia to create a record that does not exist.
  5. You may choose to receive electronic records in any format used by the University of Virginia in the regular course of business.
  6. If we have questions about your request, please cooperate with staff's efforts to clarify the type of records that you are seeking, or to attempt to reach a reasonable agreement about a response to a large request. Making a FOIA request is not an adversarial process, but we may need to discuss your request with you to ensure that we understand what records you are seeking.
Faculty/Staff Relations

Who can use F/SR services?
Any salaried or wage classified or faculty employee (non-management and management) can use our services.

Are your services confidential?
Yes. We would only discuss your issues with others outside of UHR if you give us your permission to do so. The only exception to this guarantee of confidentiality is if there appears to be threat of harm to yourself or others or if you disclose unlawful activity by yourself or others.

What sorts of services do you provide?
We provide an array of counseling and conflict resolution services, including formal mediation. We provide policy interpretation and guidance in the rights and responsibilities of all members of the University community. We administer the performance management process, the Standards of Conduct, the State Grievance Procedure, Unemployment Compensation and Service Awards, to name of few of our programmatic responsibilities.

What do I do if I am having problems with my supervisor?
We would arrange a confidential meeting for you with one of our counselors to discuss your concerns. We would assist you with exploring your options and looking at ways to approach the situation. If you agreed, we could involve your supervisor in future discussions to try to resolve workplace conflicts.

Whose "side" are you on?
Our office does not serve as an advocate for either employees or management in a workplace conflict. We are a "neutral" resource that tries to assist in a situation in a balanced way to achieve a workable outcome for all parties. At times, the outcome will not be satisfactory to one party or the other in the dispute, but we can assure you that the process of getting to a conclusion will be consistent with laws, policies, acceptable business and ethical practices and precedents.

How are your services different from EOP and the Ombudsman?
EOP specializes in issues of unlawful discrimination. If you come to F/SR with that sort of issue, we would likely refer you to EOP to discuss your concern.
The issues that the Ombudsman might handle could certainly have overlap with F/SR. (A major difference is that the Ombudsman works with students and F/SR does not.) F/SR deals more directly with policy issues and with administering the performance management process and the disciplinary processes. Both offices offer confidential conflict resolution. The choice of who to work with is entirely up to the employee and because our three offices work closely together, if any of us think another office might be better suited to handle a particular situation, we would not hesitate to make a referral.

Do I have to charge leave balances to come see you?
If you obtain your supervisor's permission to visit our office during work hours, you do not need to charge leave balances. If you choose not to disclose to your supervisor that you are talking with F/SR, you would have to request leave through your normal process and charge an appropriate balance. F/SR will also make arrangements to see clients over lunch hours or after normal work hours, if special needs arise.

I want to talk to you, but I am afraid. What do I do?
As previously stated, all contacts to F/SR are confidential, with the noted exceptions. If you just want to talk about what's going on and discuss your options, without your management being involved, we will honor that. However, most conflicts cannot be resolved unless both parties sit down together to work things out. State policy strictly prohibits retaliation against an employee for exercising his/her rights in the workplace. F/SR takes this protection very seriously and will make every effort to insure that you are not subjected to retaliatory behavior as a result of exercising your rights as an employee.

Classification

What is position classification?
Position classification is the analysis of observable work activities and assigned duties and responsibilities associated with a particular job or group of jobs. See Understanding UVa Position Classification.

Which types of positions are established and changed by UHR Compensation Management?
This division receives all management-initiated position actions for Staff, Administrative General Faculty (FA position number) and Professional General Faculty (FP position numbers). FA and FP positions actions are first sent to the Office of the Vice President and Provost for initial review. The Office of the Vice President and Provost routes the completed forms to our division for additional review and final processing.

I need to establish a new position. What paperwork should I complete?
For all position types, a Position Action Request Form (PAF) must be competed. For Staff positions, a PAF along with a completed Employee Work Profile (EWP, Parts I and II only), and an Organization Chart (See Sample Organization Chart) make up the request packet. For FA and FP positions, a PAF along with a completed Administrative/Professional Faculty Position Justification and Description Form and Organization Chart make up the request packet. See How to Establish a Position.

How long does it take to establish or change a Staff, FA or FP position?
UHR Compensation Management juggles multiple projects; however, we have established targeted timelines with priority of review based on the type of request and, in some cases, type of position. See Classification Timelines.

Are there any factors that delay the completion of a position action within the projected timeline?
While it is our goal to address the urgent needs of all our customers within the timelines, there are several factors that may impact the timely review and completion of position actions. High volume receipt of position action requests, receipt of incomplete or inaccurate documentation as well as special divisional/departmental projects are typical factors that affect us. There are instances when the position action request proposes a precedent setting classification and/or compensation outcome that may require meetings among stakeholders, both in and outside of the requesting department, that take time.

I need to change a work title on a position. What do I do?
Submit a completed PAF only to this division with proper signatures. This type of request is a Position Attribute Change. In HRMS, a work title is called a position attribute which is a position characteristic that is included within the fields of a position's record in Oracle. Other position attributes are organization code, role (job) title, appointment type (for faculty only), location, number of work hours per week, number of months per year, health care license requirement, drug testing requirement, and telecommuting approved. Typically, neither an EWP (for staff positions) nor an Administrative/Professional Faculty Position Justification and Description Form (for FA and FP positions) is required for this type of request unless there are extenuating circumstances discussed between the requesting department and this division.

Is a change to a role (job) title for a staff position a position attribute change?
No. When a staff position's role (job) title changes, it is a role change as defined in the State Compensation Plan*. FA and FP positions are not subject to the State Compensation Plan. See How to Role Change or Redefine a Position.

I am a staff employee. When will I get a raise?
Raises (salary increases) are not automatic for staff employees. However, when they occur, they are either management-initiated or state-initiated. A management-initiated increase occurs when a manager has justification to use a pay practice (e.g., temporary pay, role change or in-band adjustment) to pursue an increase for a staff employee. State-initiated increases occurs when the Governor and General Assembly formally approve adjustments that affect the pay band (salary ranges) and/or pay increases for staff employees (e.g., performance increases, probationary increases).

As a staff employee, I believe that my current classification is incorrect. Can I submit paperwork to request that my position be formally reviewed?
No. All position action requests are management-initiated. You may want to initiate a discussion with your supervisor and/or manager if you have concerns about your current classification. S/he will decide if a position action request should be submitted to our division for formal review.

Is there any way I can get a salary increase during a formal review of my staff position?
This depends on several factors. A manager may submit a formal position action request to review your position for a role change (movement to a different role in a higher, lower or the same pay band). If the request is approved and your position is moved to a different role title in a higher pay band (upward role change), it may result in a 0-10% base salary increase as subject to your manager's discretion. If the request results in movement to a different role title in the same pay band (lateral role change), it too may result in a 0-10% increase in your base salary as subject to your manager's discretion. However, the increase associated with a lateral role change counts towards the fiscal year 10% cap for In-Band-Adjustments (IBA's). In either case, the adjusted base salary cannot exceed the maximum of the assigned pay band. See How to Role Change and Redefine a Position.

What is the difference between a role change and redefinition?
As it relates to staff positions, a role change is a significant change in duties and responsibilities that results in a non-competitive movement to a different role in a higher, lower or the same pay band. A redefinition is a change in the duties and responsibilities that does not warrant a change in the role (job) title. See How to Role Change and Redefine a Position.

Can all positions be role changed?
No, only staff positions are subject to role changes as defined by the State Compensation Plan. See How to Role Change and Redefine a Position. FA and FP positions, on the other hand, are not subject to the State Compensation Plan. They may be redefined resulting in an updated position description, change in work title and/or other position attribute changes.

If a role change of my staff position is approved and I'm to receive a base salary increase, how far back is the effective date?
The effective date of a role change will be prospective (future pay period), not retroactive (past pay period). Exceptions are rare and are handled on a case by case basis. See University Compensation Policy Regarding the Use of Effective Dates.

If my staff position is approved as a redefinition, will I receive a base salary increase?
No. A redefinition - a change in the duties and responsibilities that does not warrant a change in the role (job) title) - does not result in a base salary increase.