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PTO Cash Out

Twice yearly, Medical Center employees with over 40 hours of time off are eligible to request a PTO cash out. This year, cash out requests must be made in Workday.

Medical Center employees have from November 7 to November 17 to submit their PTO cash out; note that you must choose November 16 in Workday as the date of your request.  Cash out payments will be included in your November 22 paycheck. 

Follow these steps to submit your cash out request:

  • Review the job aid for step-by-step instructions.
  • Your cash out can be requested any time between November 7 and November 17 in Workday.  You can access Workday online anywhere with an internet connection
  • Please note:  you must select November 16 as the date of your request
  • Your cash out request cannot exceed the allowed maximum of 80 hours.  You must have a minimum remaining balance of 40 hours.
  • You cannot enter more than one cash out request.  If you would like to adjust your request, you must delete the initial request and resubmit.
  • The process in Workday is only for requesting PTO cash out.  Please continue to submit other time off requests as usual in Kronos.
  • Please see section 315 of the Health System PTO cash out policy for additional information.

The next PTO cash out period will be announced this fall.  As always, if you have questions or concerns, please reach out to the HR Solutions Center at 434-243-3344 or askhr@virginia.edu

PTO Cash Out Common Concerns

  • Medical Center employees may only “cash out” their PTO in Workday between November 7 and November 17.  They can view their available balances starting on November 7.
  • All requests should be dated as November 16 within Workday.
  • All other Time Off requests should be entered in Kronos as per usual.
  • Employees can request cash out of all but 40 hours of their PTO
    • They cannot request hours that would make the balance negative
    • They cannot request hours beyond the maximum allowed 80 hours.
    • 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 initial entry, but employees will need to delete the previously entered, row, click “submit” and start again from scratch.
  • If employees miss this window to cash out their PTO, there will be another window in the fall.
  • New employees (under 60 days) are not eligible to request cash out
  • Managers are not allowed to request PTO cash outs on behalf of employees. 
  • After November 17th an employee can view their cash out taken from their ‘ Absence Balance’ by clicking  into ‘Absence paid year-to-date’

 

 
 

Error messages Employees might encounter:

Cash Out request entered outside the 5/23 – 6/2/19 date range:

 

  • Employees can request cash out of all but 40 hours of their PTO
    • They cannot request hours that would make the balance negative
    • They cannot request hours beyond the maximum allowed (80 hours).

 

 

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

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