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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. Cash-out requests must be made in Workday.

  • Medical Center employees may only cash out their PTO in Workday between November 04 and November 14.  They can view their available balances starting on October 30.
  • All requests should be dated as of November 13 within Workday.
  • The payout will be included in the November 19 paycheck.
  • Employees can request a 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 for Fall 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. 
  • After October 30, an employee can view their cash out taken from their ‘ Absence Balance’ by clicking  into ‘Absence paid year-to-date’
  • The process in Workday is only for requesting PTO cash out.  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 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.