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U.Va. Human Resources
Semester at Sea for Classified and Staff Employees Benefit Considerations
You are advised to contact a benefits counselor in UVa Human Resources at least one month before your voyage, 924-4392. Health insurance coverage, the MEDEX travel assistance program, prescription drugs, identification of beneficiaries, and establishing power of attorney are topics to review. You are similarly advised to contact your personal physician and the Travelers Clinic at the University of Virginia (924-9677) at your very earliest convenience. Multiple immunizations and malaria prophylaxis may be required for entry to some of the countries you will be visiting and scheduling these vaccines may take weeks to months.

I. Employees who will be working for the Institute for Shipboard Education

Employee shall seek approval for leave from supervisor and appropriate Dean or VP. At the discretion of the department and senior leadership and based on department’s ability to operate fully in the absence of the employee, leave without pay for agency convenience will be granted for up to a period of 4 months.

The leave from the University will be with no pay. Any compensation you receive will be from the Institute of Shipboard Education. The following is a summary of how leave without pay for agency convenience (eligible for up to 4 months) affects your benefits:

Retirement Plan:
  • Not eligible (No UVa Contribution, No employee cost)
  • VRS service time is not accrued during the leave period. Carefully consider the impact this may have on your future retirement plans as these months of leave will not be credited as time or months worked for VRS retirement purposes.
Life Insurance:
  • Eligible for duration (UVa pays full cost, No employee cost)
Disability Insurance:
  • Eligible for duration (UVa pays employer cost, No Employee cost)
Work Related Travel Immunizations
  • Benefit-eligible U.Va. employees may be eligible for a work-related travel benefit for medications and immunizations required for work-related travel abroad. To be eligible for this benefit, the employee must complete a Request for Services form and get an evaluation and immunizations at the UVa Travelers clinic and follow the specific procedure described here. For questions regarding this benefit, please call the Office of Employee Benefits at (434) 924-4392.

Health Insurance:
  • Eligible for duration (UVa pays employer cost, Employee pays employee cost)
  • For voyages 90 days or greater in duration, the Employee can contact the Office of Employee Benefits to discuss impact on benefits while “out-of-area” and to have any necessary prescriptions filled in advance of departure.
  • The employee will be billed for the employee cost of health insurance during the leave period. While the employee is away at sea, arrangements should be made to ensure timely payment for the health plan, or payment in advance.
II. Employees who will be accompanying the ship for personal reasons

Employee shall seek approval for leave from supervisor and appropriate Dean or VP. At the discretion of the department and senior leadership and based on department’s ability to operate fully in the absence of the employee, leave without pay for personal reasons can be granted for up to a period of 6 months.

The leave from the University will be with no pay. The following is a summary of how leave without pay for personal reasons (eligible for up to 6 months) affects your benefits:


Retirement Plan:
  • Not eligible (No UVa Contribution, No employee cost)
  • VRS service time is not accrued during the leave period. Carefully consider the impact this may have on your future retirement plans as these months of leave will not be credited as time or months worked for VRS retirement purposes.
Life Insurance:
  • Eligible for duration (UVa pays full cost, No employee cost)
Disability Insurance:
  • Eligible for duration (UVa pays employer cost, No Employee cost)
Health Insurance:
  • Eligible for duration (No UVa contribution, Employee pays employer and employee cost)
  • For voyages 90 days or greater in duration, the Employee can contact the Office of Employee Benefits to discuss impact on benefits while “out-of-area” and to discuss Plan requirements to have any necessary prescriptions filled in advance of departure. Pre-payment of health plan premiums may be required to request more than 3 months’ supply of prescriptions.
  • The employee will be billed for the employee and employer cost of health insurance during the leave period. While the employee is away at sea, arrangements should be made to ensure timely payment for the health plan, or payment in advance.