Information for employees

Important information for faculty and staff: Updated August 6.

Following a successful spring semester, and with great anticipation for a more traditional fall semester at the U, click here to read the latest updates. 

Information on covid vaccination 

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Information on remote work

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  • Can employees work from home?

    The University’s plan for a more traditional fall semester means that many employees will transition back to campus. All employees who directly support students or faculty should plan to safely return to on-site work, either fully or partially, by Aug. 1, and should be fully vaccinated or have an approved exemption. Teams who have not yet returned to on-site work and are not directly involved in serving students or faculty will have a phased, hybrid return beginning in the fall semester. Employees should review the updated COVID-19 policy.

    Note: All work from home arrangements should be pre-approved by an employee’s direct supervisor for Gables/marine campuses. Advance approval is required from a manager, department chair, and hospitals and ambulatory CEO, as appropriate, for UHealth employees.

  • What tools are available to work remotely?

    Tools are available at www.it.miami.edu/continuity.

  • How do I submit my Telecommuting form in Workday?

    To assist with telecommuting access requests, Workday has implemented online tracking of telecommuting agreements. Employees may access the WalkMe ActionBot located on the bottom right corner of your Workday home page. The ActionBot provides the employee with assistance on completing a variety of business processes including the Alternative Work Arrangement - Covid-19 request. All employees who are working from home must complete the work-from-home request section which routes to managers for approval so that we have an accounting of work location. For assistance please review the COVID-19 Telecommute Arrangement in Workday Tip Sheet or contact your HR Partner. For any technical issues, please email workday@miami.edu.

    To be eligible for the stipend, employees must have a completed and approved temporary Telecommuting Agreement in Workday. Email notices will be sent to employees who will be receiving the stipend and will be automatically paid in the last paycheck of the month. Temporary work-at-home arrangements will continue until further notice and a phased return to campus will occur when it’s deemed safe to resume operations. Technology Work from home stipends related to COVID-19 temporary arrangements will continue until further notice.

  • If I do not have a UM-issued mobile device, will I get a stipend for using my personal mobile device to make phone calls?

    Yes. To support staff who are temporarily working from home, HR will be providing a pre-tax Technology Work from Home Stipend equivalent to $11.00 per week ($48.00 per month) for the period beginning March 16. The stipend covers a reasonable percentage of the cell phone and other technology expenses that may be generated by working from home during the COVID-19 pandemic. Employees who have a University cell phone or who are receiving a mobile allowance are not eligible for the COVID-19 Technology Work from Home Stipend. To be eligible for the stipend, employees must have a completed and approved temporary Telecommuting Agreement in Workday. Email notices will be sent to employees who will be receiving the stipend and will be automatically paid in the last paycheck of the month. Technology Work from home stipends related to COVID-19 temporary arrangements will continue until further notice.

    For assistance please review the COVID-19 Telecommute Arrangement in Workday Tip Sheet or contact your HR Partner. For any technical issues, please email workday@miami.edu.

  • For employees required to work on Coral Gables campus during COVID-19, will parking restrictions be lifted?

    Parking permit sales have resumed on campus. Click here to learn more about permit options. 

    If you have any questions regarding parking, please contact the Parking and Transportation Services offices at 305-284-3096, Monday - Friday from 8:30 a.m. - 5:00 p.m. or email parking.gables@miami.edu.

Information Using Accrued Time Off and Leave of Absence

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  • If an employee contracts COVID-19, what type of pay are they eligible to receive?

    Staff who are diagnosed with COVID-19 are eligible to utilize all accrued time off – i.e., sick time, Extended Illness Bank (EIB), PTO, vacation time, and floating holidays. If an employee is not able to work due to a COVID-19 diagnosis, they will be placed on a leave of absence (i.e., FMLA/personal). Employees must contact Leave Management at umloa@miami.edu to initiate their absence and access their accrued time off.

  • What happens if I am told to quarantine or isolate by UHealth Infection Control?

    Faculty, or staff who have symptoms of COVID-19, even if fully vaccinated, should consult their health care provider regarding testing or additional steps and should not come to campus. If an employee is instructed by UHealth Infection Control to remain at home, the employee will be eligible to use their accrued time off – i.e., sick time, Extended Illness Bank (EIB), PTO, vacation time, and floating holidays.

  • How has COVID-19 impacted pay and benefits?

    There have been Total Rewards (pay and benefit) updates due to COVID-19. To learn more about time tracking, medical and retirement benefits, FMLA and more, click here.

Information on technology

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  • If I have technology issues while working remotely, who should I contact?

    For technical issues, please contact the UMIT Service Desk at (305) 284-6565 or help@miami.edu. To review remote access UMIT FAQs, click here.

  • I have technology and internet connectivity questions regarding approved devices to use. Who should I contact?

    • Gables/Marine
      • Employees whose only option is to use a personally owned computer, laptop, or other device, are still responsible for following all university practices and policies to maintain security on their device. Please refer to IT Policies.
      • Faculty and staff on the Gables and Marine campuses who have already or will soon be taking computers home for remote work should send an email to their supervisor and to securityoperationsteam@miami.edu.  The email should include: the model and serial number and/or service tag of the device(s). UMIT will confirm that the device is encrypted; which they can do remotely and will not need to go to the employee’s desk or home. Once confirmed, UMIT will send a note back to the employee and supervisor confirming the computer is encrypted. If the device is not encrypted, UMIT will work with the employee to encrypt the device. For technical issues, please contact the UMIT Service Desk at (305) 284-6565 or help@miami.edu.
    • UHealth/MSOM
      • UHealth/MSOM employees who have already or will need computers at home for remote work should please complete the UHealth remote access request form. This request should include: the model and serial number and/or service tag of the device(s). For technical issues, please contact the UMIT Service Desk at (305) 284-6565 or help@miami.edu.

  • Printing and scanning are part of my job duties. How can I complete these tasks while working remote?

    • For Gables/Marine campus employees who do not have scanners may use their phones to take pictures of documents for general administrative documents as long as it isn’t involving personal health information covered by HIPPA or other confidential information. For assistance encrypting a phone, please contact the UMIT Service Desk at (305) 284-6565 or help@miami.edu.

    • For UHealth/MSOM campus employees who do not have scanners may use their phones to take pictures of documents for general administrative documents as long as it isn’t involving personal health information covered by HIPAA or other confidential information. For assistance encrypting a phone, please contact the UMIT Service Desk at (305) 284-6565 or help@miami.edu.

  • Are there mandated guidelines for size limit for group meetings on campus?

    Click here to learn more about meeting and event guidance on campus.

Information on travel

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Information on immigration services

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Information for managers

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  • Should I ask for a doctor’s note from an employee returning from a quarantine period who otherwise reports being asymptomatic?

    Any employee returning from a quarantine period as a result of being medically ill with COVID-19 must secure a doctor’s note to be cleared to return to work. If an employee is unable to secure an appointment with a doctor or an urgent care facility, they must report to the employee clinic before returning to the workplace.

    If an employee was instructed by our Infection Control unit to self-isolate for up to 14 days following return from one of the countries identified, a doctor’s note is not required provided the full 14 days have expired.

  • The TALK performance evaluation was scheduled to close on May 1, 2020. Will there be an extension so that the evaluations can be completed?

    We understand the challenges in completing a performance evaluation during this period. The FY20 final TALK performance evaluations deadline has been postponed until Oct. 30, 2020, for the medical campus, and Nov. 30 for Gables/Marine staff. For more information on TALK, click here.

  • When will new employee orientations take place?

    • New employee orientation sessions will take place on Mondays starting at 9:00 a.m. via live web-conference, Zoom.
    • ‘I am the U’ (orientation for all new hires) will take place on Mondays at 9:00 a.m.. At 10:30 a.m., all Coral Gables and marine campus employees will leave the session and medical campus employees will be given a 15-minute break before their next session begins.‘We Care’ (orientation for all medical new hires) will take place at 10:45 a.m. after the participants’ 15-minute break.

  • When will new employees complete their onboarding required education CBLs (computer-based learning)?

    • New employees will be given instructions on accessing their CBLs during their orientation sessions. They will be able to complete those CBLs after their orientation sessions. For technical issues, new employees are being asked to contact the appropriate IT office:
      • Gables/marine employees, contact IT at 305.284.6565 or help@miami.edu.
      • Medical employees, contact IT at 305.243.5999 or help@med.miami.edu.

  • Where can new employee’s pick-up their ID badges?

    • Only employees designated by their manager as needing to work on campus at this time are able to pick-up ID badges.
      • For Gables/marine campus: Supervisors will need to submit a Work Order detailing the access required and send an email to Nick Poynter (poynter@miami.edu), Sr. Manager, Parking & Transportation Customer Service,with new hire details including the employee’s start date. The employee will receive a temporary ID to carry along with an official ID (such as a driver’s license) with them at all times while on campus.
        • Medical campus: Employees will need to go to the appropriate Public Safety office:
          • UHealth Tower employees can pick-up their ID at the Public Safety office located on the first floor of The Tower next to Starbucks.
          • All other medical essential employees can pick-up their ID at the Public Safety office located on 15th street.

Information on student employment

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Information for UHealth and Miller School of Medicine community

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Information on Mail Operations

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  • What are the current details regarding mail operations on campus?

    Mail Operations on the Coral Gables campus:
    Location: 1101 Stanford Drive (Mahoney Pit)
    Hours: 8:30 a.m. to 5 p.m.
    Office phone: 305-284-5255
    Email: ledelgado@miami.edu
    Manager: Luis Delgado
    Additional contact: Jon Fleming

    If you are unable to reach the office, call Auxiliary Services at 305-284-3584, or Armando Cuervo at 305-297-2114.

    • Departments are encouraged to contact Mail Operations at ledelgado@miami.edu or 305-284-5255 to confirm whether their departments are open and accepting mail
    • Only one mail route is active daily; however, with advance notice, the route can be adjusted to add a stop the next day
    • Mail Operations only processes USPS incoming/outgoing and inter-departmental mail
    • Departments are asked to communicate with FedEx, UPS, DHL and Amazon directly to make arrangements; those carriers are able to re-route mail based on customer request
    • Departmental and Private PO Boxes located in the University Center must request that Mail Operations pull their mail and HOLD for pick up in the mailroom; customers may choose to file a temporary address change, if preferred

    Contact Luis Delgado at 305-284-5255 with any questions or for special requests/circumstances.

Information on employee tuition remission

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  • Has the employee tuition remission benefit changed?

    Programs eligible for tuition remission benefits prior to COVID-19 will continue to be covered under the tuition remission policy regardless of the modality, in person or online, and are subject to normal enrollment limits and existing admission processes. Programs ineligible for tuition remission prior to COVID-19 continue to be ineligible for tuition remission. For additional information please call 305-284-3004.