Information for employees

To ensure the safety of our workforce, the University of Miami / Miller School of Medicine / UHealth System requires that all faculty and staff receive an influenza (flu) vaccination annually or request an applicable exemption. The Miller School of Medicine / UHealth System requires that all faculty and staff receive COVID-19 vaccinations or request an applicable exemption prior to the hire date.

We know that many women who are pregnant, thinking about becoming pregnant, or are breastfeeding have questions about the COVID-19 vaccine. The American College of Obstetricians and Gynecologists recommends the COVID vaccine for both pregnant and breastfeeding women.

Getting a vaccine can help not only you, but your child. Pregnant women have a higher risk of severe illness from COVID-19. We have created a list of frequently asked questions and answers on this topic, which you can read here.

In September, the FDA recommended that a third shot—a booster—be available to people 65 and older and to adults aged 18 to 64 who have an underlying condition that puts them at risk of severe COVID-19 illness if it has been more than six months since they had their second Pfizer inoculation. However, their recommendations do not include those who received the Moderna or Johnson & Johnson vaccines.

If you believe that you fall into these categories, please discuss this with your physician. Booster shots will not be available on campus but there are plenty of locations in the surrounding community that will offer them.

The University’s plan for a more traditional semester means that many employees have transitioned back to campus. All employees who directly support students or faculty 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 have returned in a phased, hybrid return. 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.

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

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.

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.

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.

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.

As part of the University’s annual year-end review of 403(b) retirement plans, global consulting firm, Willis Towers Watson (WTW) conducts an analysis to ensure employees received employer core and matching contributions, based on the plan document. This process, called a “true-up,” also ensures voluntary contributions, together with core and matching contributions, do not exceed permissible IRS limits. Click here to review frequently asked questions related to the IRS Retirement Plan Compensation Limit Adjustment for 2021.

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.

• 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.

• 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.

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

The latest information regarding updated travel guidance and restrictions for the University community can be found on the “Travel guidance” page of this website.

For any further assistance, please contact your HR Partner or Leanette Suarez, Manager, Immigration Services at lsuarez2@med.miami.edu.

Employees who are experiencing COVID-19 symptoms should not come to work and should call the COVID-19 hotline at 305-243-ONE-U to schedule a testing appointment at one of the on-campus testing sites—McKnight Healthy ’Canes Clinic for employees on the Coral Gables and Marine campuses, or PAC Healthy ’Canes Clinic for employees on the Medical Campus. Employees also may test at a local site, pharmacy, or UHealth Clinic at Walgreens and upload their results.

• 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.

• 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.

• 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 15^th street.

Click here to review the latest events and activities guidelines.

For any questions, please contact the Office of Financial Assistance and Student Employment at 305-284-6000 or ose@miami.edu.

Log in with your CaneID to View news and information about COVID-19 for the UHealth and Miller School of Medicine community.

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.

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.