Whether an employee is celebrating a new marriage, a new baby, or planning to move, the following provides helpful information to assist Managers and HR Liaisons when changes like these occur. Human Resources are also available to assist or provide guidance in navigating any changes to the work/life events listed below.

Address Change

As soon as an employee has a new address, they can log onto myUM using their Cane ID and password to update and make changes to current, permanent, or emergency contact addresses and/or telephone number(s). Once logged in, the employee will click on the Employee tab under the Personal & Biographical Info section, and then click on Personal, Address and Emergency/Evacuation Information. It is important that employees update their information throughout the year; twice per year is recommended.

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Birth or Adoption

The employee should notify Benefits Administration within 30 days of the event (birth of or adoption of a child). After the 30-day deadline, the employee must wait until the next available Open Enrollment period to make changes to their benefits enrollment.

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Death of a Family Member

It is the employee’s responsibility to report the death of a family member as soon as possible to Benefits Administration and the appropriate Central Office. Eligible employees may be granted Bereavement Leave with pay for a maximum of three consecutive days following the death of an immediate family member. An immediate family member is defined as: spouse, same-sex domestic partner, child, parent, step-parent, parent-in-law, brother, sister, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandchild, grandparent, grandparent of spouse, legal guardian, and foster child.

Related Leave of Absence Policies:

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Citizenship Status Change

To update an employee’s residency, the employee must submit the following documents to the appropriate Central Office:

  1. Original Certificate of Citizenship of US Passport
  2. Personal Data Form

Original documents must be presented by the employee to the appropriate Central Office. A copy of the documents can be sent to the Central Office only if the employee’s immediate supervisor or HR Liaison has witnessed the original documents. If this is the case, the employee can forward the documents to the Central Office via email, specifying in the body of the email that the documents have been witnessed by the supervisor or HR Liaison. The witness(es) should be copied in the email.

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Getting Divorced

Should an employee get divorced, the employee needs to submit the following documents to the appropriate Central Office:

  1. Original Divorce Decree
  2. Personal Data Form
  3. New Social Security Card or receipt from the Social Security Office*
The Social Security Card must be signed and presented to the appropriate Central Office. If a receipt from the Social Security Office is presented, the employee is responsible for providing the Social Security Card as soon as it is received.

Original documents must be presented by the employee to the appropriate Central Office. A copy of the documents can be sent to the Central Office only if the employee’s immediate supervisor or HR Liaison has witnessed the original documents. If this is the case, the employee can forward the documents to the Central Office via email, specifying in the body of the email that the documents have been witnessed by the supervisor or HR Liaison. The witness(es) should be copied in the email.

The employee should also contact Benefits Administration as benefits may be affected as a result of this

*Only needed if employee is updating their name

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Getting Married

Should an employee get married, the employee needs to submit the following documents to the appropriate Central Office:

  1. Original Marriage License
  2. Personal Data Form
  3. New Social Security Card or receipt from the Social Security Office*
The Social Security Card must be signed and presented to the appropriate Central Office. If a receipt from the Social Security Office is presented, the employee is responsible for providing the Social Security Card as soon as it is received.

Original documents must be presented by the employee to the appropriate Central Office. A copy of the documents can be sent to the Central Office. only if the employee’s immediate supervisor or HR Liaison has witnessed the original documents. If this is the case, the employee can forward the documents to the Central Office via email, specifying in the body of the email that the documents have been witnessed by the supervisor or HR Liaison. The witness(es) should be copied in the email.

The employee should also contact Benefits Administration as benefits may be affected as a result of this

*Only needed if employee is updating their name

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Layoff Status

The employing department should notify the appropriate Central Office and Benefits Administration when an employee is placed on layoff status. A copy of the written notice to the employee should be submitted to the appropriate Central Office.

In addition to the written notice, ensure that the Clearance Checklist is completed to make sure the employee receives a final paycheck. For additional information and related policies regarding layoff, please click here.

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Leaving UM

If an employee voluntary or involuntary leaves the University of Miami, the appropriate Central Office and Benefits Administration must be notified. A copy of the employee’s resignation letter or the department’s dismissal letter should be submitted to the appropriate Central Office.

In addition of the letter, ensure that the Clearance Checklist is completed to make sure the employee receives a final paycheck, and the Exit Interview Process to complete prior to employee’s departure (for voluntary resignations only). For additional information and the related policies regarding termination, please see Departure Process.

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Name Change

If an employee is changing their name (i.e. due to marriage, divorce, or other), the employee needs to submit the following documents to the appropriate Central Office:

  1. Original marriage license, divorce decree, or final judgement of change of name form from the County Court
  2. Personal Data Form
  3. New Social Security Card or receipt from the Social Security Office
The Social Security Card must be signed and presented to the appropriate Central Office. If a receipt from the Social Security Office is presented, the employee is responsible for providing the Social Security Card as soon as it is received.

Original documents must be presented by the employee to the appropriate Central Office. A copy of the documents can be sent to the Central Office. only if the employee’s immediate supervisor or HR Liaison has witnessed the original documents. If this is the case, the employee can forward the documents to the Central Office via email, specifying in the body of the email that the documents have been witnessed by the supervisor or HR Liaison. The witness(es) should be copied in the email.

The employee should also contact Benefits Administration as benefits may be affected as a result of this.

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