For Employees

For UMS employees, we recognize that during the current COVID-19 pandemic receiving the most accurate and up-to-date human resources information possible is of utmost importance. In compliance with Federal guidelines, we are providing the very latest information about the Families First Coronavirus Response Act, (FFCRA), that takes effect April 1, 2020.

Information has been added on the Human Resources COVID-19 Guidance Page

(Last reviewed/updated: 04/02/2020)

All University of Maine System employees were asked to telecommute or otherwise work remotely away from campus to the maximum extent possible starting March 17, 2020. The University’s remote working directive is reviewed continuously and is currently in place through May 17, 2020.

Employees who are required to continue to perform duties at a physical location other than home have and are receiving instructions from their respective supervisors. Employees with questions about this should contact their supervisor.

A preference for working on campus is not a reason to do so. Please work remotely if your work does not require your physical presence on campus. This is required to maximize social distancing and prevent spread of COVID-19.

This does NOT mean the University is stopping operations. The University continues to meet its teaching, research, and public service missions to the State of Maine, which now includes coordination with the Maine CDC and our healthcare systems to protect public health.

The directive to work remotely to the maximum extent possible is in keeping with guidance from federal officials, state officials and, in some cases in Maine, various municipal directives.

For much more information about working remotely, safety, employees at higher risk and additional information, please see the Human Resources guidance page.

(Last reviewed/updated: 03/31/2020)

Due to the 2020 COVID-19 pandemic emergency, doctors and hospitals have cancelled annual wellness visits and wellness screenings that serve as primary qualifications for University of Maine System employees to satisfy their Level 1 incentive and earn lower health care premiums.

Recognizing this consequence of the COVID-19 pandemic to UMS members of the benefit plan, an adjustment to the Level 1 incentive structure is effective immediately until December 31, 2020.

Changes to the guidelines for achieving Level 1:

  • Employees who met level 1 in 2019, will continue to have the incentive premium rate (p rate) apply until December 31, 2020
  • Employees hired on or between 1/1/20 and 5/31/20 will need to complete level 1 requirements by 8/31/20 (date extended by 4 months). Those hired 6/1/20 or later will have the usual 90 days to complete level 1

Remaining unchanged:

  • Employees who did not meet level 1 in 2019 and are currently at the higher non-participant rate (n rate) can satisfy level 1 at any time until 11/30/20 to be switched to the lower p rate
  • Level 2 award requirements remain the same

*2021 will revert to previous practice and employees will have until 4/30/2021 to satisfy Level 1 for 2021.

Should you have any questions, please contact your Employee Benefits Center at benefits@maine.edu or 207-973-3373.

(Last reviewed/updated: 03/30/2020)

The University of Maine System has entered into a Memorandum of Understanding with the Maine Emergency Management Agency that will guide and expedite deployment of facilities, available supplies, services, and personnel into Maine’s response to the COVID-19 Public Health Emergency.

As part of this agreement the University will be coordinating with MEMA to maximize the impact of these contributions and will be tracking resources that are transferred for potential disaster relief reimbursement.

Faculty and staff who have recommendations on University resources and materials that could be transferred to the relief effort should please send these suggestions to UMSC19Request@maine.edu for coordination, approval, and tracking. Review of all suggestions will be expedited.

Managing Requests for Resources: If you are aware of a request for University property, supplies or resources, or the availability of such resources to contribute, please send this information to UMSC19Request@maine.edu for consideration and potential distribution. All transfers of University materials must be managed through this request process for coordination and tracking purposes.

To provide detailed information about the resources and materials:

    1. Please make a copy of this Google Sheets spreadsheet
    2. Fill in the the description(s) of the product/resources/supplies
    3. Share your spreadsheet with umsc19request@maine.edu

Note: For additional information on completing the spreadsheet, see these detailed instructions.

(Last reviewed/updated: 03/25/2020)

Full pay through April 4 without need to take leave!  Per the Chancellor’s message, employees are asked to continue to work remotely if possible or as part of our reduced on campus operations.  Special Time Reporting Codes have been established for regular part-time and full-time hourly and salaried employees beginning March 15 through April 4, 2020 for any time away from your regular work schedule for the following reasons:

  • Employee is not currently ill but has been advised by a health care professional or per UMS guidance to self-quarantine or is asked to leave the workplace by their supervisor due to indications of illness
  • Employee is not currently ill but needs to be away from work due to family member’s or dependent’s illness or self-quarantine requirements
  • Employee is not currently ill but needs to be away from work to care for child(ren) due to school or daycare closure
  • Employee needs to tend to matters related to COVID-19

Information on time reporting details are provided below:

UMA Employees Guidance on Administrative Leave on Monday, 3/16/20:

Questions? Don’t hesitate to contact the Payroll Team.

(Last reviewed/updated: 03/20/2020)

The University of Maine System is making the commitment that all regular employees will continue to receive their normal pay for their normal work hours through April 4, even if they are unable to work full-time during that time. This is an adjustment from guidance provided up to March 22, and will be updated following April 4.

Employees are asked to continue to work remotely if possible or as part of limited on-campus presence as already planned with their supervisors.  Employees who need to be away from or are unable to work do not need to utilize sick or vacation time through April 4.

HR will provide more detailed guidance.  Please see Chancellor Malloy’s March 19 message for additional information.

(Last reviewed/updated: 03/19/2020)

Cigna is closely monitoring the 2019 Novel Coronavirus (COVID-19) outbreak and is committed to taking appropriate actions to ensure customers have the medication needed to stay healthy. Should a customer have any questions or concerns about an individual situation, Cigna pharmacists are available 24/7.

State Orders are being issued regarding Refill-Too-Soon edits and the guidance varies from State to State. Lifting the edits across the country prematurely would remove the safeguards in place to prevent stockpiling which could potentially result in a strain on supply chain and disrupt current inventories. Our position as a company is to address the state specific orders as they are issued.

More Cigna Pharmacy and Refill Information is available on the Human Resources Guidance Page.

(Last reviewed/updated: 03/19/2020)

In partnership with Cigna, UMS has taken steps to help plan participants worried about symptoms or exposure to COVID-19 find greater peace of mind with easier access to screening, testing, telehealth services, and behavioral health support.

  • COVID-19 diagnostic testing will not be subject to co-pay or deductible.  These out-of-pocket costs will be waived.
  • These out-of-pocket costs will also be waived for testing-related visits with in-network providers, whether at a doctor’s office, urgent care clinic, emergency room or via telehealth, at least through May 31, 2020.
  • Additionally, Cigna is actively adapting pharmacy benefits to align with evolving state and federal guidelines related to the pandemic.

Please note Cigna has opened an additional 24-hour toll-free help line (1-866-912-1687) to connect you directly with qualified clinicians who can provide support and guidance.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)

Cigna Telehealth Connection allows you to receive medical support and care while supporting the notion of social distancing and minimizing exposure.

Cigna Telehealth Connection lets you get the care you need, when you need it. Cigna provides access to two telehealth services as part of your medical plan – Amwell and MDLive. Both are national telehealth providers, with 24/7/365 access to board-certified doctors via video chat or phone. Telehealth services can be a cost-effective alternative to a doctor’s office or non-urgent ER visit. However, they are not intended to replace your primary care relationship or for use with life-threatening emergencies. To register or for any questions, please visit MyCigna.com.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)

Cigna Employee Assistance Program is available to all employees and their families, regardless of whether they have UMS medical coverage or not, to help cope with challenging times.  EAP is free and confidential. The EAP can be reached at 1-877-622-4327.

More information is available on MyCigna.com.

(Last reviewed/updated: 03/17/2020)

The Tools for Remote Teaching, Learning and Work Resource Guide (https://www.maine.edu/information-technology/support/tools-resource-guide/) has been developed to provide a comprehensive source of information for faculty and staff exploring options for teaching or working remotely, including how to access voicemail and forward incoming calls. We encourage everyone to please refer to this guide for timely updates and information as new tools or services are offered. We would also like to remind faculty and staff that updated remote work guidelines will be made available on the UMS Health Advisory site (https://www.maine.edu/health-advisory/). We are currently exploring mechanisms to enable faculty and staff to access office PC workstations and network-based resources from off campus. At this time, the University is NOT authorizing the relocation of desktop workstations and equipment, including monitors and printers, without prior management approval. Please refer to the Resource Guide for additional information and guidance.

(Last reviewed/updated: 03/16/2020)

UMS Workplace Policies and Guidance regarding COVID-19

As the University of Maine System continues to monitor the local, national, and worldwide incidence of the coronavirus and the illness it causes, COVID-19, faculty and staff members are asked to review the workplace policies and guidance on this web site which reflect established UMS approaches to a variety of workplace circumstances and challenges.

The University of Maine System’s priorities in maintaining workplace policies in the context of the current public health situation are to:

  • Encourage fairness, open communication, and concern for the wellbeing of our faculty, staff, and students.
  • Maintain a safe and healthy workplace, including minimizing the transmission of contagious disease such as the COVID-19;
  • Sustain the University of Maine System academic mission and operational integrity

Potential Additional Policy Changes

If public health conditions worsen, the University of Maine System’s policies may be further adjusted. This would be done to address the effects of more widespread illness or absences, more frequent needs for self-isolation or quarantine, disruption of care arrangements or UMS priorities for pay continuity. Faculty and staff will be notified as necessary of such changes and should also check the Health Advisory page for the University of Maine System for updates.

Questions may be directed to your Employee Benefits Center at 207-973-3373 and/or your campus Human Resources Office.

(Last reviewed/updated: 03/12/2020)

Important Actions to Take To Be Safe and Prepared

  • All faculty and staff are urged to take basic preventive measures to avoid exposure to or infection from the virus causing COVID-19.
  • Updating your emergency contact information
  • Take the steps necessary to set up direct deposit for paycheck processing if you have not already done so. Please visit https://mycampus.maine.edu to access Employee Self-Service.
  • Should you need assistance with feelings of stress or anxiety or with resources for child care, pet care, etc., you or your family are encouraged to contact the Employee Assistance Program available through Cigna at mycigna.com or 1-800-274-7603.

(Last reviewed/updated: 03/12/2020)