Coronavirus (COVID-19) FAQ's

1.1. Q: What is Coronavirus COVID-19?

1.2. Q: What are the symptoms of COVID-19? (Updated 4/27/2020)

• Fever
• Cough
• Shortness of breath or difficulty breathing
• Chills
• Repeated shaking with chills
• Muscle pain
• Headache
• Sore throat
• New loss of taste or smell

1.3. Q: What are the symptoms of COVID-19, Flu, and Allergies? (Updated 4/27/2020)

• COVID-19: Fever, cough, shortness of breath, chills, repeated shaking with chills, muscle pain, headache, sore throat, new loss of taste or smell
• Flu: Fever, dry cough, runny nose, headache, sore throat, muscle and joint pain
• Allergies: Sneezing, coughing, itchy eyes, runny or stuffy nose

1.4. Q: How do I protect myself against COVID-19? (Updated 5/19/2020)

• Wash your hands often
• Use hand sanitizer
• Avoid touching your eyes, nose, and mouth with unwashed hands
• Avoid close contact with people who are sick
• Put distance between yourself and other people (social distance)
• Avoid handshakes and kissing when greeting people
• Stay home if you are sick
• Wear a facemask
• Clean and disinfect frequently touched surfaces at work and a home

1.5. Q: What is "social distancing"?

1.6. Q: It has been said individuals with underlying health conditions should take extra precautions. What are the underlying healthcare issues? (Updated 5/13/2020)

• People with chronic lung disease or moderate to severe asthma
• People who have serious heart conditions
• People with severe obesity (body mass index [BMI] of 40 or higher)
• People with diabetes
• People with chronic kidney disease undergoing dialysis
• People with liver disease
• People who are immunocompromised - Many conditions can cause a person to be immunocompromised, including cancer treatment, smoking, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune weakening medications.
• People aged 65 years and older
• People who live in a nursing home or long-term care facility

1.7. Q: Do I need to communicate to my supervisor what my underlying health condition is?

1.8. Q: If I have an underlying health condition, is there something I should be doing?

1.9. Q: Will I be notified if someone I work with is confirmed to have COVID-19?

1.10. Q: If I test positive for Coronavirus COVID-19, do I need to notify my supervisor? (Added 3/27/2020)

1.11. Q: What do I do if I believe I have been exposed to someone with COVID-19?

1.12 Q: Can my employer take my temperature as I enter my worksite? (Added 4/11/2020)

1.13 Q: If I tested positive for Covid-19, what do I need to do to be approved to return to work (at a County worksite)? ( Updated 5/1/2020)

A. In an abundance of caution and following CDC guidelines, employees (non-first responders) who test positive for Covid-19 must follow the steps below before returning to a worksite.

Step 1
Obtain two consecutive negative tests, 24 hours apart - (nasopharyngeal swab test).

Before an employee goes for re-testing the following must occur:

• At least 3 days (72 hours) have passed since recovery defined as resolution of fever without the use of fever-reducing medications and
• Improvement in respiratory symptoms (e.g., cough, shortness of breath); and,
• At least 7 days have passed since symptoms first appeared.

Miami-Dade County has partnered with the following Covid-19 test sites:

• Marlins Park (make an appointment online)
• Youth Fairgrounds in Tamiami Park (make an appointment online)
• South Dade Govt Center (make an appointment online)
• North Miami/Holy Family Catholic Church (make an appointment online)

You will need to schedule each appointment separately for each day the day before the test. The appointment line opens seven days a week at 9 am. The appointment line will remain open until all appointments for the next day have been filled.

If you wish to go to the South Dade Govt Center location, your Department Personnel Representative (DPR) can coordinate the scheduling of the appointment for the next day as long as the appointment is made by 2PM.

• Patients need to visit: https://www.bioreference.com/patient-portal
• Create an Account or Login to the Patient Portal
• Results will be accessed on the Portal
• If citizen has an issue or further questions, they can call the Lab Customer Service: 1-800-229-5227, Option 1

Information on the four County test sites and other municipal, State or private Covid-19 test sites is available on the County’s Coronavirus testing locations page:

Step 2
Obtain medical clearance by the County’s occupational healthcare professional at one of the three Jackson medical health centers.

• To obtain medical clearance you must first email your two negative test results to: HRMedicalRecords@miamidade.gov

  In the email, you must Include the following:

  • Last name
  • First name
  • Employee ID
  • Department
  • Phone number where you can be reached

  Test results will be transmitted to Jackson Memorial for review.

• Your Departmental Personnel Representative (DPR) will be notified once the documentation is received and they will contact you to make an appointment with one of the Jackson physicians at one of the locations below or via teleconference.

  South location:
  Park Plaza (Kendall)
  8900 S.W. 117th Avenue
  Suite B-202
  Miami, FL 33186
  Monday through Friday
  7 a.m. to 5 p.m.
  Tel: 786-466-8468
  Fax: 305-573-4852

  North location:
  Jackson North Medical Center
  160 N.W. 170th Street
  7th Floor
  North Miami Beach, FL 33169
  Monday through Friday
  7 a.m.to 5 p.m.
  Tel: 305-654-6851
  Fax: 305-654-5606

  Central location:
  Downtown Medical Center
  111 N.W. 1st Street
  SPCC Ground Floor
  Miami, FL 33128
  Monday through Friday
  7 a.m. to 5 p.m.
  Tel: 786-466-7200
  Fax: 786.466.7204

• Attend your scheduled appointment (in person or teleconference)

  At the completion of the appointment, the Jackson physician will provide HR and the DPR with a return to work clearance if all the required criteria for returning to work is met.

STEP 3

Once you are cleared to return to work, contact your DPR and supervisor to coordinate the date of return.

When you return to work, you must follow County guidelines on wearing a face mask, practicing social distance and good hygiene.

1.14 Q: Can I return to work without obtaining a physician’s return to work release? (Added 4/30/2020)

A. No, however, if an employee is able to work from home, they may continue to work from home until the “return to work” steps and medical clearance have been obtained.

1.15 Q: What do I do if I cannot get an appointment for the two Covid-19 tests required to return to work?  (Added 4/30/2020)

A. Contact your DPR for assistance.  A DPR will be able to schedule you at the South Dade Government Center Test site.

1.16 Q: How long does it take to get the test results back from the test sites? (Added 4/30/2020)

A. It varies from site to site.  Normally it takes approximately seven days.

1.17 Q: Is there a cost for the Covid-19 tests at one of the County’s test sites (Marlin’s Park, Youth Fair, South Dade Govt Center or North Miami/Holy Family Catholic Church) (Added 4/30/2020)

A. No.

1.18 Q: Is there a cost for a Covid-19 test if I go to a municipal, State or private Covid-19 test site?  (Added 4/30/2020)

A. Possibly. 

2.1. Q: What is the Families First Coronavirus Response Act (FFCRA)? (Added 3/22/2020, Updated 3/27/2020)

2.2. Q: What benefits are provided under the Families First Coronavirus Response Act? (Updated 3/27/2020)

A: Refer to EMPLOYEE RIGHTS - Wage and Hour Division, Department of Labor Notice to Employees

See FFCRA COVID-19 Codes (added 4/11/2020)

2.3. Q: When are benefits under the Families First Coronavirus Response Act effective? (Updated 3/27/2020)

A: April 1, 2020.

2.4. Q: Are there any exemptions under the FFCRA? (Added 3/27/2020, Updated 4/11/2020)

2.5. Q: Can my employer deny me paid sick leave if my employer gave me paid leave for a reason identified in the Emergency Paid Sick Leave Act prior to the Act going into effect? (Added 4/11/2020)

A: No. The Emergency Paid Sick Leave Act imposes a new leave requirement on employers that is effective beginning on April 1, 2020.

Source: DOL FAQs #11

2.6. Q: Is all leave under the FMLA now paid leave? (Added 4/11/2020)

A: No. The only type of family and medical leave that is paid leave is expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act when such leave exceeds ten days. This includes only leave taken because the employee must care for a child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 related reasons. Exemptions may apply for certain classifications of employees.

Source: DOL FAQs #12

2.7. Q: Are the paid sick leave and expanded family and medical leave requirements retroactive? (Added 4/11/2020)

Source: DOL FAQs #13

2.8. Q: What documents do I need to give my employer to get paid sick leave or expanded family and medical leave? (Added 4/11/2020)

A: You must provide to your employer documentation in support of your paid sick leave as specified in applicable IRS forms, instructions, and information. 

Your employer may also require you to provide additional in support of your expanded family and medical leave taken to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19-related reasons. For example, this may include a notice of closure or unavailability from your child's school, place of care, or child care provider, including a notice that may have been posted on a government, school, or day care website, published in a newspaper, or emailed to you from an employee or official of the school, place of care, or child care provider. Your employer must retain this notice or documentation in support of expanded family and medical leave, including while you may be taking unpaid leave that runs concurrently with paid sick leave if taken for the same reason.

Please also note that all existing certification requirements under the FMLA remain in effect if you are taking leave for one of the existing qualifying reasons under the FMLA. For example, if you are taking leave beyond the two weeks of emergency paid sick leave because your medical condition for COVID-19-related reasons rises to the level of a serious health condition, you must continue to provide medical certifications under the FMLA if required by your employer.

Source: DOL FAQs #16

2.9  Q: Is there a form I must complete to request any of the FFCRA benefits? (Added 4/11/2020)

2.10 Q: Do FFCRA leave provisions apply for the care of elderly relatives? (Updated 4/30/2020)

Under the FFCRA, you may take paid sick leave to care for an individual who, as a result of being subject to a quarantine or isolation order , is unable to care for him or herself and depends on you for care and if providing care prevents you from working and from teleworking.

Furthermore, you may only take paid sick leave to care for an individual who genuinely needs your care. Such an individual includes an immediate family member or someone who regularly resides in your home. You may also take paid sick leave to care for someone if your relationship creates an expectation that you would care for the person in a quarantine or self-quarantine situation, and that individual depends on you for care during the quarantine or self-quarantine.

You may not take paid sick leave to care for someone with whom you have no relationship. Nor can you take paid sick leave to care for someone who does not expect or depend on your care during his or her quarantine or self-quarantine.

An FFCRA form must be completed and supporting documentation must be submitted to the DPR and Department Director for approval.

2.11. Q: May I take 80 hours of paid sick leave for my self-quarantine and then another amount of paid sick leave for another reason provided under the Emergency Paid Sick Leave Act? (Added 4/11/2020)

A: You may take up to two weeks—or ten days—(80 hours for a full-time employee, or for a part-time employee, the number of hours equal to the average number of hours that the employee works over a typical two-week period) of paid sick leave for any combination of qualifying reasons. However, the total number of hours for which you receive paid sick leave is capped at 80 hours under the Emergency Paid Sick Leave Act.

Source: DOL FAQs #9

2.12. Q: May I take my paid sick leave or expanded family and medical leave intermittently while teleworking? (Added 4/11/2020)

A: Yes, if your employer allows it and if you are unable to telework your normal schedule of hours due to one of the qualifying reasons in the Emergency Paid Sick Leave Act. In that situation, you and your employer may agree that you may take paid sick leave intermittently while teleworking. Similarly, if you are prevented from teleworking your normal schedule of hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable, because of COVID-19 related reasons, you and your employer may agree that you can take expanded family medical leave intermittently while teleworking.

You may take intermittent leave in any increment, provided that you and your employer agree. For example, if you agree on a 90-minute increment, you could telework from 1 p.m. to 2:30 p.m., take leave from 2:30 p.m. to 4 p.m., and then return to teleworking.

The Department encourages employers and employees to collaborate to achieve flexibility and meet mutual needs, and the Department is supportive of such voluntary arrangements that combine telework and intermittent leave.

Source: DOL FAQs #20

2.13. Q: If I am a part-time employee, am I eligible for Paid Sick leave under FFCRA? (Added 4/11/2020)

A: You are eligible to use paid sick leave for any combination of qualifying reasons for a total of the number of hours equal to the average number of hours scheduled to work over a typical two-week period. However, the total number of hours for which you receive paid sick leave is capped at 80 hours under the Emergency Paid Sick Leave Act. 

2.14 Q: Can I use VC (the extended FMLA benefit for childcare) beginning April 1, 2020? (Added 4/11/2020)

A: No. If approved, you may use VF for the first two weeks (assuming VS has not been used) and then you may use the VC leave. Total combined benefit cannot exceed 12 weeks.

However, if you are not eligible to use the VF code because you have used 80 hours of "VS," then you must use your personal leave or be without pay for the first two weeks before you can become eligible to use the VC.

3.1. Q: My child is sick and the illness is associated with the Coronavirus COVID-19. Can I be excused from work? (Updated 5/21/2020)

A: Supervisors will be flexible to the extent possible and approvals will be based on operational necessity.

After the 10-12 week benefits provided by the FFCRA are exhausted (if eligible to use), and with supervisor approval, you may be able to use accrued leave (Annual leave, Holiday leave, or Compensatory leave (if applicable) to cover your absence for as long as needed.  

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

3.2. Q: My child's school has closed, and I need to care for my child. Can I be excused from work? (Updated 5/21/2020)

A: Supervisors will be flexible to the extent possible and approvals will be based on operational necessity. If you are not able to work from home, you will be eligible to use the FFCRA new leave benefits. 

After the 10-12 week benefits provided by the FFCRA are exhausted, and with supervisor approval, you may be able to use accrued leave (Annual leave, Holiday leave, or Compensatory leave (if applicable)) to cover your absence for as long as needed.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

3.3. Q: My child's school has closed. Can I bring him or her to work with me?

A: For the safety and wellbeing of your child and your coworkers alike, we ask that children not be taken to the workplace.

3.4. Q: If I am home with my child because his or her school or place of care is closed, or childcare provider is unavailable, do I get paid sick leave, expanded family and medical leave, or both—how do they interact? (Added 4/11/2020)

A: You may be eligible for both types of leave, but only for a total of 12 weeks of paid leave. You may take both paid sick leave and expanded family and medical leave to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 related reasons. The Emergency Paid Sick Leave Act provides for an initial two weeks of paid leave (2/3 of salary up to $200 per day or total to $2,000 for the first two-week period). This period thus covers the first ten workdays of expanded family and medical leave, which are otherwise unpaid under the Emergency and Family Medical Leave Expansion Act (EFMLEA) unless you elect to use existing vacation, personal, or medical or sick leave under your employer's policy. After the first ten workdays have elapsed, you will receive 2/3 of your regular rate of pay (total 12 weeks not to exceed $12,000) for the hours you would have been scheduled to work in the subsequent ten weeks under the Emergency and Family Medical Leave Expansion Act.

Please note that you can only receive the additional ten weeks of expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act for leave to care for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.

Exemptions may apply for certain classifications of employees.

Source: DOL FAQs #7

Time Reporting Code (TRC) to use:

• VF (for first two weeks)
• VC (for remaining 10 weeks)

3.5 Q: If I am or become unable to telework, am I entitled to paid sick leave or expanded family and medical leave? (Added 4/11/2020)

A: If your employer permits teleworking—for example, allows you to perform certain tasks or work a certain number of hours from home or at a location other than your normal workplace—and you are unable to perform those tasks or work the required hours because of one of the qualifying reasons for paid sick leave, then you are entitled to take paid sick leave.

Similarly, if you are unable to perform those teleworking tasks or work the required teleworking hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable, because of COVID-19 related reasons, then you are entitled to take expanded family and medical leave. Of course, to the extent you are able to telework while caring for your child, paid sick leave and expanded family and medical leave is not available.

Source: DOL FAQs #19

4.1 Q: Can I work from home?

A: Due to the Coronavirus COVID-19 employees are being encouraged to work from home if their job duties allow for them to do so. You should contact your supervisor for details.

4.2 Q: If I have been approved to work from home, can I take my desktop computer home with me to do my work?

A: No. Coordinate work from home assignments with your supervisor. ITD guidelines must be followed.

4.3 Q: If I am working from home, do I need to be available via phone and/or email during work hours?

A: Yes.

4.4 Q: If I am working from home, and I am asked to report to my worksite, do I need to report?

A: Yes, unless you are sick or have been exposed to someone with COVID-19. You must notify your supervisor.

4.5 Q: If I am working from home, are there performance measures which I need to satisfy?

A: Yes. Your supervisor should be able to provide you with guidelines and expectations for your temporary assignment.

4.6 Q: Are all employees expected to work from home?

A: No, departments may require a skeleton staff and proper supervision and possible rotation of schedules.

4.7 Q: Do I have to work from home?

5.1 Q: If I am sick and stay home with flu-like symptoms, do I need a doctor's note to return to work?

A: No. The CDC has advised to not require a doctor's note during this time of pandemic.

5.2 Q: What do I do if I have a cough, fever or difficulty breathing.

A: Stay home, you are "safer at home."

5.3 Q: If I stay home sick, can I still work from home?

A: You are encouraged to work from home if possible. It will depend on the operational needs of each department. If your job duties allow you to work from home, you may be directed to work from home until further notice or on a rotating basis.

5.4 Q: If I need to stay home because of the Coronavirus-COVID-19 before the Families First Coronavirus Response Act becomes effective (3/9/2020 through 3/31/2020), what leave will be used to cover my absence? (Added 3/27/2020)

• You tested positive for Coronavirus COVID-19 and are required to stay home for self-isolation and are not able to work from home.
• Somebody in your household tested positive for Coronavirus COVID-19 and you are required to self-isolate and are not able to work from home.
• You are sick, have taken the test and are awaiting results and you are not able to work from home.
• Somebody in your immediate work area tested positive and you have been notified you may have had "close contact" with the employee and asked self-isolate and are not able to work from home.
• You need to self-isolate due to returning from a Level 3 region as outlined by the CDC and you are not able to work from home.
• You are asked to stay home because your operation has temporarily closed or has suspended services and you are not able to work from home. Please note you may be asked to work on a Coronavirus assistance team, call center etc.
• You are sick with flu-like (Coronavirus COVID-19) symptoms are required to stay home and you are not able to work from home.
• You have an underlying health condition or are an older work (age 65 or older) who should stay home, and you are not able to work from home. Applies to non-essential staff only. Must be authorized by supervisor and/or department director.
• Your child's school/childcare is closed, and you cannot report to work, and you are not able to work from home. Applies to non-essential staff only. Must be authorized by supervisor and/or department director.

5.5 Q: If I am required to self-isolate at home, feel well and able to work from home, must I work from home? (Added 3/27/2020, Updated 4/11/2020)

A: Yes.

5.6 Q: If I need to stay home because of the Coronavirus-COVID-19 after the Families First Coronavirus Response Act becomes effective (4/1/2020), what leave will be used to cover my absence? (Added 3/27/2020)

A: The following NEW Time Reporting Codes (TRCs) are being created with applicable caps by daily and maximum amounts. Refer to EMPLOYEE RIGHTS - Wage and Hour Division, Department of Labor Notice to Employees:

• "VS" - Virus Coronavirus COVID-19 FFCRA Paid Sick Leave: Paid sick leave for up to two weeks for employee who meets qualifying reasons #1, #2 and #3 in the FFRCA (80 hours for full-time employees and part-time employees are eligible for hours normally scheduled to work for the two-week period). Up to of $511 daily and $5,110 total.
• "VF" - Virus Coronavirus COVID-19 FFCRA Paid Sick Leave: Used for employee is caring for someone affected by Coronavirus or caring for child whose school is closed (qualifying reason #4 and #6 in FFCRA). Up to of $200 daily and $2,000 total.
• "VC" - Virus Coronavirus COVID-19 FFCRA Child Care: Employees may be eligible for up to an additional 10 weeks of partially paid expanded family and medical leave for "caring for his or her child whose school or place of care is closed (or child care provider is unavailable) due to COVID-19 related reasons" (qualifying reason #5). Up to $200 daily and $12,000 total.
  
  

5.7 Q: If I use the, "VC" or "VF" where only partial pay is granted, can I use Sick or Annual leave to cover the balance of the time in order to be paid for a full 80 hours? (Updated 4/11/2020)

A: Yes. On the FFCRA Request Form, indicate which leave code you wish to use to make up the difference in the 2/3 of salary paid by the VC and/or VF codes. The appropriate number of leave hours will be deducted from your leave balances.

5.8 Q: Can I use 80 hours of Paid Sick Leave "VS" for me and 80 hours of "VF" if a family member has a Coronavirus related illness? (Updated 4/11/2020)

A: No. A maximum of 80 hours of Paid Sick leave is granted.

5.9 Q: After I exhaust the FFCRA Paid Sick leave, If I am sick and cannot work from home, do I need to use my sick leave? (Updated 3/27/2020)

A: You may use any available accrued leave you have including Annual leave, Holiday leave, Compensatory leave (if applicable), Birthday holiday and Floating holidays for full days.

The County grants eligible employees each year, 96 hours of Sick leave, a minimum of 80 hours of Annual leave, plus longevity annual (up to an additional 80 hours per year), 1 Birthday holiday, and 2 or 3 Floating holidays depending on the employee's bargaining unit. This equals approximately 200 hours of accrued leave (or 25-26 days) per year per employee.

5.10 Q: After I exhaust the FFCRA Paid Sick leave and I do not have enough leave to cover my absence, what are my options? (Updated 5/21/2020)

A: In an abundance of caution during this time of a worldwide pandemic, you are still required to stay home.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

5.11 Q: Do I qualify for leave for a COVID-19 related reason even if I have already used some or all of my leave under the Family and Medical Leave Act (FMLA)? (Added 4/11/2020)

A: If you are an eligible employee, you are entitled to paid sick leave under the Emergency Paid Sick Leave Act regardless of how much leave you have taken under the FMLA. However, if your employer was covered by the FMLA prior to April 1, 2020, your eligibility for expanded family and medical leave depends on how much leave you have already taken during the 12-month period that your employer uses for FMLA leave. You may take a total of 12 workweeks for FMLA or expanded family and medical leave reasons during a 12-month period. If you have taken some, but not all, 12 workweeks of your leave under FMLA during the current 12-month period determined by your employer, you may take the remaining portion of leave available. If you have already taken 12 workweeks of FMLA leave during this 12-month period, you may not take additional expanded family and medical leave. 

For example, assume you are eligible for preexisting FMLA leave and took two weeks of such leave in January 2020 to undergo and recover from a surgical procedure. You therefore have 10 weeks of FMLA leave remaining. Because expanded family and medical leave is a type of FMLA leave, you would be entitled to take up to 10 weeks of expanded family and medical leave, rather than 12 weeks. And any expanded family and medical leave you take would count against your entitlement to preexisting FMLA leave.

Source: Department of Labor FAQs

5.12 Q: If I was on FMLA prior to the Coronavirus COVID-19 pandemic, how do I record my hours? (Added 4/11/2020)

A: If your absence is for reasons not directly related to the Coronavirus COVID-19 pandemic, continue to record hours as you did prior to the pandemic (Sick or Annual).

5.13 Q: Must I use my accrued leave, Sick, Annual, Holiday, etc., before using leave under the FFCRA? (Added 4/11/2020)

A: No, if eligible, you must first use the new FFCRA leave for qualifying reasons before using your own leave.

5.14 Q: I am a new employee and I still cannot use my leave because I have not satisfied the eligibility period. What are my options after I exhaust the FFCRA Paid Sick leave? (Updated 5/21/2020)

A: As a special provision through 5/31/2020, you will be able to use your accrued leave prior to satisfying the eligibility period (of 13 completed pay periods) and will be allowed to go into negative balances to keep you in pay status.

5.15 Q: If after I exhaust the FFCRA Paid Sick leave, I do not want to have my leave balances go into negative balances, can I choose to go without pay instead? (Updated 3/27/2020)

A: Yes, you should record your time and attendance to indicate you wish to be "without" pay "W" or sick without "SW" if sick leave is being used.

5.16 Q: If after I exhaust the FFCRA Paid Sick leave I am sick with a serious health condition or if I  have to care for a family member who has a serious health condition and I do not have any accrued leave, can the department set up a special leave pool for me? (Updated 3/27/2020)

A: Yes. You may make the request via your Departmental Personnel Representative (DPR).

5.17 Q: If I am a part-time employee and if after I exhaust the FFCRA Paid Sick leave I do not have any accrued leave and I need to stay home, what do I do? (Updated 5/21/2020)

A: In an abundance of caution during this time of a worldwide pandemic, you are still required to stay home.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

5.18 Q: If I do not use all my FFCRA Paid Sick leave, can I have it rolled over or saved to use beyond December 31, 2020? (Added 3/27/2020)

A: No.

5.19 Q: If I separate from the County and I have not used the 80 hours of FFCRA Paid Sick leave, can I have it paid out? (Added 3/27/2020)

A: No.

5.20 Q: Can I use the 80 hours of FFCRA Paid Sick leave for anything other than Coronavirus COVID-19 related absences? (Added 3/27/2020)

A: No.

5.21 Q: Somebody in my work area is sick. What should I do?

A: If you are concerned, notify the employee's supervisor and the supervisor and appropriate senior staff will follow-up directly with the employee.

5.22 Q: If I am over 65 years old or I have an underlying health condition, and have been approved to stay home per the State and County Emergency Orders, am I eligible for the FFCRA leave TRC “VS”? (Added 5/21/2020)

A. Yes. If after the 80 FFCRA hours are used, the employee needs to remain out of work and is not able to work from home, the employee may request FMLA and use accrued leave in accordance with the Miami-Dade County Leave Manual.

5.23 Q: If I am an employee who according to the Centers for Disease Control and Prevention (CDC) may be at higher risk for severe illness, can I return to work? (Updated 5/19/2020)

A. You may continue to work and should be permitted to go to your worksite.

5.24 Q: I am able to work from home, but I do not want to work from home, can I work at my regular worksite? (Updated 5/19/2020)

A. Yes. Discuss work arrangements with your supervisor. You may return to work and may be asked to work a staggered shift in order to minimize the number of employees at the worksite.

5.25 Q: If I have been out of work due to an underlying medical condition and I want to return to work, do I need to provide a letter from my physician authorizing my return to work? (Added 4/30/2020)

A. Yes. If you claimed an underlying health condition as a reason to be excused from work or to use the paid sick leave benefits under FFCRA, you may need to provide a letter from your physician authorizing you to return to work.

6.1 Q: How do I record my time if I am working from home? (Updated 4/11/2020)

A: If you are performing you regular job duties at home, enter hours with Time Reporting Code (TRC) WH (work from home regular time) or OT (overtime) whichever is applicable.

6.2 Q: How do I report my time, if I was sent home because my department has cancelled services, has closed, or I was otherwise told not to report to work? (Updated 5/21/2020)

A: Use TRC “CV”.  This is an administrative leave code and you will be paid for hours all hours approved. As of 5/21/2020, CV must be approved by the department director.

6.3 Q: What if I don’t have enough work to do at home and only work for a few hours?

7.1 Q: How do I report my time and attendance if I am working on a Coronavirus COVID-19 assistance team e.g., call center? (Updated 4/11/2020)

A: It is important capture and properly record all time worked on Coronavirus COVID-19 efforts. Use TRC "FC" (FEMA Coronavirus COVID-19 work).

7.2 Q: What if I am not working on my regular assignment due to workload reduction, facility closure or other reason and I have been assigned to a COVID-19 assistance team, can I refuse the assignment, if I am otherwise able to work? (Added 4/11/2020)

A: No.

7.3 Q: What happens if I refuse to work on a COVID-19 assistance team? (Added 4/11/2020)

A: You will be charged Unauthorized leave "U" or "UN" (no pay) and may be subject to discipline up to and including termination.

7.4 Q: Can I pick the assistance team assignment I wish to be assigned to? (Added 4/11/2020)

A: No.

7.5 Q: What if I work for only a portion of the day on the Coronavirus COVID-19 assistance team (call center or other)? Will I get paid for a full day?

8.1 Q: If it is deemed that I need to be tested for COVID-19, is the cost covered by the County's AvMed Insurance?

A: Yes, for AvMed members. AvMed will cover with no prior authorization as Preventive Care.

8.2 Q: I am a new employee and I am still not eligible for insurance coverage. What can I do? (Updated 5/21/2020)

A:  As a special provision you will be covered from date of hire.  This temporary provision will be in place for new employees hired through December 31, 2020.

Pharmacy
Our Pharmacy Administrator, CVS Caremark is waiving early refill limits for maintenance medications at any in-network pharmacy. Relaxing refill-too-soon limitations allows members to fill maintenance medication prescriptions ahead of their normal fill schedule to ensure members can maintain an adequate supply of medication on hand.

Effective immediately, CVS Pharmacy will waive charges for home delivery of all prescription medications. With the Centers for Disease Control and Prevention encouraging people at higher risk for COVID-19 complications to stay at home as much as possible, this is a convenient option to avoid going to the pharmacy for refills or new prescriptions.

Telemedicine/Virtual Visits (Updated 5/21/2020)
Telemedicine is available to all AvMed members and covered dependents.  You can consult a board-certified physician conveniently from your computer or smartphone anytime, anywhere. Virtual Visits can be accessed 24/7/365.   Register in advance to avoid delays when you need to have a virtual visit with a board-certified physician.  Effective 3/17/2020, due to the Coronavirus COVID-19 pandemic, copay will be waived through December 31, 2020.

MDLIVE.com/AvMed
800-400-MDLIVE
Text AVMED to MDLIVE (635483)

9.1 Q: I plan to travel on my personal time. What do I need to do?

A: Miami-Dade County employees who plan to travel (internationally or otherwise) must check the Travelers' Health page of the Centers for Disease Control and Prevention (CDC) website to identify which countries or regions are classified as "Level 3" areas. The CDC recommends that all nonessential travel to these countries or regions be avoided. 

A Level 3 warning indicates that the outbreak is of high risk to travelers and no precautions are available to protect against the identified increased risk.

9.2 Q: What do I do if I have traveled to one of the Level 3 regions identified by the CDC?

• Per CDC guidelines, individuals returning from these countries who have no flu-like symptoms should stay home and monitor their health for 14 days after returning to the United States. During their self-quarantine period, employees will be granted Administrative Leave for their regular schedule. These employees will also be required to be available by phone for consultation during their regular work hours which are being covered by Administrative Leave or new Time Reporting Code (TRC) "CV."
• If an employee has symptoms (fever, cough, difficulty breathing and/or severe illness), the employee must go to the Emergency Room as soon as possible and follow medical instructions. Employees who believe they may have been exposed to COVID-19, should also call the Florida Department of Health at 305-324-2400 prior to traveling to any medical office or facility. 

For employees who begin travel on or after 3/5/20 to an area (international or otherwise) that is not classified as "Level 3" at the start of travel but is classified as "Level 3" prior to return to the United States, the same procedures discussed above apply.

For employees who begin travel on or after 3/5/2020 to an area (international or otherwise) which is identified by the CDC as countries/regions to avoid (Level 3), employees should:

• Contact their DPR before travel and provide details on their planned travel (to and from dates, location, etc.).
• Contact their DPR upon return to the United States.
• If the employee does not have symptoms, the employee is instructed to stay home for 14 days and monitor their health. Sick leave (or any available personal leave) may be used or if applicable, the employee may coordinate with their department to determine if work from home provisions can be arranged.
• If the employee has symptoms (fever, cough, difficulty breathing and/or severe illness), the employee must go to the Emergency Room as soon as possible and follow medical instructions. 

Guidelines (CDC Level 3 Countries) updated on 3/11/2020 and confirmed on 3/15/2020: The countries listed below are also classified as Level 3 and travel to the countries listed below should be avoided. The 14-day quarantine period applies.

• Austria
• Belgium
• Czech Republic
• Denmark
• Estonia
• Finland
• France
• Germany
• Greece
• Hungary
• Iceland
• Italy
• Latvia
• Liechtenstein
• Lithuania
• Luxembourg
• Malta
• Netherlands
• Norway
• Poland
• Portugal
• Slovakia
• Slovenia
• Spain
• Sweden
• Switzerland
• Monaco
• San Marino
• Vatican City

Updated 3/17/2020:

• Cruise ship travel

Updated 3/21/2020:

• Japan
• Australia
• Canada
• Brazil
• Israel

China, Iran, and South Korea also remain on the list.

As of 3/26/2020:

Countries that have a Level 3 Travel Health Notice (widespread, ongoing transmission):

• Argentina
• Australia
• Brazil
• Canada
• Chile
• Ecuador
• India
• Indonesia
• China
• Europe (Schengen Area): Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland, Monaco, San Marino, Vatican City
• Iran
• Ireland
• Israel
• Japan
• Malaysia
• Pakistan
• Panama
• Philippines
• Qatar
• Romania
• Russia
• Saudi Arabia
• Singapore
• South Africa
• South Korea
• Thailand
• Turkey
• United Kingdom: England, Scotland, Wales, and Northern Ireland

It is important to understand that guidelines may change depending on guidance provided by the CDC and it is incumbent on employees, if they plan to travel, to keep up to date with CDC guidelines, advisories as well as Miami-Dade County policies or procedures on current travel provisions.

9.3 Q: I have an upcoming cruise. Should I go?

A: Most major cruise lines have announced a temporary suspension of service. It is strongly recommended that you contact your cruise line/travel agent and request to reschedule your vacation cruise. If you decide to proceed with your travel plans, upon your return, you may be asked to self-monitor at home on your personal annual leave.

9.4 Q: I am scheduled to attend a work-related seminar/conference/course. Can I go?

A: Until further notice and unless otherwise approved by your Deputy Mayor, all non-essential travel is suspended.

10.1 Q: I am concerned that if offices close, I will not be able to pick up my paycheck. If I am not signed up for direct deposit, can I still signup for direct deposit?

A: Yes. It is not too late. Go to the Employee Direct Deposit page.

10.2 Q: What happens if I do not sign up for direct payroll deposit? (Added 4/11/2020)

A: Beginning with the paychecks of April 24, 2020, employees who are not enrolled in direct payroll deposit will have their paychecks mailed to the address on file. We cannot guarantee employees will receive their paycheck on Friday payday.

10.3 Q: I need to file a fair employment complaint, but I do not want to travel downtown, how do I file a fair employment practices, discrimination, harassment, and/or retaliation complaint?

A: Please contact the Human Rights & Fair Employment Practices Division at 305-375-2784 and a staff member will assist you. You may also submit your complaint via email at ofep@miamidade.gov, fax at 305-375-2114 or use the online complaint intake system. In an ongoing effort to practice social distancing, all intake interviews will take place telephonically until further notice.

10.4 Q: I need to schedule, reschedule or cancel a retirement counseling session. Who can I contact?

A: Call 305-375-4161 or 305-375-4288

10.5 Q: Can I schedule a telephonic retirement counseling session?

A: Yes.

10.6 Q: I have a benefit family status change (e.g., birth of a child, marriage). How do I submit a Change in Status Form?

A: The following ways:

• Via fax: 305-375-1368 or 305-375-1633
• Via email to: Annie.Bowens@miamidade.gov
• Via US Mail: Attn: Benefits Division, 111 NW 1st Street, Suite 2340, Miami, FL 33128

10.7 Q: How do I submit Leave of Absence insurance premium payments?

A: Via US Mail: Benefits Division, Attention: Leonor Dotson, 111 NW 1st Street, Suite 2340, Miami, FL 33128

10.8 Q: If an employee has personal problems which are affecting their ability to function on the job, at home, or in society, who can they contact? (Updated 5/12/2020)

A: The Miami-Dade Employee Support Services (ESS) is a benefit designed to provide a confidential service to employees. Professional counselors at ESS can help you sort out the problems and choose the appropriate and workable solutions for you and your family. Employee Support Services are available to all Miami-Dade employees and their eligible dependent family members. ESS is designed to ensure confidentiality. Persons who enter ESS on a voluntary basis will have information released only to those individuals authorized by the employee. Only the staff of the program will have access to information on any employee who utilizes the service of ESS in accordance with Federal and State regulations governing confidential information. Call 305-375-3293 or email jessica.hughes-fillette@miamidade.gov to schedule an intake session.

10.9 Q: If I had a direct payroll deduction for Metrorail or downtown parking, how do I cancel since I am no longer using the train or parking downtown? (Added 4/11/2020)

A: The payroll deductions for the month of May which are deducted in the first pay period of April have been automatically suspended until further notice – no deduction was taken in the paycheck of 4/10/2020.

10.10 Q: I need legal insurance; can I purchase legal insurance now or do I have to wait for Open Enrollment? (Added 4/16/2020)

A: ARAG®, our legal insurance plan provider, has offered to provide free resources to help you during these difficult times.

When you sign up for these resources, you'll have access to ARAG Cares DIY Docs, which allows you to create a variety of legally valid documents, including:

• Medical authorization forms for children
• Complaint letters for credit and consumer issues
• Powers of attorney, will and other estate planning documents
• The online Learning Center, where you can search articles, guidebooks and videos with helpful tips and info regarding a wide range of legal and financial matters to help you during this uncertain time.
• And more...

10.11 Q.  Is the County implementing the new CARES ACT provision for Deferred Compensation Plans? (Added 4/21/2020)

1. Yes.  Nationwide and ICMA-RC, our Deferred Compensation providers (https://www.miamidade.gov/global/humanresources/benefits/deferred-compensation.page ), have adopted the following CARES Act Provisions:

1. Coronavirus-Related Distributions (CRDs) up to $100,000 until December 31, 2020.
2. Waiver of 2020 Required Minimum Distributions (RMDs).
3. Suspension of loan repayments only, until at least January 1, 2021 (loan interest will continue to accrue during the suspension period).

• ICMA-RC (https://www.icmarc.org/miami-dadecounty.html) at 800-326-7272
• Nationwide (https://www.miamidade457.com/iApp/tcm/miamidade457/enroll/index.jsp#tab2) at 877-677-3678

10.12 Q: Are there any options for employee wellness engagements? (Added 5/12/2020)

A: Yes. You can still contact our wellness professionals virtually or schedule an in-person session if available. They can assist in creating catered programs for employees that aid in promoting a healthier lifestyle through proper diet and exercise. To make an appointment, visit the Miami-Dade County Wellness website where contact numbers and emails of all health coaches are listed. Employees can also email the coaches at wwcoaching@avmed.org.

• Have you recently traveled to a Level 3 region in the last 14 calendar days?
• Have you been on a cruise within the last 14 calendar days?
• Have you come in contact with someone diagnosed with Clovid-19?
• Are the symptoms you are showing new or is this an existing condition?  
• Do not ask specific health-related questions.

• Absence between 3/9/2020-3/31/2020: Use TRC: "CV"
• Absence after 4/1/2020: "VS" for a maximum of 80 hours – FFCRA form must be submitted.

• The employee must be sent home immediately and/or asked not to return to work until they are cleared by a doctor or they meet the criteria of the CDC to be released from self-isolation.
• The employee's identity must be kept confidential.
• You must determine the last day the employee was in the workplace, alternate worksite, or in contact with other employees.
• You must determine all the employees with whom the ill employee had "close contact" with on the last day the employee was at work. "Close contact" is prolonged contact (more than 10 minutes) within six feet, such as coworkers who share a workstation and/or have repeated interaction throughout the workday. Other examples include direct physical contact, such as shaking hands or exchanging a kiss on the cheek with an infected person. The best way to identify "close contacts" is to have a discussion with the ill employee, if possible. 
• You must notify all the employees who came in "close contact" of their potential exposure and require them to self-isolate (stay home) for 14 days from the date of the last contact with the ill employee. If an employee is required to stay home as a result of possible exposure at work, the employee(s) is to stay home on CV leave (administrative) for the days required based on date of last contact (could be anywhere from 1-14 days). A letter from the department director should be provided to all the employees who had "close contact" with the ill employee. A template is available from the Human Resources Department.
• You must also notify all of the employees who did not have "close contact" but may have been exposed by "community contact" with the ill employee, of their potential exposure. Community contact is any other kind of casual interaction with the person. For example, employees that work on the same floor, but did not come within six feet of the ill person for more than 10 minutes. The “community contacts” do not have to go home, but they must be asked to self-monitor, which means they must take their temperature twice a day and monitor any respiratory symptoms, such as cough or shortness of breath, for 14 days from the date of last contact. A letter from the department director should be provided to all the employees who had "community contact" with the ill employee. A template is available from the Human Resources Department.
• The work area of the employee who tested positive should be thoroughly cleaned and disinfected. 
• All the general guidelines above must be followed unless a consultation with an authorized doctor from the Florida Department of Health (FDOH) is held to discuss the particulars of the case and other guidance is provided to address that specific case.
• Your department director must notify Human Resources of the positive test and confirm steps taken or request guidance on steps needed to be taken.

• Pre-Screen: Employers should measure the employee's temperature and assess symptoms prior to them starting work. Ideally, temperature checks should happen before the individual enters the facility.
• Regular Monitoring: As long as the employee doesn't have a temperature or symptoms, they should self-monitor under the supervision of their employer's occupational health program.
• Wear a Mask: The employee should wear a face mask at all times while in the workplace for 14 days after last exposure. Employers can issue facemasks or can approve employees' supplied cloth face coverings in the event of shortages.
• Social Distance: The employee should maintain 6 feet and practice social distancing as work duties permit in the workplace.
• Disinfect and Clean work spaces: Clean and disinfect all areas such as offices, bathrooms, common areas, shared electronic equipment routinely.

• Absence between 3/9/2020-3/31/2020: Use TRC: "CV"
• Absence after 4/1/2020:
  • "VF" for a maximum of 80 hours (if required to care for a family member who is recovering from COVID-19)
  • "VS" if the employee must quarantine due to exposure to a family member in same household who has tested positive for COVID-19

• "People with COVID-19 who have stayed home (home isolated) can stop home isolation under the following conditions:
  • If you will not have a test to determine if you are still contagious, you can leave home after these three things have happened:
    • You have had no fever for at least 72 hours (that is three full days of no fever without the use medicine that reduces fevers) AND
    • other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
    • at least seven days have passed since your symptoms first appeared
  • If you will be tested to determine if you are still contagious, you can leave home after these three things have happened:
    • You no longer have a fever (without the use medicine that reduces fevers) AND
    • other symptoms have improved (for example, when your cough or shortness of breath have improved) AND
    • you received two negative tests in a row, 24 hours apart. Your doctor will follow CDC guidelines."

• They must be available via phone, email, or teleconferencing during their regular work hours.
• They must be available to come in to work if they are not sick and required to report to work.
• If the employee is an hourly employee, they are not authorized to work overtime unless prior approval is obtained.
• The employee must document work done during their work at home assignment.
• If the employee is sick, the employee must call in to his/her supervisor and indicate they are not working and using personal time.

12.1 Q: What health and safety protocols has Miami-Dade County implemented or will implement to protect employees? (Added 5/12/2020)

A: In order to protect employees, Miami-Dade County follows protocols based on CDC guidelines, Occupational Safety Health Administration (OSHA), and the Department of Labor standards. Some of these protocols may include screening of body temperature for all visitors and employees entering a facility, enforcing social distancing, positive hygiene practices, and requiring the use of face masks/gloves.

12.2 Q: Am I required to wear Personal Protective Equipment (PPE) such as a face masks and/or gloves at work? (Added 5/12/2020)

A: Yes. Face masks are required to be worn at all times when there are other employees/visitors around. Miami-Dade County may provide employees with facemasks and gloves, but it is encouraged that all employees have their own form of protective personal equipment.

12.3 Q: Does Miami-Dade County provide employees with PPE? (Added 5/12/2020)

A: Personal protective equipment such as facemasks, gloves, and hand sanitizers may be provided to employees by Miami-Dade County. Employees are, however, encouraged to obtain and maintain their own personal protective supplies.

12.4 Q. How do I properly wear a face mask? (Added 5/12/2020)

A. See Miami-Dade County Safety Alert on masks.

12.5 Q. How do I properly use/remove gloves? (Added 5/12/2020)

A. See Miami-Dade County Safety Alert on gloves.

12.6 Q. What should I do if an employee states that they cannot wear a face mask (or other forms of PPE) due to a disability or medical condition? (Added 7/6/2020)

A. The department should follow the process and procedures applicable to any other request for an ADA accommodation, which are described in greater detail here. The department should obtain all of the required documentation from the employee and engage in an interactive discussion with the employee to determine what, if any, reasonable accommodation can be provided. Please contact the Human Rights & Fair Employment Practices Division at 305-375-2784 for additional guidance.

• Miami-Dade County Employee Portal
• ITD Work from Home Guidelines
• ITD Help Desk: 305-375-HELP
• Miami-Dade County COVID-19
• CDC Frequently Asked Questions and Answers (Travel)
• Locations with Confirmed COVID-19 Cases Global Map
• Department of Labor - Families First Coronavirus Response Act: Questions and Answers
• What You Should Know About COVID-19 and the ADA, the Rehabilitation Act, and Other EEO Laws | U.S. Equal Employment Opportunity Commission