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Frequently Asked Questions About Onboarding


When will I receive my GME contract and onboarding packages?

Part 1 was delivered electronically to the incoming fellows in in late February and to the incoming residents early April. Part 2 will be sent in May to all incoming trainees. Please contact your program coordinator if you have not received Part 1 or 2.

Will a GME orientation be held?

Yes. Two sessions will be held on June 17 for incoming residents and July 1 for incoming fellows via Zoom at 8:00 am – 10:30 am. Additional information will be provided in Part 2 of the onboarding package. See the tentative orientation schedule. You must register online in advance to join the Zoom orientation meetings using the links provided in Part 2 of your onboarding package.

COVID-19 updates

SMH Employee Health department has informed us that trainees arriving from domestic locations will NOT be required to quarantine prior to reporting for work, as long as they are COVID-symptom free and have a temperature less than 100.4F when checked twice daily. The temperature checks need to continue for at least 14 days after arrival in the community.

You do not have to self-quarantine if you travel within a hundred mile radius from Rochester.

When will I receive URMC email, Net ID and AD user name?

Yes. You will activate your URMC email, Net ID and AD username in Part 2 of your onboarding package.  You will need your employee number that will be provided in Part 2.

How do I access my URMC email account?

Faculty and staff with URMC email accounts may access mail online from any computer or mobile device.

Will I receive an ID Badge?

The ID office is strongly encouraging you to get your URMC ID anytime between now and your start date to avoid a long wait time.

  • Hours of Operation: Monday – Friday 8am-4:30pm
  • You must wear a mask and bring a legal photo identification (valid driver’s license and/or passport).
  • The ID Card Office is located in Room G-7009 on the Ground Floor of the Medical Center, towards the Behavioral Health end of the building. See the attached map.
  • Park in the Saunders Building Visitor Lot, located at 265 Crittenden Boulevard, next to the School of Nursing. Visitors may park in Lot 14 – Saunders Visitor Lot.
  • Walk across Crittenden Blvd and enter the Medical Center at the Behavioral Health entrance.
  • Staff working at the reception desk will stop you at the door and ask for a badge – you need to identify yourself a new resident/employee arriving to have an ID badge printed. They will make sure you have a mask and likely ask you a few health-related questions before directing you to the ID Card Office (Room G-7009).
  • You must always wear your badge for swipe access to enter the building.

How do I apply for parking at the medical center?

  • The Parking Office located at the Goler House is closed for in-person visits due to COVID-19.
  • A parking representative announced all trainees who register using My Parking online will be assigned to Lot 1 located on Kendrick Rd.
  • Trainees will receive their parking permit and scanner in the mail sent to the address they provided parking.
  • Park in your assigned lot when you have receive your permit to avoid risking a $100 ticket.
  • Parking will follow up with GME when more information is available regarding assigned parking for dental trainee in Lot 33 (College Town garage) and the expiration date issues for June permits.
  • Trainees or program coordinators will need to contact parking directly to arrange off-site parking access as needed.

How do I complete the I-9?

You need to complete section 1 of the I-9 Employment Eligibility Verification Form online before you can complete part 2.

Complete Part 2 of your I-9 within 3 days of your start date. SEE NEW INFORMATION BELOW.

  • Ask your program coordinator if your department has an I-9 rep to complete Part 2. If not, call the Employment Center at (585) 275-4995 to make an appointment to complete part 2.
  • You may be asked to wait in your vehicle or outside to avoid long lines due to COVID-19. Please call the office when you arrive and they will take your cell number and call you when it’s safe to enter the office.
  • The Employment Center is open Monday-Friday from 8:00 a.m. - 4:30 p.m. Located at 910 Genesee Street, Suite 100 (first floor), Rochester, NY 14611 (the main entrance is in rear of building). Due to limited staffing, the office is closed for lunch from 12:30 p.m. - 1:00 p.m.


When you call:  

  • Let the receptionist know you have been recently hired and you need to complete section 2 of your I-9.
  • If you get voicemail, leave a message identifying yourself at a new resident or fellow with your cell phone number to receive a call back.
  • Make sure you bring the forms of identification to the appointment. List of I-9 acceptable forms of identification.

When will I receive my first paycheck?

Trainees are paid monthly. Trainees can access HRMS on their program START DATE to enroll in direct deposit to a U.S. bank, complete your W-4, NYS-104 forms and enroll in your health and dental benefits.

  • June starts will receive their first pay on June 30, 2020.
  • July starts will receive their first pay on July 31, 2020.

Paystubs can be viewed or printed using the HRMS self-service. Log in HRMS, select Self-Service > Payroll & Compensation> View Paychecks and select the paycheck date to view or print.

Which benefits am I eligible for?

A benefits representative will speak at the GME orientations sessions and answer your questions regarding the dental and health plans.  More information is also available on the Office of Total Rewards website.

View a full summary of the benefits and how to enroll are available to Residents & Fellows on the Graduate Medical Education website. 


When will I receive my health insurance card?

Insurance cards arrive about 2 weeks after employees enroll in benefits to the address you provide in HRMS.  Temporary cards can be printed from the Aetna and Excellus websites after a full week of their enrollment.  

Below are the carrier’s websites.  

  • Employees will need to register as a new user on the site.  
  • Call the carrier directly if you need assistance with registering or have any questions. 
        Phone: 1-877-864-4583            Phone: 1-800-659-280