# How do I appoint a postdoctoral fellow (employee postdoc) Job Code 069591 / Object Code 6150 / MIP Payroll / Employee This is the most common appointment at the postdoctoral rank and is generally used for any postdoc who is being paid directly with PI funds. [Aurora New Hire Directions](https://about.aurora.fas.harvard.edu/files/aurora/files/research-hire.pdf) Sort Reappointments A reappointment letter is now required for all reappointments. Please base the letter on this [template](https://academic-appointments.fas.harvard.edu/15ii-sample-postdoctoral-fellow-reappointment-offer-letter): [Aurora Reappointment Directions](https://about.aurora.fas.harvard.edu/files/aurora/files/research-reappoint.pdf) **Required Documentation** (Documents must be uploaded as PDFs with Aurora appointment.) **1. Offer Letter** Please base your postdoc offer letter on the FAS sample letter located at Offer letters should include the following: - Title - Appointment Dates - Research Purpose (This does not need be extensive, but it should clearly explain the appointment to someone outside of the department.) If not in the offer letter, the research purpose can be included in the Aurora comments instead. - Salary information - A statement noting that reappointment is contingent upon satisfactory performance and continued funding. **2. CV** 3. **Affirmative Action Form** - Located at: [http://facultyresources.fas.harvard.edu/files/facultyresources/files/af…](http://facultyresources.fas.harvard.edu/files/facultyresources/files/affirmative_action_form_for_research_appts.pdf) - Word Version: [https://chemistry.harvard.edu/files/chemistry/files/affirmative\_action\_…](https://chemistry.harvard.edu/files/chemistry/files/affirmative_action_form_for_research_appts.doc) - List all the applicants since your last postdoc was appointed. The list should include all applicants, not just those interviewed. - **The person being appointed should be included on the list.** - Signature of Hiring Officer line should now be signed by the PI. Typed name of PI on that line is acceptable. - If you do not know the gender of an applicant, leave blank. If you do not know the ethnicity, use 7 for unknown. - No search is required when appointing a recently graduated student from your lab. Submit the form with the information for the new postdoc, and use search exemption 7. - Convert to PDF before uploading. **4. Ph.D. Verification Letter or Copy of Diploma** - Only required if degree was received in last 12 months. - If the postdoc is from outside Harvard, this document must come from a degree-granting body, such as a Registrar or Graduate Records/Dean’s Office. Letters from faculty sponsors/chairs will not be accepted by FAS. Letters must also clearly state that the researcher has completed all requirements for the degree of Ph.D. - If the Ph.D. is from Harvard, a letter from a chair or department administrator will suffice. For CCB graduates, Joe Lavin or Kathy Oakley can write a letter to include with the appointment. - In most cases, the researcher can be appointed temporarily as a Fellow, while awaiting PhD letter. **5. Recommendation Letters (New)** - 2-3 recommendation letters are required for all new postdoc appointments. An exception may be requested for a recently graduate student from your lab who is continuing as a postdoc. **6. I-9** - The new postdoc should meet with Joe Lavin to fill out an I-9 on their first day (or earlier). I-9’s are required if the postdoc is being paid a salary directly from Harvard. The postdoc should provide either a passport OR both a driver's license and a social security card. Non-citizens will also need to provide visa documents. **Notes** - **Minimum Salary Requirement: $52,000. Documentation for any outside funding will need to be included.** - **All foreign nationals working in our labs must have valid employee visas. Researchers with tourist visas or expired work authorization may not legally work in our labs.** - **While an I-9 is required, we recommend that you submit the appointment early without an I-9 (ideally 5-10 business days before the start date). This will reduce the wait for an HUID.** - **The Paid Family Medical Leave Form is no longer required.** - **Please have new postdocs meet with Joe Lavin upon arrival.** - Paid at the end of the month. Coding changes for the month should be submitted in Aurora by the 15th of that month (i.e. enter by Jan. 15th for the Jan. 31st check). - If paid entirely by Harvard, FTE should usually be 1. If Harvard is only paying a portion of the salary, the FTE should reflect this. For example, if Harvard is paying $20K of a total salary of $50K, the FTE should be 0.4. - Please enter PhD degree information in Aurora. - Postdoctoral Fellows may be appointed for up to five consecutive years. Then, they must be reclassed to the Research Associate rank. (The limit was previously three years.) - Postdocs in this category are benefits-eligible, if they work more than half-time or receive more than $15,000 annually. Not eligible for retirement plans. - Benefits covered by fringe. Fringe will be charged regardless of whether the postdoc's salary is above the benefits threshold. - Once the new postdoc has an HUID and PIN, they must sign the participation agreement electronically at: . The CCB Department Office will track this. - Postdocs can take up to 20 vacation days per year (1.67 days per month). However, they are not eligible for vacation payouts (i.e. vacation time does not carry over year-to-year). Groups should track this locally. A vacation calendar can be found at [https://chemistry.harvard.edu/files/chemistry/files/ccb\_postdoc\_vacation\_calendar.docx](https://chemistry.harvard.edu/files/chemistry/files/ccb_postdoc_vacation_calendar.docx) - Maternity/Parental Leave Policy: - FAS Termination Policy: Please contact Joe Lavin if there are performance issues, especially when considering reappointment. See also:- [ Human Resources ](/laboratory-administrator-manual-lam/human-resources) - [ Aurora ](/laboratory-administrator-manual-lam/aurora) - [ Aurora Appointment/Reappointment ](/laboratory-administrator-manual-lam/aurora-appointmentreappointment) - [ Postdocs ](/laboratory-administrator-manual-lam/postdocs)