How do I appoint a postdoctoral fellow (external postdoc)?

Job Code: 061019 / Object Code: 6452 / MEP Paygroup (if paid) / Non-Employee

This category is for postdocs paid by external fellowships. The postdoc can either be unpaid or paid a supplement.  Those with supplements larger than $15,000 should usually be paid as employee postdocs (Job Code: 069591). If paid, these postdocs cannot be paid from a federal grant, because they receive a stipend, which is not allowed on federal grants. 
https://academic-appointments.fas.harvard.edu/c-postdoctoral-fellows

Aurora New Hire Directions

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 https://academic-appointments.fas.harvard.edu/x-sample-postdoctoral-fellow-benefits-eligible-offer-letter

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. 
• Harvard Stipend (if applicable)
• A statement noting that reappointment is contingent upon satisfactory performance and continued funding.    

2. CV

3. 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.

4. Visitor's Participation Agreement (now required for external postdocs)

• Available at https://vpr.harvard.edu/visitor-participation-agreements 
• Postdocs with fellowships should complete the VPA for Unaffiliated Individuals.

5. Risk and Release Form  (now required for external postdocs)

• Available at https://vpr.harvard.edu/visitor-participation-agreements 

6. 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.

Notes

• Minimum Stipend Requirement: $52,000.
• Any change of an employee postdoc to an external postdoc cannot be done as a salary change or reclass. The previous position needs to be terminated, and a new external postdoc appointment should be entered.
• 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.
• We recommend that you submit the appointment 5-10 business days before the start date. 
• Please have new postdocs meet with Joe Lavin upon arrival. 
• If unpaid, FTE should be .000286. Coding can be left blank.
• Please enter PhD degree information in Aurora under Education. 
• 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.)
• The I-9 and Affirmative Action form are not required, because the postdoc will be paid a stipend, rather than a salary.  
• 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
• Maternity/Parental Leave Policy: https://academic-appointments.fas.harvard.edu/h-family-leave-policy-postdoctoral-fellows-and-research-associates
• FAS Termination Policy: https://academic-appointments.fas.harvard.edu/g-termination-documentati…
  Please contact Joe Lavin if there are performance issues, especially when considering reappointment. 

Health Insurance

• Eligible only for UHS Affiliate Health Insurance. (Purchased through CCB Finance Office or directly by individual.) or Mass Health Connector. More information available at https://postdoc.harvard.edu/non-harvard-benefits-eligible-postdocs.
• Note that international postdocs on a J-visa are required to have health insurance. 
• If you have a choice, it is strongly recommended that postdoctoral fellowships be administered through OSP, so that the postdoc can be appointed as a stipendee postdoc and be eligible for benefits. 

If Paid a Supplement:

• Cannot be charged to federal funding.
• If the Postdoc is receiving a supplement of over $15,000, he/she should usually be an Employee Postdoc (Job Code: 069591) to be benefits eligible. 
• Payment will be considered a stipend rather than a salary.
• 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).
• U.S. Citizens will not have taxes withheld from paychecks and will likely need to file quarterly taxes.