How do I appoint a postdoctoral fellow (stipendee postdoc)

Job Code 000949 / Object Code 6450 / MEP Paygroup / Non-Employee

This appointment is used for postdocs with fellowships processed through OSP.
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

If the individual is being reclassed from an employee postdoc, you may use this sample letter: https://chemistry.harvard.edu/files/chemistry/files/stipendee_postdoc_t…

Please be sure to 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. 
• Stipend information
• 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 stipendee postdocs)

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

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.

Notes

• Minimum Stipend Requirement: $52,000.
• Any change of an employee postdoc to a stipendee postdoc must be done as a reclass. This cannot be done as a distribution change.
• 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 Barbara Anderson 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).
• 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.)
• The I-9 and Affirmative Action form are not required, because the postdoc will be paid a stipend, rather than a salary.
• U.S. Citizens will not have taxes withheld from paychecks and will likely need to file quarterly taxes. 
• 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. 

Benefits

• Enter benefits costing in Aurora under External Postdoc Fringe. See: https://about.aurora.fas.harvard.edu/post-doc-benefits-costing
• 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. 
• There is a flat fringe amount for these postdocs. This will be charged to object code 6261. The rate usually changes in July of each year, so this may need to be reentered every July, especially in cases where the fringe is split-coded.