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Rachel Begley, Manager

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Rachel Begley, Manager. Postdoctoral Affairs. and. Patty Urbon, Assistant Director ... Patty will send form on to HR for payroll purposes and copies to Rachel Begley ... – PowerPoint PPT presentation

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Title: Rachel Begley, Manager


1
Postdoctoral Updates Appointment Processes
Presented at Administrators Forum October 10,
2007
  • Rachel Begley, Manager
  • Postdoctoral Affairs
  • and
  • Patty Urbon, Assistant Director
  • SOM Faculty Affairs and Human Resources

2
Agenda
  • Postdoc Classification Overview
  • Appointment Renewal Process
  • Termination of Appointment
  • Q A

3
Postdoc Classification Overview
  • Postdoctoral Scholars Fellows
  • Overseen by Office of Postdoctoral Affairs
  • Time limited mentored training positions
  • Require doctoral degree

4
Postdoc Scholar
  • Funded by research grants obtained by others at
    the University (faculty/ PI) or dept. funds
  • Expense Class 513200
  • On Personal Data Salary Authorization Form (PD),
    salary is charged to home account (OPR) and
    distributed by respective department
    administrator

5
Postdoc Scholars Salary/Taxes
  • Salary levels should be consistent with
    University guidelines (current year NIH stipend
    levels regardless of funding source)
  • 2007 NIH Stipend Levels
  • 36,996 (0 yrs. exp.)
  • 38,976 (1 yr. exp.)
  • 41,796 (2 yrs. Exp.)
  • See Postdoc website for all levels
  • Postdoc Scholars are being paid for services
    rendered to the grant and thus are FICA eligible

6
Postdoc Scholars Benefits
  • Postdoc Benefits Program (medical, dental,
    vision, life insurance)
  • Single coverage paid by grant/PI/department funds
  • University fringe rate does not apply
  • Sick and Vacation Days
  • 10 sick days/yr. 16 vacation days/yr
  • Postdocs do not enter time in HCM, sick and
    vacation days must be kept track of on a
    departmental level
  • Postgraduate Audit Program
  • Costs 10 of graduate tuition rate
  • No retirement plan eligibility

7
Postdoc Fellow
  • Funded by training grants or funds that postdoc
    has personally applied for and obtained
  • Expense class 572500
  • On Personal Data Salary Authorization Form (PD),
    salary is charged to home account (OPR) and the
    training grant number is entered through effort
    reporting

8
Postdoc Fellows Stipend/Taxes
  • Stipend levels based upon levels consistent with
    guidelines set by sponsoring agency
  • If no agency guidelines exist, stipend should be
    consistent with University guidelines (current
    year NIH stipend levels regardless of funding
    source, see Postdoc website for NIH levels)
  • Postdoc Fellows are trainees and thus are not
    eligible for FICA

9
Postdoc Fellows Benefits
  • Postdoc Benefits Program (medical, dental,
    vision, life insurance)
  • Single coverage paid by grant/PI/department funds
    (some training grants allow/pay family medical
    coverage)
  • University fringe rate does not apply
  • Sick and Vacation Days - if no guidelines exist
    from sponsoring agency, then follow policy for
    scholars
  • 10 sick days/yr. 16 vacation days/yr
  • Postdocs do not enter time in HCM, sick and
    vacation days must be kept track of on a
    departmental level
  • Postgraduate Audit Program
  • Costs 10 of graduate tuition rate
  • No retirement plan eligibility

10
Postdoc Appointment Processes
  • New Appointments
  • Renewals Reclassifications
  • Termination

11
New Appointments
  • Once a candidate has been selected
  • Postdoctoral Scholar/Fellow Appointment Form is
    to be completed by the department
  • Chairs signature is required
  • Additional Information Needed
  • CV
  • Official (doctorate) Transcripts or Diploma
    (translated if applicable)
  • Original Recommendation for Appointment of
    Exchange Visitor (J-1) Form or Recommendation for
    Appointment of Temporary Worker (H1-B) Form - (if
    applicable)
  • Information Needed from Foreign Visitor Form
    (J-1) or H-1B Information Needed from Foreign
    Visitor Form (if applicable)

12
New Appointments - continued
  • Submit ALL paperwork to SOM Finance Office
  • Donna Parsell
  • Manager, Financial Processes and Funded Activity
  • Wood Building W176C, LC 4916
  • 216-368-2796
  • donna.parsell_at_case.edu
  • SOM Finance Office will review and forward
    paperwork to Rachel Begley in the Office of
    Postdoctoral Affairs

13
New Appointments - continued
  • The Office of Postdoc Affairs
  • Sends official letter of offer to the postdoc
  • Copies sent to dept. administrator, and Patty
    Urbon, SOM Faculty Affairs and Human Resources
  • Second Original letter sent to Foreign Faculty
    Office along with visa paperwork (if applicable)
  • Postdoc Checklist (see postdoc website), benefits
    information, campus map, Individual Development
    Plan, and Postdoc association events
    information are sent to each postdoc with the
    letter of offer

14
New Appointments - continued
  • Postdoc sends signed official offer letter back
    to Office of Postdoc Affairs
  • Postdoc will also turn in a copy of the signed
    official offer letter to the Human Resources
    Information Management department when completing
    paperwork

15
New Appointments PD Forms
  • A Personal Data Salary Authorization Form (PD) is
    to be completed by the department and sent to
    Patty Urbon, SOM Faculty Affairs and Human
    Resources
  • PD Forms will only be processed when Patty has
    received a copy of the letter of offer from the
    Office of Postdoc Affairs

16
New Appointments Announcements Feedback
  • July 1 RE Appointments
  • It is no longer necessary to do a new letter each
    July 1 for all SOM postdocs (unless June 30
    happens to be the postdocs regular end date).
  • Example  Joe Postdocs appointment dates are
    April 1, 2007 - March 31, 2008.  It is not
    necessary to have a new appointment letter done
    for Joe Postdoc on July 1, 2007.  A renewal
    letter for Joe Postdoc should be done effective
    April 1, 2008.
  • When sending PDs to Patty Urbon July 1 each year,
    just attach the postdocs current appointment
    letter.
  • Example  For Joe Postdoc, for July 1 - you would
    send Patty the new PD and attach a copy of his
    current April 1, 2007 - March 31, 2008
    appointment letter. 

17
New Appointments Announcements Feedback
  • Paperwork for Postdocs with Dual Departments
  • Who turns in paperwork?
  • The Mentor/PI's department is responsible for
    initiating appointment application. The
    application then goes to the department
    financially responsible for their sign-off. An
    additional Chair's Signature line has been added
    to the Postdoc Appointment (or is it Application)
    Form to accommodate this.

18
Renewals Reclassification
  • For ALL renewals, extensions, transfers or
    reclassifications
  • a new official letter of offer must be done.
  • A Postdoctoral Scholar/Fellow Appointment Form is
    to be completed and submitted to SOM Finance
  • If applicable, also send an original
    Recommendation for Appointment Form for J-1 or
    H-1B
  • Please keep in mind time needed for visa
    processing
  • No other documents are required (CV, diploma,
    etc.)
  • A Personal Data Salary Authorization Form (PD) is
    to be completed by the dept. and sent to Patty
    Urbon, SOM Faculty Affairs and Human Resources

19
Terminations/End of Appointment
  • For all ends of appointment, resignations, or
    terminations
  • Please send the following to Patty Urbon
  • PD form - the form just needs name, a D in the
    action box, and a term date
  • Copy of the letter of resignation (if applicable)
  • Personnel Action Form available on the HR
    website http//www.case.edu/finadmin/humres/polic
    ies/forms.html
  • Patty will send form on to HR for payroll
    purposes and copies to Rachel Begley
  • If a postdoc is leaving, please be sure to
    respond to your monthly email from Garnett-Powers
    Associates (insurance broker for the Postdoc
    Benefits Program) to let them know.
  • Since the postdocs do not receive benefits
    through HR, there is no automatic trigger to
    terminate their benefits

20
Questions?
21
Contacts
  • Rachel Begley
  • Manager, Postdoctoral Affairs
  • Nord Hall 6th Floor, LC 7027
  • 216-368-0947 phone
  • 216-368-4250 fax
  • rachel.begley_at_case.edu
  • http//www.case.edu/provost/gradstudies/postdoc.ht
    ml
  • Patty Urbon
  • Assistant Director, SOM Faculty Affairs and Human
    Resources
  • School of Medicine Rm. W171, LC 4915
  • 216-368-2011 phone
  • 216-368-3013 fax
  • patricia.urbon_at_cwru.edu
  • Donna Parsell
  • Manager, SOM Financial Processes and Funded
    Activity
  • Wood Building W176C, LC 4916
  • 216-368-2796 phone
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