Rachel Begley, Manager

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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

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Agenda

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

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Postdoc Classification Overview

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

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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

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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

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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

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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

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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

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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

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Postdoc Appointment Processes

• New Appointments
• Renewals Reclassifications
• Termination

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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)

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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

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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

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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

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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

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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. 

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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.

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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

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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

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Questions?
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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