Does a fellowship affect my NYU benefits as a postdoc?
When you are awarded a fellowship, your NYU payroll code will change from 103 (Post Doctoral Associate) to 542/103 (Post Doctoral Fellow). Depending on the funding agency, your mentor/sponsor (lab PI) may be required to re-appoint you for a minimum amount that must be charged to his or her unrestricted account. Typically, this is not required for NIH fellowships (internal) but is required for NSF, HFSP & EMBO (external).
Regardless of the agency providing the stipend, please note that the only benefits you will continue to receive are employee medical and dental. Vision, tuition remission, commuter benefits, retirement, vacation and sick time accruals etc. no longer apply. Please also note that to receive paid bonding leave you must be an employee for 2 consecutive years and time as a fellow will not be counted and may reset your 2 year clock. The department strongly advises you to consult with the Benefits Office regarding the most current policy for a code 103 employee converting to a code 542/103 employee. The Benefits office can be reached at email@example.com or 212-998-1270.
It can take a month for your payroll code to change within University payroll systems. Please contact the Financial Analyst as soon as you receive the award to ensure the transition is as smooth as possible.
When you become a code 542/103 your tax status may also change. Please contact NYU payroll at AskPeopleLink@nyu.edu or 212-992-5465 for the most up to date information.
How do I extend my current visa?
Your PI must request an extension on your behalf by contacting a Department Administrator to initiate the process. If you are asking for an extension on a J-1 Visa, please initiate the process at least 2-3 months in advance. If the extension is for an H1B Visa, please initiate the process at least 6 months in advance.
How do I request Post-doc Housing?
A limited supply of postdoctoral apartments are available to the science departments. To be eligible for a postdoc apartment you must meet the following requirements:
- You hold the title of Postdoctoral Associate (Payroll Code 103) or Postdoctoral Fellow (Payroll Code 103/542)
- You are no more than 5 years out from receiving your PhD
- You have never held a tenure-track position
- You work in the lab of an investigator whose primary appointment is in one of the five FAS science departments
If you meet these requirements, complete the Postdoctoral Housing Application. Submit the application along with a signed copy of your offer or appointment letter to your PI. Your PI has to be the one to make the official request by sending your materials to the appropriate Department Administrator. The administrator will submit your materials to the Housing Department and they will contact you when housing becomes available.
- PLAN AHEAD! There is a wait list for post doc housing! Ideally this process is started during the recruitment phase of employment. Applicants are usually on the list for more than one month and housing is never guaranteed to be available by a certain date. The wait has been as long as 6-12 months in past years. If the applicant is still on the wait list by the time they start working, they will be responsible for finding their own housing. NYU DOES NOT PROVIDE ANY TEMPORARY PLACEMENT OR HELP!
- Postdocs are assigned studio apartments unless they have a child in which case they can request a 1 bedroom apartment. There are very few 1 bedrooms available.
- Housing extensions are only granted in extreme cases when there is a waitlist and only at the discretion of the Chair.
How do I terminate my employment?
The first step to voluntarily ending your employment at NYU is to work with your faculty sponsor to decide what your end date will be. In order to have your unused vacation days cashed out you must give 30 days notice. You will need to write a resignation letter that includes the following:
- A statement that you are ending your employment at NYU.
- Your last day worked.
- The reason you are ending your employment.
- An original signature. Email is not sufficient.
Bring the original copy to the Payroll Assistant in the Biology office who will ensure that you are removed from the payroll system. If this is not done in a timely manner you may receive paychecks that will have to be repaid to NYU. You will receive a standard separation acknowledgment letter via email in response. This is a legal requirement. On the last day of employment you should surrender your ID card to the Payroll Assistant.
Sample Resignation Letter
Dear Professor Smith
I am ending my employment in your lab as of January 2nd, 2017 in order to pursue a faculty position at Yale University.
How do we set up a UPS account for our lab?
NYU has an exclusive agreement with UPS to handle university shipping and as such will only allow UPS accounts to bill automatically. PIs must request a UPS account for their lab by filling out the UPS account form. The PI must determine the chartfield they wish to use for the account. The chartfield should begin with 63130-fund-org-program-project. School/Department is FAS/Biology. Fax the completed form to the number indicated and a member of NYU’s Mail Services (Campus Ship division, 998-1012) will contact you to complete the process.
I’m a new employee, what do I have to do?
Welcome to NYU Biology! We are glad you are here. To make your first few weeks here successful, here are the steps you need to complete.
On or before your first day you must visit the Payroll Assistant to complete your new hire paperwork. This is a federal regulation so it is very important that you take care of this right away. Come to the Biology Department office with:
- A copy of your signed offer letter (if you did not mail it in advance).
- Proof that you are eligible to work in the United States for your I9 form. See page 5 for a list of acceptable documents you can bring. Do not fill out the form in advance.
- If you are on a working visa, be sure to bring a copy of your passport, I-94 card and visa documents (DS-2019 or I-797 for example).
- A cancelled/voided check, to enroll in direct deposit, and the completed form.
- A completed W4 tax form.
- A copy of your most recent CV.
While in the office you will turn in your documents, fill out the I9 form and sign a labor law form. If you do not have a social security card, you will receive instructions on how to apply for one during the meeting. About 48 hours after completing your employment paperwork, an ID Card Authorization form will be available for you to pick up from the office. You will need it to get your NYU ID card. Please note: You should expect your first paycheck to come one month after your start date and the first check is almost always paper (even if you have enrolled in direct deposit) so you will need to pick it up from the office.
Within 10 business days of submitting your new employment paperwork you should receive an email from the benefits office with instructions on how to log into iLearn where you will enroll in your benefits. You have 31 days from your start date to enroll in benefits so please do not delay in completing the process. Contact the Payroll Assistant if the email does not come in the time frame mentioned. See the benefits page for more information on what is available to code 103 employees. Please note that code 103/542 fellows only receive medical and dental coverage.
NYU ID Card
Once you pick up your ID Authorization form from the office you can get your new NYU ID card. Take your form to the Card Center located inside the Command Center on the ground floor of 7 Washington Place (at the corner of Mercer Street). Give them your form and show them a valid ID such as a driver's license or passport and they will issue your new card. You will need to bring your card back to the Biology office so we can make a copy for your file. Now that you have your ID you can request swipe access to the building/lab.
NYU Email Address
Once you have your ID card you will see your netID listed on the back. You will need to activate your netID in order to set up your email. ITS has instructions here.
Employee time is monitored through MyTime. If you are a full time code 103 or code 103/542 employee, MyTime only monitors your vacation, sick and personal day requests. If you are an code 113, 118, or 119 then you will log your hours into your timesheet on the MyTime system. It is very important that you learn how to use the system. Video training is available through iLearn which you can access through NYUHome. Other resources: Quick guide. FAQs. Student employee guide.
Almost all research spaces in the Department are secured. You can request swipe access by completing the Building Access Request form on our forms page. The form must be approved by your PI or your labs designee. Once the Department is notified of the approval, your access will be processed and activated within 3 business days. You will also be added to the appropriate google group for Department emails. If you are not receiving messages, please send an email to firstname.lastname@example.org.
Health & Safety Required Training
All new employees (including faculty) must meet with the Biology Facilities Manager. When you schedule your appointment, let the facilities manager know which lab you have joined and your position (postdoc, technician, programmer, etc). In your meeting, you will be advised on the types of safety training required, whether or not you are required to obtain a FDNY Certificate of Fitness, and provide additional information on other facilities and Health & Safety related issues.
Be sure to review the other FAQs for Research Staff to learn more about Biology procedures. Once again, welcome aboard!
I'm applying for or have a pre or postdoctoral fellowship. What do I need to know?
Fellowship proposals require the same internal approvals as faculty proposals. Getting institutional signatures take time so please notify the Grants Administrator as soon as possible once you have decided to apply for a fellowship. Please review the NYU Office of Sponsored Program’s proposal development guidelines. When you email the Grants Administrator please include a link to the funding opportunity in the email and prepare the following for a brief meeting:
- Project Title
- Project Start and End Dates
- Budget: amount to request and preliminary budget breakdown ideas:
- Personnel (Co-Investigators, postdocs, graduate students, consultants, subcontractors)
- Letters of Support or Collaboration
- Human or animal subject approvals, if applicable
Please note that most proposals are now submitted electronically. You may need to register for a username prior to submission. NYU uses Cayuse 424 and Cayuse SP for submission and administration of proposals and awards, which also requires user registration. Details on how to register for each of these user profiles can be found here. If applying for an NIH grant, you must also have an eRA Commons ID and ORCID iD. Please do not wait until the last minute to register. If you are registered already but with a previous institution you must change your affiliate to NYU.
What forms do I need?
- Annual Conflict of Interest/Commitment Disclosure
- Investigator Financial Interest Disclosure
- Mandatory for federally funded researchers
- Submit signed original copy to the Grants Administrator with every proposal submission
- Agreement to Disclose
What trainings do I need?
- CITI Conflict of Interest
- Responsible Conduct of Research (RCR)
- Mandatory for: NIH - T, F or K awardees; NSF supported undergraduate students, graduate students, or postdoctoral researchers when the project proposal was submitted on or after January 4, 2010; first or second year PhD candidate in the Biology Department
- Attend Center for Neural Science Sessions in the Spring - more info
- Completed once every four (4) years
What is Responsible Conduct of Research (RCR) Training? Do I have to attend?
According to NIH notice NOT-OD-10-019, the responsible conduct of research (RCR) is defined as the practice of scientific investigation with integrity. It involves the awareness and application of established professional norms and ethical principles in the performance of all activities related to scientific research. Therefore, instruction in responsible conduct of research is an integral part of all research training programs. NSF considers education in RCR essential in the preparation of future scientists and engineers. You may be required to have RCR certification, depending on which agency funds the research project you work on.
Responsible Conduct of Research (RCR) Training is required for...
- Any undergraduate student, graduate student, or postdoctoral researcher supported by NSF to conduct research on a project whose proposal was submitted on or after January 4, 2010
- Any NIH T, F or K awardee
- All first or second year PhD candidate in the Biology Department
Categories (A) and (B) is required under the terms of your PI's/your grant agreement. Category (C) is recommended as part of your PhD training. Attendance records must be kept for departmental, University, and Federal compliance. Please send a copy of your certificate to the Biology Grants admin so it can be added to your file.
Currently for Biology, this training is achieved through a combination of the three lecture series:
- Center for Neural Science (CNS)
- Office of Postdoctoral Affairs (OPA)
- University Committee on Activities Involving Human Subjects (UCAIHS)
- The seven (7) CNS sessions are enough to fulfill the RCR requirement. You DO NOT have to take the two (2) OPA sessions and one (1) UCAIHS session in addition to the CNS sessions. However, if you miss one of the CNS sessions you can make it up with the corresponding OPA or UCAIHS course and still fulfill the requirement (see below). Questions? email email@example.com (Justin McClendon, Biology Grants Administrator).
CNS RCR Lecture Series program and equivalencies
- Research Misconduct and Conflict of Interest (equivalent to OPA #1)
- Ethical Considerations in Research with Human Subjects (equivalent to UCAIHS #1)
- Publication practice (equivalent to OPA #2)
- Ethical considerations animal
- Data acquisition, Management, Sharing & Ownership
- Survival skills for a career in research
- Mentor/Trainee Responsibilities, and Collaboration in Science
OPA RCR Lecture Series program and equivalencies
- Research Misconduct/Conflict of Interest (equivalent to CNS #1)
- Introduction to Responsible Conduct of Research; Publication & Authorship (equivalent to CNS #3)
UCAIHS RCR Lecture program and equivalencies
- IRB Made Easy (equivalent to CNS #2)