Hiring a Postdoctoral Fellow from outside of UVA Manager/Dept Admin work with the HRBP for documentation and Manager/Dept Admin complete the Postdoctoral Fellow Intake Form After receiving the intake form, UVA HR will initiate the background check. Once the background check clears and the approved offer letter is submitted to UVA HR Talent Support the Postdoctoral Fellow will be hired in Workday, initiating onboarding activities and UVA account setup. The Postdoctoral Fellowship end date will be captured as a Contract End Date in Workday. Manager/Dept Admin is responsible for initiating the health insurance setup process and the stipend payments via Accounts Payable.

Hiring a Postdoctoral Fellow from outside of UVA

1. Manager/Dept Admin work with the HRBP for documentation and

2. Manager/Dept Admin complete the Postdoctoral Fellow Intake Form

3. After receiving the intake form, UVA HR will initiate the background check. Once

the background check clears and the approved offer letter is submitted to UVA

HR Talent Support the Postdoctoral Fellow will be hired in Workday, initiating

onboarding activities and UVA account setup. The Postdoctoral Fellowship end

date will be captured as a Contract End Date in Workday.

4. Manager/Dept Admin is responsible for initiating the health insurance setup process and the

stipend payments via Accounts Payable.

 

Transitioning a Research Associate to a Non-employee Postdoctoral Fellow

1. Manager/Dept Admin work with the HRBP for documentation and approvals.

2. Manager/Dept Admin submit the approved offer letter to UVA HR Talent Support via DocuSign.

3. UVA HR Talent Support will make the job change in Workday to the Postdoctoral

Fellow role based on the information in the offer letter. The Postdoctoral

Fellowship end date will be captured as a Contract End Date in Workday.

4. Manager/Dept Admin is responsible for initiating the health insurance setup process and the

stipend payments via Accounts Payable.

 

Important notes on pay dates for Postdoctoral Fellow to research Associate Transition 

 

Salaried pay compared to Stipend pay
	Research Associate	Fellow
Pay Period	Monthly – 25th of one month to the 24th of the following month	Monthly – 1st day of month to last day of month
Pay Date	1st day of the month following the last day of the pay period (lag pay)	Within five days of the first day of the month

 

Since Research Associates and Fellows have contrasting pay periods, an individual who switches from a stipend-paid fellowship to a salaried Research Associate position will experience one month without pay in the transition period.   

For example, a Fellow receives a stipend check on October 1 for support for the month of October.  If the fellow accepts a Research Associate position effective October 25^th, the paycheck for the October 25 – November 24 period will be paid on December 1.  There will be no paycheck or stipend payment on November 1.

For additional information, contact [email protected].

 

Terminating a Postdoctoral Fellow or Research Associate

The termination process for a Research Associate or Postdoctoral fellow should be initiated in Workday by the Manager/Delegate.