How do I appoint a fellow (unsalaried)?

Job Code: 069649 / Object Code: 6452 (if paid) / MEP Paygroup (if paid) / Non-Employee

Aurora New Hire Directions

This category is used for graduate students from other universities or researchers who do not yet have a Ph.D. These fellows are not eligible for benefits and cannot be paid with federal grants. A Bachelor’s degree is required. Fellows in this category can be paid or unpaid.

https://academic-appointments.fas.harvard.edu/b-fellows-doctorate-not-r…

Required Documentation (Documents must be uploaded as PDFs with Aurora appointment.)

1. Offer Letter

Please base your offer letter on the FAS sample letter located here.

Offer letters should 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.
• Harvard Stipend (if applicable)
• A statement noting that reappointment is contingent upon satisfactory performance and continued funding.

2. CV

3. Visitor's Participation Agreement

• Available at https://vpr.harvard.edu/visitor-participation-agreements

4. Risk and Release Form (if unpaid):

• Available at: https://vpr.harvard.edu/acknowledgment-risk-and-release

Notes

• 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 fellow meet with Joe Lavin upon arrival.
• If unpaid, FTE should be .000286. Coding can be left blank.
• Please enter bachelor’s degree information in Aurora. A bachelor’s degree is required. 
• The I-9 and Affirmative Action form are not required, because the fellow will be paid a stipend, rather than a salary. 
• Fellows can take up to 20 vacation days per year (1.67 days per month) but 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
• These fellows are not benefits-eligible, nor can they apply for UHS Affiliate Health Insurance. They are eligible for the Mass Health Connector, https://www.mahealthconnector.org/
• Note that international fellows on a J-visa are required to have health insurance. 
• Fellows may be appointed for up to three consecutive years
• 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. 

If Paid a supplement:

• Cannot be charged to federal funding. 
• If the fellow is receiving a supplement of over $15,000, he/she should usually be a salaried fellow (Job Code: 000913) to be benefits eligible. 
• Payment will be considered a stipend rather than a salary.
• 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).
• U.S. Citizens will not have taxes withheld from paychecks and will likely need to file quarterly taxes.