Payroll Documentation

New Hires 

The department initiates the payroll document, a New Hire PAF, for the postdoc. A new hire payroll document is necessary for ALL postdoctoral fellows no matter what their job code/classification. Any payroll document with one of the following job codes: 9132-Research Fellow, 9134-Research Fellow TRAINEE or 9136-Visiting Research Fellow must be signed by the BRET Office of Postdoctoral Affairs (see "Approvals", below).


VERY IMPORTANT: Please enter Trainees [who receive Stipends] into the People Soft System For postdoctoral research fellow trainees funded by training grants or individual fellowships, paid by STIPEND REQUEST FORMS, a new hire PAF should be turned in to Medical Payroll with the correct job code [9134]. Zero (0) should be stated as the "Benefits salary". In the comment section of the PAF enter "Paid by stipend - please enter into People Soft for perquisites". This ensures that the postdoc trainee will be recognized by Vanderbilt and that his/her stipend will be deposited into their bank account, if automatic deposit was requested.


Approvals

Any payroll document with a 9132-Resesearch Fellow, 9134-Research Fellow TRAINEE or 9136-Visiting Research Fellow job code must be signed by the BRET Office of Postdoctoral Affairs Coordinator, Faith Bishop. These documents may be hand-delivered or campus mailed to Faith at 340 Light Hall, Campus Zip 0301.

 

Pay Rate Changes

When reappointment paperwork is processed, please copy the completed reappointment form to the payroll officer in your department. If the postdoc is to receive a raise, a payroll document will be necessary to initiate it.

 

Job Code Changes-VERY IMPORTANT-Please be sure NOT to terminate the postdoc

When a postdoc moves onto or off of a Training Grant and his/her job code changes, the training grant manager should inform the payroll officer so that a payroll action form can be initiated. Also, note that a Benefits Action Form (form is included right below this on the drop down menu) will go to Irene McKirgan, 117 Alumni Hall, who handles the postdoctoral trainee health insurance, because the postdoc's health insurance benefit provider will likely change.