Human Resources / Benefits / Payroll

The process begins with the completion of and submission of a RF Personnel Requisition (P-10) form.  After received and reviewed, the information contained in the P-10 is used to generate a vacancy announcement that is posted to the Downstate website.  The vacancy announcement is posted for fifteen (15) days for nonexempt positions or thirty (30) days for exempt positions.  All interested candidates are instructed to email their letter of introduction and resume to the requestor (or designee).

During the vacancy announcement period, the requestor/designee can interview candidates that are of interest.  After the vacancy expiration date, the requestor/designee can submit an appointment package on behalf of the selected candidate.  The appointment package includes the following forms and all of the forms must be completed in their entirety:

• Employee Assignment form
• Affirmative Action Search form
• Employment Application
• Applicant Self-Identification form
• Criminal History Disclosure form

When appropriate, the HR office will reach out to the selected candidate and provide a formal job offer.  If the offer is accepted, the HR office will initiate the on-boarding process.

As a legal requirement, the RF can only hire individuals who are authorized to work in the United States.  For nonresident aliens (individuals with foreign citizenship), the individual will have to obtain a work visa, which includes the F-1 (Student), H-1B (Specialty Occupation), J-1 (Exchange Visitor),  O-1 (Extraordinary Ability or Achievement) , or TN (NAFTA Professionals) visa.  Individuals with [valid] Permanent Resident (Green Card) are also eligible for employment.

The J visa program is administered by the SUNY Downstate HR office. This requires a State voluntary faculty appointment and completion of the UP-1 and pre-employment data form. Instructions can be found here.  

To apply for all other work authorized visas, the candidate, PI and RF HR office will engage the services of an immigration attorney.  All petitioner/employer based fees are to be paid by the faculty member seeking to petition for the individual’s visa.  Note, these costs are an allowable charge against [federal] sponsored program funds.

The hiring process is the same as hiring any RF employee; however, the salary must be at a level not less than the NRSA levels for postdoctoral employees.  Please refer to the compensation policy. 

If your candidate needs a J-1 visa, The J visa program is administered by the SUNY Downstate HR office. This requires a State voluntary faculty appointment and completion of the UP-1 and pre-employment data form. Instructions can be found here.  

Annual salary increases are given according to three (3) effective dates:  July 1, 20XX (fiscal year), the anniversary of the grant or the employee’s anniversary.  The annual increase is based on merit (discretionary) and or Across-the Board (ATB).  The RF Board of Directors determine the ATB rate for every given fiscal year. Given that ATB increases are not based on performance, if you decide to provide an ATB increase, you have to provide an ATB increase to each of your employees.  Discretionary increases greater than 10 percent must be supported by a written justification.  The RF recommends that all sponsored program employees have an annual evaluation.

Employees must have been continuously employed with the RF for six (6) months prior to the increase award date. 

When ready to process an annual salary increase, you need to submit a completed Employee Change form.  If the effective date is retroactive to more than six (6) pay periods, a separate letter of justification must be submitted.

Annual increases can only be provided if the grant funding is available

Yes. If the employee’s scope of work increases you can compensate the employee for taking on the additional job responsibilities.  You need to submit a Position Questionnaire and an Employee Change form.  The Position Questionnaire captures all of the “current” job functions, the “new” job functions and includes a section where the combined scope of work is detailed.

The complete questionnaire will be reviewed and the requested new salary will be evaluated before processing.

Another possible salary increase outside of an annual salary increase can be based equity and or parity.  We strive to ensure that our employees are compensated fairly within the Program and against market rates.  If there are internal program salary inconsistencies among employees performing the same job functions, then a salary adjustment could be warranted.  This holds true if outside market rates are significantly higher than those paid within the Program.

Health Insurance - If you have a break in service of 28 days or less, you will have no lapse in coverage.  You would need to make up any missed deductions during the 28 day period.  If you have a break in service greater than 28 days you will have to meet a new 42 day waiting period when rehired to a benefits eligible position.

Dental, Vision, Life Insurance and Flex Spending - If you have a break in service of 28 days or less, you will have no lapse in coverage.  You would need to make up any missed deductions during the 28 day period.  If you have a break in service greater than 28 days but less than one year, you can reenroll without a new waiting period when rehired to a benefits eligible position.  If you have a break in service greater than one year, you must meet a new 6 month waiting period.

Short-Term Disability Benefits – If you have a break in service less than 28 days, you will have no lapse in coverage and individuals enrolled in the voluntary short term disability plan will need to make up missed deductions.  If you have a break in service greater than 28 days, you must meet a new 28 day waiting period.

Long-Term Disability – If you have a break in service of less than one year, your coverage will begin again immediately, and you will not need to meet a new one year waiting period.