FAQs

Yes!

• UMMS Postdoctoral Compact

• Example offer letter

• Example Renewal/Non-Renewal Letter

• Final appointment year (going into 5th year) letter

A terminal doctoral degree (for example: Ph.D.) or a professional doctorate (examples include M.D., D.D.S., D.V.M.). The purpose of the postdoc is to pursue advanced scientific or scholarly training, which may be in a clinical setting, but is outside of the traditional clinical service and does not involve direct patient care.

• Note: A foreign national may need an education credential evaluation to confirm degree equivalency to a terminal degree

See: SPG 201.19; II.A.1

It is important for a postdoctoral fellow to have proof of degree completion prior to an appointment. Some schools may offer official letters providing proof of completion of degree requirements, and this may be used until a diploma is awarded.

For recent graduates, when the completed PhD cannot be verified by the background check vendor, HireRight, the hiring unit is asked for one of the following:

1. a copy of the actual degree; or

2. a letter from the degree granting institution stating that all degree requirements have been met, including a successful defense, prior to the applicant's anticipated start date, and when the degree will be conferred. Note, the degree conferral date should fall within the first 12-months of employment. 

See: SPG 201.19; II.A.1

Postdoc positions need to be processed through eRecruit, even if you have a candidate in mind.

• As you create the eRecruit posting, check the "Accept Non Posted Applications" box in the Opening Information section

• After opening is created, alert candidate and direct to the website for umjobs.org and Job Opening ID #

• Have candidate log in and register to submit application

• Instruct candidate to notify administrator after completing application

• Enter contingent offer (with approval from Sponsored Programs, if funding is on T32 grant)

Although not required, the following incentives are optional offers to make when hiring a postdoc:

• • • Michigan Medicine has a minimum salary policy aligned with the NIH NRSA zero-year experience stipend. Exceptional candidates or those in an especially competitive field can be offered a higher salary.

    • The University may reimburse the new postdocs for moving and relocation expenses not to exceed one-twelfth of the new person’s annual salary rate.  Although federal policy classifies a moving allowance as taxable income, fellows can deduct actual moving expenses when filing their annual tax return ($6,451 for a $53,760 salary).

    • An annual travel allowance to attend professional conferences can be stipulated in the offer letter.

    • An optional sign on bonus may be offered, with the maximum range of $3000 - $5000, the current University rate for high level professionals.  The payment schedule is generally with a first installment either upon hire or after 6-month probationary period (preferred option). If the first installment was paid after 6 months, then the subsequent would be paid at a year. Visit the Hiring & Onboarding page for stipulations.

Postdoctoral Research Fellow is a time-limited position and is renewed on a yearly basis, not to exceed a total of five years of postdoctoral training. Because we do not yet have a way to systematically monitor fellows’ years of experience prior to arriving at UM, technically only postdoctoral training years at UMich are counted toward the 5 year maximum appointment.

See: SPG 201.19; II.A.2

We recommend the renewal conversation be initiated 2-3 months before appointment end date.

• Should the postdoc & mentor be in agreement, an updated appointment letter should be provided to the postdoc, outlining salary and specific appointment renewal dates. See a template letter here.

• Update the postdoc's new end date in the HR system.

• REMINDERS: 

  1. Postdocs in the Medical School must meet the minimum salary policy - the current NIH Year 0 Experience scale - thus their salary will increase at least to the new minimum each year. Effective April 1, 2023, all Research Fellows at Michigan Medicine must have a minimum salary equivalent to their year(s) of postdoctoral experience at the University of Michigan on the most recent NIH NRSA Stipend scale.

  2. The maximum time in rank as a postdoc is five years. If renewing an appointment, units need to be cognizant of how long the individual has been a postdoc, or explore other titles they can transition to.

We recommend the renewal conversation be initiated 2-3 months before appointment end date.

Faculty are encouraged to be transparent and respectful of the needs of their trainees. We also encourage postdocs to initiate renewal conversations and be forthcoming with their mentors about their plans.

Yes. Research fellowships should be for one year or less, with the possibility of renewal in subsequent years, not to exceed a total of five years of postdoctoral training.

See: SPG 201.19; II.A.2

Effective April 1, 2023, all Research Fellows at Michigan Medicine must have a minimum salary equivalent to their year(s) of postdoctoral experience at the University of Michigan on the most recent NIH NRSA Stipend scale. Salary components may include a combination of funding from the University of Michigan and outside institutions or fellowships. Personal funds cannot be used to meet this salary level. 

Yes, a postdoc may be paid above the required minimum, and above their NIH years of experience level. It is per the discretion of the dept & PI.

• There are cases where postdocs are hired already having additional experience, and depts may choose to mirror a higher salary based on the NIH guidance, or even well beyond the minimum to stay competitive with applicants.

• Because of the wide range of size and resources of Michigan Medicine research labs and the equally broad range of experience and skill levels of the postdoc population, we necessarily defer to faculty to determine an appropriate, competitive, and equitable salary for each of their trainees.  We do look to departmental administrators to consider equity across their units. 

• Ultimately, U-M units have discretion to pay postdocs higher, depending on funding and operational/business needs.

The University of Michigan is prohibited from providing tax advice. 

Consider sharing links to the payroll office website, or utilize resources outlined in this document on Postdoc Tax Information.

Yes, the appointing department is responsible for the fellow’s benefits, with financial burden on the PI. If the account is insufficient to cover the full cost of benefits, the unit must notify the appropriate fund area of Financial Operations and identify another suitable account to which the benefit costs can be charged.

Postdoctoral Research Fellows must pay the standard university benefits’ employee costs.

See: SPG 201.19; II.D

All Postdoctoral Research Fellows receive the following:

• 22 vacation work days each year.

• Time off without loss of pay for all University Holidays and Season Days.

• Up to 3 weeks of paid sick leave per year if unable to perform responsibilities due to personal illness or injury.

• 6 weeks per event of maternity leave for birth mothers.

• Up to 6 weeks of parental leave following 6 months of employment.

• Up to 6 weeks of extended sick leave following 6 months of employment.

See: SPG 201.19; II.D.8

Per the SPG 201.19, appointing units must maintain records related to attendance and usage of vacation, sick leave, paid extended leave, paid maternity (childbirth) leave allocations. 

There is not a central system for postdocs to report time off. 

No attendance or absence records are maintained for Research Fellows by the Payroll Office or other central units.

No, vacation time does not accumulate or roll-over year to year.

Per SPG 201.19, Annual vacation allowance equivalent to one month in twelve (22 workdays) for fellows appointed in yearlong increments. Fellows who are either part-time (i.e. less than 100% effort) or who are appointed for at least six months but less than one year shall receive a pro-rata vacation allowance. 

Fellows must take vacation time during the annual appointment period. The University will not provide pay in lieu of time off.

Per SPG 201.19, Fellows must take vacation time during the annual appointment period. The University will not provide pay in lieu of time off.

Postdocs do not receive an employee retirement match. 

Salaried Fellows (e.g. employee trainees) are eligible to participate in a supplemental retirement account (no match).   A Supplemental Retirement Account (SRA) can be established with TIAA or Fidelity Investments as a way to save more for retirement on a tax-deferred basis.

A Performance Improvement Plan (PIP) should be developed and provided to the postdoc.

Besides situations of gross misconduct, postdocs must be notified of the need for improvement and provided the opportunity to do so by following the Performance Improvement Plan laid out.

More information can be found here.

Our full Dispute Resolution Policies and Guidelines are available here.

If circumstances arise that require the hiring unit to terminate a Research Fellow appointment before the specified appointment end date, before notifying the Fellow the hiring unit should first consult with the appropriate Dean or Director and the Office of Academic Human Resources.

For more information about termination, non-renewal, etc visit this page.

See: SPG 201.19; II.A.3

Yes. A Postdoc can choose to leave a lab before fulfilling the extent of an appointment. Many departments request a resignation letter that includes a final date of employment, contact information including a physical address, and other standard information that are required upon termination (return of keys and lab/university hardware, going over lab notebooks with P.I., cataloguing reagents and samples, etc.). 

• Upon successful completion of a postdoctoral research fellow position, postdocs will be issued a certificate of completion. 

  • HRRIS is notified by the postdoc's department of their end date. Each week, HRRIS sends Rackham a spreadsheet with the names of postdoc's termination/end date. Based on information from the spreadsheet, an email is sent to the department asking that they submit a verification response form stating that the postdoc has successfully completed their appointment and confirming the necessary information required on the certificate. Once the form has been received by Rackham, it triggers the certificate creation process. As of May 2022, electronic certificates are being sent out on a weekly basis to the postdoc. Upon receipt of the electronic certificate, all postdocs will have an opportunity to request a hard copy of their certificate, should they require some. Physical copies can take up to 16 weeks to arrive, which is the main reason for switching to electronic certificates. 

  • Please contact rackpostdoccertificates@umich.edu with any questions regarding postdoc certificates