All postdoctoral scholars (title codes 3252-Employee, 3253-Fellow, and 3254-Paid Direct) must be approved through Graduate Studies.
Graduate Studies will process only accurate and complete appointment paperwork. Errors or missing information may delay significantly the approval process. Allow 14 days for processing.
Applicable forms and completed information should be sent to Graduate Studies, 250 Mrak Hall or e-mailed.
Use the Postdoctoral Scholar Appointment/Action Form as a cover to all requests.

New Appointments

Department:

• Prepare the Postdoctoral Scholar Appointment Notification Letter from the principle investigator (PI) and department chair. Departments must use this sample template. Prepare any exceptions necessary based on the parameters of the appointment.  
• Submit the complete appointment packet to Graduate Studies. The packet must include all of the following documents in order to process the appointment:
  • Postdoctoral Scholar Appointment/Action Form
  • Postdoctoral Scholar Appointment Notification Letter signed by the PI and department chair 
  • Current Curriculum Vita or Academic Biography
  • Postdoctoral Scholar Petition for Exception to Policy (if needed)
• Graduate Studies reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, an electronic copy of the approved Postdoctoral Scholar Appointment Notification Letter will be returned to the department contact as indicated on the Postdoctoral Scholar Appointment/Action Form. If denied, the department will be notified via e-mail.
• The approved Postdoctoral Scholar Appointment Notification Letter may be used as an offer to the postdoctoral scholar and must be signed and returned. A copy of the fully executed copy must be given to the postdoctoral scholar within seven days of appointment.
• Enter appointment into the Payroll and Personnel System (PPS).

Reappointments

The department chair/unit director may request a reappointment as long as the postdoctoral scholar does not exceed the five-year maximum. Reappointment notification should be made 30 days prior to reappointment.
Department:

• Prepare the Postdoctoral Scholar Appointment Notification Letter from the principle investigator (PI) and department chair. Departments must use this sample template. Prepare any exceptions necessary based on the parameters of the appointment. 
• Submit the complete appointment packet to Graduate Studies. The packet must include all of the following documents in order to process the appointment:
  • Postdoctoral Scholar Appointment/Action Form
  • Postdoctoral Scholar Appointment Notification Letter signed by the PI and department chair 
  • Current Curriculum Vita or Academic Biography
  • Postdoctoral Scholar Petition for Exception to Policy (if needed)
• Graduate Studies reviews the appointment to ensure the accuracy and completeness of all the materials. Upon approval, an electronic copy of the approved Postdoctoral Scholar Appointment Notification Letter will be returned to the department contact as indicated on the Postdoctoral Scholar Appointment/Action Form. If denied, the department will be notified via e-mail.
• The approved Postdoctoral Scholar Appointment Notification Letter may be used as an offer to the postdoctoral scholar and must be signed and returned. A copy of the fully executed copy must be given to the postdoctoral scholar within seven days of appointment.
• Enter appointment into the Payroll and Personnel System (PPS).

Exceptions

Graduate Studies will consider the following types of requests for exception. An exception will be granted on a very limited basis determined by the information provided in the justification.

• Initial appointment for less than one year.
• The appointment is below 100% (only for family, health, or other employment).
• The appointment is beyond the five-year limit (must include justification of continued need for training).

To submit a request for exception to the terms of the union contract:
The Department:

• Submits a completed Postdoctoral Scholar Petition for Exception to Policy from the appointee (postdoctoral scholar) and with the written concurrence of the supervisor (faculty mentor).
• Provide clear and thorough justification – provide attachments if needed.
• Send the exception request in hard copy at least 14 days in advance of the requested appointment date.

Appointment Separations (Layoff – lack of funding)          

• Prepare the Layoff Notification letter from the principle investigator.
• Provide the postdoctoral scholar the letter at least 30 days in advance of layoff.
• Send a copy of the Layoff Notification letter and the Postdoctoral Scholar Appointment/Action Form to the Office of Graduate Studies and Employee and Labor Relations. (The university must notify the union within five business days.)
• Process a separation of the postdoctoral scholar appointment in PPS. 

Appointment Separations (End)          

• If the appointment will end before the approved appointment end date, contact Employee and Labor Relations for further information. (The university must notify the union if the postdoctoral scholar is moved out of the unit during the term of appointment.)
• Process a separation of the postdoctoral scholar appointment in PPS. 

Help

For assistance or further information, please contact Tracey Pereida, tgpereida@ucdavis.edu or (530) 754-6447.

Required Forms for New Hire

Note: all forms need to be signed on or before the first day of employment.

• Oath of Allegiance/Patent Agreement (UPAY 585), signed and witnessed
• Employment Eligibility Verification (I-9), signed and witnessed
• Demographic Data Transmittal
• Federal and State Withholding Allowance Certificates (W-4)
• Pay Disposition (UPAY 702-3)
• Statement Concerning Your Employment in a University Position Not Covered by Social Security (if applicable)
• Personal Data (UPAY 544) – optional
• Signed Postdoctoral Scholar Appointment Notification Letter
• Signed UAW Local 5810 Postdoctoral Scholar Deduction Authorization Form

Additional Forms for Non-Resident Aliens:

• Statement of Citizen Status
• Employee's Federal-State Withholding Allowance Certificate W-4 (Non-Resident Alien)
• IRS Tax Exempt (Form 8233) (if applicable) (Instructions for Form 8233)
• Tax Treaty for their country (if applicable)
• IRS W-9 - Request for Tax Payer ID (if needed). Completed W-9 for University of California, Davis