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In order to assist you with the hiring of summer appointments on Research Foundation payroll, we are providing the following guidelines that detail the summer appointment type, including appropriate title and eligibility criteria, as well as the corresponding required documentation, to facilitate the hire.

SUMMER APPOINTMENT TYPES

I. Research Faculty and positions WITH an academic year obligation
II. Positions WITHOUT an academic year obligation
III. Summer Project Aides
IV. Current or New SUNY Graduate Students
V. Current or New SUNY Undergraduate Students

I. RESEARCH FACULTY AND POSITIONS WITH AN ACADEMIC YEAR OBLIGATION

Research Faculty and positions WITH an academic year obligation. The defined summer period begins May 22, 2023 and ends August 18, 2023. These appointments must be approved by the Dean. 

Typical Title(s) Utilized: Principal Investigator; Co-Principal Investigator

How to Hire?

Visit Required Documentation for Hiring.

Up to 2.5 Months

Campus policy permits, subject to sponsor constraints, the recovery of 2.5 months of full time effort on sponsored projects during the summer (see attached payroll schedule for paperwork submission dates).

Between 2.5 to 3 Months

Requests for more than 2.5 months (55 days), not to exceed 3 months of salaried effort for this calendar year, must be fully justified and approved by both the Chair and the Dean’s office. The requests should

  • Identify the specific funding Project and Award
  • Address the faculty member’s dedication of effort during the prior academic year.

NSF Guidelines
  • As in the past, no more than two months (44 days) of total support may be obtained from NSF.
  • NSF limits salary compensation for senior project personnel to no more than two months of their regular salary in any one year. (This limit includes salary compensation received from all NSF-funded grants).
State Faculty H-1B Visa Holders

State Faculty with an H-1B visa for State employment are NOT authorized to work for the RF. In order for State faculty to receive summer RF funds:

  • The funds must be routed through their State payroll account

OR

  • International Services must file a concurrent H-1B petition for the RF employment. Several months lead time is required.

II. ALL OTHER SUMMER-HIRE ONLY POSITIONS  (EXCEPT SUMMER PROJECT AIDE)

The Research Foundation has defined the period of employment to be no more than 4 months and must be between May 1 and September 30. These appointments must be approved by the Principal Investigator.

Typical Title(s) Utilized:Postdoctoral Associate; Research Scientist; Non-Teaching Professional; Non-Exempt Support Staff

How to Hire?

Follow the appropriate recruitment (for new appointments) and hiring process in the Talent Management System (TMS)

III. SUMMER PROJECT AIDES

The Research Foundation has defined the period of employment to be no more than 4 months and must be between May 1 and September 30. These appointments must be approved by the Principal Investigator.

Note: The Summer Project Aide appointment type is not available to current/new SUNY Graduate or Undergraduate Students.

Title Utilized:  Project Aide ("Summer Project Aide - Laboratory" OR "Summer Project Aide - Office" template in TMS)

How to Hire?

Follow the expedited TMS hiring process for Summer Project Aides found here.

IV. CURRENT OR NEW SUNY GRADUATE STUDENTS

For RF student employees, the defined summer period begins the day after graduation and ends the day before the Fall semester begins. These appointments must be approved by the Principal Investigator or Dean. 

Typical Title(s) Utilized: Research Project Assistant (RPA); Senior Research Aide (Sr. RA) 

Eligibility

Current or new SUNY Graduate Students are eligible for employment as a Research Project Assistant (RPA) or Senior Research Aide (Sr. RA) if they have not yet graduated AND are pre-registered for the upcoming Fall semester OR are enrolled for summer classesas their last semester.RF Payroll will confirm the student's current status in Peoplesoft. 

How to Hire?

For instructions on how to hire a Senior Research Aide (Sr. RA), visit Required Documentation for Hiring.

All Research Project Assistant (RPA) appointments must be processed through the Graduate Student Appointment Process (GSAP) in DocuSign. For more assistance with DocuSign, go to DocuSign Resources.

V. CURRENT OR NEW SUNY UNDERGRADUATE STUDENTS

For RF student employees, the defined summer period begins the day after graduation and ends the day before the Fall semester begins. These appointments must be approved by the Principal Investigator or Dean. 

Typical Title Utilized: Research Aide (RA)

Eligibility

Current or New SUNY Undergraduate students are eligible for employment as a Research Aide (RA) if they have not yet graduated AND are pre-registered for the upcoming Fall semester OR are enrolled for summer classesas their last semester.RF Payroll will confirm the student's current status in Peoplesoft. 

How to Hire?

For instruction on how to hire a Research Aide (RA), visit Required Documentation for Hiring.

 

REQUIRED DOCUMENTATION

 

If the individual is returning to RF less than one year after separating

Please submit the following forms below to rf_payroll@stonybrook.edu:

  1. An *Employee Change Form must be completed. 
  2. The individual should also log on to RF Self-Service to ensure their personal information and federal tax withholdings are correct —  they do NOT need to submit new tax forms (W-4; IT-2104 or IT-2104E) unless they wish to change exemptions.  
  3. E-Verify: If their last e-verify was over 3 years ago, a completed copy of the E-Verify Request Letter plus acceptable I-9 identification documents to Human Resources located in Administration Building, Level 3, Room 390 by their hire date.  I-9 forms must be verified by HR by the FIRST DAY of hire so that verifications can be performed in the required timeframe. Your employee MUST NOT start work until E-Verified.

If the individual is returning to RF after a separation of more than one-year

Please submit the following forms below to rf_payroll@stonybrook.edu:

  1. An * Employee Appointment Form must be completed. 
  2. The individual should also log on to RF Self-Service to ensure their personal infomration and federal tax withholdings are correct — they do NOT need to submit tax forms (W-4; IT-2104 or IT-2104E) unless they wish to change exemptions.
  3. E-Verify: If their last e-verify was over 3 years ago, a completed copy of the E-Verify Request Letter plus acceptable I-9 identification documents to Human Resources located in Administration Building, Level 3, Room 390 by their hire date.  I-9 forms must be verified by HR by the FIRST DAY of hire so that verifications can be performed in the required timeframe. Your employee MUST NOT start work until E-Verified.

If the individual is New — that is, never having been on RF Payroll

Please submit the following forms below to rf_payroll@stonybrook.edu:

  1. An*Employee Appointment Formmust be completed
  2. A completed Federal Tax Form W-4
  3. A completed State Tax Form IT-2104 — or IT-2104E if claiming exemption from State tax.
  4. E-Verify: A completed copy of theE-Verify Request Letter plus acceptable I-9 identification documents to Human Resourceslocated in Administration Building, Level 3, Room 390 by their hire date. I-9 forms must be verified by HR by the FIRST DAY of hire so that verifications can be performed in the required timeframe. Your employee MUST NOT start work until E-Verified.

FAQS

Do we need to fill out the form completely? Yes, all sections of the Appointment/Change Form must be completed.

What do we add for the “Check Delivery Drop” field?To fill in the “Check Delivery Drop in the “People Data” section, visit our list of RF Drops here.

What do we add for the “Status” field? As this is a summer appointment, choose “SUMMER” for “Status” in the “Assignment”section of the form.

Is there a deadline? Yes, to avoid appointment and payroll delays please ensure that all forms are fully completed and submitted timely (see attached RF paperwork submission schedule).

Our Forms

ADDITIONAL RESOURCES       

Non Resident Alien

IRS Form 8233 for Non Resident Alien claiming exemption from taxes due to a Tax Treaty between the U.S. and their country. For more information, go here.

Social Security Number

Every employee must have a valid Social Security number issued by the Social Security Administration. Human Resources will provide a temporary pseudo social security number for campus use only. Those employees who have been issued this temporary number must apply for a permanent number at a Social Security Administration office within 7 days of appointment. When the employee receives the Social Security card, attach a copy of the card to an Employee Change Formand email it immediately to rf_payroll@stonybrook.edu.

 

Benefits

Summer appointments to the Research Foundation that fall within the period May 22, 2023 to August 18, 2023 do not include benefit coverage, except for New York State Statutory Benefits and TIAA contributions for employees vested in the Research Foundation Retirement Plan. Faculty members that have prior State service will receive credit if the RF Prior Service Credit Form is completed and submitted to hrs_benefits@stonybrook.edu. 

Time & Attendance

For attendance inquiries, contact rf_payroll@stonybrook.edu or visit https://www.stonybrook.edu/hr/resources/rf_employee.shtml.Summer faculty attendance is now in SOLAR.

Summer RF Payroll Schedule for Faculty

 
More Questions?