Benefits and Orientation

Massachusetts law requires all state residents over the age of 18 to obtain health insurance. The policy is effective for any postdoc who joins the Harvard Chan School on or after October 1, 2013. As of this date, verification of adequate health insurance will be required as a part of the appointment process for new post-docs

All newly-appointed Harvard Chan School postdoctoral research fellows (postdocs) must have health insurance coverage that meets the Massachusetts minimum coverage (see Minimum Creditable Coverage (MCC) Requirements). Postdocs who are not on the Harvard payroll and thus not eligible for Harvard University employee health insurance, must complete the Confirmation of Health Insurance Coverage Form to confirm their health insurance coverage before their appointment will be processed by the Office of Faculty Affairs.

The following are helpful links regarding benefits:

• Central Benefits Office Presentation for NEW Postdocs
• Benefits Summary
• Health Insurance Programs and Premiums
• HUSHP – Postdoc Affiliate Information

Health insurance plans that externally-funded postdocs may want to purchase include:

• Postdoc Affiliate Coverage through the Student Health Program available through Harvard University Health Services (HUHS)
• Purchase of an individual or family through the Massachusetts Health Connector, or directly from one of the participating health insurance companies
• Postdocs who hold a J-1 visa are required to have medical coverage that meets U.S. government regulations.  These include repatriation and medical evacuation insurance.  Information about this policy is available on the Harvard International Office’s (HIO) website

In general, if a postdoc’s health coverage is not provided by an employer or other funding source, the sponsoring faculty member is responsible for reimbursing the postdoc up to $2500 per year for the purchase of health insurance. We recommend any postdoc with dependents who also need health insurance coverage negotiate such coverage with the sponsoring faculty member. These reimbursements are considered income by the Internal Revenue Service (IRS), and may be taxable.

Payments given to nonresident aliens for U.S. tax purposes will have taxes withheld unless the individual qualifies for, and is granted, a tax treaty benefit that reduces or eliminates tax withholding. In the absence of a tax treaty benefit, the withholding rate depends on the type of visa held.  For F, J, M, and Q visas, the withholding rate is 14%; for all other visas, the withholding rate is 30%. Information on payments to foreign nationals can be found on Harvard University’s Nonresident Alien Tax Compliance web page for Tax Withholding and Reporting for Foreign Individuals and Foreign Entities.

The Harvard Chan School salary guidelines for postdoctoral research fellows can be found here.

Vacation Time

Postdocs are entitled to one month’s vacation (20 working days) within the term of an appointment, which should be used before the appointment end date (usually June 30.)  Vacation time can only be carried forward into a subsequent year, up to a maximum of thirty (30) days, if approved by the postdoc’s department administrator.

All vacation time must be used before the postdoc’s termination date as any unused time will not be paid following the termination of an appointment.

Postdocs should discuss how best to maintain vacation time records with a department administrator.  The School’s annual appointment calendar (fillable PDF) can be used to track vacation days accrued and taken.

Sick Time

Sick days are accrued at the rate of 1 day per month, and can be carried forward to subsequent appointment terms up to a maximum of 130 days.

Personal Time

Postdocs are eligible for 3 days of personal time to be used during the term of their appointment (July 1 – June 30).  Personal time cannot be carried over to the following year.

If an appointment is less than full-time, vacation time, personal time, and sick time are prorated.

Harvard University provides benefits eligible postdoctoral research fellows with parental and medical leaves, as well as requests from postdoctoral fellows with disabilities for workplace reasonable accommodations under the guidelines of the Americans with Disabilities Act as amended, and other applicable disability laws.

To make a parental or medical leave inquiry/request or a workplace accommodation inquiry/request, you can schedule a no-obligation meeting to learn more about these processes, by contacting Antonia Gonzalez at leave_ofabsence@hms.harvard.edu or call 617-432-1024. Requesters should request accommodations as early as possible, since they may take time to implement.

In addition, you may visit the Harvard Longwood Campus’s Taking a Leave of Absence webpage.

Information regarding child care benefits and programs can be found on the following University and Harvard Longwood Campus websites:

• Caring for Children
• Child Care @ Harvard
• Care@Work
• Work/Life Resources

Please note that Harvard Chan School postdocs interested in applying for child care subsidies should apply through the University’s Office of Work/Life. Information regarding child care subsidies for which Harvard Chan School postdocs may be eligible are available on the Financial Assistance for Child Care web page.

Research fellows paid with a stipend should be aware of the tax implications related to this form of payment. Since stipendee postdoctoral fellows are not employees of the University, income taxes will not be withheld from stipends. In addition, the University’s contribution to a stipendee postdoc’s benefit plans must be treated as taxable income to the postdoc (i.e. imputed income). The expectation is that postdocs who receive a stipend will make quarterly estimated federal and state tax payments. The University’s Financial Administration in the Office of the Controller provides information on the tax issues related to fellowship (stipend) payments. For further information please review the Fellowship Payment FAQs and the University’s Policy on Fellowship Payments and Reimbursements for Students and Non-employee Postdocs/Fellows and Harvard Chan School’s Policy Statement for Fellowship Payments & Reimbursements.

Additional information regarding tax reporting of fellowship income for non-employee research fellows can be found on this Fellowship Reporting Handout and on the University’s Nonresident Alien Tax Compliance web page. Please note that this document is produced for informational purposes only, and should not be considered tax, financial, or legal advice.

Information related to estimated federal tax payments can be found on the website of the Internal Revenue Service. Quarterly tax payments can be made online through the  Electronic Federal Tax Payment System®.

The Massachusetts Department of Revenue‘s website describes the policies and procedures for paying estimated taxes. Online tax payments can be made through MassTaxConnect.

Taxes will be withheld from stipends paid to international postdocs unless a tax treaty exists between the postdoc’s home country and the United States AND the postdoc has applied for the relevant tax treaty benefits. Information regarding tax treaties and the forms needed to apply for a tax treaty benefit are available on the Tax Treaties and Deadlines web page.

For more information on tax compliance and tax reporting, please visit the University’s Financial Administration in the Office of the Controller web page.

Cafeteria Discount for Postdocs
The Harvard Chan School provides a 20% discount to benefits-eligible postdoctoral fellows when paying at check-out at Sebastian’s Cafe, Countway Cafe, and HMS’s Courtyard Cafe. The cashiers will need to view stickers before ringing up purchases. Eligibility is limited to Harvard Chan School postdocs participating in a traditional postdoctoral fellowship, ordinarily defined as individuals in training status who are working on a project under the direction of a Harvard principal investigator (Peoplesoft job codes 069591 and 069599 only).

Stickers are provided by department administration and should be placed on your Harvard ID.

Harvard Chan School  Fitness and Wellness Benefit
Harvard Chan School postdocs who have been eligible for university benefits for one year or longer are eligible for reimbursement of health club memberships as described in the Harvard Chan School Fitness and Wellness Benefit program.

Harvard Longwood Medical Area Ombuds
The Ombudsperson is a designated neutral and, as such, does not advocate for any individual or point of view. As an impartial complaint-handler, the Ombudsperson strives to see that people are treated fairly and equitably at Harvard Medical School, Harvard School of Dental Medicine and Harvard Chan School. The Office is independent of any existing administrative or academic structures and is responsible only to the dean of each school. The office supplements the existing resources available to members of our communities.  For more information please visit:  HMS/HSDM/HSPH Ombuds Office

English as a Second Language Program (ESL)
The Harvard Bridge Program offers noncredit professional development classes specifically designed to help post docs improve their pronunciation, communication and presentation skills. These classes are customized to meet students individual needs. Courses are offered in 12 week semesters in the fall and spring. Post docs who receive a pay check from Harvard pay an $80 materials fee. In addition to formal courses, one to one tutorials can also be arranged. Harvard affiliated post docs who are not paid by Harvard can also register for our classes, but will be required to pay the full tuition rate of $800/course.  For more information, please visit:  The Harvard Bridge Program

In addition to the Bridge Program, the Office of Faculty Affairs also offers ESL workshops that are free of charge in the Fall and Spring semesters.  The size of these workshops are limited to 12 participants, and post docs and other annual appointees are eligible to participate.  An email will be sent when registration for these workshops have begun.

Harvard’s Employee Assistance Program
Harvard’s Employee Assistance Program
Harvard has contracted with the nationally recognized Wellness Corporation (known within the University as Harvard’s EAP) to connect faculty and staff with a rich network of resources that can help employees manage the competing demands of work and life. Meanwhile, Harvard still provides extensive services internally. Visit HARVie to learn about Harvard’s Office of Work/Life Resources, and how to access additional services at Harvard (HarvardKey login credentials are required).

Harvard Global Support Services
The University’s global support services provides travel tools and resources to ensure safety and security, including risk ratings, safety guidelines, pre-departure support, emergency support, and travel advice. Postdocs traveling on University/School business or activities related to their professional work at SPH are covered. Please note, personal travel, including vacations or travel home to visit family is NOT covered. Visit Harvard Global Support Services for more information and to register.