Appointment Forms to Send to the Office of Postdoctoral Affairs
Appointment packets should be received no later than 30 days prior to the appointment start date.

Please send a completed packet, we cannot accept partial appointment packages. PDF scans sent to our central mailbox ( ) is our preferred method of receiving all appointment packets.

Need

Done

Form / Description

Department Recommendation Form signed by faculty sponsor and department chairman. Do not leave any blanks.
*updated Febraury 9, 2009

Information Sheet completed and signed by postdoc.
* updated January 2007

Offer Letter from sponsor to fellow and signed by both (use current sample letter on web site) *updated November 4, 2009

Copy of Diploma or Statement of Completion of Degree is required for all postdoctoral appointments; translation into English required.

Copy of C.V. (or resume)

Proof of Support (award letter or letter from paying institution) if the postdoc will be paid directly by an agency, home country institution, PAVAMC, SUH, etc.

Visa Information (For scholars on J visas: DS-2019 request submitted online).  Attach to the appointment packet a copy of the scholar’s passport, dependent passports and any prior DS2019s.  For postdocs who are finishing PhD programs in the U.S. and will be on Optional Practical Training, attach a copy of the Employment Authorization card or, if not yet available, the OPT application.

Patient Care Contact Sheet (pp 1) required for all MD's whether or not they have patient contact (completed by faculty sponsor.)*updated May 20, 2008

Immunization form (pps 2-3 of MD Care Sheet) required for ALL postdocs with patient contact.

Copy of California medical license required for all fellows with full or incidental patient contact.

Agreement for physician services outside the fellowship: Required only if a billing number is requested.

Text required in offer letter (sample template for copy/paste) for fellows who will perform services outside the fellowship.

Stipend Payments
(Send backup documents to MC 8440 - Payroll, attn: Mimi Bangbor, before paying scholar in GFS.

Need

Done

Form / Description

Social Security Number is REQUIRED for ALL postdocs regardless of support type.

Copies of passport, DS-2019, I-94, and visa or resident alien "Green Card".

Form W-8BEN (if tax treaty exists).

Payroll
(GFS entry required by department administrator): send all forms to mailcode MC 8440, Payroll, 3145 Porter Drive, Palo Alto, CA 94304

Need

Done

Form / Description

Social Security Number is REQUIRED for ALL postdocs regardless of support type; send new SSN to the Office of Postdoctoral Services.

I-9 with attachments

Tax Data Form (W4/SU-32)

Form 8233 (for payment to non-resident aliens whose country has a tax treaty with the US)

Optional: automatic deposit for payroll checks.

Complete GFS entry for the salary payline

Additional Forms to be Sent to Appropriate Department
(Please do not send any of the following forms to Postdoc Services)

Need

Done

Form / Description

Send to:

Patent and Copyright Agreement Form (SU-18)

Complete this form electronically in Axess. Individuals can sign, and can view the status of, their agreement on the Academics tab. *updated November 2006