Purpose: Provides postdoc admins a list of pending and returned postdoc web form transactions
Where to Find the Postdoc Admin Worklist (PAW):
- In AXESS: click OPA/ Bechtel Center tab > Postdoc > Postdoc Administrative Worklist
Use of the PAW:
- The Postdoc Administrative Worklist page populates with pending and returned postdoc web form transactions for review by the postdoc admin
- The transaction list can be sorted by Form Type to filter for easier viewing
- Scroll right to view OPA comments explaining the reason the transaction remains pending or the reason the transaction was returned
- Click on the Transaction ID link to open the web form
- Pending transactions can be reviewed for comments explaining next steps for transaction approval
- Returned transactions can be edited and resubmitted to workflow for further OPA review and processing
- The Approver column will show "multiple approvers" when more than one person holds the approval role where the transaction is pending
Returned Transaction Codes:
- Returned web forms include codes to help the postdoc admin identify the reason for return and make edits for resubmission and further processing
- Postdoc admin must indicate all return codes are resolved to resubmit the web form to workflow
Postdoc Web Forms Returned Transaction Codes
| Return Code Number | Web Form | Return Reason |
|---|---|---|
| 01 |
Recommendation Change Termination Leave of Absence |
Misc: see comments for details -- review return comments for guidance on next steps |
| 02 |
Recommendation Change Termination Leave of Absence |
Returned per admin request -- transaction returned based on postdoc admin request to edit data |
| 03 |
Recommendation Change Termination Leave of Absence |
Submitted too early -- transaction submitted too early, resubmit at a later date |
| 04 |
Recommendation Change Leave of Absence |
Pending too long w/o documents -- transaction pending too long awaiting submission of supporting documents or web forms |
| 05 |
Recommendation Change |
PI ineligible as sponsor -- faculty member named is not eligible to sponsor postdocs |
| 06 |
Recommendation Change |
PI not affiliated with program -- faculty member named has no affiliation with the appointing department |
| 07 | Recommendation |
Incorrect/missing sub-plan -- resubmission of transaction must include the correct sub-plan |
| 08 | Recommendation |
Incorrect/missing affiliation -- resubmission of transaction must include the correct "other" affiliation |
| 09 | Recommendation |
Start date is not feasible -- start date does not permit necessary processing time |
| 10 | Recommendation |
Appt term exceeds 3 years -- initial appointments are restricted to a maximum 3 year term, per postdoc policy |
| 11 | Recommendation |
Appt term less than 9 months -- initial appointments are restricted to a minimum 9 month term (except for Stanford PhD grads), per postdoc policy |
| 12 | Recommendation |
Incorrect research experience -- research experience noted by department does not match research experience or OPA calculation |
| 13 | Recommendation |
Incorrect annual funding -- funding entered must be annualized and cannot include non-salary allowances |
| 14 | Change |
Start date change error -- start date change is not feasible -- start date does not change with appointment extensions |
| 15 | Change |
End date exceeds 72 months -- revise end date to a date that does not exceed the maximum 72 month term |
| 16 | Change |
Unmatched appt/visa dates -- appointment dates do not match the DS-2019/EAD card/H-1B visa date -- requested appointment end date must match DS-2019/EAD card/H-1B visa end date |
| 17 | Change |
Correction or discount error -- research experience correction or discount entered does not match calculation or is not permitted |
| 18 | Termination |
Unmatched GFS end date -- active GFS pay line end date does not match appointment termination date |
| 19 | Termination |
Incorrect action reason -- action reason selected does not fit the end of appointment circumstance -- Common errors: use of code other than PDEP for a department transfer; use of PEAR code when postdoc ends appointment early. |
| 20 | Termination |
Forwarding address is required -- forwarding mail address is required for potential future mailings from Stanford |
| 21 | Termination |
Non-Stanford email is required -- forwarding email address must be non-Stanford Do not enter the postdoc's previous email address from their PhD institution! |
| 22 | Leave of Absence |
Leave period exceeds 90 days -- unpaid leaves are restricted to 90 days, per postdoc policy |
| 23 | Leave of Absence |
J-1 visa holders must exit US -- visa regulations require J-1 visa holders to exit the U.S. for the unpaid leave period |
