Postdoctoral Fellow New Hire Paperwork

As a Postdoctoral Fellow, your new hire onboarding will be both a online and in-person experience. You will be able to elect benefits, update personal information, complete and submit new hire paperwork in Carnegie's online onboarding system. The completion of new hire paperwork takes approximately 30 minutes to an hour.

What to Bring on Your First Day

  1. Identification to verify identify and employment eligibility. Click here for a list of acceptable identification and employment eligibility documents.
  2. DS-2019 if you are on a J-1 Visa.

Required Forms

Federal Tax Form: The W-4 form is used to determine the proper amount of federal tax income that should be withheld from your paycheck. If you are a nonresident alien, you may be exempt from paying federal income tax. View the Foreign Nationals section below for further instructions.

State Tax Form: The state withholding form is used to determine the proper amount of state tax income that should be withheld from your paycheck. Pick the form for the state in which you reside. If you are a nonresident alien, you may be exempt from paying state income tax. View the Foreign Nationals section below for further instructions.

I-9 Employment Eligibility Form: The I-9 form is used for verifying the identify and employment authorization of individuals hired for employment in the United States.

Direct Deposit Form: Carnegie strongly encourages all employees to enroll to receive paychecks via direct deposit.

Emergency Contact Form: The information obtained on the emergency contact form will only be used in the case of a medical, weather, or safety emergency.

Voluntary Self-Identification Form: Federal laws and regulations require us to report on our workforce by race, gender, and veteran status and to offer the opportunity for self-identification as to disabilities. Please assist us by completing this form. 

Voluntary Self-Identification of Disability Form: Federal laws and regulations require us to report on our workforce by race, gender, and veteran status and to offer the opportunity for self-identification as to disabilities. Please assist us by completing this form. 

Agreements

Researcher Agreement. If you are a staff member, fellow, research associate, or have any type of scientific appointment with the Carnegie Institution for Science, you should read Carnegie’s Research Policies carefully and complete the Researcher Agreement.

Conflict of Interest Form. If you are an employee, staff member, fellow, research associate, or have any type of scientific appointment with the Carnegie Institution for Science or if you will be responsible for the design, conduct, or reporting of administrative, financial, research, or educational activity that is funded or proposed for funding by a government agency or outside organization, you must complete the Conflict of Interest Form during your online onboarding.

Foreign Nationals

As a new hire, you will be asked to complete a Tax Organizer to determine you tax status. Carnegie will review your organizer and determine the necessary nonresident alien tax forms listed below that you will need to submit as a part of your new hire paperwork. Once a determination is made, Payroll Department will direct you to complete any additional forms. Please note, California and Maryland require state tax deductions regardless of resident status.

  • Substantial Presence Test FormThe Substantial Presence Test (SPT) is a criterion used by the Internal Revenue Service (IRS) to determine whether an individual who is not a citizen or lawful permanent resident qualifies as a “resident for tax purposes” or a “nonresident for tax purposes.” An individual who satisfies the requirements of the test is treated as a resident for tax purposes.
  • Tax Exemption Form 8233 This form is used by nonresident alien individuals to claim exemption from withholding on compensation for personal services because of an income tax treaty or the personal exemption amount. The SPT will be used to determine if this form should be submitted.
  • W-8BENCertification of Foreign Status Form This form is for non-U.S citizens who are the beneficial owner of an amount subject to withholding. Submit form W-8BEN when requested by the Finance department whether or not you are claiming a reduced rate of, or exemption from, withholding.

Tax Treaty Statements

If you wish to claim the benefits of a tax treaty between the United States and your country of residence, you must:

  • Have a U.S. taxpayer identification number. A U.S. Social Security number is required for employees. A social security number or a taxpayer identification number (ITIN) is required for all other types of payments.
  • Be a resident of a country that has an income tax treaty with the U.S.
  • Receive income covered by a specific article in the tax treaty for which you claim an exemption.
  • Meet all eligibility requirements (Visa type, period of presence in the U.S., etc.).

Tax Treaty statements are available for the following countries (statements for some countries are combined):