Postdoctoral Information Guide

Mandatory Paperwork
On your first day at MIT, you will have to fill out employment forms with Vicky Metternich (4-311, vickym@mit.edu, 3-4804) in Physics HQ’s.  Please call or email to schedule an appointment to complete the following forms:

  • Inventions and Proprietary Information Agreement form
  • Personnel/Appointment Information Form
  • Employment Eligibility Verification Form (I-9) - You will need to provide documents that establish identity and work eligibility.

International Scholars Office (ISchO)
http://web.mit.edu/scholars/administrators/j1/index.html
E38-219, 617-253-2851, Walk-in Hours:  Monday - Friday, 9:00 a.m. - 3:00 p.m.
If you are not a U.S. citizen or permanent resident, you must check in with the ISchO within your first three days at MIT. Be sure to bring your passport and visa documents with you. If you have any questions at any time during your stay regarding your visa, please contact myself or the International Scholars Office.

Identification Card (MIT ID)
http://web.mit.edu/semo/card/index.html
W20-021 (basement of Stratton Student Center) 617-253-3475, Hours:  Monday – Friday, 8:30 a.m. – 4:30 p.m.
Soon after your arrival, you should go to the MIT Card Office in the basement of the Stratton Student Center, W20-021, and have your picture taken for your MIT ID (bring your drivers license or passport). I will send you an email letting you know that you are in the system and are able to get your card.

MIT Athena account, Kerberos ID, Web Certificates
http://ist.mit.edu/start-fac-staff
As a member of the MIT community, you have access to a wide range of computer-based facilities and tools that will help you to get your work done. To take advantage of many of these electronic resources, you first need to establish an official identity that will allow you to pass through MIT's online security systems. Through this site you can sign up for a Kerberos/Athena account and get a personalized certificate on the computer you are using to ensure secure accessibility to otherwise protected sites like the Employee Self Service (ESS).

Employee Self Service (ESS)
https://atlas.mit.edu/
Through this site you can update your home and office contact information in the MIT web directory, emergency notification information, etc. Within your first week at MIT you should go through this site to make sure all your information is correct.  International Scholars – You must notify the ISchO of your change of home address immediately.

Paychecks, Direct Deposit
http://web.mit.edu/sapwebss/PS1/money_home.shtml
MIT requires that all employees enroll in Direct Deposit.  To enroll, visit the Employee Self Service site and click on the Money Matters tab. Paychecks are deposited into an individual’s bank account on the last business day of each month. Paystubs may be found at ePaystubs under Money Matters. If you have any problems with your payment, please see Vicky Metternich as soon as possible.

Tax Withholding/Tax Forms
http://web.mit.edu/sapwebss/PS1/money_home.shtml
If you are paid by MIT, complete your Tax Withholdings under the Money Matters tab in the Employee Self Service site. International visitors are encouraged to find out if they are eligible for coverage by a tax treaty. You may either visit the Payroll office in NE49-3131 to obtain forms, or email payroll@mit.edu with your name, MIT ID number and country of residence to ask if you are eligible. You will need to file a U.S. tax return by April 15 for the preceding calendar year.  For more information about tax publications and resources for international scholars, visit: http://web.mit.edu/scholars/intlscholars/taxes/resources.html

Taxes are processed through two separate offices depending on the type of payments involved, HR/Payroll and Accounts Payable.

Tax Form

Issued for:

Issued by:

W-2

Salary and wage payments to employees and students excluding wages that are exempt under a tax treaty

HR/Payroll
payroll@mit.edu or 617-253-3337

1042s

1) Salary and wage payments to employees and students who are non‐resident aliens
covered by a tax treaty
2) Fellowship payments covered by a tax
treaty which had federal income tax
withheld

HR/Payroll (payroll@mit.edu or 617-253-3337):  Salary can wage payments, fellowships

Accounts Payable (accounts-payable@mit.edu or 617-253-2750): Honoraria, prizes and awards, fellowships, non-graduate student salaries, etc.

1099-MISC

Independent contractors, royalties and
other income

Accounts Payable (accounts-payable@mit.edu or 617‐253‐2750)

1099‐R

Pension payments to retirees and Long Term Disability payments

HR/Payroll
payroll@mit.edu or 617-253-3337

 

Emergency Preparedness, Personal Safety and Theft
http://emergency.mit.net/emergency/  
Please be aware that MIT is a relatively open space, especially during the workday. There have been thefts of computers, cell phones, and wallets from offices and open areas on campus, so please make sure to secure your area and do not leave valuables unattended.

Dial 100 or 617-253-1212 from a campus phone for all police, medical/ambulance, fire/explosion, and other emergencies. Non-emergency injuries should be reported to your supervisor and MIT Medical Department, E23, 253-1311 (open 24 hours per day/ 7 days per week).  After contacting the proper authorities, please also let Physics HQ staff know about thefts and any injuries within 24 hours of the accident.

For information about emergency MIT closings, call 253-SNOW (253-7669).

Housing
http://housing.mit.edu/

Parking and Transportation
http://web.mit.edu/facilities/transportation/
W20-022, mitparking@mit.edu, 617-258-6510, Hours: Mon-Fri 8:30am-4:30pm

  • Alternative Transit Subsidy        
  • Bicycling          
  • Carpool/Vanpool          
  • Emergency Ride Home
  • Shuttles           
  • T-Passes         
  • Zipcar
  • Parking is available on campus and you must sign up via the department parking coordinator, Vicky Metternich (4-311, vickym@mit.edu, 3-4804).

Holidays
http://hrweb.mit.edu/holidays/   
MIT is closed on 12 Holidays each year. Visit the website listed above for a list of MIT administrative holidays.

Athletic Facilities
http://web.mit.edu/athletics/www/
MIT staff and affiliates may purchase a membership to MIT athletic facilities. For membership information, visit the MIT Athletics Web Site or call 617-452-3690.

Furniture Exchange
http://mit.edu/womensleague/fx/
The MIT Student Furniture Exchange (FX), a service project of the MIT Women's League since 1958, sells used furniture and household goods at bargain prices and is open to the MIT, Harvard, Suffolk and Boston University communities. The FX provides a dual service since all profits benefit the MIT Women's League Scholarship Fund.

Family Resources

  • MIT Spouses and Partners – provides support, networking and educational opportunities for the wives, husbands and significant others of MIT students, postdocs, staff, and faculty. Contact person - Jennifer Recklet (617-253-1614 or reck@med.mit.edu). More information available on http://spouses.mit.edu/.
  • MIT Center for Work, Family, and Personal Life - provides all members of the MIT community with advice, referrals, and resources on parenting, child care, schools, and job flexibility and oversees the Institute’s child-care centers: http://hrweb.mit.edu/worklife/
  • Technology Children’s Centers - MIT operates child-care centers in Cambridge and Lexington so that parents can choose the location most convenient to home or work. These services are provided by Bright Horizons: http://childcare.mit.edu/
  • Parents in a Pinch – In-home back up childcare at preferred rates through MIT, http://hrweb.mit.edu/worklife/child-care-parenting/backup-child-care

Helpful Resources

The Office of the Vice President (VPR) and the MIT Postdoctoral Association (PDA)
http://web.mit.edu/mitpostdocs/
http://pda.mit.edu/

These websites contain useful information for prospective, new, and continuing postdoctoral researchers.  MIT is committed to creating a welcoming environment for its postdoctoral community, and one that provides good conditions for career advancement. The Office of the Vice President (VPR), part of the Office of the Provost, works closely with the postdoc-led Postdoctoral Association (PDA) to address policies and issues concerning professional development and the quality of life. The office and the Association sponsor events and provide resources, information, and professional development seminars. To sign up for the MIT Postdoc listserv to get news from both areas, please go to http://web.mit.edu/mitpostdocs/listserv.html.

 

Additional Contact Information

MIT Affiliate Health Plan for Postdoctoral Fellows
http://medweb.mit.edu/healthplans/affiliate/  
Contact the MIT Affiliate Health Plans Office to arrange for an orientation.  Sign up for both the Affiliate Health Plan and the Extended Insurance Plan
Walk-in/Phone Hours:
M–F, 8:30AM to 5PM
Health Plans Office
Phone: (617) 253-4371
Email: affplan@med.mit.edu
Address: E23-308

Processing Health and Dental invoices for Fellows
Name: Kariuki Thande
Email: kariukit@mit.edu
Phone: (617) 452-3359
Address: 4-304B
Department: Department of Physics
Title: Financial Officer

Tax Treaty Information 
Name: Marsha A Dailey
Email: mdailey@mit.edu
Phone: (617) 253-2799
Address: NE49-3182
Department: Payroll
Title: HR/Payroll Representative

General Questions regarding Employment
Name: Vicky Metternich
Email: vickym@mit.edu
Phone: (617) 253-4804
Address: 4-311
Department: Department of Physics
Title: HR Administrator

Last updated on February 13, 2014 2:40 PM