Fellowship Guidelines & Procedures
Postdoctoral fellows chosen for the programs listed below are full-time UCAR/CPAESS employees, and must comply with all UCAR policies and procedures. They are full-time benefit eligible employees.
If not a U.S. citizen, all postdoctoral fellows must be able to provide documentation of their eligibility to work in the U.S. prior to beginning employment. Although it is the responsibility of the fellow, UCAR Human Resources can provide assistance in securing visas, and should be contacted as soon as the offer of employment is made.
Guidelines for travel and relocation for postdoctoral fellows
In order to be covered under UCAR travel insurance, all business and relocation travel must be authorized by CPAESS who will prepare the proper documentation required under UCAR travel policies and procedures. This also includes travel that is being funded by another institution. Travel that is not authorized is not eligible for travel insurance or reimbursement.
Relocation travel costs for postdoctoral fellows and their dependents who live at least 50 miles from their host institution are paid in accordance with UCAR travel policy. If your current residence is more than 50 miles from your host institution, UCAR will provide you with a Lump Sum Relocation Allowance of $5,000.00, before taxes. Please be advised that under Internal Revenue Service regulations all relocation allowance payments are taxed as supplemental income, subject to tax withholding and reporting on your W-2 form. Please see IRS publication 521 for more details.
Scientific Travel and Publication Allowance
Postdoctoral fellows receive a $8,000 scientific travel and publication allowance annually. Unused portions of the allowance may be carried over to the second year of the appointment. Under special pre-defined circumstances, allowances may be used for other than travel expenses and also may be used at the completion of the fellowship. However, these are exceptions and MUST be discussed with CPAESS well in advance of the end of the appointment. Except in rare instances, hardware is not an allowable expense.
UCAR allows flexibility during the fellowship term for family and maternity leave. Talk to our office about your specific situation and we will work with you.
Because of the short-term nature of Postdoctoral Fellowships appointments, post-docs are generally not eligible to be a PI on a UCAR proposal unless a specific sponsor announcement requires that a postdoc serve as the PI (e.g. NSF Postdoctoral Fellowship), the work is specific to that postdoc, or the project would be finalized within the timeframe of their current UCAR employment. Post-docs may be allowed to serve as PIs with the stipulation that a senior UCAR staff member (Hanne Mauriello, CPAESS Director) be designated as Co-PI. For these situations, postdocs should contact Cindy Bruyere, at email@example.com, and Julie Cross, at firstname.lastname@example.org, before making this type of commitment. Please check with Kendra or Julie before requesting to be affiliated with UCAR in the NASA NSPIRES, NSF Research.gov systems, or any other system.
An annual and final report is required from each postdoctoral fellow. Host reports are required at the end of the fellowship. Postdocs are expected to attend and participate in the Summer Institute during their fellowship.