Changing from Postdoctoral Fellow to Postdoctoral Associate

Health Insurance

A change in appointment title from postdoctoral fellow to postdoctoral associate changes your health plan options and rates, and could possibly change your options for choosing a primary care physician and specialists. If you are currently on MIT’s SHIP health insurance, you are no longer eligible for that plan. As a postdoctoral associate, you are eligible for MIT’s employee health insurance. 

  • Coverage under MIT Employee Health Plans is an employee benefit, and the rates reflect an MIT subsidy. 

    • To enroll: 
      • Complete the MIT Health Plan Enrollment/Change Form. In part 2, select “New Hire/Newly Eligible” and enter the effective date of your postdoctoral associate appointment or the first day of the following month.)  
      • Submit the form to Mandy Chan in NE49-5000, or by email: mchann@mit.edu.
      • The Benefits Office must receive your completed, signed form within 31 days of the commencement of your postdoctoral associate appointment to avoid any gap in coverage. 
    • Billing: You and MIT share the cost of your health plan. You pay your portion through pre-tax deductions from your MIT pay each pay period.

  • If you already have a non-MIT health insurance plan (for example, you are on your spouse’s plan), you could continue that plan.

    • Additional information: contact Mandy Chan (tel. 617-258- 6215, or by email: mchann@mit.edu)

MIT Dental and Vision Plans

MIT dental and vision plans are available at subsidized rates to postdoctoral associates appointed for at least 3 months. 

  • To enroll or continue coverage: 
    • Complete the MIT Health Plan Enrollment/Change Form. In part 2, select “New Hire/Newly Eligible” and enter the effective the date of your postdoctoral associate appointment or the first day of the following month.
    • Submit the form to Mandy Chan in NE49-5000, or by email: mchann@mit.edu.
    • The Benefits Office must receive your completed, signed form within 31 days of the commencement of your postdoctoral associate appointment to avoid any gap in coverage. 
  • Billing: You and MIT share the cost of your dental and vision insurance. You pay your portion through pre-tax deductions from your MIT pay each pay period.

ID Cards

If your MIT ID card has “Affiliate” written at the top and an expiration date, request a new one from the Atlas Service Center in E17.

Parking

If you currently park on campus, check with your departmental parking coordinator or the MIT Parking Office to see if any additional steps are required.

Childcare Scholarships

If you have a childcare scholarship, notify Kathy Kasabula of your change in appointment. The scholarship will continue, but the source of funding will change to the employee benefits pool.

Other Benefits

As of your appointment effective date you are eligible to enroll in employee benefits, but occasionally there is a brief delay as the system updates.

Review the Human Resources Employee Benefits website for complete information about all employee benefits, including rates and details on eligibility. New employees enroll in benefits through the Atlas website, however, those changing from postdoctoral fellow to postdoctoral associate follow different procedures.

Form I-9/Changes in Payroll/Tax Withholding

Form I-9

Follow HR instructions if you need to complete an I-9. Present supporting documentation within 3 days of the start of your postdoctoral associate position at the Atlas Service Center. 

If your most recent MIT position included MIT salary, such as a postdoctoral fellow with a partial postdoctoral associate appointment, you likely have already completed Form I-9, but may need it reverified. Check with the Atlas Service Center.

Direct Deposit Preferences

Confirm your direct deposit preferences in Atlas (go to About Me / Money Matters / Direct Deposit Preferences).

International Postdocs

Application of tax treaty coverage is not automatic, and your eligibility for tax treaty coverage may change when you become a postdoctoral fellow. When applicable, you must file a new tax treaty exemption claim.

Contact HR/Payroll (nratax-payroll@mit.edu) for access to Sprintax, a system which can help you determine your tax treaty coverage. Include your name, date of appointment change, title, and MIT ID in your email.

Tax Withholding

Upon change to postdoctoral associate status, you will see taxes withheld from your pay, unless you have documented tax treaty eligibility on file.

Changes Related to Visa Sponsorship

Visa Eligibility

Changing from postdoctoral fellow to postdoctoral associate does not usually necessitate a change of visa status. Both postdoctoral fellows and postdoctoral associates may hold J-1 visa status. However, unlike postdoctoral fellows, postdoctoral associates may be eligible for certain employment-based visas. If you have any questions about your visa status, please consult with an advisor in the International Scholars Office.

Updating Funding Information

If you hold a J-1 visa, it may be necessary to update the funding information on your DS-2019. Please contact the International Scholars Office for further details.