I. Financials & Equipment

Answer: It depends on the Index Number (funding source) used for their salary:

  • Indexes starting with 4, 5, or 6 (Grants, Gifts, Endowments): NO. These positions are not eligible for the university merit pool.
  • Indexes starting with 1 (Departmental Operating Budget): While rare for postdocs, these lines may be eligible.
  • Bottom Line: Postdocs are required to receive an annual raise. Because most postdocs are on 4, 5, or 6 indexes, the PI is responsible for funding all raises. You must build a 3% annual escalator into your grant proposals to cover these costs.

Answer: Postdocs must have a functional, Lehigh-managed workstation. Because they are Exempt Unclassified, there is no central department equipment budget for their hardware.

  • Funding: Equipment must be provided by the PI’s grant, ICR or start up funds.
  • You can often provide a "Lehigh-managed" refurbished machine from your department's inventory rather than buying new, provided it meets security standards.

II. Classifications & Roles

Answer: This distinction explains why postdocs aren't resourced like a department coordinator:

  • Exempt Classified (Staff): Permanent roles funded by the University budget with built-in equipment, benefits, and merit pools.
  • Exempt Unclassified (Postdoc): Term-limited roles (max 5 years) typically funded by external grants where the PI is responsible for all associated costs. They have the same benefits as staff but different funding and equipment rules.

Answer: 

  • Postdoctoral Research Associate: An employee paid directly via a Lehigh grant (most common) or internal funds.
  • Postdoctoral Psychology Fellow: A title reserved for use for psychology internship trainees in Counseling Services. An employee paid directly via internal funds.
  • Postdoctoral Fellow: A trainee who brings their own funding (e.g., a personal fellowship from an external foundation).
    • Note: Fellows may have different tax obligations and benefit eligibility depending on their funding source.

Answer: While they both work in the lab, there are fundamental legal and administrative differences. The most critical distinction is that postdocs are staff employees, not students.

  • Labor Laws & Rights: Because postdocs are staff, they are protected by federal and state labor laws. This includes specific rights regarding working conditions, leave, and compensation that do not apply to students.
  • Academic vs. Employment Goals: Students are at Lehigh to fulfill educational requirements and earn a degree (Academic). Postdocs already hold their terminal degree and are hired to fulfill specific research goals and grant deliverables (Employment).
  • Accountability: If a postdoc fails to meet milestones or technical expectations, it is a performance/HR issue, not an academic one. You must manage them through standard HR protocols (such as performance reviews or improvement plans) rather than academic advising channels.

III. Benefits & Family Remission

Answer: Postdocs are full-benefits eligible.

  • For the Postdoc: 100% tuition remission for Graduate/Undergraduate study starts immediately (the semester after hire).
  • For Spouse/Children: 
    • Graduate Study: 100% remission is available (taxable to the employee). Undergraduate Study: Eligibility typically requires 5 years of service for the full 100% benefit.
  • Service Requirement: Spouses and dependents are generally eligible for benefits after the postdoc has been employed for a minimum period of time.
  • For details visit Lehigh Benefits.

IV. Supervision, Time & Performance

Answer: 

  • Annual Vacation Days: Postdocs receive 10 days of paid leave that must be taken within their appointment period provided they have their supervisor's approval.  This is documented between postdoc and PI (e.g. email), and does not enter the TimeClock system.  See Paid Annual Leave In Lieu of Vacation. 
     
  • Holidays: Postdocs receive 12 paid holidays each fiscal year.  The schedule varies annually, and includes several floating holidays. Floating holiday are accrued. Postdocs are eligible to take these holidays off unless critical research responsibilities require otherwise. This does not enter the TimeClock system.
     
  • Sick Leave/Excused Absence : Sick leave should be documented in TimeClock and is can be used for personal illness, medical appointments, and caring for a sick family member. Illness/injury requiring absence beyond 10 continuous work days may be covered by the Short Term Disability Plan.

Answer: Do not wait until the appointment renewal date.

  1. Document: Keep a record of missed milestones or technical failures.
  2. Consult: Contact the Postdoc Office or HR immediately to discuss a Performance Improvement Plan (PIP).
  3. Action: Early intervention is key to ensuring the research stays on track or the appointment is legally dissolved if necessary.

Answer: Supervising a postdoc is a dual role. You are both their administrative manager (HR/Legal) and their professional mentor (Academic/Career). Because postdocs are professional staff in a transitional career stage, your role is to provide the structure they need to succeed and eventually move on to independent roles.

1. Administrative Management 

  • Financial Oversight: Identifying the funding for their salary, the mandatory 3% annual increases, and their required equipment (computer/lab supplies). Remember: grant-funded postdocs (Indexes 4, 5, 6) do not have access to central university funds for these costs.
  • Time & Attendance: Since they are Exempt employees, you aren't tracking hours, but you are responsible for ensuring their sick time are documented correctly.
  • Compliance: Ensuring they adhere to all lab safety, IRB, and "Deemed Export" protocols required for your specific research area.

2. Professional Mentorship: Best Practices

  • Individual Development Plan (IDP): While Lehigh does not strictly mandate an IDP for every postdoc, it is strongly recommended. * Note for NIH/NSF Grantees: Most federal agencies now require that PIs certify that an IDP is in place for all postdocs supported by their funds.
    • Action: Co-creating an IDP within the first 90 days helps align your research goals with their career aspirations.
  • Career Sponsorship: Meaningful supervision involves "sponsoring" your postdoc. This includes introducing them to your professional network, involving them in peer reviews, and providing opportunities for them to lead sub-sections of grant proposals.
  • The 5-Year Clock: Postdoc appointments at Lehigh are term-limited to a maximum of 5 years. A supervisor’s role includes helping the postdoc plan their "exit strategy" (to faculty or industry) well before that clock runs out.

3. Performance Accountability

  • Managing Staff vs. Students: Unlike students, if a postdoc fails to meet milestones, it is a performance issue. You are expected to provide regular feedback and, if necessary, work with HR to implement a Performance Improvement Plan (PIP).

Think of your postdoc as a "Colleague-in-Training." Your success as a supervisor is measured not just by the papers you publish together, but by where that postdoc lands their next job.

Answer: Remote work is a PI-level decision, but it is subject to strict legal and federal grant regulations.

  • Remote Work Options: Some research responsibilities may be completed remotely with prior approval from your supervisor. Lehigh's Flexplace Policy allows employees to work remotely from 1-3 days a week.  Employees must use university-owned computers, and maintain internet connectivity that meets the university's minimum specifications. Employees must also follow all university policies and rules.
  • Federal compliance: For PIs on federal grants, postdocs cannot work from outside the U.S. This can trigger violations of Export Control and Foreign Influence regulations.
  • No Out-of-State Work: Postdocs cannot work remotely from another state without prior HR and Tax approval. This creates significant tax nexus and insurance liabilities for Lehigh.
  • I-9 Requirements: All new hires (especially international) must be physically present on campus to complete their I-9 verification before they can begin work or receive pay. They cannot start "remotely" from another country.
  • Documentation: Any recurring hybrid or remote arrangement must be formalized with a Remote Work Agreement via HR.

V. International Hiring & Visas

Answer: Because the vast majority of Lehigh postdocs are international, the visa process is a primary factor in your hiring timeline. You are the Initiator, but OISS (Office of International Students & Scholars) is the legal authority.

  • Notify OISS Immediately: Once you have made the decision to hire, inform OISS right away. Do not wait for the background check or final contract to start the conversation. They need to determine the appropriate legal path immediately.
  • Don't Promise a Specific Visa: OISS decides which visa is appropriate (J-1, H-1B, etc.) based on the candidate's history and the role. Never promise a candidate an H-1B visa; it may not be an option, and OISS must make that determination.
  • The F-1/OPT Transition: If you are hiring a student who is currently on an F-1 visa or just finishing their PhD, they must activate their OPT (Optional Practical Training) right away. Any delay in their application can push back their start date by months.
  • Set Realistic Expectations: Federal approvals are outside of Lehigh’s control and can be slow. A typical international hire takes 4–6 months to process. Inform your lab and your funding agency accordingly.
     

I-9 Requirement

A postdoc absolutely CANNOT start work, attend lab meetings, or receive pay until they have:

  1. Obtained their physical visa.
  2. Legally arrived in the United States.
  3. Completed their I-9 employment verification with HR.
     

Warning for PIs: "Volunteering" in the lab while waiting for a visa is a violation of federal law and can jeopardize the postdoc’s future legal status and Lehigh’s ability to sponsor international scholars.