Employment Procedures

For internal use

BMB Hiring Procedures and Visa Information

Department Contact:
Sue Pung
Biochemistry Building
603 Wilson Rd, Room 212
East Lansing, MI  48824

Phone: (517) 353-4455
Fax: (517) 353-9334
Email: pungsd@msu.edu

Information on the hiring procedures for the following categories of employees is provided below.

• Domestic Academic Staff
• International Academic Staff
• Support Staff
• Graduate Assistants
• Temporary employees
• Student employees

Domestic Academic Staff

Faculty members are responsible for recruitment of post docs within the US. Once you find someone you want to employ, send them a letter of offer (Sample domestic offer letter) and request a letter of acceptance (or simply a concurrence at the bottom of the offer letter is accepted). Both letters will be needed in order for Lesley to initiate the required background check. Once the background check is approved, the appointment paperwork can be initiated. Lesley will need a copy of their CV from the faculty member along with the account number from which they will be paid. The employee will need to see Lesley (Room 212B BCH) to complete the I-9 form (Employment Eligibility), and bring social security card, drivers license and proof of PhD. Once the appointment has been initiated, Lesley will provide a copy of the front page of the appointment and fixed term memo to the employee. They will then become eligible to enroll for benefits (if appropriate).

International Academic Staff

Faculty members are responsible for recruitment of post docs outside the US. Once you find someone you want to employ, send them a letter of offer (Sample international offer letter) and request a letter of acceptance (or simply a concurrence at the bottom of the offer letter is accepted). The offer letter will have Lesley’s contact information in order to communicate with the employee and initiate the visa process. If you have questions on what type of visa is best, please see Lesley in Room 212, as she will initiate the visa process. Both letters (offer & acceptance) will be needed in order for Lesley to initiate the required background check/degree verification. Once the background check/degree verification is approved, the appointment can be initiated. Once the employee arrives, they will need to go to OISS (Office for International Students & Scholars) with their visa paperwork and passport to check in and complete the I-9 form. They will likely need to apply for a social security card in order to be on the payroll and OISS can help them out with that. Lesley will also need the account number from which they will be paid. Once the appointment has been initiated, Lesley will provide a copy of the front page of the appointment and fixed term memo to the employee. They will then be eligible to enroll for benefits (if appropriate).

•   J1-DS-2019 Visa Invitation Letter (DOC) - For employees that need a J1-DS-2019 visa to come and work at MSU.
•  J1-DS-2019 Visa Extension Letter - (DOC) To extend the employment stay of employees who are here on a J1-DS-2019 visa.
• Please see Lesley (Room 212B BCH) if employee needs an H1B visa.

Support Staff

In order to hire someone in a support staff position, the faculty member will need to meet with Lesley to discuss appropriate position to post for. Lesley will need a job description, to know the desired education/skills, % of duties breakdown, to know when the faculty member is interested in hiring an individual and what salary/hourly rate they would like to pay as well as the account number that will be used in paying the salary/hourly rate. Lesley will prepare the necessary paperwork to submit to Human Resources, they will post internally for a week (unless other duration is specified along with posting externally). After the posting expires, Human Resources will give Lesley a list of applicants to share with the faculty member. Once an applicant is chosen, the faculty member should let Lesley know. She will report the necessary information to HR and the employee will likely need to schedule and attend a new employee orientation with HR.

Graduate Assistants

Please contact Jessica Lawrence for the hiring of Graduate Assistants.

Temporary employees

Temporary employees can be hired to work 19 hrs/week for an infinite amount of time or for 120 days at full time (40 hrs/wk). There is no health insurance and no other benefits that come with these types of appointments. If you are looking to hire a temporary employee, please bring the employee to see Lesley in Room 212 to complete the necessary paperwork. These positions are paid hourly rates and require a timesheet to be completed to determine their pay. Lesley will need the rate of pay, start date and account number.

Student employees

All student employees must be enrolled/registered during the term he/she is working with the exception of summer term. Students may work during the summer as long as they are returning to classes in the fall. Domestic students are limited to 29 hrs/week and international students are limited to 20 hrs/week. All students are eligible to work 40 hrs/week during the summer semester, semester breaks and finals weeks. If you are looking to hire a student employee, please bring the employee to see Lesley in Room 212 to complete the necessary paperwork. These positions are paid hourly rates and require a timesheet to be completed to determine their pay. Lesley will need the rate of pay, start date and account number.

Commonly asked for information:

Documentation

Benefits & Health Insurance: http://www.hr.msu.edu/benefits/index.htm

Campus Housing: http://www.liveon.msu.edu/

Visa Information: http://oiss.isp.msu.edu/

Questions

If you have any questions, please contact Sue Pung.