L&S Employee-in-Training Appointments

A Postdoctoral Fellow or Postdoctoral Trainee is an individual awarded extramural funding for continued training after earning a doctorate. The appointing department/unit must verify that all doctoral requirements have been fully completed before the appointment begins, including the final filing of the thesis. Successful completion of an oral defense alone is not sufficient.

• Degree Requirement:
  • Must have received a PhD within the last five years of the appointment start date.
  • Departments are responsible for ensuring all degree requirements are completed before the appointment begins.
    
    
• Appointment Duration: typically two years, with a maximum of five years.
  
  
• Funding & Compensation:
  • Usually funded externally or from outside the college (e.g., from grants or fellowships).
  • Stipend - Period Activity Pay (no FICA; no taxes deducted).
  • Since stipends are not considered wages, the university does not withhold taxes from payments. Fellows/trainees may need to pay estimated taxes quarterly.
    
    
• Appointment Type:
  • Non-Service appointment, the individual’s activities must primarily benefit their own learning and research, rather than serving the university’s needs.
  • Work should be independent or self-directed, with supervision.
  • If the individual’s work is primarily for the university’s benefit, an employment title such as Research Associate or Scientist should be used instead.

• Compensation Basis: could be a 9-month (academic) or 12-month (annual) appointment.

• Distinction Between Fellow & Trainee:
  • Postdoctoral Trainees are typically part of a structured training program with a group of peers.
  • Postdoctoral Fellows are usually not part of a group training program.
    
    
• FLSA Status: Exempt.
  
  
• Fringe Benefits and Leave:
  • Eligible for Health Insurance.
  • Not eligible for paid sick leave or paid vacation.
    
    
• Additional Requirements:
  • This appointment type requires completion of the Non-Service Job Aid.

A Research Associate is an individual continuing training after earning a doctorate (PhD., MD, D.V.M., or JD). The appointing unit must verify that all doctoral requirements have been fully completed before the appointment start date including the final filing of the thesis. Successful completion of an oral defense alone is not sufficient.

• Degree Requirement:
  • Must have received a PhD.
  • Departments are responsible for ensuring all degree requirements are completed before the appointment begins.

• Appointment Duration: typically 2–3 years but can be extended up to a maximum of five years.
  • Approval requirements:
    • Up to 3 years: Requires department/unit-level approval.
    • Beyond 3 years (up to 5 years): Requires annual approval from the Student+ Team HR Manager, including a statement confirming continued training.

• Funding & Compensation:
  • Usually funded through a research grant, can be funded by PI grant funds or other sources (not typically from individual fellowship awards).
  • Paid wages - Salary.

• Appointment Type: Service appointment, the individual's activities must primarily benefit the university; usually under a Principal Investigator (PI).

• Compensation Basis: could be a 9-month (academic) or 12-month (annual) appointment.

• FLSA Status: Exempt or Non-Exempt, dependent on salary.
  
  
• Fringe Benefits and Leave:
  • Eligible for Health Insurance.
  • Not eligible for paid sick leave or paid vacation.

At UW–Madison, salary and stipend policies for postdoctoral appointments are designed to ensure fair compensation, compliance with federal guidelines, and alignment with institutional standards. This guide outlines base salary requirements, supplementation policies, NIH pay scale alignment, and additional resources for postdocs and hiring units.

Policy Reference: UW-6101: Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships

Minimum Base Salary/Stipend

All full-time postdoctoral appointments must meet a minimum base salary or stipend of $47,476, including:

• Postdoctoral Fellow (PD003)
• Postdoctoral Trainee (PD004)
• Research Associate (PD012)

This requirement may be fulfilled through multiple concurrent appointments, in accordance with  UW-6101: Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships.

Example: A postdoc receiving a $40,000 fellowship stipend as a Postdoctoral Fellow may also receive a $7,476 salary as a Research Associate, totaling the required $47,476.

Performance-Based Increases

• Best practice: Provide increases on the employee’s anniversary date.
• Departments/units must submit justification for increases and obtain division approval.

Salary Supplementation for Fellowships

• The Office of the Vice Chancellor for Research (OVCR) and the partnering college may provide salary supplements.
• Total compensation must not exceed the nine-month salary approved by the UW Board of Regents.

Research Associate

• Estimated Pay Range: Postdoctoral Research Associates typically earn between $56,000–$65,000 annually, with an average base salary of $60,000.
• Research Associate Salary Adjustments:
  • Not eligible for lump sum performance payments or awards.
  • Pay adjustments occur through the Pay Plan to maintain competitive salaries.
  • Non-annual increases are heavily scrutinized.

NIH Pay Scale for Postdocs

Eligibility and Adjustments

• Postdocs on the NIH pay scale must have their full-time annual salary aligned with NIH base stipend rates, based on years of relevant experience.
• Stipend levels are adjusted annually on the anniversary date.
• No mid-year changes are allowed.

Key Guidelines

• Departments and PIs must decide at hire whether to follow the NIH scale.
• If chosen, the NIH scale must be applied consistently throughout the appointment.
• Stipend level is based on full years of relevant postdoctoral experience.
• Departments must verify current NIH rates before making offers.

Current NIH Stipend Levels

NIH Salary Cap

• NIH imposes a legislative salary cap on direct salary funded by NIH grants.
• The cap is set annually and cannot exceed Executive Level II of the Federal Executive Pay Scale.
• For current and historical cap levels, refer to the NIH Salary Cap Summary.

For current and historical salary cap levels, refer to the Salary Cap Summary (FY 1990 – Present).

Additional Helpful Resources

• NIH Grants Policy Statement on Ruth L. Kirschstein National Research Service Awards  
• NIH Grants Policy Statement on Research Career Development (“K”) Awards  
• NIH Grants & Funding Central Resource for Grants and Funding Information FAQs  
• NIH NRSA Childcare Benefit - https://rsp.wisc.edu/NIH-NRSA-ChildcareBenefit.cfm
• Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels Effective for Fiscal Year 2025 - https://grants.nih.gov/grants/guide/notice-files/NOT-OD-25-105.htmlThe Paid Parental Leave policy provides eligible employees with a maximum of up to 6 (six) weeks of paid time off every 12 months when they experience a qualifying event covered by this policy.

A Graduate Intern/Trainee is a graduate student (enrolled at UW-Madison or another university) who is completing fieldwork or clinical internship as a required component of their Ph.D. or Master’s degree program. The purpose of the appointment is to provide internship or fieldwork that fulfills a specific requirement for the student's degree program. This is a post-degree title.

• Degree Requirement:
  • Must have received a bachelor’s or master’s degree (not a postdoctoral appointment).
  • Must be actively enrolled in a graduate program, but not necessarily at UW-Madison.
    
    
• Appointment Duration: typically, one year or less.
  
  
• Appointment Type: Non-Service appointment, the role is primarily for the benefit of the individual as part of their curriculum.
  
  
• Funding & Compensation:
  • Stipend - Period Activity Pay (no FICA; no taxes deducted).
  • Appointees may be required to pay estimated taxes quarterly, especially if the stipend exceeds costs for tuition, fees, books, supplies, and equipment.
    
    
• Compensation Basis: could be a 9-month (academic) or 12-month (annual) appointment.
  
  
• FLSA Status: Exempt.
   
• Fringe Benefits and Leave:
  
  • Eligible for Health Insurance.
  • Not eligible for paid sick leave or paid vacation.
  • Not eligible for paid holiday or differential/premium pay.
• Graduate Intern/Trainees are not formally under the Graduate Student Assistantship Policies or the Postdoctoral Policies. Schools/colleges/divisions may apply other post degree training policies to this title.

Graduate Intern/Trainee compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group. The current Grad Intern/Trainee salaries at UW-Madison range between $26,506 to $44,000 with a median of $38,000. Using the median, departments/units can go below or above depending on the direct experience of the individual.

Graduate Intern/Trainees are non-service appointments meaning they have an FLSA status of Exempt.

• These appointments are not subject to FLSA, if an appointment is not subject to FLSA they are given the status of Exempt, but this status has nothing to do with their compensation or their duties.

A Intern (Non-Physician) is a student (enrolled at UW-Madison or another university) who is conducting research or related work under the terms of a supporting grant or contract that precludes the use of other appropriate titles. This title is used chiefly for individuals participating in an organized training or internship program leading to state or national license or registration. Such employees-in-training are performing under supervision and are participating in training which must be completed prior to obtaining the license or registration. Payments made to an intern (non-physician) are fully taxable as wages, and taxes will be withheld from monthly paychecks.

The use of this post-degree title is limited and not preferred by L&S College.

• Degree Requirement:
  • Has not yet received any post-secondary degree (Bachelor’s, Master’s, or Ph.D.).
  • Must be an active undergraduate student at UW-Madison or another institution.
    
    
• Appointment Duration: typically, one year or less.
  
  
• Appointment Type:
  • Service appointment, the intern is expected to perform work related to the research project.
  • Less commonly used than other employee-in-training-related titles - used only when other titles are not appropriate.
    
    
• Funding & Compensation:
  • Paid wages (salary).
  • Taxes are withheld from monthly paychecks.
    
    
• Compensation Basis: could be a 9-month (academic) or 12-month (annual) appointment.
  
  
• FLSA Status: Exempt or Non-Exempt, dependent on salary.
  
  
• Fringe Benefits and Leave:
  
  • Eligible for Health Insurance.
  • Not eligible for paid sick leave or paid vacation.
  • Not eligible for paid holiday or differential/premium pay.
    
    
• The Intern (Non-Physician) title is not formally under the Graduate Student Assistantship Policies or the Postdoctoral Policies. Schools/colleges/divisions may apply other post degree training policies to this title.

Intern (Non-Physician) compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group.

The Intern (Non-Physician) title is not exempt from the FLSA, meaning they must meet the minimum salary threshold set by the FLSA to be considered exempt.

• UW-Madison Policy: Minimum salary threshold is $844 a week or $43,888 per year.
  • If the rate in the letter does not meet the minimum threshold (assuming the FTE is 100%), then the employee must be non-exempt AKA, paid hourly.
• Also note, if the FTE is below 100%, then they are not making the annual rate listed in the letter and so you go by how much the employee will be making per week based on the comp rate and FTE to decide if they are exempt or non-exempt from FLSA.
  • Example: if the appointment is 50% FTE with a $60,000 annual salary, the employee is only making $30,000, which is below the minimum threshold meaning they must be non-exempt and hourly.

A research intern is an individual who is continuing training after receipt of a bachelors, master, or equivalent. A research intern appointment is normally for a two- or three-year term. These individuals have been engaged in an area of research, service, or the like, and are pursuing additional training in their areas of expertise or a related field. Their work should be independent or self-directed, with supervision similar to that of a mentor guiding a student. The purpose of the appointment is to provide further training in a specific area of expertise or related field. Payments made to research interns are fully taxable as wages, and taxes will be withheld for monthly paychecks.

• Degree Requirement:
  • Must have received a bachelor’s or master’s degree (not a postdoctoral appointment).
  • Not currently a Graduate Student.
  • Not registered for credits at an institution of higher education.
    
    
• Appointment Duration: typically 2–3 years
  • Limited to no more than three years. Best practice is to extend appointments on their anniversary date.
    
    
• Appointment Type: Service appointment, the individual’s activities must primarily benefit the university; usually under a Principal Investigator (PI).
  
  
• Funding & Compensation:
  • Paid wages (salary), and taxes are deducted from paychecks.
  • L&S College minimum of $20 an hour or $41,600 annually effective August 24, 2025.
    
    
• FLSA Status: Exempt or Non-Exempt, dependent on salary.

• Fringe Benefits and Leave:
  
  • Eligible for Health Insurance.
  • Eligible for Paid Parental Leave (UW Policy 5054).
  • Not eligible for paid sick leave or paid vacation.
  • Not eligible for paid holiday or differential/premium pay.
    
    
• Research Interns are not formally under the Graduate Student Assistantship Policies or the Postdoctoral Policies. Schools/colleges/divisions may apply other post degree training policies to this title.

Policy

• A Research Intern is an employee who is continuing training directly following receipt of a bachelor’s or master’s degree.
  • Once the Ph.D. or equivalent terminal degree is obtained the research intern appointment is inappropriate. Current research interns who obtain their terminal degree should transfer to a Research Associate appointment the day after the degree requirements are met (dissertation deposited). This involves both a title and rate change as the Research Associate minimum is in a different pay range than the Research Intern title.
• The responsibilities of the position must be consistent with the last degree received (i.e., degree in history is not appropriate for an individual developing research methodology in dairy science).
• Duties must be consistent with employee in training responsibilities and provide continued applicable training for the individual.

 
Compensation

Research Intern compensation is generally aligned with others in similar disciplines within their department/unit and across campus. However, there is no standardized pay structure for this group.

• The estimated total pay range for a Research Intern at University of Wisconsin-Madison is $31K–$45K per year, which includes base salary and additional pay. The campus minimum salary is $30,952 (source).
• Rate must be at or higher than the L&S College minimum of $20 an hour or $41,600 annually effective August 24, 2025.

ET appointments are eligible for health insurance

• If the appointment is at least 33% for six months when A-Basis
• If the appointment is at least 33% for 1 semester when C-Basis
• State Group Health Insurance
  • Uniform Dental Benefits (preventative care)
  • Optional add-on to State Group Health Insurance

Supplemental Insurance

• Delta Dental Insurance
• DeltaVision Insurance

Spending Account

• Flexible Spending Accounts
  • Not available to fellows, scholars, and some postdocs

Life Insurance

• Individual and Family Group Life Insurance
• Accidental Death and Dismemberment Insurance
• Accident Insurance

Supplemental Retirement Plans

• UW 403(b) Supplemental Retirement Program (SRP))
  • Not available to fellows, scholars, and some postdocs
• Wisconsin Deferred Compensation 457(b)
  • Not available to fellows, scholars, and some postdoc

New state benefit eligible employees have 30 calendar days, from the appointment begin date, to make state benefit plan elections. New postdoctoral employees need to contact the L&S Benefits Director within the first few days of your appointment to avoid any loss of benefits or the need to submit evidence of insurability. A benefits walk-through tool can be found at the Universities of Wisconsin website.

For any questions related to benefits or leave, contact the L&S Benefits Director. UW–Madison maintains a central Office of Human Resources that serves the entire campus on Payroll and Benefits.

• UW Benefits Webpage
• Benefits Email: benefits@ohr.wisc.edu                
• Payroll Email: payroll@ohr.wisc.edu
• Benefit Eligibility Decision Table 

University policy UW-5088 Postdoc Absence with Pay & Legal Holidays provides eligible postdocs with paid leave for:

• Personal reasons
• Medical needs
• Parental leave
• Legal holidays

The policy outlines different types of paid absences, eligibility criteria, accrual rules, usage limitations, and procedures for transitioning between appointments or leaving the institution.

1. Absence With Pay (Personal)

Eligibility Criteria

• 12-month (annual basis) Postdocs: Eligible
• 9-month (academic basis) Postdocs: Not eligible

2. Absence With Pay (Medical)

Eligibility Criteria

• All postdocs, 12-month and 9-month (annual and academic basis) are eligible.

3. Absence With Pay (Parental)

Eligibility Criteria

To qualify, a postdoc must:

• Experience a qualifying event (birth or adoption) on or after the policy’s effective date.
• Hold a postdoc appointment at UW–Madison at the time of the event.
• Have completed 6 months of service within the UW System (including breaks up to 75 business days or between spring and fall semesters).

4. Paid Legal Holidays

Eligibility Criteria

• All postdocs are eligible if they hold an active appointment on the date of the holiday.

University policy UW-5088 Postdoc Absence with Pay & Legal Holidays provides the same nine legal holidays to all postdocs as are provided to employees.

1. January 1 – New Year’s Day
2. Third Monday in January – Martin Luther King, Jr. Day
3. Last Monday in May – Memorial Day
4. July 4 – Independence Day
5. First Monday in September – Labor Day
6. Fourth Thursday in November – Thanksgiving Day
7. December 24 – Christmas Eve
8. December 25 – Christmas Day
9. December 31 – New Year’s Eve

Research Intern positions are included in the Paid Parental Leave Policy (UW-5054).

The Paid Parental Leave policy provides eligible employees with a maximum of up to 6 (six) weeks of paid time off every 12 months when they experience a qualifying event covered by this policy.

Employees may take up to 6 (six) weeks of Paid Parental Leave following a birth or adoptive event to allow for time to bond with their new child, adjust to their new family situation, and balance personal obligations that result from a birth or adoptive event. When an employee experiences multiple events that would qualify for Paid Parental Leave in the same 12-month period, the eligible employee will only be entitled to a total of 6 (six) weeks of Paid Parental Leave.

Full-time employees working 40 hours per week are eligible for the full 240 hours. Part-time employees receive a prorated amount based on their scheduled hours. For example, an employee working 20 hours per week (50% FTE) would receive 120 hours of paid leave.

Paid Parental Leave can be taken all at once or in separate blocks. It must be used within one year of the child’s birth or adoption, and the employee must remain in a qualifying position at the university during that time.

Employees should discuss their leave plans with their department.

More information is available on the Paid Parental Leave Policy webpage