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 Ph.D. within the last five years of the appointment start date.
  • Departments/units 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 extramurally or from outside the college (e.g., from grants or fellowships).
  • Paid via stipend (not wages).
  • 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 similar to that of a student-teacher relationship.
  • 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.
    
    
• 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
  
  
• Additional Requirements:
  • This appointment type requires completion of the Non-Service Job Aid.

Appointment Letter Templates

• Postdoctoral Fellow/Trainee Offer Letter Template rev4.25
• Postdoctoral Fellow/Trainee Extension Letter Template rev4.25
• Zero-Dollar Postdoctoral Fellow/Trainee Offer Letter Template rev.25
• Zero-Dollar Postdoctoral Fellow/Trainee Extension Letter Template rev2.25

A Research Associate is an individual continuing training after earning a doctorate (Ph.D., M.D., D.V.M., or J.D.). The appointing 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 Ph.D., M.D., D.V.M., or J.D.
  • The doctorate must have been earned within the last five years of the appointment start date.
  • Departments/units 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 Dean’s Office, including a statement confirming continued training.
      
      
• Appointment Type:
  • Service appointment: Usually under a Principal Investigator (PI).
  • Funded by PI grant funds or other sources (not typically from individual fellowship awards).
  • Paid position: Wages are provided, and taxes are deducted from paychecks.
    
    
• FLSA Status: Exempt or Non-Exempt, depending on salary.

Appointment Letter Templates

• Research Associate Offer Letter Template rev4.25
• Research Associate Extension Letter Template rev4.25
• Zero-Dollar Research Associate Offer Letter Template rev4.25
• Zero-Dollar Research Associate Extension Letter Template rev4.25

At UW–Madison, all full-time Postdoctoral Fellows, Postdoctoral Trainees, and Research Associates must have a minimum base salary or stipend of $47,476. This requirement may be met through multiple appointments, as permitted by university policy UW-6101: Supplementation and Concurrent Appointments for Postdoctoral Fellowships or Traineeships.

For example, an individual may receive a $40,000 fellowship stipend as a Postdoctoral Fellow, supplemented by a $7,476 salary as a Research Associate, ensuring a total base salary/stipend of $47,476.

• Minimum Base Salary/Stipend: $47,476 (can be met through multiple appointments)
• Typical Range for Research Associates: $56,000–$65,000 (average: $60,000)
• Research Intern Minimum: $20/hour or $41,600 annually (effective Aug 24, 2025)

Performance-Based Increases - the best practice is to provide increases on the employee’s anniversary date, departments/units must provide a justification for the increase and receive division approval.

Salary Supplementation for Fellowships

UW–Madison offers salary supplementation for postdoctoral fellowships. The Office of the Vice Chancellor for Research (OVCR) and the partnering college may provide a supplement based on the approved salary for the year. However, the total award cannot exceed the nine-month salary approved by the UW Board of Regents. Current salary adjustment policies apply only to FA, AS, LI, and US employees.

Research Associates Salary Adjustments & Limitations

• Not eligible for lump sum performance payments or lump sum awards.
• Receive pay adjustments through Pay Plan to keep their salaries up to date.

Research Associates on the NIH Pay Scale

• Not eligible for lump sum performance payments or lump sum awards.
• Not eligible for compensation/base rate increases
• The only way to increase compensation is through adjustments based on the National Institutes of Health (NIH) pay scale, provided there is a schedule change.
• Receive compensation/base rate increases only according to NIH pay scale adjustments on their anniversary date.

National Institutes of Health (NIH) Stipend Guidelines for Postdoctoral Appointments

Postdoctoral appointments on the NIH pay scale will have their full-time annual salary aligned with the National Institutes of Health (NIH) postdoctoral base stipend rates, based on years of relevant experience. Stipend levels are adjusted annually on the appointee’s anniversary date.

NIH stipend levels are periodically updated and published in the NIH Guide for Grants and Contracts. The most current rates can be found at: NIH Stipend Levels.

Departments/units & PI Responsibilities

• Departments/units and hiring Principal Investigators (PIs) must decide at the time of hire whether they will follow the NIH stipend levels. If chosen, the NIH scale must be applied consistently throughout the postdoc’s appointment tenure.
• Department/unit and/or are responsible for verifying the current NIH stipend levels before making an offer.
• The stipend level is determined by the total number of full years of relevant postdoctoral experience.
• Once set, the postdoc’s stipend must remain at that level for the entire year.
• Stipend adjustments occur only on the anniversary (hire) date, aligning with the latest NIH stipend rates. Under no circumstances will the stipend level change mid-year.

Taxes:

The distinction between the different types of postdocs is very important in terms of taxes and compensation. The Internal Revenue Service (IRS) considers Research Associates to be employees and thus payments made to Research Associates are fully taxable as wages and the University must withhold taxes from monthly paychecks in most cases.

The IRS, however, does not consider Postdoctoral Fellows and Postdoctoral Trainees to be employees. As a result, the University will not withhold taxes from monthly stipend checks. Stipends, however, may be taxable as income: Postdoctoral Fellows and Postdoctoral Trainees may be required to pay taxes quarterly on an estimated basis.

Eligible employees are granted vacation, personal holiday, and legal holiday hours annually. Faculty, academic staff, university staff, and limited appointees receive their hours on July 1 each year.

Vacation

Vacation provides employees with paid time off work for vacations and other personal purposes. For less than full time appointments, vacation hours are prorated. This policy does not apply to Crafts Workers as defined in UW-5028 Crafts Workers/Trades.

• See also: UW–Madison Vacation Policy

Personal and Legal Holiday

Personal Holiday: Personal Holiday grants eligible employees 36 hours (4.5 days) of personal holiday hours per year. Part-time employees are granted a prorated amount based on appointment percentage.

Legal Holiday: Legal Holiday grants eligible employees nine paid legal holidays per year. UW-Madison follows the nine legal holidays recognized by the State of Wisconsin.

Floating Holidays: Eligible employees are granted eight hours of floating legal holiday (prorated for part-time) when: (a) a legal holiday falls on a Saturday or (b) a legal holiday falls on a Sunday and the following Monday is also a legal holiday.

When a legal holiday falls on a Sunday, the legal holiday is observed and UW–Madison is closed on the Monday following the legal holiday.

Due to varying business needs throughout UW, some employees may be required to work on a legal holiday. Employees who are required to work on a legal holiday, or if the legal holiday is on an employee’s regularly scheduled day off, will be granted a floating legal holiday.

• See also: UW–Madison Personal and Legal Holiday Policy

Sick Leave

Sick Leave provides eligible employees earned time off for absences related to the following:

• Personal illnesses, injury, disability, pregnancy, adoption, or exposure to contagious disease
• Care for an immediate family member
• Attend immediate family or personal medical or dental appointments
• Death of an immediate family member
• Absence covered by the WFMLA or FMLA

 Unused sick leave accumulates from year to year, without limit, in employee sick leave accounts.

• See also: UW–Madison Sick Leave Policy

Paid Parental Leave

The UW–Madison Paid Parental Leave policy, effective July 1, 2024, will provide eligible employees with up to six weeks (240 hours) of paid parental leave within a 12-month period for the birth or adoption of a child.

• See also: Paid Parental Leave Web Page

Postdoc Absence with Pay & Legal Holidays Policy

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

 This policy applies to all postdocs, including:

• Research Associates
• Postdoctoral Fellows
• Postdoctoral Trainees

 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)

A. Eligibility Criteria

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

B. Accrual

• Granted upon hire and upon hire and on July 1 each year.
• Full-time postdocs: Receive 176 hours per fiscal year (July 1–June 30)
• Prorated if:

• Appointment starts mid-year
• Appointment ends mid-year
• FTE (full-time equivalent) changes

C. Scheduling

• Must be approved by mentor
• Should be requested in advance
• Departments/Units may limit use if:

• Policy is in writing
• Postdocs are given enough notice to use their hours

D. Usage Rules

When: Can be used immediately upon hire.

• No carryover: Unused hours expire on June 30
• No donations: Cannot be donated under the Catastrophic Leave policy

E. Banking & Payouts

• Not allowed: No banking or cash payouts for unused hours

F. Impact of Changes in Employment

Changes in FTE (Full-Time Equivalent)

• If a postdoc’s FTE increases, their leave entitlement increases proportionally.
• If a postdoc’s FTE decreases, their leave entitlement is reduced.
• If a postdoc has already used more leave than they’re entitled to after a reduction in FTE or if they leave UW–Madison before the fiscal year ends, they must repay the value of the excess leave.

G. Moving Between Appointments

• If a postdoc moves to another postdoc position within UW–Madison, their leave balance transfers with them.
• If a postdoc transitions to a non-postdoc role (e.g., faculty or staff), they lose any remaining postdoc leave.

2. Absence With Pay (Medical)

A. Eligibility Criteria

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

B. Accrual

• Granted upon hire and upon hire and on July 1 each year.
• Full-time postdocs receive:
• 96 hours per year (fiscal year for 12-month/annual basis; academic year for 9 month/academic basis).
• Prorated for:
• Mid-year hires
• Part-time appointments (based on FTE)
• Early terminations
• Maximum: 96 hours/year unless additional time is allowed by a sponsoring agency.

C. Usage

1. When: Can be used immediately upon hire.

2. Reasons for Use:

• Personal illness, injury, disability, pregnancy, or adoption
• Exposure to contagious diseases
• Caring for an immediate family member (up to 5 days; more with approval)
• Medical/dental appointments (self or immediate family)
• Bereavement:
• Up to 3 days for a death in the immediate family
• Additional 4 days for travel or related needs
• Any leave covered under WFMLA or FMLA

3. Substitutions:

• May use personal leave, legal holidays, or unpaid leave (with mentor approval) instead.
• Requests to change the type of leave used must be submitted by the end of the fiscal year.
• 9-month/academic year postdocs must use medical leave or legal holidays if unable to fulfill duties during breaks.

4. Medical Certification:

• Required if absence exceeds 5 working days, unless covered by FMLA/WFMLA.
• Not required immediately in emergencies.
• UW–Madison may request certification for any length of absence if abuse is suspected.

5. Expiration:

• Use it or lose it: Unused hours do not carry over to the next year.
• Medical leave cannot be converted to pay for health insurance.
• No reinstatement: Previously granted medical leave is not reinstated if a postdoc returns after a break.

D. Moving Appointments or Termination

1. Moving Within UW–Madison:

• Medical leave transfers between postdoc appointments.
• Does not transfer to non-postdoc positions.

2. Moving Between Institutions:

• Transfer of leave is at the discretion of the new institution/unit.
• Must be agreed upon in writing before the new appointment starts.

3. Termination:

• Any unused medical leave is forfeited upon leaving UW–Madison.

G. Reporting & Recording

1. Workweek Definition:

• Standard: 40 hours/week (prorated for part-time)
• Includes all duties: research, teaching, meetings, etc.

2. Charging Leave:

• Taken in half-day increments:
  • ¼ to ¾ day = half-day
  • >¾ day = full day
• Part-time postdocs: Report actual hours absent
• FMLA leave: Charged in actual hours

3. Absence With Pay (Parental)

A. Eligibility Criteria

To qualify, a postdoc must:

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

B. Parental Leave Provisions

1. Duration:

• Up to 6 weeks (240 hours) of paid leave in a 12-month period per qualifying event.
• Prorated for part-time postdocs.
• Must be used within 12 months of the event or it is forfeited.

2. Annual Limit: Max of 6 weeks per 12-month period, regardless of multiple events.
3. Additional Leave: Only allowed if sponsoring agency policy permits.
4. Benefits: Health and other benefits continue during leave.
5. Dual Eligibility: If both parents are UW–Madison postdocs or covered employees, each gets the full benefit.
6. Loss of Eligibility: Leave ends if the postdoc no longer meets eligibility criteria.

C. Usage, Carryover, and Exchange

How Leave Can Be Taken

• Continuous Leave: postdocs are always entitled to take parental leave on a continuous basis.
• Intermittent or Reduced Schedule Leave:
• Requires advance approval from the department/unit.
• Exception: If the leave is designated under the Wisconsin Family and Medical Leave Act (WFMLA), prior approval is not required.
• WFMLA allows intermittent or reduced schedule leave within 16 weeks of the birth or adoption.

Concurrent Use

• Runs concurrently with FMLA/WFMLA if eligible
• Postdocs may delay parental leave and use other types first.

Timing

• Cannot be taken before the qualifying event.
• Leave beyond 6 weeks or before the event requires approval.

Legal Holidays

• If a holiday occurs during parental leave, the postdoc receives holiday pay instead of using a leave day.

Important Notes

• The 12-month usage window after the birth or adoption does not extend even if leave is taken intermittently or on a reduced schedule.
• Postdocs using intermittent or reduced schedule leave can still use other types of paid leave for unrelated absences.
• Postdocs must follow standard departmental procedures for requesting and reporting absences. Failure to do so may result in denial of parental leave for those absences.

Restrictions

• Parental leave cannot be donated or transferred to other postdocs or employees.

D. Scheduling Parental Leave

1. Standard Notice Requirement

• Postdocs must submit a Parental Leave Request form at least 30 calendar days before the intended start of leave.
• If 30 days’ notice is not provided, the leave may be delayed until 30 days after the request is received.

2. Exceptions for Unforeseen Circumstances

• If the need for leave is unforeseeable or the postdoc needs to change the leave dates, they must:
• Submit the Parental Leave Request form and
• Notify their Divisional Disability Representative (DDR) within 14 days of becoming aware of the need.
• Postdocs must also follow their department’s standard procedures for requesting time off and reporting absences.

 
E. Confidentiality

• All medical information related to parental leave (verbal or written), including FMLA documentation, is treated as confidential.
• Medical documents (e.g., statements, certifications) must be stored in the Human Resources Department in the postdoc’s confidential medical file.

 
F. Reinstatement

• Postdocs typically return to the same or equivalent position.
• Fitness-for-duty certification may be required if a serious health condition occurred.
• Reinstatement is not required if:
• The appointment would have ended anyway.
• The postdoc chooses not to return.
• The postdoc fails to return and is not on approved leave.

 
G. Limitations

• One event per birth/adoption, regardless of number of children.
• Stepchild adoptions, surrogacy, foster care, guardianship, and donor roles are not qualifying events.
• No payout for unused leave.
• If a postdoc moves to a different appointment covered by UW-5054, the combined total of paid parental leave cannot exceed 6 weeks within the same 12-month period.

4. Legal Holidays

A. Paid Legal Holidays

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

B. Eligibility

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

C. Administration

1. Full-time postdocs receive 8 hours of pay per holiday.
   Part-time postdocs receive a prorated amount based on hours worked and paid leave used during the pay period that includes the holiday.
2. If a holiday falls on a Sunday, it is observed on the following Monday.
3. If a holiday falls on a Saturday, no floating holiday is granted.

Wisconsin and Federal Family and Medical Leave

Postdoc employees are entitled to the WFMLA and FMLA if they meet the eligibility criteria.

The State of Wisconsin Family and Medical Leave Act (WFMLA) and the federal Family and Medical Leave Act (FMLA) are separate leave entitlements that enable eligible employees to balance work and family responsibilities by taking job-protected unpaid leave for specified family and /or medical reasons. (For purposes of this policy, W/FMLA refers to both leave acts together.) The reasons for leave under each entitlement vary. The leave entitlement that provides the greatest benefit to the employee prevails.

For the eligibility requirements see UW-5095 policy.

A Graduate Intern/Trainee is a graduate student (enrolled at UW-Madison or another university) who is completing a fieldwork or clinical internship as a required component of their Ph.D. or Master’s degree program. Except in rare cases, appointees will be required to pay taxes on the amount of stipend that exceeds the cost of tuition, fees, books, supplies and equipment. Appointees may be required to pay estimated taxes on a quarterly basis.

• Degree Requirement:
  • Must have received a bachelor’s or master’s degree.
  • Must be actively enrolled in a graduate program, but not necessarily at UW-Madison.
    
    
• Appointment Purpose:
  • The internship or fieldwork must fulfill a specific requirement for the student’s degree program.
    
    
• Appointment Type:
  • Non-Service appointment: The role is primarily for the benefit of the incumbent as part of their curriculum.
    
    
• Funding & Compensation:
  • Paid via stipend (not wages).
  • Taxes are not withheld from stipends.
  • Appointees may be required to pay estimated taxes quarterly, especially if the stipend exceeds costs for tuition, fees, books, supplies, and equipment.
    
    
• FLSA Status: Exempt 
  
  
• 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.

Appointment Letter Templates

• Graduate Intern/Trainee Offer Letter Template rev2.25
• Zero-Dollar Graduate Intern/Trainee Offer Letter Template rev2.25

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. 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.
  
  
• Purpose: Provides further training in a specific area of expertise or a related field.
  
  
• Appointment Type:
• Service appointment: Usually under a Principal Investigator (PI).
  
  
• Paid Position:
  • Wages are provided, 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
  
  
• Research Interns are not allocated paid sick leave or paid vacation time.

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.

Appointment Letter Templates

• Research Intern Offer Letter Template rev4.25
• Research Intern Extension Letter Template rev2.25
• Zero-Dollar Research Intern Offer Letter Template rev2.25
• Zero-Dollar Research Intern Extension Letter Template rev.25