Welcome to the Department of Molecular Pharmacology's Human Resources website.  In this section, you will find information on topics such as new-hire paperwork, taking time off, submitting leave reports or timesheets and information on visas.  We hope you find it helpful!

NEW- HIRE PAPERWORK and INFORMATION

Upon being accepted to a position in our department, you will be given a series of forms to complete. The forms will include the following (the included links will take you to an online version of the form):

1.    W-4 Tax form--This form will let payroll know how much tax to deduct from your paycheck. -- http://co.stanford.edu/resources/forms/pdfW42002.pdf. 

2.    I-9 form--Documentation of eligibility to work in the United States is required in conjunction with this form.  The form has specifics regarding acceptable forms of identification.-- http://co.stanford.edu/resources/forms/images/I-9.pdf

3.    Stanford University application--This is included only if an application was not previously completed.--http://hrweb.stanford.edu/forms/su29.pdf

4.    Patent agreement form-- http://www.stanford.edu/dept/DoR/rph/su18.html

5.    Direct Deposit form--Complete this form only if you would like to have your pay automatically deposited into your bank account.-- http://co.stanford.edu/resources/forms/images/auto.pdf

6.    After Hours Building Access formÑThis form should be completed and returned to Robert Pearce, Lab Manager who will provide you with further information.ÑThis form is not available online.

These forms will be included in your new hire packet along with your offer letter.  Prior to your start date (time permitting) these forms will be mailed to your home address along with your offer letter, benefits packet and orientation information.  You should return the completed forms on your first day in the department. 

University employees (not temporary or casual staff) will be registered for new hire orientation.  Orientation is held on Mondays in the Amy Blue Training Room at 651 Serra Street, from 8:30 AM to 4:30 PM. 

Please take the benefits packet with you to orientation.  If you wish to enroll in the benefits plan, you must complete the enrollment process within 30 days of your date of hire.  The BenefitsSU website at http://benefitsu.stanford.edu/ has helpful information regarding all benefits and provides a contact number for specific questions.  Their website also has a special informational section for new hires:  http://benefitsu.stanford.edu/new/new_splash.html.     

Trial Period: The first six months of employment is considered a trial period.  This is an initial period of service during which the department assesses the performance of a newly hired regular employee to determine whether the employeeÕs skills meet the requirements of the position. 

TIME OFF

The following benefits apply only to regular employees, not temporary or casual employees.

Vacation:  Vacation is accrued monthly and the accrual rate is based on the length of service and status of employment (exempt or non-exempt)  For details, please see:  http://benefitsu.stanford.edu/time/time_vacation.html.  Employees who work less than 100% FTE accrue vacation at a rate that is proportionate to the number of hours worked.  The maximum vacation accrual is 2 1/2 times the annual accrual.

Vacation time must be scheduled in advance and be pre-approved by your supervisor.  Approval is at the supervisor's discretion, based on departmental needs. 

University holidays:  Employees who work at least 20 hours per week (50% FTE or more) are eligible for paid holidays starting on the first day of employment.  There are 11 University holidays each year.  For the current calendar of holidays, please go to:  http://benefitsu.stanford.edu/time/time_paidholidays.html. 

Birthday holiday: Employees are also granted one birthday holiday per year.  An employee's birthday holiday is available January 1 of the calendar year and can be taken any time within that calendar year, with supervisory approval.

NOTE:  Employees who work less than 100% time FTE receive holiday pay proportionate to the number of hours typically worked.  For example, a 75% FTE employee would receive 75% of 8 hours (which equates to 6 hours) for their birthday holiday.

Personal Time Off (PTO):  Regular employees (100% FTE) receive 24 hours of PTO time annually which can be used for personal reasons, with supervisory approval, anytime within the calendar year.  The yearly amount of PTO is prorated for part-time employees and for employees who start after January of the current year.  Any PTO not used at the end of the year DOES NOT accrue to the next calendar year so it will be lost if it is not all used by December 31.

Sick Leave:  Full-time regular employees are credited with eight hours per month of paid sick leave for each calendar month of full-time pay. Part-time regular employees are credited with a proportionate amount. Sick leave can only be used for those instances when you are sick and unable to come to work, not as vacation time.  Unlike vacation and PTO, your sick leave can accumulate to an unlimited amount.

OTHER TYPES OF LEAVE

Employees are also eligible for other types of leave including jury duty, time for voting, and family leave.  More details can be found at: http://benefitsu.stanford.edu/time/index_time.html.  Employees are also eligible for maternity leave.  Informational sessions are held once a month to discuss maternity leave benefits.  For details on this session, contact the benefits department at 6-2985.  

GETTING PAID

Pay Periods: Stanford University has two pay periods each month, the 1st through the 15th of the month and the 16th through the end of the month.  Payday for university employees is on the 7th and the 21st of each month.  If the payday falls on a weekend, checks should be available the Friday before that weekend.  Paychecks are delivered to the department on payday (the time of the delivery varies).  Employees who choose to have their funds deposited directly will receive a check stub showing the amount of the deposit that was made.  Checks/stubs will be placed in employee mailboxes.

Timesheets: Hourly employees are required to submit a timesheet each pay period that includes the daily in and out times and the total hours worked for each day.  Both the employee and the supervisor should sign the timesheet before it is submitted to the Personnel Coordinator.  The due date for timesheets is typically the last day of the pay period.  There will sometimes be exceptions to this deadline, particularly around holidays when the payroll needs the information earlier than normal.  These exceptions will be communicated via e-mail.  If no timesheet is submitted, no paycheck will be processed.

Leave Reports:  Exempt employees are required to submit a leave report documenting all leave taken (birthday holiday, vacation, PTO, and sick) for each pay period.  These reports should be sent via e-mail to the Personnel Coordinator (and CC the supervisor) and should be sent prior to the end of the pay period.  Exceptions to the due date of the leave reports will be communicated via e-mail. 

VISA INFORMATION

Employees are responsible for ensuring that they maintain appropriate visa status to continue their employment at Stanford University.  Information regarding applications and renewals of visas is available at the Bechtel International Center website at http://www.stanford.edu/dept/icenter/.  For assistance, please contact the departmentÕs Visa Coordinator, Margaret Tuggle. 

FAQ'S

Where do I get a parking permit?  At new-hire orientation a complimentary 15-day parking permit will be provided.  A long-term parking permit can be purchased  from Parking and Transportation Services.  Check their website for further information about making that purchase and also for information on the various campus parking lots: http://transportation.stanford.edu/parking_info/ParkingInformation.shtml.

*Note:  Temporary employees can purchase a parking permit at the same location, but a letter stating that they are employed by the University may be required.  Please contact the Personnel Coordinator to obtain this letter.

Where can I find a campus map?  There are several campus maps available at  http://transportation.stanford.edu/maps_forms_apps/MapsForms.shtml - maps.

What is Marguerite?  Marguerite is the free campus shuttle that also runs to several off-campus locations.  For more information, see: http://transportation.stanford.edu/marguerite/MargueriteShuttle.shtml.

How do I get an e-mail account?  This will be covered at new-hire orientation for regular employees.  Temporary employees should contact Robert Pearce, Lab Manager.

How do I get an employee ID?  This will be covered at new-hire orientation.

How do I get access to Forsythe/PRISM?  Please contact Robert Pearce, Lab Manager, for assistance in requesting a logon and password.

Where is the Benefits department?  The Benefits department is located at 655 Serra Street on the first floor.  Their website is: http://benefitsu.stanford.edu/.

Where is the Payroll department?  The Payroll department is located at 655 Serra Street on the first floor.

IÕve been working at Stanford for a while and my home address just changed.  Do I need to let anyone in the department know my new address?  Yes, please inform the Personnel Coordinator so that your employee records can be updated with the new information.

I need to change my tax information.  How do I go about doing that?  The form to do this can be found at http://co.stanford.edu/resources/forms/pdfW42002.pdf.  Once the new form has been completed, it can be submitted to the departmentÕs Personnel Coordinator (who will submit it to Payroll), or it can be submitted directly to Payroll at 655 Serra Street, Mail Code 6112.

What is the mail code of our department?  5174

How do I get keys that I need?  Contact Robert Pearce, Lab Manager.