UW-Madison
Unclassified Title Guideline

• EMPLOYEES-IN-TRAINING (POSTDOCTORAL SCHOLAR)
APPOINTMENTS AND TITLES

An employee-in-training is an individual who is not a matriculated student and who is appointed primarily for the pursuit of advanced study or research, usually at the postdoctoral level. Coincidental benefit accruing to the University or granting agency as a result of the appointee's activities does not preclude such an appointment. The work of individuals appointed to these titles should be independent or self-directed, subject only to such supervision as might be given by a teacher to a student. Such work should be contrasted with duties assigned under the direct supervision and control of the employer primarily for the benefit of the University or granting agency. The appropriate titles for employees-in-training are as follows.

 

Title and Description Title Code Salary/
Stipend
Graduate Intern/Trainee
This title should be used for graduate students (enrolled at UW-Madison or at another university) who are serving a field work or clinical internship which fulfills specifically stated requirements for the Ph.D. or Master's degree.

The graduate intern/trainee title is also the correct one for short-term research training appointments in the UW-Madison School of Medicine and Public Health under the National Research Service Award Program.

Taxes will not be withheld from these stipends. 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.
 

X75NN

N/A

Intern (Non-Physician)
This title is used chiefly for individuals participating in an organized training or internship program leading to state or national licensure or registration. Such employees-in-training are performing under supervision and are participating in training which must be completed prior to obtaining the licensure or registration.

Payments made to an intern (non-physician) are fully taxable as wages, and taxes will be withheld from monthly paychecks.
 

X70NN

N/A

Postdoctoral Fellow
Postdoctoral Trainee
A postdoctoral fellow or traineeship is an award, usually funded extramurally, to an individual for the purpose of continued training after receipt of the doctorate. The appointing unit must verify that all requirements for the doctorate) possibly M.D., D.V.M., or J.D. for special fellowships) have been satisfactorily completed before the first day of any appointment using these titles. For example, the successful completion of an oral defense of a Ph.D. is not sufficient. The actual filing of the final thesis is required prior to the beginning date of the appointment. A person eligible for a postdoctoral fellowship or traineeship is usually within five years of having received the doctorate. Most of these awards are for two-year terms.

Appointments as postdoctoral fellows and postdoctoral trainees should be made only if it can be demonstrated that the appointee's activities are primarily for the benefit of the appointee's own learning and research. Otherwise, it is more appropriate to use an employment title such as researcher or scientist. Employment titles apply whenever the duties assigned are under the direct supervision and control of the employer and are primarily for the benefit of the University or granting agency. The work of individuals appointed as postdoctoral fellows or postdoctoral trainees should be independent or self-directed, subject only to such supervision as might be given by a teacher to a student.

These criteria do not prevent the university of the exramural source of funds from receiving some benefit from the appointee's activities. Activities still may be of value to the extramural grantor, or may be useful internally to the university in satisfaction of other grant or contract requirements. The test is whether the work undertaken by the appointee is a necessary and relevant part of the appointee's learning program. However, the "primary benefit" test outlined above does forbid assigning tasks to the appointee which are unnecessary and irrelevant to the learning program or are repetitive beyond that which is necessary to achieve excellence in the activity, even if these tasks do not constitute the major portion of the appointee's activities.

Except in rare cases, stipends paid to postdoctoral fellows or trainees are not excludable from gross income for purposes of income tax and thus are fully taxable. Since such stipends are not wages, however, the University will not withhold taxes from monthly stipend checks. Therefore, trainees and fellows may be required to pay estimated taxes on a quarterly basis.
 

X10NN
X30NN

N/A

Postgraduate Trainee 1
Postgraduate Trainee 2
Postgraduate Trainee 3
Postgraduate Trainee 4
Postgraduate Trainee 5
Postgraduate Trainee 6
Postgraduate Trainee 7
Postgraduate trainees are graduates of accredited medical schools (or other appropriate health science professional schools) who are in postgraduate training administered through one of the following schools: School of Medicine and Public Health, School of Nursing, School of Pharmacy, or School of Veterinary Medicine.

Payments made to postgraduate trainees are fully taxable as wages, and taxes will be withheld from monthly paychecks.
 

X61NN
X62NN
X63NN
X64NN
X65NN
X66NN
X67NN

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your
division

Research Associate
A research associate is an individual who is continuing training after receipt of the doctorate. The appointing unit must verify that all requirements for the doctorate (possibly M.D., D.V.M., or J.D.) have been satisfactorily completed before the first day of any appointment using this title. For example, the successful completion of an oral defense of a Ph.D. is not sufficient. The actual filing of the final thesis is required prior to the beginning date of the appointment. A research associate is usually funded from a principal investigator's grant funds and other sources rather than from fellowship funds awarded an individual in national competition. A research associateship is normally for a two- or three-year term, up to a maximum of five years, and is normally given to an individual who is within five years of having received the doctorate. Department level approval is required up to three years. Over three years, up to a maximum of five years, requires annual approval by the Dean's office prior to each year extension and must include a statement by the department to the Dean indicating that training is continuing.

Payments made to research associates are fully taxable as wages, and taxes will be withheld from monthly paychecks.
 

X01NN

current
salary
minima

Research Intern
A research intern is an individual who typically is continuing training after receipt of a bachelors, masters, 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.

Payments made to research interns are fully taxable as wages, and taxes will be withheld from monthly paychecks.
 

X50NN

current
salary
minima