Office of Pediatric Education

Postdoctoral Scholars

Arrival Checklist

Welcome to Stanford University!

We are looking forward to you joining the Department of Pediatrics! As you prepare to come to Stanford, and in the first few weeks after you arrive, please reference this checklist of items that must be completed.

Non-U.S. Citizens on a Visa

Click the arrows to expand.

Before Arrival

Contact Your Faculty Host
1. Confirm your arrival date in the U.S.
2. Where should I go on my first day?
3. When should I arrive on my first day?
4. Please ask your PI and/or lab manager about assigning your bench/desk and buying the computer you will use while at Stanford.
Update Us Regarding Your Arrival Date
1. If you are not arriving on the date you originally gave us, you MUST notify Margaret Murphy (mmurphy6@stanford.edu), Ting Zheng (ytzheng@stanford.edu), your Faculty Host, and the Faculty Host's administrator with your correct arrival date.
2. Note: Any delay in arrival of more than fifteen (15) days requires a reissuance of the DS-2019 document.
Set Up Your SUNet ID & Email Address
1. Your postdoc services team (Margaret Murphy and Ting Zheng) will send you a Stanford Student ID number, which is used to create a Stanford account, a SUNet ID, and Stanford email address.
  1. A SUNet ID is a unique username that you set up which allows you access to all of Stanford's systems and resources.
2. To create your accounts, please visit the Accounts website.
3. Note: Your Stanford email address will be active on the first day of your postdoc appointment.
Housing
1. If interested, you can apply for Stanford-owned off campus housing using your SUNet ID and sponsored email.
2. There will probably not be availability for grad student dorms or on-campus residences except for summer (July and August) on a temp basis due to overwhelming demand by regular grad students. You are allowed to apply for on-campus dorms and apartments on the first official day of your appointment -- but most postdocs find other housing instead. You can look at Stanford-owned off campus housing or look at community housing to apply for private off campus housing where preference is given to people affiliated with the University. There is also some transitional housing for new arrivals.
Postdoc Benefits Orientation
1. Please plan to attend a Postdoc Benefits Orientation so you can sign up for health benefits (this is required within 31 days of your start date.) You can register here.
Insurance
1. The J-1 visa law requires you to have insurance for every day you are in the U.S. If you arrive before your appointment start date, you MUST have private travel insurance for all of those days prior to your appointment start date.
SU-19 Patent and Copyright Agreement
1. Please complete the Patent and Copyright Agreement (SU-18).
2. You can also use your SUNet ID to log in to Axess, and click the "Patent and Copyright Agreement (SU-18)" link to review and submit.
  1. Note that the SU-18 link is buried at the very bottom right of the Axess screen, so you will have to scroll to find it.
Review the Pre-Arrival Checklist
1. The Office of Postdoctoral Affairs (OPA) at Stanford has created a helpful checklist for new postdoctoral scholars. Please review this website prior to arriving on campus.

Upon Arrival

Complete the J-1 Arrival Confirmation Form
1. Important!
2. If you are on a Stanford-sponsored J-1 visa, you must complete the required arrival confirmation form within fifteen (15) days of arrival, according to U.S government regulations.
Get Your Most Recent I-94
1. Important!
2. Download and send Margaret and Ting a copy of your I-94 immigration arrival record. Go to this website and choose the “Get Most Recent I-94” button.
Purchase a U.S. Cell Phone
1. Important!
2. Purchase a U.S. cell phone with a U.S. SIM card as soon as you can. Using a U.S. cell phone will allow you to use Stanford web systems and email on your phone.
Open a U.S. Bank Account
1. Consider opening a U.S. bank account for use while in the U.S. This will be necessary if you want to enroll in direct deposit for your paychecks.
2. We recommend you consider the Stanford Federal Credit Union which has low to no fees.
Sign Up for Direct Deposit
1. Once you have a U.S. bank account, sign up for direct deposit of your paychecks into your account. You can sign up for direct deposit by following these instructions.
  1. If you are being paid SALARY, you will be paid twice a month, on the 7th and 22nd day of the month.
  2. If you are being paid STIPEND, you will be paid once a month, according to the postdoc payroll schedule.
Apply for a Social Security Number
1. After being in the U.S. for at least 15 days, you are eligible to apply for a Social Security Number (SSN). A SSN is not required, but it is recommended.
2. Instructions on how to apply for a SSN can be found on the Bechtel International Center website.
3. Important! After you get your SSN, please let Margaret and Ting know. You will be sent information on how to report your SSN to the Postdoc Office.
  1. Do not send Margaret and Ting your number. Just let them know that you have received it.
Declare Your Tax Withholdings
1. If you are being paid salary, you will be paid twice a month and taxes will be withheld each time. You are required to file withholding declarations with the federal and state governments, only after you have received your SSN.
2. This is very important for J-1 scholars - if you are within the first two years of your time in the U.S., you will be automatically exempted from retirement and medical taxes for two calendar years when you complete these forms.
3. Follow these instructions to declare your tax withholding allowances.
4. Note: You will not be able to declare your tax withholdings until after your first paycheck and have applied for your SSN.
Complete Training
1. You will be assigned 2 required trainings. Please complete these on your first week or earlier. You will find links to the training in your Stanford email.
  1. General Safety Training
  2. HIPAA (Health Insurance Portability and Accountability Act) Training
Update Your Contact Information in Axess (and keep it current!)
1. Immigration regulations require visa holders to report their change of address in the U.S. within 10 days of moving.
2. Please follow the below instructions to change or update your U.S. address:
  1. Use your SUNet ID to log in to Axess and go to the Student Services Center.
  2. Select “Personal Information” to update addresses, phone numbers, and the Stanford Directory.
  3. Update your Mailing Address to ensure receipt of tax documents. To receive mail from Stanford, you must have a Mailing Address. Otherwise, mail is delivered to your home address.
  4. Add or update your Local Address for Go Pass eligibility.
  5. Include your full Phone Number with area code (e.g. (555) 123-4567). Do not use 5-digit campus extensions.
  6. Enter Emergency Contact information for us to use in case of emergency.
Obtain Your Medical Center Security Badge
1. On your first day of work, you will meet with Margaret and/or Ting for a one-hour onboarding meeting. During this meeting, you will complete a badging process to get your Stanford School of Medicine Security Badge. You will need your passport to obtain a badge.
Obtain Your Campus ID Card (different from your Medical Center Security Badge card)
1. This card gives you access to Stanford’s many gyms, pools, and libraries around campus. This card is free to postdocs.
2. You can upload a photo using this link. You will receive an email telling you that your photo has been approved. You will then need to schedule an appointment to pick it up.
Determine Your Transportation to Campus
1. Stanford has multiple transportation options to campus. Be sure to review the Transportation Office website to see which method will be the most convenient for you.
2. Here are some important things to do, depending on your transportation method:
  1. Sign up for a free Caltrain Go Pass, which allows for unlimited travel on Caltrain between all zones.
  2. Register your bicycle with the Stanford Parking and Transportation Office.
  3. Obtain a parking permit, if needed.
Obtain a U.S. Driver’s License
1. If you will be driving in California, you will need to obtain a California Driver’s License.
2. You must wait two weeks after submitting the Arrival Confirmation Form before applying for a license.
Get Your DS-2019 Signed
1. If you plan on traveling out of the U.S and re-entering during your time with Stanford, you must get a travel signature on your DS-2019 from a Bechtel International Center advisor.
2. The Bechtel International Center (584 Capistrano Way, Stanford, CA 94305) is open Monday - Friday, 8:30 AM - 4:30 PM.
Check Out Additional Resources Through CCIS
1. The Loan Closet provides second-hand and new household items for international visitors to borrow during their time at Stanford.
  1. Household items include kitchenware (pots, pans, dishes), linens (blankets, sheets, towels), irons, toasters, and other appliances.
2. CCIS offers English classes for international visitors and their families for those with intermediate to advanced proficiency in English.
Consider Applying for a Fellowship
1. The Stanford Office of Postdoctoral Affairs website lists many opportunities to apply for research funding.
Review Important Tax Information
1. Office of Postdoctoral Scholars’ Tax Resources

U.S. Citizen & Permanent Resident Postdocs

Click the arrows to expand.

Before Arrival

Contact Your Faculty Host
1. Where should I go on my first day?
2. When should I arrive on my first day?
3. Please ask your PI and/or lab manager about assigning your bench/desk and buying the computer you will use while at Stanford.
Set Up Your SUNet ID & Email Address
1. Your postdoc services team (Margaret Murphy and Ting Zheng) will send you a Stanford Student ID number, which is used to create a Stanford account, a SUNet ID, and Stanford email address.
  1. A SUNet ID is a unique username that you set up which allows you access to all of Stanford’s systems and resources.
2. To create your accounts, please visit the Accounts website.
3. Note: Your Stanford email address will be active on the first day of your postdoc appointment.
Housing
1. If interested, you can apply for Stanford-owned off campus housing using your SUNet ID and sponsored email.
2. There will probably be NO availability for grad student dorms or on-campus residences except for summer (July and August) on a temp basis due to overwhelming demand by regular grad students. You are allowed to apply for on-campus dorms and apartments on the first official day of your appointment--but most postdocs find other housing instead. You can look at Stanford-owned off campus housing or look at community housing to apply for private off-campus housing where preference is given to people affiliated with the University. There is also some transitional housing for new arrivals.
Postdoc Benefits Orientation
1. Please plan to attend a Postdoc Benefits Orientation so you can sign up for health benefits (this is required within 31 days of your start date). You can register here.
SU-18 Patent and Copyright Agreement
1. Please complete the Patent and Copyright Agreement (SU-18).
2. You can also use your SUNet ID to log in to Axess, and click the “Patent and Copyright Agreement (SU-18)” link to review and submit.
3. Note that the SU-18 link is buried at the very bottom right of the Axess screen, so you will have to scroll to find it.
Review the Pre-Arrival Checklist
1. The Office of Postdoctoral Affairs (OPA) at Stanford has created a helpful checklist for new postdoctoral scholars. Please review this website prior to arriving on campus.

Upon Arrival

Sign Up for Direct Deposit
1. Once you have a U.S. bank account, sign up for direct deposit of your paychecks into your account. You can sign up for direct deposit by following these instructions.
  1. If you are being paid SALARY, you will be paid twice a month, on the 7th and 22nd day of the month.
  2. If you are being paid STIPEND, you will be paid once a month, according to the postdoc payroll schedule.
Declare Your Tax Withholdings
1. If you are being paid salary, you will be paid twice a month and taxes will be withheld each time. You are required to file withholding declarations with the federal and state governments.
2. Follow these instructions to declare your tax withholding allowances.
3. Note: You will not be able to declare your tax withholdings until after your first paycheck and have applied for your SSN.
Complete Training
1. You will be assigned 2 required trainings. Please complete these on your first week or earlier. You will find links to the training in your Stanford email.
  1. General Safety Training
  2. HIPAA (Health Insurance Portability and Accountability Act) Training
Obtain Your Medical Center Security Badge
1. On your first day of work, you will meet with Margaret and/or Ting for a one-hour onboarding meeting. During this meeting, you will complete a badging process to get your Stanford School of Medicine Security Badge. You will need your passport to obtain a badge.
Obtain Your Campus ID Card (different from your Medical Center Security Badge card)
1. This card gives you access to Stanford’s many gyms, pools, and libraries around campus. This card is free to postdocs.
2. You can upload a photo using this link. You will receive an email telling you that your photo has been approved. You will then need to schedule an appointment to pick it up.
Determine Your Transportation to Campus
1. Stanford has multiple transportation options to campus. Be sure to review the Transportation Office website to see which method will be the most convenient for you.
2. Here are some important things to do, depending on your transportation method:
  1. Sign up for a free Caltrain Go Pass, which allows for unlimited travel on Caltrain between all zones.
  2. Register your bicycle with the Stanford Parking and Transportation Office.
  3. Obtain a parking permit, if needed.
Consider Applying for a Fellowship
1. The Stanford Office of Postdoctoral Affairs website lists many opportunities to apply for research funding.
Review Important Tax Information
1. Office of Postdoctoral Scholars’ Tax Resources

Contact Us with Questions!

Margaret Murphy, MSEd
Associate Director, Postdocs & Students
Department of Pediatrics, Stanford School of Medicine

453 Quarry Road, CAM MC 5660
Palo Alto, CA 94305
(650) 736-6867
mmurphy6@stanford.edu

Ting Zheng, BA
Postdoc and Student Coordinator
Department of Pediatrics, Stanford School of Medicine

453 Quarry Road, CAM MC 5660
Palo Alto, CA 94305
ytzheng@stanford.edu

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