Payroll & Salary

Personal Data Salary Authorization Form

A Personal Data Salary Authorization form is the document that we use to communicate with the Case Western Reserve University payroll system. The (pd) details the salary that will be paid via a CWRU paycheck. Completing pd forms for faculty, Research Associates, Senior Research Associates, Research Scientists, Research Scholars, Post Doc Fellows and Post Doc Scholars is the responsibility of each School of Medicine department.

A (pd) form must be completed for every new salary; changes in salary; and to stop a salary (salary will only terminate if a pd and proper documentation are submitted; HCM no longer has active end dates). Submit all pd forms to the SOM Office of Faculty Affairs and Human Resources. They will be processed in conjunction with the SOM Finance Office on to the University's Department of Human Resources.

All faculty, Research Associates, Senior Research Associates, Research Scientists, Research Scholars, Post Doc Fellows and Post Doc Scholars new to CWRU payroll must visit the university's Human Resources Record's Office (2nd floor, Crawford Hall) on or before (after accepting and signing an offer of employment) their hire date to complete I-9 documentation to establish proof of eligibility to work in the United States, complete tax forms, participate in orientation and/or complete any other necessary paperwork.

For help with (pd) forms, please see Preparing Personal Data Salary forms.

New Initial Appointments of Faculty

Full and part-time faculty, as well as Visiting Faculty, may receive some or all of their pay through the CWRU payroll system. A sizeable and detailed packet of information is required (for more details concerning faculty appointments please see the Faculty Appointments, Promotions and Tenure Procedures Manual. Full-time faculty appointments may take months to process before being approved by the University's Board of Trustees. Part-time faculty appointments are approved by the dean. All paperwork flows through the SOM Office of Faculty Affairs and Human Resources. Submit a pd form in order to place a faculty member on CWRU payroll.

Full-time faculty members who receive all of their professional salary through CWRU payroll are Benelect eligible. Full-time faculty members who do not receive all, but do receive 50% or more of their professional salary through CWRU payroll, are also Benelect eligible. Full-time faculty members who receive less than 50% of their professional salary through CWRU payroll, although not Benelect eligible, are still able to participate in certain University benefit options.

Research Associates/Senior Research Associates/Research Scientists Appointments

Those appointed to Research Associate/Senior Research Associate/Research Scientist positions are expected to hold a PhD, MD or another terminal doctoral degree. In exceptional circumstances, the degree requirement may be satisfied by having sufficient additional years of research experience. To be eligible for a Senior Research Associate position, the individual must hold a terminal degree and have a minimum of three years of post-graduate research experience. A final factor in eligibility for Research Associate/Senior Research Associate/Research Scientist appointments is a position requirement for highly specialized skills or scientific responsibilities of an extremely advanced nature. The department sponsoring a new Research Associate/Senior Research Associate/Research Scientist position must get permission to begin a search and then conduct an open search, requiring at a minimum a local position announcement open to the public for five business days. For further details concerning the appointment of Research Associates/Senior Research Associates/Research Scientists, please refer to the Research Associate/ Senior Research Associate/Research Scientist Policy & Procedures. Submit a pd form and a copy of the signed letter of offer in order to place a new Research Associate/Senior Research Associate/Research Scientist on payroll.

Research Scholars Appointments

There is no degree requirement for a Research Scholar appointment but all Research Scholars are foreign visitors, supported in large part by their home institutions, their home governments, or their personal funds. Research Scholars may receive CWRU support. For further details concerning the appointment of Research Scholars please refer to the Research Scholars Policy & Procedures Manual. Submit a pd and a copy of the letter of offer in order to place a Research Scholar on CWRU payroll.

Post-Doc Fellows & Post-Doc Scholars Appointments

All foreign and domestic post-doc fellow/scholar appointments are made through the School of Graduate Studies. Submit a pd and a copy of the letter of offer in order to place a post-doc fellow or postdoc scholar on CWRU payroll.

  • Changes: Submit a pd and as backup documentation Approval Faculty Salary Change form for faculty; revised letter of offer for all others.
  • Reappointment: All Senior Research Associates, Research Associates, Post Doc Fellows and Post Doc Scholars must be reappointed annually on their anniversary date or at the beginning of a new fiscal year (July 1).
  • Terminating Salary: Submit a pd, copy of letter of resignation, Personnel Action form to terminate salary.