Change to Original Postdoc Contract

Each time there is a change to the original contract, the postdoc must be notified. In some instances an email to the postdoc from the supervisor will suffice. In other cases, a letter must be provided to the PDF.

Change to Appointment Dates (letter required)
An individual may not be able to take up the postdoc appointment at the time noted on the invitation letter (for example, due to visa issues). Once the postdoc arrives, the department must provide a letter to the postdoc advising of the new start and, if applicable, end date. This letter must be signed by the supervisor and postdoc. A copy of letter must be provided to the PDF Office.

Sample: Further to your contract letter dated XXX, in which your appointment was to commence on XXX, 20XX, this is to advise that [due to visa issues] your appointment will now commence on XXX, 20XX and end on XXX, 20XX. All other conditions of your contract remain the same.

Change to Supervisor (letter required)
Department must provide a letter to the postdoc advising of the change in supervisor. This letter must be signed by the current supervisor, the replacing supervisor and the postdoc. A copy of letter must be provided to the PDF Office.

Sample: Further to your contract letter dated XXX, this is to advise you that effective DATE your current supervisor XXX will be replaced by XXX. All other conditions of your contract remain the same.

Change to Funding Source (email)
Department must provide an email to the postdoc advising of the new source of funds. A copy of the email must be attached to the Postdoc Payroll Form and sent to the PDF Office.

Sample: Further to your contract dated XXX, this is to advise you that your source of funds has changed from XXX to XXX effective XXX, 20XX. All other conditions of your contract remain the same.

Stipend Increases (email)
Department must provide an email to the postdoc advising of the increase. A copy of the email must be attached to the Postdoc Payroll form and sent to the PDF Office.

Sample: Further to your contract letter dated XXX, this is to advise you that your stipend will be increased to $ effective XXX, 20XX. All other conditions of your contract remain the same.

Additional Pay (email)*
Department must provide an email to the postdoc advising of the additional pay and indicate
the reason for the additional pay. A copy of the email must be attached to the Postdoc Payroll Form and sent to the PDF Office.

Sample:Further to your contract letter dated XXX, this is to advise you that you will received an additional payment of $ xxx per annum,  effective XXX, 20XX to XXX, 20XX for "reason xxxx". All other conditions of your contract remain the same.


One-time Payment (email)*
Department must provide an email to the postdoc advising of the one-time payment and indicate the
reason for the payment. A copy of the email must be attached to the Postdoc Payroll Form and sent to the PDF Office.

Sample:Further to your contract letter dated XXX, this is to advise you that you will received a One-Time Payment of $ xxx  effective XXX, 20XX for "reason xxxx". All other conditions of your contract remain the same.




*Please note, Additional Pay and One-Time Payments must fall in the scope or work for the Postdoctoral Fellow as indicated in the appointment letter, especially in cases where the Postdoctoral Fellow is a Foreign National. In cases where the postdoc is a foreign national, please contact Immigration service PRIOR to offering the Postdoc additional payments or one time payments.