International postdoctoral scholars are a vital part of Brown University’s research community. International Student & Scholar Services (ISSS) is the primary resource for immigration-related advising, documentation, and support during their time at Brown. Please review the important information below.
Last updated: July 24, 2026.
All international postdoctoral scholars should contact ISSS upon arrival on campus. ISSS provides guidance on required steps and offers practical resources, including the Your First Days at Brown checklist.
If your visa is sponsored by another institution, OUPA still strongly encourages you to connect with ISSS. Scholars who are not under ISSS sponsorship are typically contacted by ISSS by email in the month following completion of their I-9 form and asked to submit required documentation. You may also proactively submit documentation or ask questions by contacting Benjamin Kemp, Administrative and International Scholar Coordinator, at benjamin_kemp@brown.edu.
International postdoctoral scholars should check in with their department administrator and complete the onboarding steps for new hires outlined by University Human Resources (UHR). These steps include completing employment paperwork, obtaining a Brown ID, and enrolling in direct deposit.
Postdoctoral Research Associates (PDRAs) and Postdoctoral Fellows in the BPLO bargaining unit are eligible for reimbursement of administrative fees, travel expenses, and other necessary expenses incurred in connection with obtaining or renewing their visa for their postdoctoral appointment at Brown.
Postdoctoral appointees must notify their PI or faculty supervisor in advance that visa-related fees and associated travel costs may be incurred in connection with approved Brown-related work travel. The PI or faculty supervisor is responsible for identifying funds to cover any applicable visa-related fees and associated travel costs.
Please note: In most cases, a postdoctoral appointee can maintain J-1 status while inside the United States with a valid DS-2019 and active SEVIS record, without renewing their visa. J-1 visa renewal is generally necessary only when the individual travels outside the United States and needs to re-enter. As a result, visa application fees and related travel expenses are eligible for reimbursement only in limited circumstances. These may include situations in which a postdoctoral appointee is approved to travel internationally for Brown-related work and needs a valid J-1 visa to return to the United States, or when the individual is changing immigration status, such as from F-1 to J-1. In other circumstances, associated visa application fees and travel expenses are not eligible for reimbursement.
To request reimbursement, please submit the necessary receipts and/or proof of payment (as well as confirmation from TravelSafe if applicable) to the Department Administrative Manager or Financial Administrator responsible for processing reimbursements in your Faculty Affairs Area.
Postdoctoral scholars within the School of Public Health should submit these materials to SPHFA@brown.edu.
If you are a Postdoctoral Research Fellow (previously known as a Postdoctoral Fellow whose stipend is paid directly by an external grant or fellowship and therefore not processed through the University payroll system)—and thus not part of the BPLO bargaining unit—this notice does not apply.
If you are a postdoctoral appointee and have questions about your specific situation, please begin by contacting your Department Administrative Manager.
If you are an administrator and have questions about whether an expense is eligible for reimbursement, please contact OUPA at postdoc-affairs@brown.edu and ISSS for additional guidance.
For additional details, see Article 6: International Employees, Section G of the Collective Bargaining Agreement.
Upon request, ISSS will meet with a Postdoctoral Fellow or Postdoctoral Research Associate, together with their supervisor, to review visa status and the Brown-approved sponsored visa type, including eligibility considerations and legal requirements.
The University will make its best efforts to complete work authorization documentation and visa paperwork in a timely manner. Postdoctoral Fellows or Postdoctoral Research Associates may contact ISSS at ISSS@brown.edu for questions concerning visa processing.
Please note, if you are a Postdoctoral Research Fellow (also known as a Postdoctoral Fellow whose stipend is paid directly by an external grant or fellowship and therefore not processed through the University payroll system)—and thus not part of the BPLO bargaining unit—the preceding information does not apply.
For additional details, see Article 6: International Employees of the Collective Bargaining Agreement.
Eligible postdoctoral appointees may request a reasonable amount of PTO to attend required visa- and immigration-related proceedings for themselves or for a spouse or child. The University may generally approve up to three days of PTO per fiscal year when the request meets the eligibility criteria described below.
Brown’s fiscal year runs from July 1 through June 30. Unused days do not carry forward, and eligible postdoctoral appointees will see three new days available in Workday on July 1.
Please note, unlike vacation days, this PTO type is not eligible for a payout upon separation from the University.
When a postdoctoral appointee requests this PTO for their own visa- or immigration-related proceeding, the proceeding must be required for the appointee to maintain visa status for the Brown postdoctoral appointment or triggered as a result of approved, Brown-related work travel.
Examples include:
In most cases, a postdoctoral appointee can maintain J-1 status inside the United States with a valid DS-2019 and active SEVIS record. Visa renewal is generally required only when the postdoctoral appointee departs from and re-enters the United States.
For that reason, PTO under this category will not be approved for visa- or immigration-related proceedings that arise from personal travel. Personal travel is defined as any travel that is not for approved, Brown-related work or that is required for the appointee to maintain visa status for the Brown postdoctoral appointment.
For example, if a postdoctoral appointee goes on personal travel and needs to renew a visa during that trip in order to return to the United States, the travel period is not eligible for this type of PTO. The appointee may use vacation time or, if appropriate, request an unpaid leave of absence.
This PTO may also be used when an eligible postdoctoral appointee needs to attend visa- or immigration-related proceedings for a spouse or child. Please note, a proceeding for a spouse or child does not need to be related to maintaining the postdoctoral appointee’s employment status at Brown or tied to approved, Brown-related work travel.
Postdoctoral appointees can request this PTO (up to 3 days) in advance through Workday using the following path: Select Absence > Select Request Absence > Choose the applicable date or dates > Select Paid Time Off > Select Visa Renewal / Immigration Processing.
Departments may request documentation from postdoctoral appointees to verify that the requested time off is related to a visa or immigration proceeding and qualifies for this type of PTO.
For extensive delays in returning to the United States, the postdoctoral appointee should use vacation time, request a leave of absence if appropriate, or contact their cognizant dean’s office to request assistance under extenuating circumstances.
Questions about standard PTO for visa- and immigration-related proceedings should be directed to the cognizant dean’s office for the appointee’s appointing unit:
• Division of Biology and Medicine: biomedpostdocs@brown.edu
• Dean of the Faculty: dean_of_faculty@brown.edu and sam_caldis@brown.edu
• School of Engineering: soefa@brown.edu
• School of Public Health: SPHFA@brown.edu
It may also be helpful to copy International Scholar and Student Services (isss@brown.edu) so that the cognizant dean’s office can readily consult ISSS.
If a postdoctoral appointee in the bargaining unit is unable to return to the United States due to visa- or immigration-related issues outside of their control (such as administrative processing delays), the University will make reasonable efforts to maintain employment. This is subject to immigration and work authorization requirements, the terms of the individual’s funding source, and applicable laws and regulations. Federal and state laws, including tax requirements, apply in all cases. If you have any questions, please contact your cognizant dean’s office.
| Situation | Standard PTO |
| Appointee's own proceeding is required to maintain visa status for the Brown appointment or triggered by approved, Brown-related work travel. | Generally yes, up to 3 days. |
| Proceeding is for a spouse or child. Note: does not need to be related to maintaining employment status at Brown or tied to approved, Brown-related work travel. | Generally yes, up to 3 days. |
| Proceeding arises from personal travel. | Generally no. Use vacation time instead or request a leave of absence if appropriate. |
| Administrative processing or other delays outside of the postdoctoral appointee's control prevent return to the United States. The initial travel that exposed the appointee to delays must have been required to maintain visa status for the Brown appointment or approved, Brown-related work travel. | Generally yes, up to 3 days. For extensive delays, the appointee should use vacation time, request a leave of absence if appropriate, or contact their cognizant dean’s office to request assistance under extenuating circumstances. |
If you are a Postdoctoral Research Fellow (also known as a Postdoctoral Fellow whose stipend is paid directly by an external grant or fellowship and therefore not processed through the University payroll system)—and thus not part of the BPLO bargaining unit—the preceding information does not apply.
For additional details, see Article 6: International Employees of the Collective Bargaining Agreement and the Guidance for International Postdoctoral Scholars page of the OUPA website, under Time Off for Visa and Immigration Proceedings.
If the University is no longer able to lawfully employ a postdoctoral appointee in the BPLO bargaining unit due to their immigration status, the University will hold the position open for up to 60 calendar days to allow the individual time to obtain alternative work authorization or a non-University-sponsored immigration status that permits continued employment. If the individual later obtains lawful work authorization after this period, reemployment will depend on factors such as the availability of research funding and lab space. Decisions made under this provision are not subject to the grievance process.
Please note, if you are a Postdoctoral Research Fellow (also known as a Postdoctoral Fellow whose stipend is paid directly by an external grant or fellowship and therefore not processed through the University payroll system)—and thus not part of the BPLO bargaining unit—the preceding information does not apply.
For additional details, see Article 6: International Employees of the Collective Bargaining Agreement.
The International House of Rhode Island (IHRI) is an independent nonprofit multicultural organization that provides a “home away from home” for international students, scholars, professors, researchers, and their families. Located a short walk from campus, IHRI programming ranges from supporting individuals’ needs to presenting multicultural events and programs. Offerings include English-language classes and tutoring at all levels, foreign-language classes and tutoring, orientation to local activities, and more.
The Office of Global Engagement (OGE) at Brown has shared these resources intended for international students and scholars:
University Human Resources at Brown uses The Work Number system to provide official proof of employment to third parties. Details can via the HR Service Center webpage; scroll down to Employment and Income Verifications.
If the documentation available through The Work Number is insufficient for your needs, the next step would be to contact the HR Service Center directly using one of the contact methods listed under Visit or Connect with Us on that same webpage.