FAQ page

FAQ for Research Assistants

Obtaining a Social Security Number

What does a newly appointed student researcher have to do if they need a Social Security Number (SSN)?

  1. Log in to AccessVis at Visa & Immigration Services (AccessVis).
  2. Request an original signed Social Security employment letter from the CS department. Send requests to Susan [at] cs.stonybrook.edu.
  3. Upload the letter to AccessVis. Note that the Employer is: Department of Computer Science, and the supervisor is the professor you are working with.
  4. When the Vis Office finalizes your request, they will send you instructions.

Is SSN document submission required for RF employment?

Yes, SUNY RF requires employees to have an SSN.

Can I work while waiting for an RF-ID number?

If timing is critical, HR may be able to issue a temp RF-ID so that the student can work.

Health Insurance

What do I do if I don’t need health insurance?

When the enrollment form is sent to you in Docusign, check the box on the insurance enrollment form declining insurance.

I was a TA last semester and an RA this semester, is it the same health insurance plan?

No. TAs and RAs are offered two different health insurances, so each time a grad switches between the two and wants to switch coverage, they will also need to complete a new enrollment insurance form.

Who do I contact with health insurance questions?

Contact HR Benefits at hrs_benefits [at] stonybrook.edu with health insurance questions.

How do I know if I have health benefits for the semester?

For new students appointed as an RA for the first time, health insurance enrollment is not automatic. You need to complete the enrollment form in Docusign. For information regarding RPA health insurance: RF Student Health Insurance (Stony Brook HR Benefits)

Your health insurance starts the first date of your appointment as an RA. Health insurance ends 28 days after the last date of your appointment. Login to Docusign and view your appointment information to see your start and end dates. Any other questions can be emailed to HRS_benefits [at] stonybrook.edu.

Do I need to enroll in UMR again given that I have already enrolled in the NYSHIP health plan?

You do not need to enroll in the UMR health insurance since you have already completed the paperwork to continue your health insurance under NYSHIP for the summer. If you did not want to move forward and enroll in UMR, it will take 6 to 8 weeks for you to receive reimbursement of the money paid for the summer continuation. Because payroll is processed 2 weeks in advance, you will continue to receive the deductions for NYSHIP summer continuation coverage.

If I wish to enroll in UMR now, will I get the money back which is already deducted from my paycheck?

You will also pre-pay for the 28 days of continuous coverage for UMR and have a double deduction taken from your RF paycheck. You will also need to re-apply for TA/GA coverage in the fall by completing a new enrollment form and submitting your proof documents.

Paychecks

Where is my first paycheck?

We most likely have not received a student appointment request from your professor. Contact your professor.

You can check the status of your paycheck on the RF Tracking System (Stony Brook ASA).

Login to Docusign. Has your appointment been completed – signed by everyone including HR? If it is pending HR’s approval, do you need to go there and show your ID?

Be sure that you have set up Direct Deposit and that your mailing address is correct in Solar and in SUNY RF self-service.

General Questions

How long does the appointment process take and how can I check the status?

Since you have to sign the appointment forms in Docusign, you can log in to Docusign at any time to check the status of your appointment forms. Additionally, when all forms are signed and the package is completed, you will get an automatic email that says “All signers complete.”

What does a student need to do to make sure their employment is finalized on time?

Weeks before the semester starts, speak to your advisor or professor you work with and ask if you are going to be appointed as an RA for the next semester.

Appointments are done using Docusign, which requires that you sign the electronic paperwork as soon as possible when you receive an email.

If you have never worked before as an RA, or if you have not shown your ID to HR in a year or more, you are required to show HR Form I-9 acceptable documents (for example, a passport). See Form I-9 (U.S. Citizenship and Immigration Services). Important: You cannot start work, nor will your appointment be complete, until you do this.

Mandatory Orientation - You are required to complete the RPA campus orientation.

Social Security Number - If you do not have a Social Security Number, you will be required to obtain one within 30 days of your hire date.

How can I find out my RF ID?

You can find your RF ID number on your Solar timesheet.

You may also find it by entering your SSN in the RF Tracking System (Stony Brook ASA).

  • This site will also tell you the date of your appointment and paycheck.

If you still can’t find it, stop in HR to ask. Room 390 in Admin.

Who can I contact regarding tuition reimbursement?

The Grad School applies tuition waivers to student accounts.

As an RA, when will I be eligible for a commuter parking permit?

After your appointment is finalized by HR, you will be in the "parking permit" system and can use a Faculty/Staff permit for parking.

When do the RA orientations take place?

Here is a schedule of RF SUNY orientation dates: New Employee Resources (Stony Brook Human Resources) (opens in a new window)

The department orientation for RAs takes place in August or September. You will receive an email with further information.

Required Training

Students being appointed to a research project are required by the university and the federal government to complete the online training courses noted below.

Conflict of Interest (COI) myResearch Instructions - Annual COI Disclosure

  1. Go to myResearch (Stony Brook).
  2. Click Login under COI.
  3. Sign in with your NetID and password.
  4. Go to COI and select "update disclosures." For the reason, put "Annual Disclosure."
  5. Select Edit Disclosure, then continue through the screens.

Conflict of Interest (COI) training in CITI PROGRAM

CITI login: CITI Program login
CITI information: CITI Training (Stony Brook Research Compliance)

  1. Log in through my institution, using your NetID and password.
  2. Select Add a Course.
  3. Select "I want to complete the Conflict of Interest Course" and complete it.

RCR Citi Training Instructions

CITI login: CITI Program login
CITI information: CITI Training (Stony Brook Research Compliance)

  1. Log in through my institution, using your NetID and password.
  2. Select Add a Course.
  3. Select "I want to complete the Conflict of Interest Course" and complete it.

Travel and Reimbursement

How do I obtain a travel pre-approval request?

All travel reimbursements (RF/SBF/state) must be submitted through the Concur travel system.

The Concur Travel System can quickly and efficiently submit your travel pre-approval request. Instructions can be found here: Sign On To Concur (PDF, Stony Brook Travel & Expense) (opens in a new window)

To use Concur you will need:

  1. Your 9-digit SBU ID No.
  2. Your NetID and NetID password
  3. To know the funding source (RF or State) and budget account number you will be traveling on

Sign on to Concur Solutions (opens in a new window) using your 9-digit SBU ID No. followed by “@stonybrook.edu” (for example, #########@stonybrook.edu).

For pre-approval requirements:

  • For State-Funded Travel and Non-Sponsored Research Travel: All domestic and international travel requires pre-approval, which can be requested through the Concur system (opens in a new window).
  • For Sponsored Research Travel: No pre-approval is required for domestic travel. International travel requires pre-approval by using the Electronic Foreign Travel Request (eFTR) portal.

For assistance, please contact the Travel & Expense Team: sbu_travel_expense [at] stonybrook.edu.

Who do I contact for out of pocket reimbursement requests (RF/SBF)?

Please contact events_and_expenses [at] cs.stonybrook.edu with any reimbursement questions or requests.

Please refer to the Google form for required reimbursement information: Reimbursement Information Form (Google Forms)

Who can help with event support/meetings/conferences?

Please contact events_and_expenses [at] cs.stonybrook.edu for any events, meeting, or conference support.

Still have questions?

If you have read this entire document and you still have questions, please contact: