Residents and Fellows, as applicants who sign and return the offer letter sent to them by the program, will receive an employment contract prepared by the Office of Graduate Medical Education (GME). Medical Residents/Fellows are employed by University Medical Resident Services, P.C. (UMRS). Dental residents are employed by University Dental Resident Services, P.C. (UDRS).
The employer must ensure that all legal documents required for employment, with respect to the federal government and NY state Departments of Labor (i.e. I-9 form and acceptable documents and the Department of Health (credentialing checklist), are complete. The Office of GME performs these services for both employers. Employment and educational requirements, as assigned onboarding items, must be completed, and documents uploaded to residency management system (MedHub), as specified, or provided to the Office of GME staff, prior to commencing residency/fellowship training program employment.
Residents/Fellows must complete the following documents in the Residency Management System (MedHub) at least six weeks prior to the anticipated start date:
The Office of GME reviews the entire packet for completeness and adds the Resident/Fellow to the payroll. If any of the above items are missing, the Office of GME will contact the Resident/Fellow as soon as possible. A Resident/Fellow will not be added to the payroll until missing or incomplete documentation is provided.
Residents/Fellows who cannot provide the acceptable I-9 document(s) are NOT employable and cannot be paid. These Residents/Fellows will be added to their respective payroll and authorized to begin their training only upon completion of all required documentation and valid immigration status documents.
All employment documentation, including visa applications, is employer specific. An employee cannot transfer to another employer’s payline without changing the visa application and reproducing all required employment documentation.
In addition, Program Directors must obtain the following documents to be kept in the Residents’/Fellows’ program file:
Visas: Residents/fellows must refer to the current UB Graduate Medical Education “Eligibility & Selection of Residents/Fellows Policy” posted on the GME webpage.
Any change in employment status, including leaves of absence, payroll changes, salary increases, program completion, or termination must immediately be reported to the Office of GME and are subject to the relevant employment policy.
Falsification of any employment document is grounds for immediate termination.
GMEC Approved Date: October 15, 2019