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Enhancing the Health of Veterans through Research and Education

For Supervisors

Hiring Non-US Citizens



Principal investigators can hire non-U.S. citizens if the candidate has an Alien Registration Receipt Card (INS Form N-550 or N-570), which is commonly called a green card.  Immigration law is complex and changes rapidly, therefore it is important to contact the US Department of Labor locally or in


Washington, D.C. to determine whether your candidate is eligible for employment at the PVARF.  These procedures generally require employers to show that efforts to recruit US citizens at the prevailing wage rate for the position have not produced qualified candidates.



J-1 Visa (Exchange Visitor) In general PVARF cannot support J-1 Visas.  Exceptions must be approved in advance of application by the Executive Director or President.

Bonus Awards

 Principal investigators who wish to provide a monetary performance award for employees of the PVARF must submit a detailed justification to the PVARF.  A monetary award can be granted to an individual employee or a group of employees for exceptional performance on a specific project or assignment or unusual competency in a situation related to employment. All PVARF employees who have been employed for more than 90 days are eligible to receive an award.  Temporary or intermittent employees are not eligible for a bonus award.  An employee may only receive one award per calendar year.  The basis for the award should be fully described in a written narrative format, providing clear, concise and factual information upon which the award recommendation is based.


Award Table



Moderate – Change or contribution to an operating principle, practice, procedure or program.

Up to $500 Before Taxes

Substantial – Significant or important change, contribution to, or modification of an operating principle, practice, procedure or program.

Up to $1,500 Before Taxes





Disciplinary Action

Disciplinary action is considered a dimension of performance evaluation. It is a corrective process to help employees overcome work-related shortcomings, strengthen work performance and achieve success. When problems occur, they must be handled in reasonable ways which jointly support the concept of positive discipline and minimize the interruption of the research. Employee discipline may be needed and, as a corrective procedure, is an integral part of the PVARF employment policy. Underlying discipline, however, is an expectation that supervisors will direct their efforts toward employee development and success.

The procedures are not expected to be rigidly applied, but are suitable for most discipline situations. Depending upon the circumstances in individual cases, repeating a step, jumping a step or moving to immediate discharge may be appropriate. Discipline procedures range from:

  1. Oral reminder - The first step, where discussion occurs between supervisor and employee concerning minor work problem; no documentation is placed in the employee's file, but supervisor should keep a record concerning the circumstances.
  2. Written reminder - usually the second step; if offense is of a serious nature, this may be the first step. Employee is provided a written summary of the supervisor's concerns and copies are retained in appropriate personnel files.(Appendix T)

In instances where supervisors are uncertain as the appropriate level of discipline to be imposed they are encouraged to discuss the situation with the Director of Human Resources.





When an employee terminates his/her employment with the PVARF, the investigator must immediately inform the PVARF administrative office, so that a final paycheck can be issued in a timely manner.  The State of Oregon has set up the following guidelines that must be met:


1.      When an employee resigns without prior notice: The final paycheck must be given to the employee within five working days unless a regular payday occurs within the five-day period.  Then the employee must receive their final paycheck on that regular payday.

2.      When an employee resigns or is laid off with advance notice: When at least 48 hours of notice is given, the final paycheck is due on the employee’s last day worked.

3.      When an employee is terminated without advance notice: The final paycheck must be paid not later than the end of the first business day after the termination.


The state can assess large penalties for final paychecks that are late.  To avoid penalties, the PI must inform the PVARF administrative office with a “Change Status” form  of  as soon as  they know that an employee is leaving.  The form should contain the following information:


1.      Employee name

2.      Last day of employment

3.      Why the employee is terminated (e.g., project ended, employee quit, fired, etc.)

4.      If the employee was fired, provide details for unemployment purposes

5.      Employee's current address and home phone number


The PVARF administrative office will then send to the investigator an Employee Clearance form.  This form is the checkout procedure in order for an employee to receive his/her final check.  It is important that the investigator completes this form in a timely manner.  Employees who have health care coverage must be offered insurance continuation. Failure to do so may result in serious fines.


Unused annual leave will be paid as a lump sum on the employee's final paycheck.  However, unused sick leave will not be paid.




On-the-Job Injuries


Any on-the-job injury involving an employee must be reported immediately to the PVARF administrative office, regardless of severity.  Serious injuries will be referred immediately to the Employee Health Office or Emergency Care Unit at the Portland VAMC.  For injuries involving loss of work, the employee will be placed on sick leave status.  After investigation of the incident, the employee’s sick leave will be restored if it is judged that the lost work was appropriately due to the injury.  The employee's supervisor must promptly prepare a detailed report of all circumstances involving the injury using the SAIF Form 801. Contact Mary Hatt at extension 53236.  This form should be submitted to the PVARF administrative office.