Frequently Asked Questions for Host Companies
What is the Internship Challenge?
The Internship Challenge is a workforce development program focused on enhancing the talent pipeline for Massachusetts companies engaged in the life sciences. The Massachusetts Life Sciences Center (MLSC) facilitates the placement of students and recent graduates who are considering career opportunities in the life sciences in paid internships across the state throughout the year. Consistent with the MLSC’s role as a catalyst in growing the talent needed by the life sciences industry, the Internship Challenge is designed to create hundreds of new internship opportunities each year by enabling small businesses to hire paid interns. The MLSC reimburses eligible companies for intern stipends.
What are the program’s objectives?
The objectives of the Internship Challenge are to:
- Provide the life sciences community with a talented pool of young scientists
- Enable more students to explore career opportunities in a challenging economic environment
- Enable more life sciences companies to mentor students and provide internship opportunities across a broader spectrum
- Increase awareness and meet a need identified by multiple talent reports
- Recognize and support the need for greater diversity in our life sciences workforce
- Provide a peer network of young scientists and students interested in working in the life sciences
How does the program work?
Students or recent graduates that are looking for an internship in the life sciences industry will need to first complete an online application, which includes their resume and a cover letter.
Applications are accepted year‐round but will expire after six months if not updated. Representatives from companies looking to host interns review applications, interview candidates, and select interns with the qualifications that are most suited to their needs. Internships can be part or full time and can take place throughout the Program Year, which runs from May 1 through April 30.
The MLSC will reimburse eligible companies for pay rates of up to $17 per hour for a total reimbursement of no more than $8,160 per intern at the conclusion of the internship.
What are the eligibility requirements for companies to participate in the program?
Companies will be required to meet the following eligibility requirements:
- Must be located in Massachusetts and internships must take place in Massachusetts. Companies are required to be registered to do business in Massachusetts and must submit to MLSC Certificates of Good Standing from both the MA Department of Revenue and the MA Secretary of the Commonwealth (click on links to request). Companies will also need to provide MLSC with a signed copy of their Form W-9.
- Must be small businesses (100 or fewer employees in MA; 250 or fewer worldwide). Larger companies, subsidiaries of larger companies, and research institutions are welcome to participate in the program; however their internships would not be subsidized.
- Must be life sciences companies or companies that provide services to the life sciences industry. “Life sciences” is defined as: “advanced and applied sciences that expand the understanding of human physiology and have the potential to lead to medical advances or therapeutic applications,” – Massachusetts General Laws (MGL), chapter 23I, section 2.
- Must offer interns a hands-on learning experience and at least one mentor that directly oversees the internship.
- Multiple companies that are “Related Parties” (having any person or entity directly or indirectly controlling, controlled by or under common control) can participate, however will be limited to the funding available for one company. If your company is related to another company registered for this program, please notify us immediately.
- Companies cannot hire an intern who is the spouse, child, grandchild, sibling, niece, nephew, or spouse of a child, grandchild, sibling, niece, or nephew of any employee of the company.
How does a company register to participate?
Companies interested in hosting interns through this program should first complete the online registration form and proceed to fill out an application for the current Program Year.
As part of this application, companies are required to upload a recently issued Certificate of Good Standing from the MA Secretary of the Commonwealth AND a Certificate of Good Standing from the MA Department of Revenue.
MLSC staff will review registration requests to determine eligibility and reply with detailed instructions.
What is the process for reviewing applications?
Companies approved by the MLSC has prospective host companies will be provided access to a robust database of intern applications. The review of candidates is done exclusively by host companies and they will reach out directly to candidates with the qualifications that are most suited to their needs. The MLSC will provide final approval to extend an offer to the intern, contingent upon verification of the applicant’s eligibility and the availability of funds.
How many interns can a company hire?
Companies eligible to receive reimbursement from the MLSC may hire up to two subsidized interns each Program Year (which runs from May 1 through April 30). Companies have the option to hire up to two additional interns that are enrolled in a 2-year/Community College/Certificate program. Furthermore, companies will be eligible to hire more than the maximum four subsidized interns provided that each additional intern replaces an intern that was hired by the company as a full time employee.
Can a new intern be hired to “replace” an intern that has left the position prematurely?
Yes, in the event that an intern works less than 50% of the hours initially agreed to, companies can hire a “follow-on” intern to work the remaining hours. The total reimbursement for both the original and follow-on interns is still capped at $8,160.
A candidate we would like to hire says they submitted an application but why can’t we find it in the database?
- The application must be completed to be available for company review. If they are “Incomplete” or in “Draft” status they cannot be seen by companies.
- Applications are not available to be seen by companies immediately. Their status must first be changed to “Approved” by MLSC staff. Once approved, the application is available for viewing by companies. Approval time typically takes less than one business day.
Once a request to extend an offer is made, how long does it take for MLSC to approve the request?
Offer requests are reviewed several times each week. Companies will be contacted via email in the event that a request cannot be approved to explain. If a request is taking longer than one business week to be approved or denied, please contact MLSC staff to follow up.
Why can’t our intern accept the offer in the online portal?
Interns do not accept offers in the online portal. Companies must send the intern an offer letter directly. If/when the offer is accepted, the company must log back into the portal and change the intern’s status to “hired”. Doing so will automatically prompt companies to upload the signed offer letter and Agreement. Please see detailed instructions for selecting and hiring interns.
What are the company’s contractual obligations?
Companies hosting interns will be required to execute an Intern Sponsorship Agreement with the MLSC that sets forth funding requirements. Companies must attach executed intern offer letters to this Agreement as verification that the intern(s) has/have accepted the internship position(s). There is no explicit or implicit commitment on the part of any host company to provide future employment for any intern.
What is the difference between an Amendment and Agreement? When do I need one?
Only one Agreement is used per Program Year, and should identify the names of interns hired during the period. For each intern hired after the Agreement is executed, an Amendment is required to add the name(s) to the Agreement. The Agreement and Amendment templates are available for download within the application.
How are interns paid?
Interns are to be hired and paid directly by the host company. Any employed intern shall be treated as an employee of company (not a contractor or subcontractor) for compensation purposes and preferably paid through a third-party payroll service (e.g. ADP, Paychex, Intuit Payroll). If using an internal payroll system (e.g. QuickBooks) in which payroll is not processed by a third party, additional support in the form of signed weekly timesheets will be required. Companies are required to pay their interns at a frequency that is in accordance with Chapter 149, Section 148 of the Massachusetts General Laws, and include in each payment all applicable employment taxes in accordance with state and federal law. Please note that effective as of the 2020-21 Program Year (i.e. internships beginning on or after May 1, 2020). MLSC will only reimburse host companies for wages paid for hours worked and will no longer offer companies the option to request reimbursement for payroll taxes and payroll fees.
How does a company request reimbursement from the MLSC?
Upon completion of the internship(s), companies must submit (electronic copies via email are OK) to MLSC the following:
- Reimbursement Summary Form (template provided by MLSC) that reflects all hours worked during the internship period and calculates the amount reimbursable. This form will serve as the invoice and MUST be completed electronically and hand-signed by a representative of the company.
- Proof of payment to the interns (e.g. copies of pay checks, pay stubs, earnings statements).
- A signed and dated W-9 tax form.
The MLSC will reimburse the company by electronic fund transfer within 25 business days of receipt of all above-mentioned supporting documentation.
A more detailed description of reimbursement requirements can be downloaded here.
If our company already submitted a reimbursement request for our first intern before deciding to hire a second intern, should we resubmit the same form (including first intern’s information) and add the second intern?
If internships are being reimbursed at different times, please submit a new reimbursement request with only the name of the intern for which you are seeking reimbursement.
Our intern will not conclude the internship until the next Program Year (after April 30). What do we do?
Companies must request reimbursement for all hours worked through April 30th. If the intern is eligible for the following Program Year, beginning on May 1, he or she can be “re-hired” under a new Agreement for the new year. If the hours worked in the second year are less than half the allotted amount, you may hire another intern to work the remaining hours. Interns and companies must submit separate applications for each Program Year and the intern must be re-selected in the online portal (Program Year on the application numbers must match).
Is the Internship Challenge still operating during the COVID-19 pandemic?
Yes, we are continuing to run the 2020 -21 program and will launch the 2021-22 program as planned in January 2021. Interns are permitted to work remotely during the pandemic. If you need to reach us, please email firstname.lastname@example.org.