Cooperative Extension Service
Departments
Human Resources -
For Hiring Supervisors
Sample
Offer Letter and Acceptance Letter for Non-Classified Position
Date
Name
Street
City
Dear:
I take great pleasure
in offering you the position of [title] in the [county/department]
of the University of Arkansas Division of Agriculture Cooperative Extension
Service effective [date]. As a member of Extension’s team, you play a
vital role in our efforts to address issues facing Arkansans in the areas of
agriculture, natural resources, community development, family and consumer
sciences, and 4-H youth education. We will present you with a challenging work
environment and an opportunity for professional growth.
Please note that this letter serves to document the terms of the offer that
has been made to you and that the terms and conditions of your employment are
subject to all applicable policies of the University of Arkansas Board of
Trustees, the Division of Agriculture and the Cooperative Extension Service.
This letter contains the entire understanding between us; there are no
agreements, written or oral, regarding your employment other than those
contained in this letter. However, this letter does not constitute an employment
contract as your employment in this non-tenure track position is
contingent upon satisfactory performance and continued funding.
[Hiring Supervisor
note: The probationary period described in the next two sentences does not apply
to academic faculty or transfers within Extension. Please delete as
appropriate.]
As a new hire, you
will be placed in probationary employment status for six (6) months. At the end
of this probationary period, your ability to make a positive contribution to
Extension will be evaluated and a determination will be made regarding your
continued employment.
The following is a
summary of the offer you are accepting:
Position Working
Title:
Budget (Line Item) Title:
Position Rank:
Annual Salary:
Start Date:
Supervisor's Name:
Department / Location:
Vacation Allotment: Accrual Basis
Moving Expense Reimbursement Policy: [if applicable - Policy
CESP3-27]
Internal Transfers:
[if applicable]
Before transferring, turn in keys, credit cards and equipment; complete AIMS
reporting; print and file IPOW Results Report and IPOW Summary for the current
year. [Hiring Supervisor note: If employee is an Internal Transfer, delete
the next two paragraphs.]
As a condition of
employment, you must comply with the following requests:
-
On your first day of work you
will be asked to present satisfactory evidence of identity and employment
eligibility for entry into the E-Verify system, as defined under the
Immigration Reform and Control Act of 1986.
-
You must furnish the Human
Resources Office with an official copy of your transcript(s).
-
You are required to accept
payment of salary or wages in the form of a direct deposit.
-
You must complete and return the
following enclosed forms: Form W-4, Employee’s Withholding Allowance
Certificate;
FINANCE-224,
Authorization to Deposit Funds (direct deposit form); and
EHIRE-180,
Banner Information Form. [Hiring Supervisor note: If applicable, add the
EHIRE-164,
Authorization for Release of Confidential Information, a youth protection
form which must be notarized.]
The University of
Arkansas Cooperative Extension Service offers excellent benefits to its
employees. A package describing these benefits will be provided to you by the
Human Resources Office. The HR staff (501-671-2219) will be able to answer any
additional questions concerning your employment and benefits.
I am enclosing two
copies of this letter. If you find these conditions acceptable, please keep one
copy of this letter for your files and sign and return the other copy to me at
your earliest convenience with the forms listed above and a photocopy of your
Social Security card for payroll purposes.
We welcome you to the
Division of Agriculture team and look forward to working closely with you in the
future.
Sincerely,
Supervisor Name
Supervisor Title
Enclosures
cc: Dr. Tony E.
Windham
Next level supervisor
Human Resources
I have read,
understand and accept the terms of this offer.
| __________________________
| ________________________
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Signature
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Date
|
revised 5-4-11
Return to
Human Resources |
