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
but does not constitute an employment contract. This is a non-tenure track
position, and your continued employment is contingent upon satisfactory
performance and funding [and PhD conferment, if appropriate]. [Hiring
Supervisor note: The probationary period described in the next two sentences
does not apply to academic faculty. 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:
Date of First Pay:
[Hiring Supervisor note: Check Payroll Calendar to confirm.]
Supervisor's Name:
Office Location:
Start Date:
Promotion Policy:
http://division.uaex.edu
Supervisory
Responsibilities: (if applicable)
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. (Delete the next three paragraphs.)
*Criminal
Background Check: (if applicable)
As a result of
your fiscal management responsibilities, criminal background information for
you will be verified as a condition of employment.
As a condition of
employment, you must comply with the following requests:
-
On your first day of work you must present
satisfactory evidence of identity and employment eligibility as defined
under the Immigration Reform and Control Act of 1986. For additional
information, please refer to the enclosed Employment Eligibility
Verification instructions and Form I-9.
-
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:
are 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 a
duplicate original 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.
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: Ivory W. Lyles
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
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Return to
Human Resources |
