Sample Offer Letter to a Rehired or New Exempt or ...



Sample Offer Letter to a Rehired or New Exempt or Nonexempt Employee

(Insert Date)

(Insert Name of Selected Applicant)

(Insert Address)

Dear (Insert Name):

I am pleased to offer you the position of (Insert Name of Title) in the (Insert Name of Unit) at a (hourly/monthly) rate of ($X.XX).

This offer of employment is contingent upon successful completion of a criminal background check and verification of degree(s)/licensure if applicable. (Insert Name of Supervisor) will be your immediate supervisor. Texas A&M University is an at-will employer which means that either you or the university is free to end the employment relationship at any time, with or without cause. This position (is/is not) eligible for overtime under the provisions of the Fair Labor Standards Act. Attached is a Position Description with more detailed information about the duties. Your start date for this position is MM/DD/YYYY.

This position participates in a retirement program, effective on your date of hire, and is eligible for an additional benefits package. You may choose one of the following options:

1. immediately enroll in a Texas A&M University System sponsored insurance plan on your hire date; or

2. defer enrollment until the first of the month following your hire date; or

3. defer enrollment until the first of the month following a 60-day waiting period.

You must send an email to benefits@tamu.edu (or hschr@tamu.edu for relevant A&M health departments) within 5 days of your hire date to request one of the first two enrollment date options. Until the first day of the month following 60 days of employment, you will have the full cost of premiums deducted from your paycheck on a pre-tax basis, but Texas A&M will provide a reimbursement of the employer contribution, minus applicable taxes.

You may also defer enrollment in a health plan until the first of the month following a 60-day waiting period from your date of hire (option 3 above).  After you have completed the 60-day waiting period, the State of Texas will directly pay for a portion of the total health insurance premium amount.  The current New Employee Benefit Enrollment booklet and other resources can be found at .

We support the university’s goals to recruit and retain a quality workforce and encourage life-long learning practices. We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

We are pleased that you will be working with our office and look forward to a positive working relationship. Please sign below indicating your acceptance of the terms and conditions of this offer and return.

Sincerely,

(Insert Name of Supervisor)

I accept the terms and conditions of this offer.

______________________________________________________

(Insert Name of Selected Applicant) (Insert Date)

cc: Personnel File

Sample Offer Letter to a Transferred Exempt or Nonexempt Employee

(Insert Date)

(Insert Name of Selected Applicant)

(Insert Address)

Dear (Insert Name):

I am pleased to offer you the position of (Insert Name of Title) in the (Insert Name of Unit) at a (hourly/monthly) rate of ($X.XX).

This offer of employment is contingent upon successful completion of a criminal background check and verification of degree(s)/licensure if applicable. (Insert Name of Supervisor) will be your immediate supervisor. Texas A&M University is an at-will employer which means that either you or the university is free to end the employment relationship at any time, with or without cause. This position (is/is not) eligible for overtime under the provisions of the Fair Labor Standards Act. Attached is a Position Description with more detailed information about the duties. Your start date for this position is MM/DD/YYYY.

Your vacation, sick leave and other benefits will remain the same as those in your current position.

We support the university’s goals to recruit and retain a quality workforce and encourage life-long learning practices. We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

We are pleased that you will be working with our office and look forward to a positive working relationship. Please sign below indicating your acceptance of the terms and conditions of this offer and return.

Sincerely,

(Insert Name of Supervisor)

I accept the terms and conditions of this offer.

______________________________________________________

(Insert Name of Selected Applicant) (Insert Date)

cc: Personnel File

SPECIAL NOTES

There are certain circumstances where an offer letter may need to contain information from the following:

Position Hired with “soft money”, grant funded

Be sure to reflect the above status in the offer letter. Suggested language is:

Your position is funded from grant and/or contract funding which is renewed under the provisions of the grantor of the contract.   The current grant and/or contract funding is through INSERT DATE. Your position, therefore, is contingent upon continuation of funding of these grants and/or contracts and your satisfactory job performance. 

Transfer/Promotion/Rehire

System Regulation 33.01.01 Compensation Administration

3.3 .1 Individuals who were employees of the State of Texas on August 31, 1995, became eligible for Benefit Replacement Pay (BRP). Those hired after August 31, 1995, are not eligible for BRP unless they were working for the state on August 31, 1995, and have not had a break in service of more than 12 months since that date.

3.3.2 BRP replaced a state benefit that paid 5.85% of the first $16,500 of income as a Social Security tax supplement. It was a one-time increase to base pay that occurred in January 1996. BRP is based on each employee’s October 31, 1995, pay and includes an additional amount to cover the increased Teacher Retirement or Optional Retirement program contribution required by the increased pay.

3.3.3 When a BRP-eligible employee is hired or promoted, the offer or promotion letter should state that the salary offered includes the employee’s BRP and the Payroll document should document that BRP is included on the salary.

3.3.4 For employees under a step program, each component should document in a rule whether BRP will be added to the minimum rate for eligible employees.

3.3.5 Forms 500 for new hires, transfers or promotions should state either that the salary includes BRP or that the employee is ineligible for BRP.

3.3.6 Once BRP has been added to an employee’s salary, it should not be deducted from the FTE rate as periods of appointment are extended or reduced. Likewise, terminal vacation pay calculations should be based on the FTE rate of pay, including BRP, in the last vacation-accruing position held by the employee.

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FY 2020-2021  SAMPLE OFFER LETTER (Revised 01/19/2021)

INSTRUCTIONS: Delete this text box and replace with unit letterhead

For Nonexempt employees use an hourly rate; for exempt employees a monthly rate. Remember to update items in red with the effective date.

Omit retirement language when hiring a working retiree. Omit benefits language when hiring a temp/casual.

******SEE PAGE FOR SPECIAL NOTES******

FY 2020-2021  SAMPLE OFFER LETTER (Revised 01-19-2021)

INSTRUCTIONS: Delete this text box and replace with unit letterhead

For Nonexempt employees use an hourly rate; for exempt employees use a monthly rate. Remember to update items in red with the effective date.

******SEE PAGE FOR SPECIAL NOTES******

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