Sample Offer Letter - Purdue University



Sample Offer Letter Faculty waiting H1B

Dear :

On behalf of Dean Christine M. Ladisch, I am pleased to offer you a position as of in the College of Health & Human Sciences at Purdue University. This position will begin with an initial [Click here and type either academic or fiscal] year salary of . This offer is contingent upon approval of the Provost. In your case, we have every reason to believe that this approval will be forthcoming.

Optional H1-B Visa Statement

This rank and salary are stipulated on the assumption that you will have obtained an H-1B visa. Without the H-1B visa, your title will be prefixed by the word Visiting, and fringe benefits will be applicable to a visiting appointment. Please note that your tenure clock will begin with the beginning of your appointment on . Upon approval of the H-1B status, your title will become of . For legal reasons, tenure cannot be awarded to a faculty member until he or she has received permanent residency.

(This paragraph may need to be altered based on the status of each individual – contact your business office)

In addition to your salary, Purdue University provides a generous fringe benefit package that includes retirement benefits as well as major medical, disability and life insurance. The University provides a 403(b) defined contribution retirement plan administered by Fidelity Investments, and you will be eligible for university-funded contributions immediately. Upon hire, the University will contribute an amount equal to 10 percent of your salary to the 403(b) plan, and you will be required to contribute 4 percent of your salary to Purdue’s 401(a) defined contribution retirement plan. Voluntary savings options are also available upon hire.

Purdue University’s benefit package is summarized at:



The Faculty and Staff Handbook is located at:



This appointment is for years. Subsequent reappointments will be based on your contributions to the teaching, scholarship, and service programs of this department. At Purdue University the maximum probationary period for assistant professors is seven years, with a decision regarding tenure reached no later than the sixth year. If tenure is denied, then appointment will terminate at the end of the seventh year. Thus you will be considered for tenure no later than the academic year. When warranted by the record of teaching, scholarship, and service, promotion may be proposed at an earlier date.

Your teaching obligation will normally include four courses per year. You will receive a reduction in your teaching load (of up to two courses) during the first few years of your appointment to assist you in pursuing your scholarly research. Your work assignments will evolve over the course of your career at Purdue. The department head has the responsibility of maximizing University resources to meet the needs of the department. This may result in changes to your work assignment. Of course, the department head will consult with you regarding such changes to the maximum extent possible, but the final decisions regarding work assignments will be made by the department head. In the fall semester, your course assignments will be

Optional Start-up

You will be provided start-up funds in the amount of to be spent within the first three years of your appointment. At least of this amount must be used for supplies and expenses for research related expenditures, such as for the purchase of books, software, travel to archives or conferences, etc. An S&E account will be set up for you for this purpose. The remainder of this amount may be apportioned as you wish in order to cover other expenses. Total start-up committed includes all fringe benefit and fee remit expenses. No additional funds will be allocated.

Optional Moving Allowance / Reimbursement Statement

In addition, to assist you with your relocation to Purdue, you will be provided an allocation of . This allocation may be used for a moving allowance and / or moving expense reimbursement associated with your personal household. Moving allowances are considered taxable income and will be subject to income and social security tax withholding. The employee may be able to recover the income tax withheld by filing the appropriate IRS forms with their tax return. This recovery is dependent on the IRS regulations in force at the time of the payment and the timing of the relocation. Moving expense reimbursements may be taxable, depending upon the nature and timing of the actual expenses submitted for reimbursement. Details for processing moving expense allowances or reimbursements can be obtained from the unit’s business office or online at .

Enclosed you will find a faculty appointment form and copies of several executive memoranda to better inform you of Purdue’s employment related policies. Faculty are expected to report for duty one week prior to the beginning of each semester and are expected to be available for duty through and including final date for submitting grade reports each semester.

Purdue University strives to provide the safest possible environment for its students, faculty, staff and visitors; to preserve university resources; and to uphold the reputation and integrity of the University. In order to support these goals, the University will conduct Criminal History and Sex and Violent Offender Registry Checks for new hires to the University per University policy VI.F.6. This offer is contingent upon the results of the Background Check.

This offer is also contingent upon your eligibility to work in the United States.  On or before your first day of work, you must first complete Section 1 of the U.S. Citizenship and Immigration Services’ Form I-9, Employment Eligibility Verification.  To access the electronic form, visit the Purdue University payroll site at .  Click the link titled, “Electronic I-9 for new hires/rehires.” To login enter the text from the “Captcha” picture and click continue. Complete Section 1 of the I-9 Form. After completing Section 1, you will be provided a list of acceptable documents.  The list of documents is also attached to this letter for your easy reference. You should report to the HHS Employment Center located in Stone Hall on or before your first day of employment to complete paperwork required for payroll. Among these documents is a direct deposit form which requires a voided check or deposit slip for your bank account. Please bring this information along with your I-9 acceptable documents to the HHS Employment Center.

Please indicate your acceptance of this position by signing the enclosed contract, completing the Employee Information Form 13, and returning them in the self-addressed stamped envelope by . By signing the enclosed faculty appointment form and returning it to me, it is understood that you accept this offer and the conditions covering it as defined above.

If you have any questions, please contact me at or via e-mail at . My colleagues and I are delighted at the prospect of your joining our faculty and we look forward to your contributions in the area of .

Sincerely,

Enclosures: Contract

Executive Memorandum No B-4, B-48, B-50

University Policy I.A.1

Employee Information Form 13

Form I-9 List of Acceptable Documents

Stamped, Self-Addressed Envelope

cc: Business Office

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