Siss.ucdavis.edu
Sample Employment Letter for J-1 Scholars (non-postdoctoral)
Use letterhead
Date
Name and Address of Scholar
Dear [insert Scholar Name]:
The Department of [insert Department Name] is pleased to offer you the position of [insert position title and title code], beginning [insert start date] and ending [Insert end date]. We are delighted that you are coming to UC Davis to pursue your research interests.
This appointment is assigned at [insert % of appointment] with a total salary of [insert amount of salary] for the dates of employment. You are expected to work [insert hours] per week. Your faculty supervisor/mentor is [insert supervisor’s name] and contact information is [insert supervisor’s e-mail and telephone #]. If applicable: Contingent upon mutual agreement, satisfactory performance and the availability of funds, your appointment may be renewed.
As a [insert position title] you will be expected to [insert detailed description of job duties]. Your primary worksite location is [insert complete address of place of employment].
Your department representative [insert name and contact information] will be able to discuss visa-related documentation with you upon your acceptance of this position. In addition, Services for International Students and Scholars (SISS) is available to answer any questions you may have regarding your visa, travel, settling in the community, etc. You will find information for international scholars and a list of SISS staff at .
J-1 scholars must have adequate health insurance coverage for the duration of their appointment. You are eligible for UC Davis benefits which include [insert all that apply: health insurance, dental, vision, life insurance, disability, and workers’ compensation]. You are expected to pay a small portion of your monthly health benefit premium cost for yourself, and there may be a larger expense if you are also paying health benefits for dependents. By accepting this employment offer, you have an obligation to pay [insert range of premium] depending on the insurance plan.
As an employee, your income will be subject to US federal and state taxes. To determine if you are exempt from federal and payroll taxes, you must provide immigrant and tax data to UC through the Glacier Nonresident Alien Tax Compliance system. This system helps determine tax residency, withholding rates, and income tax treaty eligibility. Please visit Accounting & Financial Services web site for more information:
As a [insert position title], you are also entitled to the paid holidays observed at UC Davis, as well as personal time off [insert vacation and sick leave time].
If you agree to accept this position as described in this agreement, please print and sign your name at the bottom of this page, indicating your acceptance of the appointment described here. A copy of this letter will be provided to you. If you have any questions regarding your appointment, or your understanding regarding your appointment differs from what is written here, feel free to contact [insert name of contact person, telephone and e-mail], prior to signing this agreement. We look forward to your response.
Sincerely,
___________________________________________ _________________________
Signature of Supervisor or Hiring Representative Date
___________________________________________
Print Name
I, [insert typed name of scholar], accept the appointment as described in this letter.
_____________________________________________ __________________________
International Scholar Signature Date
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