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STAFF OFFER LETTER INSTRUCTIONS: If you make a verbal offer to a successful candidate, please be sure you clearly state that the job offer is subject to written acceptance in a form acceptable to the University. A written offer of employment should be prepared. This offer letter may be sent by either the hiring manager or the Human Resources office using the following draft as a guideline. A copy of the I-9 Employment Verification Instructions as referred to in paragraph 3 below must be included with the offer letter. Managers who wish to personalize this letter may add an opening and a closing paragraph, but must keep paragraphs 1-5 as they appear below. Please keep in mind that the employment offer letter communicates compensation information and terms of employment and should be handled in a confidential manner. It will also be considered a binding contract when signed by you and the employee, so if you have questions, please be sure you check with Human Resources. A draft letter should first be provided to Human Resources to be sure it is in acceptable form. After the letter is approved, the manager should sign two originals of the offer letter and send them to the successful candidate. When you receive back an original offer letter signed by the employee, please send the original signed offer letter to Human Resources for the employee's personnel file. If you have any questions about the preparation of this letter, please contact Human Resources (x2809). Date Name Dear (insert person’s name): (1) To confirm our recent conversation, I am pleased to offer you the (full-time or part-time) (position title) at Seattle Pacific University. As we discussed, your compensation will be ($ ) per month or $ per hour (Note: insert either monthly salary amount for exempt employees or hourly wage for nonexempt employees, whichever applies. Check with Human Resources if you have questions). (2) Your starting date will be (insert start date). On this date, please report at 8:00 a.m. to the Office of Human Resources at 330 W. Nickerson where you will be asked to complete a W-4 and I-9 form and to receive a new employee packet which will include benefit information and enrollment forms. If you have any questions about benefits prior to your start date please contact the Office of Human Resources at (206) 281-2809. (3) The Immigration Reform and Control Act of 1986 requires that all employers obtain documentation within the first three days of an individual’s employment to verify eligibility for employment in the United States. Documentation acceptable by the Immigration and Naturalization Service is listed on the attached I-9 Employment Verification Instructions. To insure compliance with the Act, please bring original copies of your documentation to the Office of Human Resources on your first day of employment. (Employees at the Assistant Director level and above who are moving to Seattle from outside of the area are eligible for a moving allowance [see Relocation Assistance information under Hiring Policies. This information must be pre-approved by the Vice President of Administration and University Relations and confirmed on the PAF. If eligible and approved for a moving allowance, insert paragraph 4) (4) The University is prepared to provide a moving allowance to assist in your transition to employment at SPU. Based on the formula in the attached policy, your moving allowance will be ($). In accepting relocation assistance, you agree to remain with the University for at least two years. If you choose to leave the University before the two-year period expires, you agree to repay a prorated amount of the reimbursement to the University. (5) To accept this offer, please sign this letter in the space below and return the signed original to me prior to or on your first day of work. A duplicate original of this letter is enclosed for your personal records. Please note that even after you sign this offer letter, your employment by the University is conditioned upon your (a) returning to me a signed original of this offer letter; (b) providing the University the documentation required by Immigration Reform and Control Act of 1986; (c) reviewing the University Staff Handbook at http://www.spu.edu/depts/hr/staffHandbook/newhandbook/indexnew.htm; and (d) signing and returning to SPU's Office of Human Resources a signed, original Staff Handbook Receipt and Acknowledgment, a copy of which is enclosed ("Acknowledgment"). Please be sure you carefully review this letter, the Staff Handbook, and the Acknowledgment before signing the Acknowledgment or this letter. Again, congratulations, (insert candidate name); I’m looking forward to working with you. Sincerely, Hiring Manager’s
Signature Signature:___________________________________________ Date:______________ Attachments cc: Office of Human Resources |