Use the following letter and attachments for positions without grant/sponsored funding.
Non-Grant/Sponsored Funding: The department should complete or change the information which is in the [brackets].
The information that is in the [brackets] is information that pertains to your department and the offer that is being made to the candidate. Additional comments may be added to personalize the letter, but do not make additions that change the nature of the employment relationship or the terms and conditions of employment. The candidate should endorse the letter, and a signed copy is to be submitted to Human Resources with the new hire paperwork. Please delete this paragraph before printing the offer letter.
Date
Name
Address
Preliminary Letter of Offer
Dear _____________________:
On behalf of the University of Oklahoma [ HSC or Tulsa ], I am pleased to offer you the position of [ title ] in the department of [ name of department ] contingent on the successful completion of your background screening and any other requirements as described in this letter. The salary for this [ exempt/nonexempt ] position is [ $$ Amount ] per [ monthly salary or hourly or weekly rate for some non-exempt employees ]. The University of Oklahoma is an at-will employer, which means that the employment relationship may be terminated by either party at any time.
The Immigration Reform and Control Act of 1986 requires that you complete paperwork (Form I-9) verifying your identity and your eligibility to legally work in the United States on or before your first day of work. Please bring original documentation, which a list of acceptable documents is enclosed, that establishes your identity and your right to work. [ OU, OUHSC, OR OU-Tulsa] participates in E-Verify and will provide the Social Security Administration, and if necessary, the Department of Homeland Security with information from each new employee’s I-9 form to confirm work authorization.
Please indicate your acceptance of this preliminary offer by signing below and returning the original letter to me no later than [date]. Keep a copy for your records.
Sincerely,
Supervisor’s Name
Title

My signature below indicates my acceptance of this appointment, and I understand my employment is contingent on: successful completion of a background check; the University is an at-will employer and my position may be terminated at any time for any reason including but not limited to unsatisfactory performance, misconduct, or for other reasons; and the preliminary and formal offer letters are not employment contracts.
_____________________________________ _________________________
(Candidate’s Name)
Attachment:
Date
Important information about Payroll Change
Online Resources: Employee Benefits http://hr.ou.edu/benefits
New Employee forms http://hr.ou.edu/pay_coord/new_hire_forms/default.asp
Staff Handbook http://hr.ou.edu/handbook/default.asp
Parking [ Campus link to parking ]
Payroll Services [
[
Campus link
OU, OUHSC, OU-Tulsa
]
] Home Page [ link to campus home page ]
[ Department Home Page ]
The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sexual orientation, genetic information, sex, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to: admissions, employment, financial aid, and educational services.

Attachment for new hires in HSC programs only with start date after June 2015
I
MPORTANT INFORMATION ABOUT A
P
AYROLL
C
HANGE THAT WILL AFFECT YOU
The OUHSC has recently implemented a new, biweekly payroll system that pays employees in arrears.
Payroll in arrears means that you are paid for a two-week work period two weeks after the conclusion of that work period. Therefore, it may take up to four weeks from your date of hire to receive your first paycheck.
For more information, talk to your departmental HR/Payroll Coordinator or you can visit the website www.ouhsc.edu/taltalk . You can also send questions to payroll-services@ouhsc.edu
.

Use the following letter and attachments for positions with grant/sponsored funding.
Grant/Sponsored Funding: The department should complete or change the information which is in the
[brackets].
The information that is in the [brackets] is information that pertains to your department and the offer that is being made to the candidate. Additional comments may be added to personalize the letter, but do not make additions that change the nature of the employment relationship or the terms and conditions of employment. The candidate should endorse the letter, and a signed copy is to be submitted to Human Resources with the new hire paperwork. Please delete this paragraph before printing the offer letter.
Date
Name
Address
Preliminary Letter of Offer
Dear _____________________:
On behalf of the University of Oklahoma [ HSC or Tulsa ], I am pleased to offer you the position of [ title ] in the department of [ name of department ] contingent on the successful completion of your background screening and any other requirements described in this letter. The salary for this [ exempt/non-exempt ] position is [ $$ Amount ] per [ monthly salary or hourly or weekly rate for some non-exempt employees ].
The University of Oklahoma is an at-will employer, which means that the employment relationship may be terminated by either party at any time.
Since your salary is funded by a grant, your position is also contingent, in part, upon the continued receipt of these funds. We expect your position to be funded until [ month, date, and year ], and we will notify you if this changes. [ OU, OUHSC, OU-Tulsa ] employees appointed to positions funded in part or in whole by a grant are expected to use all earned paid leave during the specified period of their appointment. Accrued but unused leave is not required to be paid out as compensation to grant or contract funded employees at the termination of employment unless the grant or contract contains a separate account with sufficient funds (Staff handbook, Section 3.10.1.2).
The Immigration Reform and Control Act of 1986 requires that you complete paperwork (Form I-9) verifying your identity and your eligibility to legally work in the United States on or before your first day of work. Please bring original documentation, which a list of acceptable documents is enclosed, that establishes your identity and your right to work. [ OU, OUHSC, OR OU-Tulsa] participates in E-Verify and will provide the Social Security Administration, and if necessary, the Department of Homeland Security with information from each new employee’s I-9 form to confirm work authorization.

Please indicate your acceptance of this preliminary offer by signing below and returning the original letter to me no later than [ date ]. Keep a copy for your records. When we receive the acknowledgement from you, we will mail you a formal letter of offer.
Sincerely,
Supervisor’s Name
Title
_____________________________________________________________________________________
My signature below indicates my acceptance of this appointment, and I understand my employment is contingent on: successful completion of a background check; the University is an at-will employer and my position may be terminated at any time for any reason including but not limited to unsatisfactory performance, misconduct, or for other reasons; and the preliminary and formal offer letters are not employment contracts.
_____________________________________ _________________________
(Candidate’s Name) Date
Attachment: Important information about Payroll Change
Online Resources: Employee Benefits http://hr.ou.edu/benefits
New Employee forms http://hr.ou.edu/pay_coord/new_hire_forms/default.asp
Staff Handbook http://hr.ou.edu/handbook/default.asp
Parking [
Payroll Services [
[
Campus link to parking
Campus link
OU, OUHSC, OU-Tulsa
]
]
] Home Page [ link to campus home page ]
[ Department Home Page ]
The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sexual orientation, genetic information, sex, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to: admissions, employment, financial aid, and educational services.

Attachment for new hires in HSC programs only with start date after June 2015
I
MPORTANT INFORMATION ABOUT A
P
AYROLL
C
HANGE THAT WILL AFFECT YOU
The OUHSC has recently implemented a new, biweekly payroll system that pays employees in arrears.
Payroll in arrears means that you are paid for a two-week work period two weeks after the conclusion of that work period. Therefore, it may take up to four weeks from your date of hire to receive your first paycheck.
For more information, talk to your departmental HR/Payroll Coordinator or you can visit the website www.ouhsc.edu/taltalk . You can also send questions to payroll-services@ouhsc.edu
.