FY 2014-15 SAMPLE OFFER LETTER (Revised 1-7-2015)
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.
******SEE PAGE FOR SPECIAL NOTES******
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 is eligible for a benefits package and participation in a retirement program. Upon
employment, you may choose to immediately enroll in a Texas A&M University System sponsored
insurance plan, provided you pay the full cost of premiums. 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. At
this time the State of Texas will pay for a portion of the total health insurance premium amount. This
position also participates in a retirement program effective on your date of hire. Since you will be
making your benefit selections on or before your first day of work, you may want to familiarize
yourself with the Employee Benefits Guide which can be found at
http://www.tamus.edu/business/benefits-administration/employeeretiree-benefits/benefit-planbooklets.
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)
FY 2014-15 SAMPLE OFFER LETTER (Revised 1-7-2015)
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******
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 vacationaccruing position held by the employee.