CU-Boulder University Staff Addendum Template (October 15, 2013)
(Use department letterhead. Submit draft for approval to HR-OFFER@colorado.edu via college
or school dean’s office for academic units and VC Research for grant-funded appointments.)
[Date]
[Employee Name]
[Campus Box]
Re:
ADDENDUM to the letter of offer dated [date].
[OR]
Re:
ADDENDUM to the salary approved by the Chancellor [date].
Dear [Employee Name]:
[Note: The appointment effective date can be any date during the current month provided that the
fully signed addendum letter is received by Employment Services on or before the 21st of that
month. In addition, the offer letter should be signed by the appointee, hiring authority and hiring
authority’s supervisor prior to the appointment effective date.]
[Sample text for extension of appointment:]
This is to inform you that your appointment end date is being extended from [date] to end no later
than [date]. Your salary will continue at the current amount of $[salary] per month, which is
equivalent to a fiscal year salary of $[salary].
[Sample text for temporary change in salary:]
The following temporary pay adjustment is being made as a result of your assumption of
significant additional responsibilities with regard to [description]. This temporary pay increase is
non-base building. The temporary pay will begin [date] and end no later than [date]. [OR] The
temporary pay will begin [date] and shall cease when there is no longer a need for you to perform
these additional duties. In addition to your current base salary, you will receive an additional fixed
amount of $[salary] per month during this time period. [OR] Your monthly salary during this
time period will change from $[salary] to $[salary], a [percent]% increase. You will continue to
report to me with respect to these additional duties.
[Sample text for temporary change in percent of appointment:]
[Note: If the increase or decrease in appointment is being made at the request of the employee,
include additional language, such as “As you requested” or “per your request” where
appropriate.]
This is to inform you of an [increase or decrease] in your appointment as a [job title]. Effective
[date], and ending no later than [date], your appointment will change from [percent time]% to
[percent time]% time. Your hourly rate of pay will remain the same, however your monthly salary
will change from $[salary] at [percent time]% time to $[salary] at [percent time]% time. Your sick
and vacation leave accrual rates will be adjusted accordingly. Contact Employee Services at 303860-4200 to discuss any questions you have about the potential impacts of this change to your
health, life or retirement benefits.
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[Sample text for ongoing change in percent of appointment:]
[Note: If the increase or decrease in appointment is being made at the request of the employee,
include additional language, such as “As you requested” or “per your request” where
appropriate.]
This is to inform you of an [increase or decrease] in your appointment as a [job title]. Effective
[date], your appointment will change from [percent time]% to [percent time]% time. Your hourly
rate of pay will remain the same, however your monthly salary will change from $[salary] at
[percent time]% time to $[salary] at [percent time]% time. Your sick and vacation leave accrual
rates will be adjusted accordingly. Contact Employee Services at 303-860-4200 to discuss any
questions you have about the potential impacts of this change to your health, life or retirement
benefits.
[Sample text for acting/interim appointments:]
Thank you for assuming the temporary duties of [job title]. Effective [date], your working title
will change to [acting/interim] [job title]. As compensation for performing these duties, your
monthly salary will change from $[salary] to $[salary], a [percent]% increase. This temporary
adjustment to your title and salary shall cease when there is no longer a need for you to perform
these additional duties, not to exceed [date]. [Note: Additional background check language is
needed if the responsibilities of the interim appointment are “security sensitive.” See optional text
below.]
[Sample text for ongoing change in job responsibilities, job title, or promotion in current
position:]
I am pleased to inform you of a change in job title for your appointment from [job title] to [job
title] effective [date] as a result of additional responsibilities assigned to your position, including
[description]. Your salary will continue at the current amount of $[salary] per month, which is
equivalent to a fiscal year salary of $[salary]. [OR] To reflect these new responsibilities, your
salary will be increased from $[salary] to $[salary], a [percent]% increase. Your new salary is
equivalent to a fiscal year salary of $[salary].
[Include for base pay increases effective February 1 through June 30:]
As a result of this base pay increase, you are not eligible for a salary increase during the current
year’s merit process.
[Note: Background check is required upon transfer or promotion, unless a check has been
completed within the last three years. Background check requirements are dependent upon the
type of position and appointment. See the Background Check Policy for further information. If
unclear about background check requirements for this position or whether the employee has
completed these requirements, please contact Employment Services.]
[Optional Text:] This offer is contingent upon the successful completion of a [criminal, financial,
and/or motor vehicle] records background check and an Excluded Parties List System check.
Please note that all employees are required to self-disclose post-employment criminal
convictions or felony charges filed against them within three business days of the conviction or
felony charge to the Human Resources Background Check Coordinator (hr-bgc@colorado.edu).
Employees with driving responsibilities are also required to self-disclose suspension or
revocation of a driver’s license within three business days. Employees failing to self-disclose
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may be subject to disciplinary action, up to and including termination. Your signature on this
letter represents your agreement to comply with this self-disclosure requirement. [OR] You have
already complied with the background check requirements for this position. Please note that all
employees are required to self-disclose post-employment criminal convictions or felony charges
filed against them within three business days of the conviction or felony charge to the Human
Resources Background Check Coordinator (hr-bgc@colorado.edu). Employees with driving
responsibilities are also required to self-disclose suspension or revocation of a driver’s license
within three business days. Employees failing to self-disclose may be subject to disciplinary
action, up to and including termination. Your signature on this letter represents your agreement
to comply with this self-disclosure requirement. [Optional Text:] You will receive an e-mail
from a university staff member through our external vendor, HireRight Customer Support
(customersupport@hireright.com), which will direct you to complete the authorization form online. The background check must be completed prior to employment.
[Sample text for ongoing increase in base pay due to equity/compression or counteroffer:]
I am pleased to inform you that the following base pay adjustment is being made to address the
salary compression issue that has created a pay inequity within the department. [OR] I am pleased
to inform you that the following base pay adjustment is being made in response to the recent job
offer you received from [name of department or organization]. [Note: Additional documentation
supporting the compression issue or counteroffer must be provided to HR either as part of the
Hiring Request Form justification or in a separate document or memorandum.] Effective [date],
your salary will be increased from $[salary] to $[salary], a [percent]% increase. Your new salary
is equivalent to a fiscal year salary of $[salary].
[Sample text for ongoing decrease in base pay:]
This is to inform you that the following base pay adjustment is being made as a result of a change
in job responsibilities for your position. Effective [date], you will no longer be responsible for
[insert description]. As a result, your salary will be decreased from $[salary] to $[salary]. Your
new salary is equivalent to a fiscal year salary of $[salary].
All other terms and conditions of the letter of offer remain unchanged. Please acknowledge that
you have received this information by signing below and returning this addendum to me by [date].
A fully executed copy will be returned to you for your files.
Sincerely,
______________________________________________
[Hiring Authority Name, Title, Department]
____________
Date
______________________________________________
____________
[Dean/Hiring Authority’s Supervisor Name, Title, College/School] Date
I acknowledge that I have read and understood the changes to my university staff appointment
described above, with the understanding that the change is conditional upon approval by the
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Chancellor of the University of Colorado Boulder.
Agreed to by: _____________________________________
[Employee Name]
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_____________
Date