Sample Notification of Hire Letter
(For Temporary Employees)
Dear ______,
I am pleased to offer you the temporary position of ______in the department of ______, reporting to ______. The hourly rate is ______, and it is anticipated that you will be scheduled to work ______per week, beginning on ______.
Temporary employees are not eligible to participate in most University benefit plans[1] and do not receive paid holidays, vacation days or sick days. A temporary employee may request and may be granted unpaid time off, but it is not considered leave. If a temporary employee becomes a regular employee, the time worked in the temporary position does not count toward length of service or seniority as a regular employee.
Temporary employees do not have the right to grieve if terminated, nor do they have access to the University grievance system as described in the Grievance and Mediation Policy for Non-Represented Staff. The University’s Statement on Equal Opportunity in Employment applies to all employees, including temporary employees.
According to institutional procedure, temporary employees may only be hired for a limited term within a calendar year in the same department. That term is not to exceed (SELECT ONE): 975 hours / 1040 hours for this assignment[2]. It is expected that your position will terminate no later than ______, however, the position may terminate earlier based on the University’s needs.
Depending on departmental needs, there may be an extension of the temporary assignment, or the temporary assignment may end before anticipated.
IF APPROPRIATE (based on the job requirements):
Since driving a University vehicle is an essential function of the temporary position, you must authorize the University to obtain a copy of your current motor vehicle record. Continuation of the temporary assignment is contingent upon satisfactory motor vehicle record results.
Prior to beginning employment, but no later than the first day of work, you must be prepared to complete and submit the following forms: an Employment Eligibility Verification Form (I-9), a Form W-4 and a Form W-4VT. All forms are available online at www.uvm.edu/hrs/uvmforms.
I look forward to seeing you on ______at ______AM/PM.
Sincerely,
(Signature and title of the supervisor with authority to hire)
[1] Temporary employees who work an average of 30 hours per week (130 hours per month) over a 12-month measurement period will be offered University health insurance. See the Affordable Care Overview page on the HRS website at www.uvm.edu/hrs/aca.
[2] The term is limited to 975 hours for a 37.5 hour per week employee, or 1,040 hours for a 40 hour per week employee.