Hiring Manager/Supervisor Training

Offer Letters

Agenda

• What is the importance of an offer letter?• When to send an offer letter• How to send an offer letter

– With no approvals required– With approvals required

• Offer letter templates

Offer Letters• It is confirmation to the candidate regarding the specifics of

their employment terms with the company. It outlines:– Compensation (hourly vs. salary)– Start date and time, hours– Work location– Employee status (FT/PT, 10 month ee, vacation, sick and personal)

• It confirms that the employee accepts the employment terms.

• It directs the employee to begin the on boarding process• OFFER LETTERS MUST BE SIGNED BY THE EMPLOYEE

OFFER LETTERS ARE NOT A CONTRACT OF EMPLOYMENT

Offer Letters

• Job requisition must be approved and posted before sending out an offer

• Must be sent PRIOR to the first day of work – as soon as the verbal offer is made is best

This can delay the employee being entered into payroll

Before sending an offer• Offer Letter Process (should be done BEFORE start date)

– If the offer does not exceed 5% (hours or compensation) of the original req approval, notify your HR admin to move the applicant into Prepare Offer Details status in the recruiting workflow.

– Once HR admin confirms (via email) that the applicant has been moved, notify your Regional Director with the offer details to send out the offer letter. If you don’t have an RD, you will be required to send the offer yourself.

• Offer details include: Name, req #, start date AND time, standard hours per week, work location, and compensation

Launching offer approval

• If an offer exceeds 5% of what the job was originally approved for (hours and/or compensation), you must launch offer approval before contacting your HR admin and RD. – Must be approved by TVP or equivalent– Explain why you are requesting approval– Once approval is launched and approved, NOW you may

contact HR admin to move applicant into Prepare Offer Details status AND notify your RD to send out the offer. Or if you do not have an RD, you may now send the offer yourself.