offer letters

FACULTY

Schedule and Instructions for Submitting New Tenure System Faculty Appointments and Permanent Administrative Appointments Requiring Direct Board of Trustees Approval
Faculty on Indefinite Tenure (RTF)
Faculty on "Q" Appointments (RTF)
Tenure-Track Assistant Professors (RTF)
Tenure-Track Assistant Professors with ABD (RTF)
Specialized Faculty — CFA eligible (RTF)
Specialized Faculty — non-CFA eligible (RTF)
Postdoc Research Associates (RTF)

STAFF

Academic Hourly (RTF)
Academic Professionals (RTF)
Civil Service (RTF)
Extra Help Non-Clerical(RTF)
Visiting Academic Professionals (RTF)

STUDENT

Recommended Template for TA Offer Letters
Recommended Template for GA Offer Letters
Recommended Template for RA Offer Letters
Recommended Template for PGA Offer Letters
Recommended Template for TAR Offer Letters
Undergrad Students (RTF)

- Templates cannot be used for these countries: Cuba, Iran, North Korea, Sudan, Syria, the Crimea region of Ukraine and Venezuela)
- Please ensure the exact remote location is added (town and country)
- For offers where the work is being performed remotely “This work may be performed remotely”
- For GAs: “This offer may be contingent upon your physical presence in the US and/or the source of funds that support your appointment”
- For TAs: “This offer is also contingent upon sufficient enrollment and/or the ability to offer the course on-campus”

COVID-19 Language for Offer Letters

Offer start dates: if making an offer for non-essential/non-critical positions, the new employee may not be reporting to work on campus during the current pandemic and the below language can be utilized.

“Many of the operations at the University are currently occurring remotely. We anticipate your start date would be DATE, although that may need to be adjusted depending on the current pandemic.  We will be in communication to solidify the start date as soon as possible.” 


MOVING EXPENSES, LANGUAGE FOR OFFER LETTERS

    One-time payment to the employee (only)
    “You will receive a one-time moving payment of $XX,XXX in relocation assistance, processed directly to you after your first regular paycheck. This assistance is taxable income and the appropriate withholding from your pay will be applied.”

    Direct payment to a University of Illinois System-contracted moving vendor (only)
    The unit will provide relocation assistance up to $XX,XXX to be paid directly to a University of Illinois System-contracted moving vendor. This assistance is taxable income and the appropriate withholding from your pay will be applied.

    Reimbursement for relocation expenses incurred to the employee (only)
    The unit will reimburse up to $XX,XXX for expenses incurred during the relocation process. This assistance is taxable income and the appropriate withholding from your pay will be applied.

    Direct payment to a University of Illinois System-contracted moving vendor, then reimbursement for relocation expenses incurred to the employee
    The unit will provide relocation assistance of $XX,XXX to be paid directly to a University of Illinois System-contracted moving vendor. If the entire amount of relocation assistance is not utilized by the vendor, the unit will then reimburse you for other expenses incurred during the relocation process, up to the remaining amount.  This assistance is taxable income and the appropriate withholding from your pay will be applied.

    Direct payment to a University of Illinois System-contracted moving vendor, then one-time payment to employee
    The unit will provide relocation assistance of $XX,XXX to be paid directly to a University of Illinois System-contracted moving vendor. If the entire amount of relocation assistance is not utilized by the vendor, you will then receive a one-time moving payment for the remaining amount, payable after your first regular paycheck.  This assistance is taxable income and the appropriate withholding from your pay will be applied.

    Additional information can be found at https://www.obfs.uillinois.edu/bfpp/section-8-payments-reimbursements/moving-reimbursements