RECOGNITION Human Resources

EMPLOYEE RECOGNITION Make recognition part of your department’s management philosophy. Use a variety of formal and informal methods. Formal recognition events at university, college/administrative area, or department University and college/administrative area awards (monetary and non-monetary) Participation in university and state recognition programs

Recognition Work with your Dean or VP’s office to propose awards & recognition programs (Policy 4335) Consider having an annual staff retreat – include professional development & motivational activities, celebrate achievements, discuss what went well, plan for the new year Consider using professional development opportunities for recognition and reward

Just in Time Don’t forget to use letters and personal acknowledgements Highlight achievements during staff meetings or on department bulletin boards For staff -- use the Acknowledgement of Extraordinary Contribution Use University Relations to highlight accomplishments

What can be recognized... Outstanding accomplishments in scholarship, research, creativity, teaching, customer service, workplace safety Areas identified in university or college/administrative strategic plans (e.g., outreach, international programs/studies, distance learning, diversity) Individual or team accomplishments towards university, college, or department objectives

What can be recognized... University service and participation in governance Operational or process improvements, employee suggestions (also reference state’s ESP) Completion of projects or project milestones Single extraordinary effort or achievement (“heroic act”)

Faculty & Staff Award Programs– Key Policy Differences The policy for classified staff is established by the state’s Department of Human Resource Management. Award limits for classified employees: Limited to a maximum of $2,000 per fiscal year of cash or non-monetary items exceeding $75 Limited to a maximum of 40 hours of recognition leave in a leave year (salaried employees only; pro-rated for part-time salaried staff) Awards to faculty of $5,000 or greater must be ratified by the Board of Visitors

Requirements for Establishing a Program Use the “Proposal to Establish Award or Recognition Program” (Form P153) Must be coordinated through the Dean or VP, and approved by the Provost or EVP Monetary awards must be paid through the university’s payroll process (PS Form 154) Non-monetary awards must be procured through the university’s Purchasing policies and procedures

Developing a Proposal Define objectives Identify participating departments Describe type and value of awards Define who is eligible for the program Describe award criteria Describe nomination and selection process Indicate funding sources for the awards

Funding Source of funding must be appropriate for the employee State funds may now be used for approved programs, including procurement of non- monetary awards and events. But may not be used for gifts and social gatherings other than recognition events described in the university’s recognition policy

Funding With prior approval of OSP and sponsor, contracts and grants may be charged for monetary awards But non-monetary awards may not be charged to contracts or grants (overhead may be used). Use of Foundation funds must be handled as a department reimbursement

Taxes and other issues All cash awards are taxable to the employee Non-monetary awards exceeding $75 are also taxable, with exception of certain items such as flowers and engraved plaques See Controller’s Procedure 23810: De Minimis Awards Certain types of awards may be considered non- discretionary and subject to re-calculation of any previously earned over-time for non-exempt employees (monitored by Personnel)

Non-monetary Awards These are items for which state funds may not normally be used, so special care must be taken in the procurement and custody of awards. Must use the vendor contracts negotiated by Purchasing See special procedures established by Purchasing Department

Recognition Leave Available only to salaried classified staff Must be submitted and approved through the Proposal process Up to 40 hours in a leave year may be granted; use PS From 154 to request the leave Recognition leave balances must be paid if department was not able to allow the employee to use the leave within 12 months, or if employee transfers Leave is taxed only if paid out

Opportunities and Outcomes Highlighting the link between employee efforts and university, college, or department mission and goals Highlighting the values of the college or department by providing recognition when these are demonstrated by individuals or teams Enhancing employee morale and motivation