Non-Cash Awards, September 13, 2002

The new academic year always represents a time of fresh starts for our cluster. In that spirit, we want to remind you of the importance of employee recognition. One of the most effective methods for recognizing employees is to present timely awards. We encourage you to take advantage of opportunities to give on-the-spot rewards.

In addition to the methods prescribed below (originally published on April 20, 2002), for procuring awards, RSSP has received a limited supply of gift items from various vendors that can be used as a source for your gift or award consideration. Since supplies are limited, the following amounts have been allocated for each unit: AVC's Office (2); Budget & Finance (2); ECEP (4); Human Resources (2); Administrative & Business Services (4); HFOS (10); Dining Services (10); RFL (6); IT (6). Please contact Ken Montgomery at kmontgow@uclink4 or 643-9870 if you are interested. Be sure to document receipt of these donated gifts on a copy of attached the RSSP Non-Cash Award Notice.

Residential and Student Service Programs has implemented a one-year pilot program for presenting employees with non-cash awards in order to acknowledge work-related events such as recognition, length of service, retirement, and sympathy. This pilot will be in effect from May 1, 2002 through April 30, 2003. In this Communiqué you will find the RSSP guidelines for implementing and using this program. The guide-lines are based on University Business and Finance Bulletin G-41 Employee Non-Cash Awards. Please file this Communique under Appendix G of your Guide to Managing Human Resources.

Managers and supervisors are responsible for deciding who should be presented with non-cash awards but you are expected to consult with your assistant/associate director before purchasing non-cash awards. Awards are charged to your unit's budget. A special fund has been set up for Early Childhood Education Program, Cal Rentals, and New Student Services. Please contact Ken Montgomery of the Assistant Vice Chancellor's office if you fall into that category.

If you need more information about the program, consult with your assistant director. You can find more information about Recognition and Reward Programs in your Guide to Managing Human Resources, Appendix G, or go to http://hrweb.berkeley.edu/guide/appendg.htm.

Once you have purchased the non-cash award, you should complete a "RSSP Non-Cash Award Notice" and forward it to your assistant/associate director for review. The assistant/associate director will forward the notice to Dee Palacios in Human Re-sources. Dee is monitoring the pilot program.

The four types of non-cash awards are described below. Each has a slightly different criteria and value. Be sure to follow the guidelines that apply to your situation.

1. Non-Cash Awards for Recognition
RSSP has established a $20 per person limit per occasion for non-cash awards. The awards are charged to your unit's budget. Recognition awards are meant to be occasional and should only be presented to an employee on an infrequent basis. Awards should be based on objective criteria. You may want to reward some (or all) of the following:

• Time, work, or money-saving ideas
• Ongoing or one-time customer compliments for service/satisfaction
• Solution to a difficult problem
• Outstanding one-time achievements
• Outstanding attendance (particularly where public hours are important)
• General ongoing contributions that you'd just like to acknowledge
• Improvement of any kind in an employee's efforts

Some examples of non-cash awards are:
- Flowers, fruit, a book or similar item
- A ticket for a sporting or cultural event
- A plaque
- A non-negotiable gift certificate (one that can only be used in exchange for tangible personal property, not cash or cash for the difference between the purchase price and the value of the gift certificate)

The following are not allowable non-cash awards.
- Cash or negotiable gift certificates
- Parking permits
- Recreation memberships
- Season tickets to sporting or cultural events

2. Events to Celebrate Length of Service
The unit can sponsor small celebrations such as cake and punch or other refreshments to acknowledge employees who have earned a minimum of five years of service, but no gifts or awards should be purchased using University funds. The celebration is charged to your unit's budget.

3. Events to Celebrate Retirement
Retirement parties must be authorized by the director and will be paid for from the unit's budget. The Assistant Vice Chancellor's office will purchase a plaque honoring any employee retiring after 20 or more years of service. The maximum University funds to be spent on retirement gifts is not to exceed $400.

4. Sympathy Gifts
Gifts such as flowers may be presented as an expression of sympathy in the event of the death or major illness of an employee or a member of the employee's family or household. The maximum amount paid for a sympathy gift should be $75 per person per event. The gift is charged to your unit's budget.

September 13, 2002

Back to Top