Staff Service Awards FAQ

STAFF QUESTION/ANSWER:

I was supposed to receive a service award and I have not received any information at all. What is happening?
Contact the Service Award Coordinator at 581-8365.There are many steps to the service awardprocess. The Service Award Coordinator can help find the problem.

I have lost my catalog and don’t know where to order my service award.
If you still have your pin number go to http://www.hr.utah.edu. Click on Service Award Order your service award Continue choose years of service click on award of your choice click on number near the bottom of the screen enter your pin number and follow directions.

If you do not have your pin number, call the Service Award Coordinator @ 581-8365.

I received my service award catalog a year ago and have not ordered yet. Is it too late to order?
No, it is not too late.Just follow the directions in the previous answer.

I would like to exchange my service award for something else. How may I do that?
You have 90 days to exchange an award. Your award comes with instructions for exchanging items. If you cannot find this sheet, call the Service Award Coordinator @581-8365.

I want to reallocate the money for the service award to a campus organization.How do I accomplish this?
First, the department must agree to reallocate the funds to the organization. Your accounting person can help you with this. The employee does not receive credit for a charitable contribution. Please notify the Service Award Coordinator @ 581-8365 of your intentions.

I would like cash rather than an award from the OC Tanner website.How do I do that?
First, the department must agree. It must be handled as a paycheck and taxes must be taken out through your accounting person in your department. Please notify the Service Award Coordinator @581-8365 of your intentions.

May I order from other years of service rather than my current one for which I am eligible?
Yes, you may as long as you order from a year that is below your current service award year. You will also need to notify the Service Award Coordinator @581-8365 so that record adjustments may be made to allow you to do this.

I ordered my service award and it has not come yet.What is taking so long?
Call the Service Award Coordinator @ 581-8365. The Coordinator can track your package for you.

I am a 20-year employee.May I order two ten-year gifts?
If the department approves and sends a memo to the Coordinator stating the approval, the employee may order two. Call the Service Award Coordinator @ 581-8365.

I am a hospital employee.Who takes care of our service awards?
The Coordinator is in UH Employee Services @ 585-7287.

I am an employee in phased retirement. Am I eligible for a service award?
An employee in phased retirement is not eligible for a service award.

My gift is broken.What do I do?
Keep all packaging and instructions. Call the Service Award Coordinator @ 581-8365.

SUPERVISOR QUESTION/ANSWER:

I have OC Tanner charges on my management report.Can you tell me the employee’s name?
Certainly.Call the Service Award Coordinator @ 581-8365 with your Org Id, the month the charges appear on the report, and your fax number. An invoice will be faxed over for your records.

Does an employee have to order from OC Tanner?Our department wants to do something else for the employee.
You do not have to order from OC Tanner. If your department decides to do something else, you will be responsible for coordinating that effort. Call the Service Award Coordinator @ 581-8365 to obtain a list of prices for the current fiscal year and to notify of your intentions.

I have an employee who wants to reallocate the money for the service award to a campus organization.How do we accomplish this?
First, the department must agree to reallocate the funds to the organization. Your accounting person can help you with this. The employee does not receive a charitable contribution for this. Please notify the Service Award Coordinator @ 581-8365.

I have an employee who would like cash rather than an award.How do I do that?
First, the department must agree. It must be handled as a paycheck and taxes must be taken out through your accounting person in your department. Please notify the Service Award Coordinator @581-8365 of your intentions.

Typically, when an employee retires, we use the amounts spent for the appropriate years of service as guidelines for departmental spending on a retirement gift.However, we have an employee retiring who has been here less than 5 years.How much may we spend?
If your VP agrees, you may use the amounts for a 5-year service award as a guideline. Call the Service Award Coordinator @ 581-8365 for further information.

Where do I find information about retirement gifts, amounts, payments, etc?
http://www.hr.utah.edu/forms/lib/bisrqst.pdf The preferred way to pay for retirement gifts is with a limited purchase order.

I received a memo about an employee who I do not think is eligible for an award.What should I do?
Call the Service Award Coordinator @ 581-8365 to check on eligibility of the employee.

We have an employee who ordered and received an award but is not eligible for one. What do we do?
Call the Service Award Coordinator @ 581-8365.

Where do I find official guidelines from the university for service awards?
http://www.tax.utah.edu®Employee Awards

I notice that part of the guidelines states that the award should be given as part of a meaningful presentation.What does that mean?
An employee achievement award must meet the following requirements: (1) it is given for length of service or safety achievement, (2) it is awarded as part of a meaningful presentation, and (3) it is awarded under conditions and circumstances that do not create a significant likelihood of disguised pay.It is suggested that you do so as part of a departmental meeting or gathering to show your appreciation for your employee and the years of service to the University of Utah.

What is the process of receiving a service award?

Service Award Coordinator drafts a list of eligible employees approximately 2 months before due.
A notice is sent out to each employee’s department indicating eligibility and requesting a chartfield number to charge the award.
Chartfield numbers are sent back to the Service Award Coordinator.
The Coordinator sends out employee information to OC Tanner.
OC Tanner sends brochures to directly to the employee.This usually takes several weeks.
Employee places order.
Order is shipped directly to employee’s workplace.Some departments have made arrangements with the Service