Service Awards - Manager FAQ
Where do I find information about retirement gifts, amounts, payments, etc?
The preferred way to pay for retirement gifts is with a limited purchase order. You may also go to http://www.hr.utah.edu/service-awards/ for additional information.
Where do I find official IRS guidelines for service awards?
https://fbs.admin.utah.edu/tax-services/employee-tax-info/award/
I notice that part of the guidelines state the award should be given as part of a meaningful presentation. What does that mean?
It is suggested that you have the presentation 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. Suggestions for presentation tips and tools can be found at http://www.awardpresenter.com/. The full regulation states: 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.
What is the process of receiving a service award?
- Service Award Coordinator drafts a list of eligible employees approximately two months before the anniversary month.
- An email 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 one month before service award is due.
- OC Tanner sends information 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 Award Coordinator (801-581-5469) to have awards shipped to a particular person in the department. This makes it easier to insure the award is given in an appropriate ceremony.
How are service awards paid?
The awards are billed to an HR purchasing card. The cost is then reallocated to your department based on the Chartfield number you have sent us or the default Chartfield we have for your department -- in case we do not receive a Chartfield from you. On your management report, it will show up as an "OC Tanner/Edwin Lyons" charge.
I have OC Tanner charges on my management report. Can you tell me the employee's name?
Certainly. Call the Service Award Coordinator at 801-581-5469 with the following information: Dept. Org Id, amount of the charge, date of the management report the charge appeared, and your email address. An invoice will be scanned and emailed for your records.
I received an email about an employee who I do not think is eligible for an award. What should I do?
Call the Service Award Coordinator at 801-581-5469 to check on eligibility of the employee.
I have an employee who ordered and received an award but is not eligible for one. What do I do?
Call the Service Award Coordinator at 801-581-5469. One way to avoid this event is to promptly check any emails received relating to "Chartfield Request." These emails will tell you who is in line for a service award in approximately two months. If you disagree with our information, your prompt attention and action can help avoid an uncomfortable situation such as this.
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. Look on-line Service Award Amounts for the maximum that can be spent. Notify the Service Award Coordinator by email of your intentions.
What is the best way to pay for a service award if not ordering from OC Tanner?
You may pay with a check request, purchase order or ask for an invoice in advance from the company and have a check cut. Your department would coordinate that effort.
I have an employee who wants 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 a charitable contribution for this. Please notify the Service Award Coordinator by email @ 801-581-5469 of your intentions. The department is responsible for coordinating this effort.
I have an employee who wants to reallocate the money for the service award to an outside organization. How do I accomplish this?
Human Resources is not set up to verify all of the guidelines one must fulfill under Policy 3-192.IV.A. for a transaction of this type. We suggest the employee take the cash award. The employee will then give the money directly to the organization of choice as well as possibly receive a charitable contribution. The Service Award Coordinator must be notified by email of this decision. The email should originate from an administrative person eligible to make such decisions for the department. The department is responsible for coordinating this effort.
I have an employee who would prefer cash rather than an award. How do I do that?
First, the department must agree. The Service Award Coordinator must be notified by email of this decision. The email should come from an administrative person eligible to make such decisions for the department. At that point, contact the payroll reporter for your department to have a "Prizes and Awards" form issued. The department is responsible for coordinating this effort.
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 @ 801-581-5469 for further information.