EMPLOYEE RECOGNITION POLICY, PROCEDURE & FORM

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1 EMPLOYEE RECOGNITION POLICY, PROCEDURE & FORM EFFECTIVE DATE: 6/13/2016 Scope This policy promotes recognition of an employee's contributions to the overall objectives of Facilities/Construction Management. It is meant to establish standards, considerations, and outline the approval process and documentation handling for employee recognition. Reason for the Policy Our people are our greatest asset and we believe that ongoing recognition shows employees they are valuable contributors to accomplishing the Facilities/Construction Management mission. Definitions A. Eligible Employees: All exempt and non-exempt regular employees are eligible to participate in this employee recognition program except Facilities/Construction Management Leadership defined as Managers and above. 1 st line supervisors are eligible. B. Ineligible Employees: Employees who have received an award in the previous six months, have disciplinary actions within the previous six months, are on probation, or are on leave without pay are not eligible for recognition under this procedure. Process 1. The Supervisor must complete and sign an Employee Recognition Nomination Form and identify the justification for the award and the award amount. If a nomination is the result of a customer compliment or recognition, the supervisor should also fill out the same form, but attach the applicable or memo. 2. The Supervisor submits the completed form to the Executive Director of the applicable area for review and approval. 3. The Executive Director electronically submits the approved form to the Executive Administrative Assistant. 4. The Executive Administrative Assistant reviews and confirms that the employee is eligible for the nomination.

2 5. The Executive Administrative Assistant submits the nomination form to the AVC/AVP of Facilities/Construction Management for review & final approval. 6. The Executive Administrative Assistant coordinates the distribution of the recognition if approved. Roles and Responsibilities A. Supervisors are responsible for ensuring that the level of recognition requested and awarded corresponds to the level of accomplishment as well as to administer the recognition in a consistent manner. Kudos Award $10 gift card and/or a letter of recognition from the Associate Vice Chancellor/Associate Vice President of Facilities/Construction Management for customer feedback and praise received and acknowledgement of customer service. Quality Service Award - $25 based on service that has exceeded expectations and above daily job duties. Include or memo with the nomination form. Core Values Award $50 for consistently demonstrating the PRITAS principles of Professionalism, Respect, Integrity, Teamwork, Accountability & Service. Special Recognition $75 or $100 for being part of initiatives that are not visible to all Facilities/Construction Management employees. This may include partnering with other areas of UH (i.e., the projects could be years before completion, etc.), overall leadership, or other significant achievements. Retirement Amounts below for employee s years of service at the University of Houston and contributions to the university. Facilities/Construction Management retiring employees will receive a gift card for the following approximate values: $50 (1-5 years) $100 (6-10 years) $150 (11-15 years) $200 (16-20 years) $300 (20-25 years) $500 (26+ years) B. If an employee does not qualify for any of the above recognitions after a review of the nomination form, then the Executive Administrative Assistant may recommend the nominee for a Letter of Appreciation signed by the Executive Director of the applicable department. All nominations will become part of the employee s personnel file and may be considered during an employee s evaluation. C. Facilities/Construction Management areas may choose to honor retiring employees with a departmental gathering. At the discretion of the Executive Director, or designee, each area will be allowed one retirement event per person that is at least partially funded by the department budget. Up to $100 in departmental funds may be used toward the purchase of a cake and nonalcoholic beverages. No alcohol should be purchased or brought to these events. Universities dining services or potluck gatherings are encouraged for food items.

3 Documentation Process A. The Executive Administrative Assistant for Facilities/Construction Management will enter the data, track and audit the recognition awards to provide reports on utilization of this employee recognition program. B. The approval and distribution process takes approximately 10 business days to complete depending on availability of the authorizing signatures and approvals. C. All cash awards (regardless of amount) represent taxable income to the individual. Taxable awards must be reported to the Tax Department for income reporting and withholding. Office of Authorship and Revision History Facilities/Construction Management AVC/AVP Office Revision Date: 12/12/2016 Eligible and ineligible employee definitions adjusted. Revision Date: 6/15/2016 Revision Author: Executive Administrative Assistant of Facilities/Construction Management

4 EMPLOYEE RECOGNITION NOMINATION FORM EFFECTIVE DATE: 6/15/2016 Nomination (I want to nominate ) Employee Name: Service Area/Shop: Title: For the Following Award (choose one) Kudos Award $10 gift card and/or a letter of recognition from the Associate Vice Chancellor/Associate Vice President of Facilities/Construction Management for customer feedback and praise received and acknowledgement of customer service. Quality Service Award - $25 based on service that has exceeded expectations and above daily job duties. Include or memo with the nomination form. Core Values Award $50 for consistently demonstrating the PRITAS principles of Professionalism, Respect, Integrity, Teamwork, Accountability & Service. Special Recognition $75 or $100 for being part of initiatives that are not visible to all Facilities/Construction Management employees. This may include partnering with other areas of UH (i.e., the projects could be years before completion, etc.), overall leadership, or other significant achievements. Retirement Amounts below for years of service and contributions to the university. (Refer to Retiree Guidelines.) Reasons Explain why this employee is an excellent candidate to receive this award. Be as specific as possible and provide examples. Attach additional documentation, if necessary. You may be contacted for more information. UH Facilities Employee Recognition Form Page 1 of 2

5 Nomination Confirmations and Approvals Name of Nominator: Executive Director: Executive Admin Asst: AVC/AVP: Date: Approval Date: Approved Eligibility: Approval Date: Distribution Information (For Office Use Only) UH Facilities Employee Recognition Form Page 2 of 2