Program Manual
Our Service Awards Program The Johnson & Johnson Family of Companies rewards and recognizes the loyalty and dedication of its employees through a service recognition program called Our Service Awards Program. The goal of Our Service Awards Program is twofold: To give you the option to select an award that is meaningful to you as well as to provide an opportunity for your team and manager to recognize the value you bring to the Johnson & Johnson Family of Companies. This Program Manual contains everything you need to know about how this program works, whether you are an employee, manager, or human resources professional. If you have questions, please contact our Customer Service: Phone Hours Email 1-877-282-7467 (toll free within US) 937-528-4390 (direct dial for PR) 8:00 A.M. 5:00 P.M. ET, Monday-Friday. OurServiceAwards@boostrewards.com On behalf of the entire Johnson & Johnson Family of Companies, thank you for your valuable contributions and committed service to our company. Your dedication and contribution to our team is critical to the continued success of our company.
Program Overview...1 Service Award Recipient... 2 Notification of Your Upcoming Service Award... 2 Special Program Rules... 3 Redeeming Your Legacy Points... 3 Site Navigation... 4 Shipping and Tracking... 5 Your Award Presentation... 5 Returns and Exchanges... 5 Table of Contents Manager Role in Our Service Awards Program... 6 The Service Award Manager Site: Your Tool to Order Employee Legacy Award Packages...6 Site Navigation... 7 Ordering the Award...8 The Legacy Award Presentation...9 Human Resource Partners...9 Eligibility Determination... 10 Program Billing Process...11
Program Overview Our Service Awards Program is a multi-faceted effort to recognize and reward your service to the Johnson & Johnson Family of Companies. Beginning with your five year anniversary and every five years thereafter, you will be recognized with an award for your years of service. Legacy Award Package The Legacy Award Package is a certificate and folder that displays your name and your years of service with the company. The certificate will be presented to you by your manager in a team setting or other environment as deemed appropriate by your organization. This presentation is the Johnson & Johnson Family of Companies way of publically recognizing your service milestone. Legacy Gift Upon your initial login to the Our Service Awards Program website, you will be asked to select one of four gift options for your years of service. This award will be shipped to the address you provide during checkout. Legacy Points Legacy Points are awarded based on the number of years of service you have with the company. You redeem your Legacy Points in the Online Rewards Store at www.ourserviceawards.com which features thousands of product choices appealing to a variety of individual tastes and preferences. 1
Service Award Recipient The Johnson & Johnson Family of Companies values you and thanks you for the years you have spent contributing to the success of our organization. In recognition of your milestone, we are pleased to offer you Legacy Points that you may redeem for your choice of awards from a wide selection of gifts that appeal to a diverse range of individual tastes and preferences. Legacy Points are awarded at your five year service anniversary and each subsequent five year milestone. Please see the Legacy Points per year level below. Years Legacy Points 5...600 10...1000 15...1400 20...1800 25...2200 30...2600 35...3000 40...3400 45...3800 50...4200 55...4600 Notification of Your Upcoming Service Award You will receive an email notification of your service anniversary that directs you to www.ourserviceawards.com where you can select your Legacy Gift and redeem your Legacy Points for the award of your choice. This email will be sent approximately six (6) weeks prior to your anniversary date. If you do not have a company email address, a notification will be sent to your home address via US Postal Service. The email is for notification purposes only. Alternatively, you can simply log into www.ourserviceawards.com about six (6) weeks prior to your anniversary to select your awards. To be sure that you are aware of your service milestone, multiple reminders will be sent to your company email address or home address via US Postal Service. The first reminder will be sent four (4) weeks prior to your service anniversary and then reminders will be sent once a month for the three (3) months following your service anniversary. After three (3) months your Legacy Points and Legacy Gift will expire. 2
Special Program Rules It is very important to us that you take advantage of Our Service Award Program by selecting your Legacy Gift and redeeming your Legacy Points. Please be aware of these special conditions that are necessary for the administration of the program. Before you are able to shop with your Legacy Points, you must choose one of four options for your Legacy Gift. Your Legacy Gift is separate from your Legacy Points and will not affect your points balance. Your Legacy Points and Legacy Gift will expire three (3) months after your service anniversary. Legacy Points will also expire immediately upon employment termination with the Johnson & Johnson Family of Companies. Please be sure to visit www.ourserviceawards.com and redeem your Legacy Points for the award of your choice before they expire. You may redeem your Legacy Points for one or several rewards. However, you must use all of your Legacy Points at once. You may access the online catalog as many times as desired, but you can only check out once. Any remaining Legacy Points expire once you place your order; therefore, please make sure you redeem all or most of your points. They will not carry over from one service milestone to another. You cannot purchase additional Legacy Points in order to receive an award with a higher point value, nor does the program accept credit card as an additional form of payment. Redeeming Your Legacy Points Redeeming your Legacy Points is similar to shopping at familiar online retail sites. The address for the online store is www.ourserviceawards.com. Log on to the site using your Johnson & Johnson Family of Companies network login and password. Upon your initial login, you will be asked to select one of four gift options. After you have made your selection, you will be directed to the site homepage which will show you the number of Legacy Points you have been awarded. To begin reviewing your reward options, click on the Browse Product Selection button at the bottom of the home page or the Reward Store tab located in the red banner near the top of the screen. Our Service Awards Program offers award choices from many popular award categories. Occasionally, you may see an item that is unavailable when you return to complete your checkout. Item selection and point values are refreshed every day. If an item is no longer available through our supplier, the item is automatically taken off the site so that we are not offering our customers a product that we will be unable to fulfill. If and when the item does become available again, the item will automatically be added to the product selection. When you have found an item that you would like to redeem your points for or multiple items you can either add them to your cart or add them to your Favorites list. This allows you to complete your reward redemption now or save a list of items to review and complete later. 3
Site Navigation Home This takes you to the main page of Our Service Awards Program with a letter from our CEO and a tally of your Legacy Points. Rewards Store Click this button to view the category listing of reward items and begin browsing for your selection. Resources The Resources page includes links to this manual, and to the Frequently Asked Questions about Our Service Awards. My Account By clicking My Account, located in the red banner near the top of the page, you can manage your account information and update your profile. You can also view the order status and track your shipments. Under My Account you can also create your Favorites list. 4
Shipping and Tracking Most in-stock items ship within 7-10 days unless otherwise specified in the item description. Your awards will be shipped to the address you specify upon checkout. Employees in Puerto Rico must ship to their work location. Your Legacy Gift will be shipped separately from the rewards you select using your Legacy Points. If you have redeemed your Legacy Points for multiple rewards, it is likely that they will be shipped separately. You may receive multiple boxes with different labels or logos. To track the packages, go to My Account, Order History, then click on the order number and click on the tracking information. Employees who do not have a company email can log onto My Account where shipping information will be available to you as soon as the item ships. You may also call customer service at 1-877-282-7467 (937-528-4390 in PR) to inquire about shipping information. Your Award Presentation For your Service Anniversary you will receive a Legacy Award Package consisting of a personalized certificate and folder. The package is our tangible way of celebrating your anniversary with the Johnson & Johnson Family of Companies. The certificate will be ordered by your manager and presented to you at a time and place as determined appropriate by your manager. Please contact your manager directly if you have any questions about when you will receive your Legacy Award Package. If you are a manager, please refer to page 6, titled Manager Role in Our Service Awards Program of this manual to learn more about your role and responsibilities in Our Service Awards Program. Returns and Exchanges If you are not fully satisfied, you may return your award to Boost Rewards for exchange within 30 days of receipt. After 30 days, a proof of purchase can be issued to contact the manufacturer. The Service Awards Program cannot be held liable for lost or damaged awards after the 30 day period. Please contact our customer service if you need to return or exchange an item. 5
Delegate my Awards Pending Awards Manager Role in Our Service Awards Program As a manager, you play an important role in the recognition of our employees service milestones. Managers are responsible for two key elements that ensure the success of Our Service Awards Program. 1.) If you are a manager, you must order the Legacy Award Package (certificate and folder) for all of your employees who are celebrating a service milestone. 2.) As a manager, you will coordinate the presentation of the Legacy Award Package to your employees. This public presentation is the cornerstone of the Johnson & Johnson Family of Companies show of appreciation to our employees for their service. Note that managers are not responsible for awarding the Legacy Gift or Legacy Points and are not involved in the redemption process for either of these awards. Please refer employee questions about the Legacy Gift and/ or Legacy Points to our Customer Service at 1-877-282-7467 (937-528-4390 in PR) or OurServiceAwards@boostrewards.com. The Service Award Manager Site: Your Tool to Order Employee Legacy Award Packages The Service Award Manager Tool allows you to review your employees upcoming anniversaries and order your employees Legacy Award Package. The homepage contains a welcome message and a list of your employees who have pending awards. You will use this section to approve and order their Legacy Award Packages. Managers may delegate the role of ordering the Legacy Award Package for two reasons: 1. You are no longer the manager for a particular employee, and you want to delegate the ordering to the new manager. 2. You want to have another team member or employee take on the role of ordering the package for all your direct reports. In either of these events, use the Delegate my Awards button. 6
Site Navigation Main The main home page for you to learn about the Service Awards Manager. Pending employee awards will be listed at the bottom. Employees Click the Employees button to see a list of all of your employees. This page includes details such as name, department, service date, and years of service. Awards The Awards page will show you the employees who are eligible for a service award. Resources The Resources page has links to Frequently Asked Questions and Presentation Guidelines you can follow to present the Legacy Awards to your employees. Logout This button ends your session in the Service Awards Manager. 7
Ordering the Award Our goal is to guarantee the timely and accurate recognition of your employee s service milestone with your participation. Here is what you can expect to successfully perform your role as a manager: 1. You will receive an email notification alerting you that one of your employees has an upcoming anniversary. This email will be sent to your company email address. 2. The email notification will include easy-to-follow instructions and a direct link to the Service Awards Manager where you order the employee s Legacy Award Package. You may also delegate approval of the award or deny the award here. 3. This email will be sent eight (8) weeks prior to the anniversary date. If you do not respond, reminder email notifications will be sent six (6), four (4), and two (2) weeks before the anniversary date. 4. You will receive email confirmations after you order the Award Package and after it ships to the address you specify. Your involvement in Our Service Award Program and your actions determine the success of this program. Without you, your employees will not receive their Legacy Award in a timely manner and could receive an award with inaccurate information. Review Award Please follow these steps to approve, deny or delegate your employees Legacy Award Packages: 1. Respond to the email notifications when you receive them. Click through to the link included in the email and log into the site. 2. The main page will show pending awards for your employees who are celebrating a service milestone. 3. To review and order the employee s award, click Review Award. Carefully review the information included on the pop-up screen. This information originates from Our Source and there is the potential for outdated and inaccurate information; therefore, your review is important. 8
4. In the Employee box, click yes to approve or no to deny the award. Clicking no will suppress the award package from being processed. 5. In the Shipping box, enter the address where you would like the Legacy Award Package to be sent. Enter your own company email address to receive the order and shipping confirmation emails. If you neglect to respond to the notification emails by two (2) weeks prior to the anniversary date, the employee s Legacy Award will ship to the office address we have on file. It is very important that you take a few minutes to order your employee s Award Packages. We need your help to ensure the proper spelling of your employee s name as well as confirming the shipping address. The Legacy Award Presentation The Our Service Awards Program is designed to build employee morale and increase employee engagement. The awards become meaningful to the employees when presented by management. How the award is presented to the employee is as important as the award itself. You have a unique opportunity to recognize and reward your employee s milestone anniversary as well as his or her hard work and dedication to the team. To help make the award presentation both memorable and special for your employee, please refer to the Presentation Guidelines in the Service Awards Manager under the Resources tab. Human Resource Partners We anticipate that Human Resource Partners will receive questions from employees and managers alike regarding the program. Please refer all questions regarding the Our Service Awards Program to our customer service. You can also utilize the Resources tab at www.ourserviceawards.com to see a list of Frequently Asked Questions. An additional benefit to Human Resource Managers is a reporting capability of the Service Award Manager Tool. You can request access to reports by sending an email request to OurServiceAwards@boostrewards.com with the MRC code for your organization. The reports will allow you to see all of your company s employees and their hire dates and anniversaries. 9
Eligibility Determination All active, regular full time, regular part time and casual part time employees within the United States and Puerto Rico are eligible to receive a service award if they belong to one of the following employee groups: A. Casual Part Time B. College Recruit C. Employee D. Fixed Term Employee E. Global Assignee Home Commuter if ISE indicator is I3, PR or R2 F. Global Assignee Home Long Term if ISE indicator is I3, PR or R2 G. Global Assignee Home Short Term if ISE indicator is I3, PR or R2 The service years for service awards are calculated based on either your Adjusted Service Date or your Vacation Eligibility Date, whichever is the OLDER date (= calculating more service years). For some employees these two dates are the same, or the employee does not have a Vacation Eligibility date at all. For most companies that have been acquired by J&J, the dates are different based on the acquisition agreement. Example: Adjusted Hire Date 3/15/2009 Vacation Eligibility Date 4/28/2007 In this example, the Vacation Eligibility Date is used to calculate the service years for service awards. If either of the service dates seems incorrect, please contact your local HR partner. An Axis ticket will need to be opened by the local HR team at http://axis.jnj.com in collaboration with the NA Regional Enterprise Ops to review and correct if necessary. Go to http://axis.jnj.com/axis_knowledge_center/wiki%20pages/def-axis_how_to_ submit_request.aspx. Click on Yes, please open a service request for me. 10
Program Billing Process The Corporate Finance Department will charge back all service awards related expenses to the Operating Companies on a quarterly basis. Annual budgets are provided to HR and Finance organizations across the enterprise. Legacy Points and Gift Expiration Employees have 3 months from their anniversary date to order their awards. Income Tax Regulations The Service Awards Program must follow certain rules in order to maintain its income tax-free status: e.g. individual awards may not exceed a certain dollar amount and the average cost per award has to remain below a fixed amount. Every 5 Year Rule Additionally, in order for the Our Service Awards Program to remain exempt from income tax reporting, an employee may not receive more than one award every 5 years. Last edited: 9-2013 11