Policy Number: III-14
Last Reviewed: September 29, 2022
Responsible Dept.: Human Resources
Office to contact for clarifications: Human Resources
A signed copy of this policy is available in the President’s Office.
Purpose:
The Commonwealth of Virginia and Virginia Western Community College are committed to recognizing employee contributions to the overall objectives of the college and/or state government. Virginia Western Community College supports and encourages programs that acknowledges and formally recognizes employees for their contributions, exemplary performance and continuous service in the form of rewards and recognition. In addition, the college believes that employee rewards and recognition can contribute to and maintain a high retention rate and encourage excellence in service to the college and those that we serve. Rewards and recognition are intended to promote and reward the extraordinary accomplishments and contributions of employees in ways separate from the performance appraisal process.
Definitions:
Eligible Employee: This policy does not apply to student workers, non-student workers, tutors, and federal work/study employees. Eligible employees may include full-time and part-time faculty and classified staff as specified on each award.
Immediate award is a method that provides acknowledgment at any time for demonstration of excellent behaviors and values of the organization, contributions to the goals and objectives of the organization or work unit, and individual or team accomplishments. An immediate award can be monetary or non-monetary.
Monetary awards are those paid by any negotiable instrument (i.e., cash, check, money order, direct deposit, and gift certificates or cards) or any item that can be readily converted to cash, such as savings bonds. Monetary awards may not exceed $5,000 per fiscal year. The $5,000 limit includes both monetary and non-monetary awards.
Nominators may include any employee, student, or member of the community as identified for each specified award. Human Resources will determine award eligibility and nominators should not be inhibited when nominating an employee.
Nomination Period is an advertised specified length of time in which nominations will be accepted. Should the college be unexpectedly closed for business on the last day of the advertised nomination period, the closing date will automatically without advertisement be extended by the next open business day.
Nominees must be eligible and are based on the specific award type.
Non-monetary awards may include but are not limited to the following:
- Meals
- Movie tickets
- Plaques, trophies, or certificates of appreciation
- Pencils, pens and desk items
- Cups and mugs
- Personal items of clothing such as caps, shirts, and sweatshirts
- Tools
- Electronics
- Sports equipment
In accordance with tax regulations, non-monetary awards may be taxable based on the value and/or if given frequently to the same individual over a short period
Taxable awards may include non-monetary awards in accordance with IRS regulations. Taxation on non-monetary awards will be determined by Human Resources in consultation with Financial and Administrative Services. All monetary awards are taxable.
Recognition Leave is defined as days off from work with pay and may be awarded only to full-time classified staff to reward the employee for organizational contributions to the overall objectives of the college and/or state government; and, separately for recognition of state service milestones.
Team recognition is defined as recognition given to a group of employees who collectively accomplish a goal or complete a project or event.
Policy:
Full-time employees, adjuncts, and regular wage employees are covered by this policy, subject to certain restrictions as specified further. This policy does not apply to student workers, non-student workers, tutors, and federal work/study employees; however, based upon the availability of funding, at the discretion of the college, the college may provide certain awards to these employees.
Annual Awards
Classified Outstanding Achievement Award
This reward is granted for achievements that result in significant benefit to the college. Achievements are actions that illustrate extraordinary accomplishments, outstanding initiative, or extraordinary support of work goals and objectives. The accomplishments and contributions shall reflect efforts made above and beyond normal work duties or performance expectations. Examples of achievements that warrant a Classified Outstanding Achievement Award include, but are not limited to:
- Completing a major project under budget.
- Receiving repeated recognition by internal or external customers for extraordinary service.
- Completing a major project before the deadline under extraordinary time pressure.
- Developing and implementing strategies to resolve a work unit problem.
- Contributing to a one-time, outstanding effort, which benefited the work unit or the college.
- Specific accomplishments that improve internal processes, saving time or money.
Any employee may nominate an eligible employee for this award. Full-time classified staff and regular wage employees, not on probation, having no active written notices or pending disciplinary actions, and with at least one (1) year of employment at Virginia Western, are eligible for this award. Faculty rank employees, student/non-student workers, tutors, and Federal work/study employees are not eligible for this award.
A maximum of three (3) individual recipients will receive a $500 honorarium and a trophy. An employee may only receive a special award every two (2) years. Recipients of this award will be recognized at the annual Employee Awards Ceremony.
Classified Employee of the Year Award
The Classified Employee of the Year award recognizes full-time classified staff whose work and contributions to Virginia Western are exemplary, based on, but not limited to the following criteria: job performance; job knowledge and skills; cooperation; dependability; loyalty; attitude; integrity; and relations with fellow employees, students and/or the public. Any employee may nominate an eligible employee for this award.
Eligible full-time classified staff include:
- Those who have completed at least one (1) year of employment at Virginia Western.
- No active “Written Notice” or pending disciplinary action.
- No “Notice of Improvement Needed/Substandard Performance” issued within the last performance cycle.
- At least one “Acknowledgement of Extraordinary Contribution” on file within the last performance cycle, and
- Has not been a recipient of a special award in the past two (2) years.
One (1) recipient will receive an honorarium of $500, a plaque, and a 12-month Classified Employee of the Year special parking permit. The recipient will be recognized at the annual Employee Awards Ceremony.
STAR Award
The STAR Award (Service, Teamwork, Achievement, and Results) seeks to recognize a full-time classified staff, administrative/professional faculty, or a regular wage employee who demonstrates a commitment to the core values of Virginia Western. As a forward-thinking college, we place an emphasis on service that encompasses diversity, integrity, and respect, teamwork, and success. Employees are eligible to receive a special reward every two years. Any employee may nominate an eligible employee for this award. Teaching faculty, student/non-student workers, tutors, and Federal work/study employees are not eligible for this reward.
One (1) recipient will receive an honorarium of $500 and a trophy. The recipient will be recognized at the annual Employee Awards Ceremony.
J. Andrew Archer Administrative/Professional Leadership Excellence Award
A peer-to-peer award where one administrative/professional leader, drawn from the membership of the Administrative Senate, will be awarded the J. Andrew Archer Award Administrative/Professional Leadership Excellence Award on an annual basis. The reward will consist of a $500 recognition reward and a plaque for excellent administrative leadership at the annual Employee Awards Ceremony. Those eligible to receive this award shall have at least one year of VWCC administrative/professional service and have not received the award in the prior four (4) years.
Virginia Western Achievement Award
The Virginia Western Achievement Award is designed to acknowledge noteworthy, specific or ongoing contributions or accomplishments that are beyond regular normal expectations of assigned work duties that assists the college in achieving its mission. Any employee can submit an eligible employee nomination for consideration. Eligible employees may also self-nominate with supporting corroboration. Eligible employees consists of all faculty, classified staff, associate instructors, adjuncts, and regular wage employees.
Up to three (3) recipients will each receive a $200 honorarium with their name and the reason(s) for the nomination posted on the Weekly Bulletin.
You Make the Difference Annual Award
The You Make the Difference Award is designed to recognize employees whose performance is consistent with the mission and vision of Virginia Western. Examples include employees who go outside of their job duties to provide excellent customer service; going the extra mile; meeting the challenge; integral team member; a positive attitude in difficult situations; problem solving; recommending solutions; or offering new ideas, which led to college implementation. Any employee can submit an employee nomination for consideration. Eligible employees may also self-nominate with supporting corroboration. Eligible employees consists of all faculty, classified staff, associate instructors, adjuncts, and regular wage employees.
Up to three (3) recipients will each receive a $200 honorarium with their name and the reason(s) for the nomination posted on the Weekly Bulletin.
Public Service Excellence Award
Virginia Public Service Week is a time to recognize government employees for their hard work and dedication to the people and citizens of Virginia that we serve. Virginia Western celebrates your service in honor of Virginia Public Service Week on an annual basis. Excellence in serving students and the community is a glimpse of employee actions that make a positive impact throughout the Commonwealth of Virginia. Our employees do remarkable work every day in the spirit of our profession and pride for our community. Excellence in state government service presents itself in many ways.
Any employee can submit an employee nomination for consideration. Eligible employees may also self-nominate with supporting corroboration. Eligible employees consists of all faculty, classified staff, associate instructors, adjuncts, and regular wage employees.
Up to three (3) recipients will each receive a $200 honorarium with their name and the reason(s) for the nomination posted on the Weekly Bulletin.
Length of Service
This program provides recognition for length of service in five (5) year increments to the Commonwealth and/or Virginia Western Community College. This program is open to all full-time faculty, full-time classified staff, regular wage, and full-time restricted employees. (See section II of DHRM Policy 2.20, Types of Employment.) The full-time and regular wage awards are presented on an annual basis during the Employee Awards Ceremony in January for employees who have reached their service milestone the prior year. Recipients receive a certificate and if eligible, an item personally chosen by the recipient from the approved service award state vendors. In lieu of a service award item chosen from a vendor, full-time classified staff may choose service award recognition leave (5 years/8 hours; 10 years/16 hours; 15 years/24 hours; 20 years 32 hours; 25+ years/40 hours). Service recognition leave is only available to full-time classified staff. Recognition leave expires after one year from the date of issuance. At the discretion of the college, all full-time employees with 25 or more years of service may receive an additional gift.
Adjunct employees receive recognition during spring in-service at their division meeting. All full-time employees with one (1) and three (3) years of service will be recognized at the annual Employee Awards Ceremony.
Immediate Awards
Immediate awards is a method for supervisors and managers to provide acknowledgment at any time for an employee’s demonstration of excellent behaviors and values of the organization, contributions to the goals and objectives of the organization or work unit, and individual or team accomplishments. An immediate award issued by the supervisor or manager can be monetary or non-monetary. Requests made by supervisors/managers must remain confidential and is, therefore, not to be discussed with any employee until a review process is completed and the non-monetary, monetary, and/or leave is awarded. Keeping this process confidential will prevent resentment if award is not approved or available.
Recognition Leave
Organizational recognition leave for up to 5 workdays may be awarded to full-time classified staff and administrative/professional faculty in a leave year (January 10 to January 09) for contributions to the college’s mission and objectives. Organizational recognition leave does not count against an employee who has been awarded recognition leave for service milestones. Recognition leave as a “team award” shall only be awarded if all members of the team are eligible to receive recognition leave. The value of recognition leave awarded will not be included in the computation of the $5,000.00 monetary award limit per employee per fiscal year. Teaching faculty, regular wage, student/non-student workers, tutors, and federal work/study employees may not be awarded recognition leave. Only full-time classified staff and administrative/professional faculty can receive recognition leave as an award. Recognition leave expires within 12 months of the date it is awarded. An employee who is awarded recognition leave must work with his or her supervisor to determine when the office workload and departmental/division coverage permits use of the leave.
Only the employee’s supervisor or manager may recommend organization recognition leave. Recognition leave for a service milestone shall be for a bona fide service award program administered by Human Resources. The college president or designated authority has the final approval for all recognition leave awards.
An employee shall be paid in a lump sum for his or her recognition leave:
- When the employee leaves state service by resignation, retirement, layoff, termination, or death.
- When the employee is transferred, promoted, or demoted from one agency to another.
- When the employee is placed on Long-term Disability under the Virginia Sickness and Disability Program (VSDP).
Any active unused recognition leave that is paid in a lump sum to the employee is subject to income tax withholding.
Monetary Awards
Monetary awards is to recognize an employee’s exemplary performance that goes above normal performance expectations that is outside of the annual award process. Only the employee’s supervisor or manager may recommend a monetary award as immediate recognition. The funds in these instances shall be borne from the department in which the employee works. The vice president of Financial and Administrative Services shall approve the available funds and funding code indicated on the Recognition Action Form. All approvals must be received before submitting the form to the Human Resources Office.
Monetary awards shall not be added to an employee’s base pay. All monetary awards (regardless of amount) are considered income for the employee and taxed accordingly. In accordance with Department of Human Resources policy, the total of monetary awards for full-time classified staff and regular wage employees shall not exceed five thousand dollars ($5,000.00) per employee per fiscal year which is also inclusive of the cost of non-monetary awards.
Monetary recognition for an annual award shall count towards the employee’s maximum monetary amount for the fiscal year.
The Executive Team shall establish eligible fund sources to be included in the budgetary process to provide for annual and non-monetary awards. These sources may include state funds, local funds, foundation funds, or other sources that may be available upon approval.
Non-Monetary Awards
You Make the Difference Cards
You Make the Difference is a peer-to-peer recognition program that acknowledges and demonstrates immediate and spontaneous recognition for outstanding contributions and/or achievements of all eligible employees as defined that truly makes a difference at Virginia Western. Throughout the year, any employee can recognize a peer for outstanding work. Everyone should know that their outstanding work is valued and appreciated. Employees should be provided with a You Make the Difference recognition card outlining the outstanding contribution, achievement, or acts that go above and beyond normal expectations on a timely and meaningful basis. Cardholders may submit their card(s) received within the past year for their chance to receive a non-monetary award. Employees may only receive one award within a rolling calendar year. Non-monetary awards may consist of a set of movie tickets, special one-month parking pass, or a VWCC logo item.
Circle of Excellence Award
Virginia Western values collaborative efforts to provide or promote services and programs to encourage success among all students, faculty, staff and the community; partnering with internal and external stakeholders to provide practical and relevant educational opportunities or enhancements; projects that increase the efficiency and effectiveness of college operations; and any teamwork that results in excellent service. The Circle of Excellence Award is designed specifically to recognize teamwork amongst a group of employees who have excelled in one or more of these areas. The group of employees may consist of any employee, including but not limited to all full-time and part-time faculty and/or classified staff including wage employees.
One team will be honored at the annual Employee Awards Ceremony and shall receive an honorary token of the college president’s appreciation.
Additional Information:
All monetary awards, regardless of the amount, are subject to income tax withholding. Some non-monetary awards may be subject to income tax withholding, depending on the value of the award and/or the frequency in which it is given to the same individual.
Recognition programs are routinely assessed for continued effectiveness and may be subject to modification based on the availability of college resources, Department of Human Resources and/or VCCS policy.
Additional Information:
References
DHRM Policy 1.15 Employee Recognition and Engagement
VCCS Policy Manual Section 3
IRS Publication 15-B Employer’s Tax Guide to Fringe Benefits
IRS Publication 525, Taxable and Nontaxable Income
IRC Section 132(a)(4) De Minimis Fringe Benefits
IRC 74; IRC 3121(a)(20)
Department of Accounts Payroll Bulletin Volume 2011-05
Department of Accounts CCAP Topic 20355
VWCC Faculty Evaluation and Development Plan
VCCS Policy Manual Section 3
VWCC Rewards and Recognition Action Form
