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HR Policy & Procedure

Long Service Awards

Introduction to the Policy & Procedure

The College considers that it is important to acknowledge and reward its long serving employees. Therefore, those employees who have completed 25 years of service with the College will be entitled to receive a long service award in recognition of their commitment and loyalty to the organisation.

Key Points

Entitlement All employees who complete 25 years service on or after 1st September 2005 will receive a long service award. As the College supports the principles of valuing all staff, the long service award is applicable to all employees regardless of role or grade. This equally applies to part-time employees or those who have been employed on fixed-term contracts and have remained with the College for 25 years. The Award College employees celebrating 25 years service will receive a personalised letter from the Principal and a gift (not cash or vouchers) up to the value of £250 on (or near) the date of their 25-year anniversary. They will also be invited to an event to celebrate their award together with colleagues from across the College who have also achieved 25 years of service during that year. The reception event will take place annually and will be hosted by the Principal. The award is not mandatory, and if an individual makes it known to management that they wish to opt out of receiving an award, their wishes should be respected. Long Service Award Procedure The Human Resources IT system will generate an annual report, forwarded to HR Contact Officers identifying individuals who are approaching 25 years service. In order to ensure that the Principal's

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HR Policy & Procedure

Long Service Awards

letter is personalised, the Contact Officer will pass the Principal's letter template to the appropriate Head of Department or Director of Institute 3 months before the due anniversary date, in order for them to insert suitable career and personal information. The template is intended as a guide and is not prescriptive. At this point, it is incumbent upon the Head of Department or Director of Institute to ascertain the type of gift (not cash or vouchers) up to the value of £250 that is suitable for the individual. This can be done by a direct approach to the person concerned, or informed by their colleagues. The reason for this is to improve the likelihood that the gift will be appropriate and valued by the individual. The Head of Department or Director of Institute should then arrange for the gift to be purchased (normally using a College Purchasing card) following the Finance Department's `Staff Welfare, Gifts and Hospitality Procedures'. Within 2 weeks the Head of Department or Director of Institute will return the letter to the HR Contact Officer, who will ensure that the draft is in an appropriate format before forwarding the letter to the Assistant to the Principal (Manager & Special Events) to arrange for the principal's signature. Once the letter is signed, the Assistant to the Principal (Manager & Special Events) will return the letter to the Head of Department or Director of Institute, who will present the letter and the gift to the individual on the appropriate date. In addition, the Assistant to the Principal (Manager & Special Events) will then compile a list of staff that will be invited to a celebratory reception on an annual basis. At an appropriate time before the event a letter will be sent to the individual confirming the date, time and venue of the event. The appropriate Head of Department or Director of Institute will also receive a copy. These events will usually be combined with other ceremonies such as awarding the Draper's prizes. Subject to the employees consent the award will be publicised in the Bulletin or other appropriate media.

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Long Service Awards

The impact of poor performance upon the Long Service Awards Procedure Individual long service does not necessarily indicate satisfactory performance, nor an employee's contribution to the College. However, individual contribution for the total period of service should not be eclipsed by any recent misdemeanour and any capability issues would normally be dealt with under the Human Resources Code of Practice on Remedying Poor Performance. Nevertheless in circumstances where an employee has current disciplinary sanctions against them or under warning of dismissal, it could be contradictory to reward individual service. Under such circumstances the Head of Department or Director of Institute should consult the HR Department for a decision to defer or withhold an award until such matters are resolved. Employees with 25+ years service prior to 1st September 2005 For reasons of parity, employees with more than 25 years service prior to 1st September will be awarded a gift (not cash or vouchers) up to the value of £250 by their Head of Department or Director of Institute in a one-off exercise prior to 31st December 2005. HM Revenue & Customs guidance on Long service awards Awards not made in cash (broadly, it must be something other than money) are classed as entirely exempt awards in the following circumstances: "Where an award that is not in cash is made to an employee to mark long service with an employer and: · The award marks at least 20 years service; · No other long service award has been made to the employee within the previous 10 years; · Is worth no more than £50 for each year of service. Class 1 NICs: PAYE: Enter on P11D : Class 1A NICs: Enter on P9D: Further information: No No No No No EIM01500, NIM02218 and NIM14310

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Long Service Awards

Policy relationship with the Employment Equality (Age) Regulations The 2006 Age Regulations will contain a general provision and two specific exemptions on employment benefits relating to service related pay and benefits:-. General provision This will be a provision covering length of service longer than five years. To rely on this exemption the employer must: · Award the benefit to reward loyalty, or encourage motivation, or to recognize the experience of the employee; and · Conclude that there will be a business benefit resulting from the higher level of experience of staff or from rewarding staff loyalty or increasing or maintaining staff motivation. · Apply the length of service criterion similarly to staff in similar situations. Specific exemptions The Age Regulations will also contain two specific exemptions: · Any length of service requirement of five years or less (counting both continuous and non-continuous service) will be exempted and will be able to continue (the "five-year-exemption"). · Length of service requirements that mirror a similar requirement in a statutory benefit are exempted and will be able to continue. This will ensure that employers can continue to make enhanced provision for employees. For more details view www.dti.gov.uk/er/equality/age.htm

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HR Policy & Procedure

Long Service Awards - Process flowchart

Employee approaches 25 years service

HR IT system generates an annual report, forwarded to appropriate HR Contact Officer via email.

3 months prior to date, HR Contact Officer sends Principal's letter template to HoD/DoI for personalised information. HoD/DoI returns draft letter to Contact Officer.

HoD/DoI investigates appropriate gift to value of £250 and arranges purchase (normally) using a College Purchasing card.

Contact Officer ensures corporate format and forwards to Principal's office for signature. Principal's office return signed letter to HoD/DoI.

HoD/DOI presents gift and signed letter to staff member at a Departmental presentation.

Assistant to the Principal (Manager & Special Events) sends individual an invitation to celebratory function with other colleagues with 25 years service.

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