POLICY 18
RECOGNITION EVENTS AND OTHER RELATED EXPENSES Revised 5/17

SECTION INDEX:    Recognition Events and Other Related Expenses

1    Purpose

2    Application

3    Guidance

3.1    Recognition or Celebration Events

3.2    Employee Retirement Events

3.3    Resignation Events

3.4    Events Documentation

3.5    Determination of Eligible Costs

3.6    Amendments to the Procedures and Policies Expense Authorization Form

4    Forms

4.1    Recognition Event and Other Related Expense Authorization

1. PURPOSE

To establish policies and procedures related to expenses incurred for employee recognition, celebration and retirement or resignation events at the Department level and below. It is the general policy of the City to pay for recognizing superior employee performance.

2. APPLICATION

This Policy applies to all City employees, Councilmembers and volunteers.

3. GUIDANCE

3.1. RECOGNITION OR CELEBRATION EVENTS

Recognition is defined as an event in which special attention is given for job related performance or volunteerism.

It is recommended that Departments establish the recognition policies which define:

a.    What the recognition items will be. Awards must be reasonable in amount and not cash or cash equivalents. Cash equivalents include gift certificates, coupons or similar items exchangeable for goods or services.

b.    Which employees can earn the award.

c.    How employees can qualify for the award.

d.    How recipients of awards are selected, if selections are made.

e.    The recognition must be open to all eligible employees or volunteers to which the recognition or celebration applies.

City funds may be used to pay reasonable costs involved for employee recognition events, subject to the following:

The cost of the events comprises two categories: amenities and recognition items. Amenities are defined as non-alcoholic beverages and light snacks (cookies, bagels, muffins etc.). Amenities do not include meals. The cost of amenities served at the event should be modest and in no event shall the cost to the City exceed $10 per employee attending. The cost of recognition items shall generally not exceed $75 per employee being recognized.

3.2. EMPLOYEE RETIREMENT EVENTS

City funds may be used to defray the costs of non-alcoholic beverages, light snacks (cake, cookies, bagels etc.), and/or a commemorative gift for the occasion of an employee’s retirement or an elected official’s separation from City service. The total cost of the City’s participation in a gift should not exceed $150. City participation in other costs should not exceed $10 per person attending. Costs in excess of the stated amounts may be pre-authorized by the City Manager in writing.

3.3. RESIGNATION EVENTS

Resignation events typically do not involve the same level of public purpose as retirement events. Therefore, City funds may not be used to pay for non-alcoholic beverages, light snacks (cake, cookies, bagels etc.), gifts, or other amenities served in conjunction with a City employee resignation event.

The provisions above relating to retirements may, at the City Manager’s discretion, apply to resignations of employees who have been employed by the City for at least 15 years at the time of their resignation.

3.4. EVENTS DOCUMENTATION

Coordinators of events covered by this policy are required to provide information about the event, including at a minimum:

a.    Description of event

b.    Type of event

c.    Purpose of event

d.    Public purpose of event

e.    Who attended or will attend the event

This documentation may be provided by attaching the Recognition Event and Other Related Expense Authorization Form, or other documentation containing similar information, to invoices for items covered by this policy.

3.5. DETERMINATION OF ELIGIBLE COSTS

Any determination of whether an expense qualifies under this policy shall be made by the Administrative Services Director or designee. This shall be done on a case-by-case basis and will depend on the type of duties and responsibilities of the employee/official making the request, including those of elected officials, and the nature of the expense incurred.

3.6. AMENDMENTS TO THE PROCEDURES AND POLICIES

The Administrative Services Director may make changes to this policy as needed for administrative or clarification purposes.

4. FORMS

4.1    Recognition Event and Other Related Expense Authorization

Revision history: May, 2017; February, 2017; October, 2013; November, 2012. Superseded: N/A.