University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Departmental Recognition Awards

UPPM 55.56

For more information contact:
   Payroll Services
   509-335-9575 / payroll@wsu.edu
   Human Resource Services
   509-335-4521 / hrs@wsu.edu

Contents

1.0   Overview and Purpose

Washington State University (WSU, University) encourages departments and other University units to recognize and thank staff and faculty for their contributions, service, and dedication to the WSU community.

Recognition awards, when handled properly and in accordance with legal requirements, are an important part of an overall employee recognition program. This policy sets forth applicable University requirements and procedures.

2.0   Applicability

This policy applies to departmental and unit employee recognition awards under RCW 41.60.150. It does not apply to University-wide or centrally funded employee recognition programs such as length of service awards, or awards for academic or scientific achievement consistent with the requirements of RCW 42.52.150(1)(c) and/or RCW 42.52.110.

This policy does not apply to awards for non-employee students. Departments process cash awards to students as departmental scholarships (see UPPM 30.90).

3.0   Requirements

WSU departments may recognize employees for accomplishments including outstanding achievements, safety performance, longevity, and outstanding service. Washington law limits the total value of any such award to no more than $200. (See RCW 41.60.150 (Recognition awards).)

Note: The $200 limit for departmental recognition awards under RCW 41.60.150 applies regardless of the nature or source of the funds.

4.0   Procedure

4.1   Cash Awards

Employing departments giving cash awards to employees in recognition of achievements related to employment are required to process the awards through Payroll Services. The employing department creates a One-Time Payment in Workday.

Note: If the award is not to be included in the employee’s paycheck, follow the appropriate steps to request a physical check. Physical checks require a 10-14 day processing time. (See the Workday Request One-Time Payment reference guide.) 

Important: Ensure the correct mailing address is listed in Workday. If proper routing as called out in the Workday reference guide is not followed, additional delays may occur.

The department issuing the award uploads an award memo in the Workday One-Time Payment process and retains a copy in the department, detailing the following award information:

  • Name of recipient
  • WSU ID number of recipient
  • Supporting account worktags
  • Gross amount to be awarded
  • Short description of the award.
  • Signature of the responsible dean or equivalent administrator.
4.1.a     Deductions

Workday can calculate the award one of two ways, gross to net or gross up. Payroll Services then makes appropriate deductions and remits and reports them to the federal government.

If the department wants the employee to actually receive a set amount with taxes and withholding prepaid, Workday calculates the necessary gross using the gross-up method.

The department pays the additional employer contributions.

4.1.b     Confidential Awards

If the award is to be confidential until awarded, the department should email Payroll Services in advance to request that Payroll hide the employee’s pay slip.

4.2   Gift Cards and Gift Certificates

Departments may award gift cards or certificates in lieu of cash for employee recognition, provided the value does not exceed $200. Gift card purchases must comply with UPPM 70.44 (Gift Card and Cash Equivalents Purchase and Use). Gift cards and certificates are treated as income to the recipient and will be reported as such by the University.

4.3  Recognition Events

Departments may purchase food and beverages for recognition events in accordance with UPPM 70.33 (Using Discretionary FN057 Accounts).

5.0     Recordkeeping and Documentation

The department is responsible for creating and retaining supporting documentation that provides justification for the award and describes the selection and payment process (see UPPM 90.01).

6.0     Resources and Related Policies

RCW 41.60.150 Recognition awards

UPPM 10.65 University Ethics Policy

UPPM 30.90 Departmental Scholarships and Resources Authorization

UPPM 70.33 Using Discretionary FN057 Accounts

UPPM 70.44 Gift Card and Cash Equivalents Purchase and Use

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Revisions:  May 2026 (Rev. 656); July 2021 (Rev. 573); Dec. 2020 (Rev. 559); Nov. 2020 (Rev. 558); Aug. 2016 (Rev. 476); Aug. 2013 (Rev. 416); July 2012 (Rev. 401); Aug. 2011 (Rev. 385); July 2010 (Rev. 363); July 2006 (Rev. 282); July 1998 – new policy (Rev. 124).