{"id":22291,"date":"2021-07-30T16:06:07","date_gmt":"2021-07-30T23:06:07","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22291"},"modified":"2026-05-14T15:58:50","modified_gmt":"2026-05-14T22:58:50","slug":"bppm-55-56","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-55-56\/","title":{"rendered":"55.56 Departmental Recognition Awards"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Departmental Recognition Awards<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 55.56<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br \/>\u00a0 \u00a0Payroll Services<br \/>\u00a0 \u00a0509-335-9575 \/ <a href=\"mailto:payroll@wsu.edu\">payroll@wsu.edu<\/a><br \/>\u00a0 \u00a0Human Resource Services<br \/>\u00a0 \u00a0509-335-4521 \/ <a href=\"mailto:hrs@wsu.edu\">hrs@wsu.edu<\/a><\/p>\n<hr \/>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul class=\"toc_list\">\n<li><a href=\"#One_0\">1.0\u00a0 Overview and Purpose<\/a><\/li>\n<li><a href=\"#Two_0\">2.0\u00a0 Applicability<\/a><\/li>\n<li><a href=\"#Three_0\">3.0\u00a0 Requirements<\/a><\/li>\n<li><a href=\"#Four_0\">4.0\u00a0 Procedure<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Four_1\">4.1\u00a0 Cash Awards<\/a><\/li>\n<li><a href=\"#Four_2\">4.2\u00a0 Gift Cards and Gift Certificates<\/a><\/li>\n<li><a href=\"#Four_3\">4.3\u00a0 Recognition Events<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Five_0\">5.0\u00a0 Recordkeeping and Documentation<\/a><\/li>\n<li><a href=\"#Six_0\">6.0\u00a0 Resources and Related Policies<\/a><\/li>\n<\/ul>\n<h3 id=\"One_0\">1.0\u00a0 \u00a0Overview and Purpose<\/h3>\n<p>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.<\/p>\n<p>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.<\/p>\n<h3 id=\"Two_0\">2.0\u00a0 \u00a0Applicability<\/h3>\n<p>This policy applies to departmental and unit employee recognition awards under <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=41.60.150\">RCW 41.60.150<\/a>. It does not apply to University-wide or centrally funded employee <a href=\"https:\/\/hrs.wsu.edu\/recognition\/\">recognition programs<\/a> such as length of service awards, or awards for academic or scientific achievement consistent with the requirements of <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=42.52.150\">RCW 42.52.150<\/a>(1)(c) and\/or <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=42.52.110\">RCW 42.52.110<\/a>.<\/p>\n<p>This policy does not apply to awards for non-employee students. Departments process cash awards to students as departmental scholarships (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-90\/\">UPPM 30.90<\/a>).<\/p>\n<h3 id=\"Three_0\">3.0\u00a0\u00a0 Requirements<\/h3>\n<p>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 <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=41.60.150\">RCW 41.60.150<\/a> (Recognition awards).)<\/p>\n<p><strong>Note: <\/strong>The $200 limit for departmental recognition awards under <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=41.60.150\">RCW 41.60.150<\/a> applies regardless of the nature or source of the funds.<\/p>\n<h3 id=\"Four_0\">4.0\u00a0\u00a0 Procedure<\/h3>\n<h4 id=\"Four_1\">4.1\u00a0\u00a0 Cash Awards<\/h4>\n<p>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.<\/p>\n<p><strong>Note:<\/strong> If the award is not to be included in the employee\u2019s paycheck, follow the appropriate steps to request a physical check. Physical checks require a 10-14 day processing time. (See the Workday <a href=\"https:\/\/jira.esg.wsu.edu\/servicedesk\/customer\/kb\/view\/156964709\">Request One-Time Payment reference guide<\/a>.)\u00a0<\/p>\n<p><strong>Important:<\/strong> 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.<\/p>\n<p>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:<\/p>\n<ul>\n<li>Name of recipient<\/li>\n<li>WSU ID number of recipient<\/li>\n<li>Supporting account worktags<\/li>\n<li>Gross amount to be awarded<\/li>\n<li>Short description of the award.<\/li>\n<li>Signature of the responsible dean or equivalent administrator.<\/li>\n<\/ul>\n<h5 id=\"Four_1_a\">4.1.a\u00a0\u00a0\u00a0\u00a0 Deductions<\/h5>\n<p>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.<\/p>\n<p>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.<\/p>\n<p>The department pays the additional employer contributions.<\/p>\n<h5 id=\"Four_1_b\">4.1.b\u00a0\u00a0\u00a0\u00a0 Confidential Awards<\/h5>\n<p>If the award is to be confidential until awarded, the department should email <a href=\"mailto:payroll@wsu.edu\">Payroll Services<\/a> in advance to request that Payroll hide the employee\u2019s pay slip.<\/p>\n<h4 id=\"Four_2\">4.2\u00a0 \u00a0Gift Cards and Gift Certificates<\/h4>\n<p>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 <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-44\/\">UPPM 70.44<\/a> (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.<\/p>\n<h4 id=\"Four_3\">4.3\u00a0 Recognition Events<\/h4>\n<p>Departments may purchase food and beverages for recognition events in accordance with <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-33\/\">UPPM 70.33<\/a> (Using Discretionary FN057 Accounts).<\/p>\n<h3 id=\"Five_0\">5.0\u00a0\u00a0\u00a0\u00a0 Recordkeeping and Documentation<\/h3>\n<p>The department is responsible for creating and retaining supporting documentation that provides justification for the award and describes the selection and payment process (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM 90.01<\/a>).<\/p>\n<h3 id=\"Six_0\">6.0\u00a0\u00a0\u00a0\u00a0 Resources and Related Policies<\/h3>\n<p><a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=41.60.150\">RCW 41.60.150<\/a> Recognition awards<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-10-65\/\">UPPM 10.65<\/a> University Ethics Policy<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-90\/\">UPPM 30.90<\/a> Departmental Scholarships and Resources Authorization<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-33\/\">UPPM 70.33<\/a> Using Discretionary FN057 Accounts<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-44\/\">UPPM 70.44<\/a> Gift Card and Cash Equivalents Purchase and Use<\/p>\n<\/div>\n<p style=\"font-size: .8rem\">_______________________<br \/><strong>Revisions:<\/strong>\u00a0 May 2026 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-656\/\">656<\/a>); July 2021 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-573\/\">573<\/a>); Dec. 2020 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-559\/\">559<\/a>); Nov. 2020 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-558\/\">558<\/a>); Aug. 2016 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-476\/\">476<\/a>); Aug. 2013 (Rev. 416); July 2012 (Rev. 401); Aug. 2011 (Rev. 385); July 2010 (Rev. 363); July 2006 (Rev. 282); July 1998 &#8211; new policy (Rev. 124).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Departmental Recognition Awards<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_wsuwp_accessibility_report":null},"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22291"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22291"}],"version-history":[{"count":26,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22291\/revisions"}],"predecessor-version":[{"id":70656,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22291\/revisions\/70656"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22291"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22291"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22291"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}