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Date: May 2013

There are many occasions and circumstances where managers would like to recognize an employee or student employee. Monetary gifts of any kind (gift cards, cash, gift certificates) may be taxable to the employee. Please note: The College does not provide tax indemnification or gross-up payments to its officers, key employees, and highest compensated employees (as defined by the IRS). “Tax indemnification” and “gross-up payments” refer to the College’s payment or reimbursement of an employee’s tax obligations. Exceptions to this policy must be approved by the Senior Vice President for Finance & Administration/Treasurer.

This policy will serve as a guideline to managers and supervisors regarding rewards or gifts of any value.

Retirement Gifts (for employees retiring on or after July 1, 2013)

Employees who retire from the College will receive from the College one of the following gifts based on their years of service. An actual retiree of the College is an employee who has completed 15 years of service after attaining the age of 40. Employees with less than 15 years of service do not receive a College recognized gift.

For employees retiring with 25 or more years of service, there is a choice of either

• $500 Amazon gift certificate
• Custom Windsor Chair in solid cherry or cherry/maple styles (straight leg or rocker)

For employees retiring with 20 years of service, there is a choice of either

• $175 Amazon gift certificate
• Loudon Wall Clock
• Jefferson Mantel Clock
• Mass Hall Eglomise Mirror - Medium

For employees retiring with 15 years of service, there is a choice of

• $125 Amazon gift certificate
• Men's Pocket or Ladies' Locket Watch
• Men's/Ladies' wristwatches (various styles/finishes)
• Mass Hall Eglomise Mirror- Mini

It is standard practice for long service employees and more senior members of the College to have a farewell reception. These receptions (with reasonable food and beverages provided by dining service), with the approval of the Senior Officer, may be paid for by the department or in combination of the department and individual contributions.

Outside of this practice, any other token gifts /receptions should be coordinated and paid for by the employee's colleagues.

Years of Service Awards

The College annually recognizes employees who have reached milestone (5, 10, 15, 20, 25, 30+) years of service with recognition pins and gifts listed below. The employee will be recognized in the calendar year quarter after the milestone year anniversary date. Only continuous regular employment is counted toward service recognition. Breaks in service and casual service are not considered for years of service awards.

• 5 years: Polar bear pin on a ºÚÁϳԹÏÍø±¬ÍøÕ¾ lanyard
• 10 years: ºÚÁϳԹÏÍø±¬ÍøÕ¾ sun pin and a $50 gift card to Amazon or ºÚÁϳԹÏÍø±¬ÍøÕ¾ Bookstore
• 15 years: $100 gift card to Amazon or ºÚÁϳԹÏÍø±¬ÍøÕ¾ Bookstore
• 20 years: $150 gift card to Amazon or ºÚÁϳԹÏÍø±¬ÍøÕ¾ Bookstore
• 25 years: $300 gift card to Amazon or ºÚÁϳԹÏÍø±¬ÍøÕ¾ Bookstore
• 30, 35, 40, 45, 50 years: $100 gift card to Amazon or ºÚÁϳԹÏÍø±¬ÍøÕ¾ Bookstore

In lieu of a gift card, a donation may be made in the employee’s name to one of the following organizations: the College Staff Emergency Fund, the Alumni Fund, United Way, or MaineShare.

Awards for work performance:

Annually at the discretion of the College, a small budgeted pool for gift certificates/card may be set aside for each division, for the Senior Officer (at his or her discretion) to recognize and reward individual employees for exemplary work performance, taking on the role of another in the case of a position vacancy, special project requiring extraordinary effort, etc. These awards will be purchased and coordinated through the Vice President of Human Resources so the appropriate taxability and potential gross-ups can be applied (see Tax Treatment of Awards, Gifts, and Prizes).

While students play a significant role in many areas around campus, there is no pool or budget for recognition of students. Typically the Student Employment Office holds an annual recognition event for student employees with the opportunity for departments to recognize the contribution of their student workers.

Please refer to the ºÚÁϳԹÏÍø±¬ÍøÕ¾ Finance Policy regarding taxable awards, gifts, and prizes for additional information.