Departments can give awards to employees in recognition of length of service. These awards must be:

• Tangible, personal property
• Non-cash or non-cash equivalent (such as a non-negotiable gift card or gift certificate)
• $400 or less in cost
• Based on length of service and not on an employee's classification
• Given as part of a meaningful ceremony

Recipient requirements: Recipients of length-of-service awards:

• Must have contributed at least five years of service to UCSD
• Cannot have received a similar award in the four years prior to receiving the length-of-service award

Approval: Department heads have the authority to approve transactions. A Signature Authorization form needs to be filed in Disbursements to provide the organization information for the approval authority.

Exceptions: The director or Disbursements and Travel must approve gifts and awards that exceed the per-person limit. See how to request an exception.

Taxability of awards and gifts: When UCSD policy is followed, non-cash awards and gifts are not taxable to the employee, see limits.

Funding sources: Allowable funding sources include:

• State funds
• Federal funds: Awards must meet the requirements outlined in OMB Circular A-21.
• Other funds: Fund guidelines must allow award expenditures. If a fund's guidelines are more restrictive than UCSD policy, the fund policy prevails.

Payment: For reimbursement or direct payment, see How to Pay for a Length-of-Service Award. For the purchase of gift cards for use on campus, see How to Pay for Various UCSD Gift Cards.

Questions? Contact Robin Posner.