Service Credit and Service Pin Awards

Departments should request service awards for eligible employee's 8-10 weeks prior to the service anniversary date, to allow for order processing and shipping time. There is no cost to the department or employee for the service credit award program. 

Please note that the vendor requires shipping addresses for pins and gifts must be the same. In order to ensure delivery and receipt of pins, and of service award gifts (for milestones 25-50)  ̶̶  in a combination of in-person, hybrid and remote work environments  ̶̶  we require the home address and telephone number, within the US, of the employee being acknowledged. This information will remain confidential between the Employee Programs and Recognition team in Campus HR and the pin/gift vendor, and will not be shared outside of this authorized use.

To request a Service Pin, complete the UC San Diego Service Pin Request Form.

Departments may also recognize a service milestone following the Employee Non-Cash Gifts and Awards guidance, in addition to the HR-sponsored service milestone recognition.

Staff employees are eligible for service awards when they have achieved 10 or more years of service, at 5-year intervals (10, 15, 20, etc.):

• • 10, 15 and 20 years - UC seal lapel pin
  • 25, 30, 35, 40, 45 and 50 years - UC seal lapel pin and award gift

Participating VC areas:

• Chancellor's Office
• VC Academic Affairs
• VC Advancement
• VC Equity, Diversity, and Inclusion
• VC Marine Sciences
• VC Research
• VC Resource Management and Planning
• VC Student Affairs
• VC Chief Financial Officer

UCRP Service Credit: If an employee believes their UCRP Service Credit is incorrect, the employee needs to submit a UBEN-132 form to RASC. In addition, they should submit a SNOW ticket via PayrollQuestions@ucsd.edu and request the Record of Earnings (ROE) for the years in question. The ROE will be provided to the employee to assist with their service credit inquiry. The UBEN-132 requests these documents. If the employee doesn’t present the documents when they submit the UBEN-132, RASC will usually reach out to that local team to ask for these documents.

Vacation/Leave Service Credits (also used for Service Milestones):

• UC Path will auto-generate an employee’s newly achieved Service Credit Milestone which is triggered by the employees' Job Code. Their Leave & Sick Accrual will also be updated automatically in UC Path once the system has updated their milestone. UCPath does not alert the employee and/or Department HR Contact when this milestone is met. Departments are encouraged to still track employee service credit locally for the time being.
  
  
• Incorrect Service Months: if an employee believes they should have more Service Months than are reported in UCPath, the employee should report this to their department. Per UCPath, it is up to the location department to submit a UCPath inquiry on behalf of an employee who has reached a service milestone for accrual purposes, or to submit a case to UCPath to correct incorrect service months.
  
  
• The department should be able to verify the service months, using:
  • Their locally-kept service credit tracking
  • Pre-UPATH service credit through November 2020 via EmployeeLink's Easy Query "Service Credit Calculation & Form"
  • Contacting the HR Contact in the employee's previous department to ask for their service records

Transfer of Service Credits:

• If an employee has prior Service Credit from a previous Institution and/or State Agency that UC San Diego honors, the employee or HR Contact should submit a ticket in UCPath to request the credit update, providing documentation obtained from the previous Institution and/or State Agency.
  
  
• If there is a discrepancy in an employee’s Leave Accruals, the HR Contact should submit a ticket to UCPath to resolve the discrepancy (see Managing Service Credits, above)

The below resources are no longer a part of the Service Award process. These tools can be used when looking into service credit that occurred prior to the transition to UC Path. 

• Service Credit Procedures (PDF) 
• Run Service Credit Query and submit Service Credit Calculation and form through EmployeeLink (under Employee Easy Queries) 
  • Please note: The Query uses PPS data only. Please refer to UC Path for current Milestones reached as the calculator only goes up to May 2020 when running the form.