Retirement awards and ceremonies are designed to recognize and show appreciation for an employee's sustaining contribution during his/her career with the University of California. OOA departments are expected to participate in this program to ensure consistency regardless of the employee's classification, length of service or staff program. Retirement awards and ceremonies are separate and distinct from the length of service program. To be eligible, employees must be officially retiring from the University, be 50 years old and have a minimum of 5 years of service.
Policy allows departments to recognize employees upon retirement with a non-cash award not to exceed $400. University funds can be used except as expressly prohibited. It is recommended that departments use a fixed amount of $400 rather than establish some calculation or methodology that would vary the award by individual. A non-cash award can include an item of tangible personal property or a non-negotiable gift card/certificate valued at no more than $400.
Review with the employee the retirement reception/ceremony they would like to have. A maximum of $250 can be funded with Departmental funds and approved by the Department Head. Departmental funded costs above $250 must be approved by the Vice Chancellor as an exception, consistent with campus Entertainment Policy. However, if the cost of a reception is expected to exceed $250, then an agency account should be set up and donations collected from participants and expenses paid from that account.
In general, departments can pay for light refreshments for retirement functions but cannot exceed $250 as stated in entertainment policy P&P 330-80. The corporate card can be used for entertainment expenses and be reimbursed using an entertainment voucher. Additional expenses can be paid with non-university funds donated by guests participating in the event. These donations should be deposited in an agency account and expenses paid from this account.
Departmental funds, including general funds, can be used for the retirement award not to exceed $400 and light refreshments not to exceed $250 unless restricted by the fund source.
Policy authority for this program comes from: