AWARDS FOR LENGTH OF SERVICE
OBJECTIVE
It is the Commonwealth's objective to recognize employees for the length of their state service through a state service awards program.
I. EMPLOYEES TO WHOM POLICY APPLIES
[REVISED 12/94]
This policy applies to positions covered under the Virginia Personnel Act to include full-time and part-time classified, restricted, and "776" employees. (See section II(A) of Policy 2.20, Types of Employment.)
II. DEFINITION OF STATE SERVICE
For the purpose of this policy, state service is all cumulative periods of full-time or part-time classified state employment and employment in positions exempt from coverage of the Virginia Personnel Act (such as faculty positions and positions in the Legislative and Judicial branches). State service includes periods of approved leave without pay, but does not include wage employment as defined in Policy 2.20, Types of Employment.
III. AGENCY AWARD PROGRAMS ESTABLISHED BEFORE MAY 7, 1978
Agencies that established award programs for length of service before May 7, 1978, may continue those programs as exempt from the Department of Personnel and Training directive of that date and successive policies, so long as:
A. they recognize employees' length of state service at least annually; and
B. comply with this policy's requirements regarding presentation ceremonies, as described in section IV(C) below.
IV. REQUIREMENTS FOR SERVICE AWARDS PROGRAMS
A. When agencies must recognize employees' length of service
1. Agencies must recognize employees' length of state service at least annually.
2. Agencies shall give awards for length of service for each five year increment of state service, as described in Attachment A.
B. Purchase of awards for length of state service
1. Agencies must obtain all items (except certificates) awarded to employees in recognition of their length of state service through the Division of Purchases and Supply of the Department of General Services, which is the sole contracting agent for procurement of all such items.
2. Agencies shall not initiate their own procurement of award items.
C. Presentation ceremonies
Agencies may determine the manner in which awards for length of service are presented, provided that:
1. presentation ceremonies held during work hours are reasonable in duration; and
2. expenses incurred for the presentation of awards for length of service are just, reasonable, and necessary according to Department of Accounts standards.
D. Availability of funds
Agency heads shall ensure the availability of funds to support their programs for awards for length of state service.
E. Records
Agencies shall retain records related to their programs for awards for length of state service in accordance with the records retention schedule for fiscal records.
V. AUTHORITY AND INTERPRETATION
A. This policy is issued by the Department of Personnel and Training pursuant to the authority provided in Chapter 10, Title 2.1, of the Code of Virginia. This policy supersedes Policy 1.12, Awards for Length of Service, issued April 6, 1992.
B. The Director of the Department of Personnel and Training is responsible for official interpretation of this policy in accordance with section 2.1-114.5(13) of the Code of Virginia. Questions regarding application of this policy should be directed to the Department of Personnel and Training's Office of Policy and Personnel Programs. The Department of Personnel and Training reserves the right to revise or eliminate this policy as necessary.
Attachment A
YEARS OF STATE
SERVICE SERVICE AWARD ITEMS
5 Certificate and ceramic mug with state seal
10 Certificate and cast paperweight with state seal or numeral pin with two rubies*
15 Certificate and wooden plaque with state seal or emblem pin with three sapphires*
20 Certificate and pen and pencil set with state seal, engraved Jefferson cup, or emblem pin with three emeralds*
25 Certificate and gold face watch with state seal or emblem pin with two rubies and one diamond*
30 Certificate and engraved clock, wooden plaque, or emblem pin with two sapphires and one diamond*
35 Certificate and engraved silverplate bowl with state seal or emblem pin with two emeralds and one diamond*
40 Certificate and engraved pewter bowl with state seal or emblem pin with two diamonds and one sapphire*
45 Certificate and engraved silverplate tray with state seal or emblem pin with two diamonds and one emerald*
50 Certificate and engraved pewter tray with state seal or emblem pin set with three diamonds*
*Employees may choose other jewelry items for these awards. Attachment B
contains a list of the alternate choices.
Attachment B
YEARS OF STATE
SERVICE ALTERNATE CHOICE OF SERVICE AWARD ITEMS
5 No Alternate Choice
10 Tie tack
15 Tie tack, tie bar, or necklace
20 Tie tack, tie bar, necklace, brooch, or belt buckle
25 Tie tack, tie bar, necklace, brooch, belt buckle, or charm bracelet
30 Tie tack, tie bar, necklace, brooch, belt buckle, or charm bracelet
35 Tie tack, tie bar, necklace, brooch, belt buckle, or charm bracelet
40 Tie tack, tie bar, necklace, brooch, belt buckle, or charm bracelet
45 Tie tack, tie bar, necklace, brooch, belt buckle, or charm bracelet
50 Tie bar, necklace, brooch, belt buckle, or charm bracelet