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USA Operations Centers Anniversary & Retirement Recognition May 2017
As this policy is reviewed, please note the following State/area for which exceptions exist:
Not Applicable
Recognition at Joyner honors individual employees for their years of company service. The company recognizes employees who have a milestone anniversary with a gift and an office celebration.
Eligible employees receive:
A card and key ring at one year of service.
A recognition gift beginning at 5 years of service, then in 5-year intervals.
A bonus check beginning at 20 years of service, then in 5-year intervals.
Note: Employees must be in an active status on their service date to be eligible for recognition.
Accumulated service and seniority include:
Length of service with the Company
Previous service with the Company if re-employed
Service accrued while on Military Leave
Absences using Paid Time Off (PTO), Short Term Disability (STD), or other time away from work benefits
Service as an Intern
Note: A part-time employee accumulates years of service at the same rate as a full-time employee regardless of the number of hours per week that employee works.
Accumulated service does not include:
Time while employed as an agent staff member
Retirees rehired as a part-time retiree
Contact the HREC at hr@joynertransportation.com for questions regarding eligibility.
Anniversary Awards
Note:
Termination
An employee retiring from the Company receives a retirement gift from the Retirement Gift Program based on years of service. The selection is the same as the Anniversary Recognition Gift Program.
An employee, who is terminating for any other reason, including Illness Benefits Expired, does not receive a gift from the Anniversary Recognition Gift Program or an Anniversary Bonus Check.
The final paycheck of an employee who dies does not include a pro-rated anniversary bonus.
One-Year Recognition:
At the beginning of each month, the supervisor:
receives an auto-generated email notifying him/her of employees celebrating a one-year anniversary.
checks with department secretaries on supply of key rings and cards. If key rings and cards need to ordered, order through normal supply channels.
Note: Please order in packages of 25 cards, key rings, and envelopes.
Secretaries in small departments may want to reach out to other departments to share if only a few of these items are needed.
The Supervisor signs the card and gives the card and key ring to the honoree on the anniversary date.
Note: If the honoree is out of the office, the supervisor holds the card and key ring until the honoree returns to the office. If the supervisor will be out of the office on the honorees anniversary date, the supervisor gives the honoree their gift before they go on leave.
Anniversary Gift Recognition:
The supervisor receives an auto-generated e-mail advising the Supervisor of the employee's upcoming anniversary.
The supervisor reviews the 'Supervisor Suggestions' in the automated email.
If the honoree will be in an active status on the date of their anniversary, the supervisor or designee works with the honoree to plan and make arrangements for the celebration. Arrangements should include:
Onsite celebration
Inviting co-workers and guests (if desired by the employee)
Ordering beverages or food (if desired by the employee)
The supervisor meets with the honoree and discusses what will happen for the anniversary recognition and calendars the date selected for the recognition. A celebration should be planned that appeals to the honoree and allows for the participation of co-workers and guests while still accommodating for adequate coverage/business needs during the event.
The honoree will receive an auto-generated e-mail on their anniversary or the following Monday if their anniversary falls on a weekend.
The supervisor conducts the recognition celebration in the office.
Anniversary Bonus Check Recognition: Employees will receive a cash bonus of $10 per year of service beginning at their 20 year anniversary and then in 5 year increments thereafter (please see chart above).
Taxes The anniversary bonus check is $10 per year of service net to the honoree. Accounting grosses up the amount for federal and state income tax and Social Security tax. The gross amount is included in the honoree's W-2 at the end of the year.
Retirement Recognition:
Retiring employees are offered recognition for their years of service at Joyner which includes a gift and a recognition event. The retiring employee can pick their event following Joyner guidelines.
The employee's department is responsible for organizing the recognition event.
Alternatives to fresh flowers or other portions of the celebration should not be offered. Only the gifts selected through the established retirement gift. Deviations to the policy may have tax consequences to the retiring employee and Joyner.
Gifts are charged to the Human Resources & Employee Care (HREC) Department. Recent receipt of an anniversary gift does not disqualify an employee from receiving a Retirement Recognition Gift, as they are separate programs.
Retirement Recognition Event The employee's department should offer a Joyner sponsored recognition event to its retiring employees. The celebration is for the retiree, but also for his/her colleagues.
A celebration should be planned that appeals to the honoree and allows for the participation of coworkers while still accommodating for adequate coverage/business needs during the event.
For example, in a call-center environment the entire team cannot leave the work area at the same time to attend an open house celebration in the office or leave the office for an off-site luncheon. Here are suggestions the employee and manager may agree on:
Retiring employee is having an open house celebration in the break area/cafeteria, 1-3 p.m. Allow the team members to go to the celebration at staggered times, making sure there is appropriate coverage.
OR….
Because of business need, a luncheon offsite is not reasonable. Have lunch catered in and allow team members to get a plate of food and take back to their desk.
The retiring employee may choose one of the Joyner sponsored event options as follows:
Option 1: A gift from the Retirement Gift Program and reception or luncheon. A retiring employee is eligible for a gift and office celebration that includes; a reception or luncheon, fresh flowers, portfolio, and portrait. Examples of an office celebration are:
Reception in the office cafeteria
Informal reception in a department conference room
Refreshments at the work area
Retirement luncheon at an off-site location
OR
Option 2: A gift from the Retirement Gift Program and a group reception. A retiring employee is eligible for a gift, the same as in Option 1 and a group office celebration with other retiring employees. This option is helpful in managing multiple retirements in a short time period and allow a reception for employees wanting a more formal recognition.
If a retiring employee chooses not to have an office celebration or luncheon, he/she may still select a retirement gift; however, he or she is not eligible for any of the other items associated with an office celebration.
NOTE: In situations where a significant number of retirements are occurring in the same location on the same date, business need may dictate the necessity to have a group reception.
Please contact the HREC with questions about celebrations.
Event Costs A defined budget of $800 - $1000 per employee has been set for the enterprise. Event plans and costs should be approved by management. If event expenses exceed defined budget, expenses incurred over budget may not be reimbursed to the individual who paid for said expenses.
All event costs should be charged to the retiring employee's department. Use the following project codes to track expenses.
Within these parameters, Joyner wants to be flexible to individual event requests. If an employee's event request seems unreasonable, look for alternatives that meet both the Company's guidelines and the employee's wishes. For example, if an employee requests an off-site luncheon at a favorite, but expensive restaurant and the costs will exceed the budget, the employee may be asked to reduce the guest list to accommodate this request.
Event Guidelines
Reception or luncheon should be during normal work hours.
Reception or luncheon should be held while an active employee. The event may be held on or before the last work day before retirement.
A defined budget of $800 - 1,000 per employee has been set for the enterprise.
Alcohol is not provided or paid for by Joyner.
This is a Joyner sponsored event and should be treated as such.
Retirement Recognition for Virtual Employees
Virtual employees are eligible for a recognition celebration and must follow policy for retirement celebrations. Employees may have to plan and pay for their celebration if they choose to have it locally. They would then submit the expenses and be reimbursed. To understand how to charge and get reimbursed for expenses, please see the Travel Expense Policy
Retirement Recognition for Disabled Members For long-service employees, it may be deemed appropriate to offer a retirement recognition gift and/or a reception for a person leaving due to a disability or illness. The employee's management and HREC should discuss whether recognition is appropriate for the situation. If an event is deemed appropriate, make sure the employee is comfortable with having a recognition event.
Employee-initiated Retirements Due to Discharge If the Company is terminating the employment of a retirement-eligible employee due to discharge (unauthorized absence, job duties not met, misconduct, or gross misconduct), recognition may not be appropriate. In this situation, the decision to offer recognition is under the discretion of the employee's management and the HREC.
Recognition Timeline and Procedures The following provides guidelines and time frames for planning a typical retirement reception. The program allows for reasonable deviations from the steps listed due to employee or local office preferences.
12 to 14 Weeks Prior to the Event HREC will contact the employee and explain the Retirement Recognition Gift Program.
6 to 8 Weeks Prior
The supervisor will ask the employee if they have interest in the retirement portfolio. If they do, the supervisor or designee sends a memo to the employee's friends and associates requesting unfolded testimonial letters for the employee's retirement portfolio. You might include a short profile of the employee (hire date, past positions, post-retirement plans) with the request memo. Friends and associates may also submit photos.
Order an imprinted retirement portfolio.
6 Weeks Prior The supervisor or designee reserves the reception location. Options usually include the cafeteria, department conference room, or general work area, depending on the reception size and employee preference. If the employee is having a luncheon, make restaurant reservations at this time. The celebration must be during working hours.
Number of invitations, based on employee's guest list
Color of paper
Date invitations are needed
Also send with the requisition a sample of the invitation design and wording. Wording might include:
Name of person retiring, typed as it should appear on the invitation
Type of event (luncheon, reception, etc.)
Location of event
Date and time of event
RSVP (if luncheon)
Allow two weeks for production and delivery of invitations.
Number of people attending
Reception location
Number of tables and how to arrange them for refreshments, gifts, guests, and the guest book
Amount of refreshments
Use of candles, silver tea service, and tablecloths
Color scheme
Number of people needed to clear tables, serve refreshments, replenish food and beverages, attend guest book, attend gift table, greet guests, and other activities
Need for a lectern, microphone, or PA system (for larger events - your Administrative Services Department may handle this)
3 to 4 Weeks Prior Obtain the final guest list from the employee. Mail invitations.
Roses for the retiring employee-one for each year of service or one dozen, whichever is greater, or fresh flowers as an equally priced alternative.
One or two centerpieces (one for the refreshment table, and one for the reserved guest table).
A single rose for the guest book table.
A corsage or boutonnière for the person retiring and one for his or her spouse/partner.
The cost of the flowers should be charged to the retiring employee's department and paid out of the defined budget. Have the florist deliver the flowers the morning of the reception, and provide a contact name for when the flowers arrive.
Day of Recognition Event Make sure everything is ready at the reception location. Follow up with Administrative Services or the food service vendor if necessary. Monitor refreshments to make sure they are replenished, as needed.
The retiring employee’s department is responsible for planning the retirement recognition event.
Contact the retiring employee to determine the type of event(s) he/she would most appreciate
Work with the Department Head to assign a department recognition coordinator.
Follow up periodically with the retiring employee to ensure he/she is satisfied with the progress of recognition activities.
HREC can advise or assist the department coordinator as necessary throughout the process.
Not applicable