Virginia Tech supports and encourages programs to acknowledge and formally recognize the contributions and exemplary performance of our employees. These award/recognition programs are separate from the annual review/merit increase process.
Generally, programs should be designed and administered consistently across all departments within the college or administrative area.
Award programs must be submitted by the Dean or VP to the Compensation area within Human Resources. The compensation team will review the proposal for adherence to state and university policies, and will forward the proposal to the Provost or President as appropriate for approval. The President must also approve all university-wide awards programs. Please refer to the policy for specific requirements and procedures.
Programs may be established as annual programs, or may be created as a one-time program to recognize extraordinary performance under unique circumstances. Individual or team awards may be established.
Because state funds may now be used to procure a variety of items to be used as non-monetary awards, the university’s Purchasing Department has established special procedures and contracts with several vendors for the procurement of non-monetary awards. With the exception of flowers, non-monetary awards must be procured through the approved vendor contracts. Departments must maintain records of all non-monetary awards provided to employees.
Although certain annual university-level awards, such as the President’s award for Excellence, the Wine and Sporn Awards, and certain Alumni Awards, have prior approval to be paid directly to the recipient using checks issued by the Foundation, all other award checks must be issued through the university’s payroll process. Monetary awards using Foundation funds must be charged to the department and handled as an expense reimbursement. This is a change from prior practice.
In accordance with Internal Revenue Code, all monetary awards, regardless of amount or funding source, and non-monetary awards exceeding $75, are taxable. Certain exceptions apply to plaques and flowers.