1. Governing Regulations
This procedure is governed by System Policy 21.01.12 Purchase of Food and Refreshments.
2. General
This administrative procedure provides guidance for employee retirement recognition functions for Texas A&M Forest Service employees.
3. Responsibilities
To help ensure that all retiring agency employees receive proper recognition from the agency, responsibilities have been assigned as follows:
3.1 Scheduling of retirement function is the responsibility of the employee’s supervisor in coordination with their division director or department head.
3.2 Execution of the retirement function is the responsibility of the employee’s supervisor, unless otherwise directed by the division director or department head.
3.3 Verification of term of service is the responsibility of the Employee Services Department (ES).
3.4 ES has the retirement awards produced for employees with 10-19 years of service. The supervisor coordinates with their division director or department head to select and purchase awards for employees with 20 or more years of service. Awards costing more than $400 must be approved in advance by the Director.
3.5 The employee’s supervisor coordinates with their division director or department head to ensure that the standard planning steps, as outlined in the Employee Retirement Recognition Ceremony Checklist, are properly carried out.
4. Funding
4.1 Funding for the retirement function and award is provided by the employee’s unit from the General Program Support account. Funding is limited to $40 per year of agency service of the retiree up to a maximum of $1,600.
4.2 These funds may be used for expenses directly related to providing the reception and/or meal for retiring employee, e.g., food, rental of space, decorations, and invitations. The funds may NOT be used for the purchase of alcohol or additional division presentations of any kind. Additional funds may be raised and expended for the event by charging per person fees or accepting contributions.
4.3 Funding for the retirement award is provided by the Deputy Director, Associate Director for Finance or Chief Administrative Officer.
4.4 Employees who have exceptional tenure and contribution to the agency may receive special recognition as determined by the Director.
4.5 Event planners may use the optional Retirement Events Cost Tracking Worksheet.