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					  BERKELEY CAMPUS ACHIEVEMENT AND SPOT AWARD REFERENCE GUIDE
                          January, 2011

This document contains campus-wide information related to the Berkeley Campus Achievement
and Spot Award program objectives, criteria, nomination, review process, and consolidated
guidance from the Budget Office, the Controller, and Payroll. Guidelines are provided on how to
monitor Achievement and Spot Award usage and instructions are documented on use of the
OPTRS system to process achievement and spot awards. Also included is a sample of the
Achievement and Spot Award Thank You Letter templates and guidance on various questions
related to administration of this program.

Although these are campus-wide guidelines, please check with your Control Unit
Administrator to ensure that specific Control Unit instructions are followed.

                                      Table of Contents



What is the Achievement and Spot Award Program?                              Page 2
Timing of Awards                                                             Page 2
Purpose of Awards                                                            Page 2
Objectives                                                                   Page 2
Criteria                                                                     Page 3
Nominations                                                                  Page 3
Award Amount                                                                 Page 3
Eligibility                                                                  Page 3
Frequency                                                                    Page 4
Process                                                                      Page 4
Recognition Award Administrator Designation                                  Page 5
Nominations Not Originating from the Employees’ Supervisor or Manager        Page 5
Process for Monitoring Use of the Achievement and Spot Award Program         Page 5
Instructions for Processing Achievement and Spot Awards Using OPTRS          Page 5
Achievement or Spot Award Thank You Letter Template and Award Certificate    Page 7
Allocation of Control Unit Achievement and Spot Award Funds by Time Period   Page 8
Availability of Berkeley Campus Achievement and Spot Award Information       Page 8
Spot Award Nominations for Student Employees                                 Page 8
Control Unit Process for Achievement and Spot Awards                         Page 8
Achievement Awards of $1,000 May not be Supplemented                         Page 8
Achievement and Spot Award Forms that Have Been Processed                    Page 8
Award Reference Guide Frequently Asked Questions                             Page 9
UC Berkeley Achievement and Spot Award Nomination Form                       Page 11
Examples of Distinctions between Achievement Awards and Spot Awards          Page 12
Awards Website Frequently Asked Questions                                    Page 13




                                                   1
BERKELEY CAMPUS ACHIEVEMENT AND SPOT AWARDS
                        November, 2010

What is the Achievement and Spot Award Program?
Both Achievement and Spot Awards are intended to recognize and reward individuals, and teams of
employees, for
     Accomplishments resulting in cost savings and/or increased efficiencies
     Exceptional performance in support of the mission of the organization.
     Excellence in customer and University service
     Innovation and creativity

Achievement Awards are designed to recognize sustained, superior performance over a significant
period of time which represents a significant portion of the employee’s area of responsibilities, far
above and beyond normal performance expectations.

Spot Awards are designed to recognize significant contributions for a specific project or task, or group
of projects or tasks, above and beyond normal performance expectations.

Timing of Awards
The Timing of Award presentations should be consistent with the criteria for each type of award.
Achievement Awards are usually given toward the end of the annual business cycle for the organization,
since eligibility requires sustained, superior performance over a significant period of time. Spot
Awards allow supervisors, managers, and other campus individuals to recognize special
accomplishments as they occur (“on the spot”). Recognition for Spot Awards is most effective in
providing employee incentive when it is given as soon as possible after the accomplishment of the project
or task.

Purpose of Awards
Both types of awards provide the opportunity to recognize employees for excellent performance, creating
role models for others, and communicating the type of noteworthy accomplishments that the campus
appreciates. Providing awards to employees should help create a tangible sense of accomplishment and
a greater sense of ownership.

Successful achievement and spot award programs are characterized by clear criteria and well
communicated objectives for the program. Clear communication of objectives helps ensure consistency
in selection of employees. The Berkeley Campus Achievement and Spot Award Program is meant to
provide managers with the opportunity to recognize excellence. The threshold for granting an
Achievement Award should be significantly higher than for a Spot Award, and the level of approval has
deliberately been set higher. Both awards allow broader values such as levels of teamwork, service, and
result-orientation, etc. to focus on significant contributions. This program is not meant to give managers a
way to provide awards to as many people as possible. The criteria provide supervisors, managers, and
employees with a clearer idea of the expected scope of accomplishment – something that is clearly above
the normal job expectations.

Objectives
The Berkeley Campus Achievement and Spot Award Program allows supervisors, managers, and other
campus individuals to recognize special achievements for non-represented employees. Since
Achievement Awards are for sustained, superior performance over a significant period of time, they
are granted after that period of time has allowed review and acknowledgement of that sustained superior
performance. In contrast, since Spot Awards are for a specific project or task, they should be
presented as they occur. The objective of this program is to create role models and communicate the
type of noteworthy accomplishments that the campus appreciates. These awards let employees know
that someone has noticed their outstanding work. At the same time, it recognizes and reinforces the
behaviors and values that are important at UC Berkeley.

(Note: The program is funded by a campuswide payroll assessment. For represented staff, the
unions agreed to include these funds in employee salaries therefore, they are not eligible for
awards.)
                                               2
Criteria
    1. Individual Achievement Awards ($1,000)
    An employee may be nominated for an achievement award if the employee's performance meets one
    or more of the following criteria over a sustained period of time:
            a. Employee's creativity or innovative actions have had a positive impact on the department
                 or campus community.
            b. Employee makes a measurably significant contribution to the departmental mission or
                 strategic plan.
            c. Employee's ongoing performance achieves high customer/client satisfaction in a manner
                 consistent with departmental objectives.
            d. Employee's efforts have served to improve organizational performance, operational
                 efficiency, or reduce operating costs.
            e. Employee provides significant support of strategic/functional business plans and
                 objectives.

    2. Team Achievement Awards ($1,000 for each team member)
    Team achievement awards may be granted to teams of employees who meet one or more of the
    foregoing criteria of sustained, superior performance for work on a project within the same
    department, or work in the development and/or implementation of inter-departmental projects.

Nominations
Employees may be nominated for Achievement or Spot Awards by their managers, supervisors,
customers, or colleagues. Because Achievement Awards are for sustained, superior performance,
nomination by the employee’s manager would likely be the most common source.

Award Amount
All recipients of Achievement Awards receive $1,000 (less tax) regardless of the percentage of time of
the employee’s assignment or length of service at the University. Part-time employees are eligible for the
full amount of the award, if all other eligibility criteria are met. Achievement Awards cannot be less than
$1,000.
All recipients of Spot Awards receive $400 (less tax) regardless of the percentage of time of the
employee’s assignment or length of service at the University. Part-time employees are eligible for the full
amount of the award, if all other eligibility criteria are met. Spot Awards cannot be less than $400.

Eligibility
Employees eligible for Achievement Awards must meet ALL of the following requirements:
    PPSM (PSS and MSP) employee on the Berkeley campus with annualized base salary of
      $100,000 or less.
    Appointment type is one of the following: Career, Partial-Year Career, or Contract, where
      eligibility is incorporated into the terms of the contract.
    Performance evaluation rating of Satisfactory/Meets Expectations or higher.
    On pay status at the time of payout.
    For new hires: on pay status for at least six months, and non-probationary.
Employees eligible for Spot Awards must meet ALL of the following requirements:
    PPSM (PSS and MSP) employee on the Berkeley campus with annualized base salary of
      $100,000 or less.
    Appointment type is one of the following: Career, Partial-Year Career, Limited, Casual Restricted
      (student employees), Per Diem, or Contract, where eligibility is incorporated into the terms of the
      contract.
    Performance evaluation rating of Satisfactory/Meets Expectations or higher.
    On pay status at the time of payout.
    For new hires: on pay status for at least six months, and non-probationary.




                                                     3
Frequency
Employees may receive one Achievement Award per fiscal year. Employees may receive up to two
Spot Awards per fiscal year. Employees may not receive both awards, as there is a $1,000 maximum
payout per employee per fiscal year.

Process:
   1. Achievement Awards
   Managers, Supervisors, peers, or other campus individuals may nominate staff for Achievement
   Awards; but because of the sustained, superior performance requirements for an Achievement
   Award, usually the employee’s manager would nominate an employee for an Achievement Award.
   Nominations should be submitted via the Berkeley Campus Achievement and Spot Award Form
   located at: http://recognition.berkeley.edu/ . The Nomination Form should be submitted to the
   Recognition Award Administrator (for the nominated employee’s department). Nominations for
   Achievement Awards normally are submitted during the second half towards the end of the fiscal
   year.
           a. The signatures of the supervisor and next level manager on the Berkeley Campus Spot
                Award Form represent an endorsement of the nomination.
           b. Completed nomination forms are submitted to the Recognition Award Administrator for
                the applicable Control Unit.
           c. The Recognition Award Administrator reviews the nomination for eligibility criteria.
           d. If the employee meets the eligibility criteria, the Recognition Award Administrator will
                notify the nominator that the nominations being forwarded to the Achievement Awards
                Committee for final review.
           e. If the employee does NOT meet the eligibility criteria, the Recognition Award
                Administrator will inform the nominator whether the employee might be eligible for a Spot
                Award instead (see Spot Award process below). If the employee does not meet the
                eligibility criteria for either Achievement or Spot Award, the nominator will be informed
                that the nomination is denied.
           f. If the Achievement Awards Committee (AAC) approves the Achievement Award, the
                Recognition Award Administrator provides an award letter template and a certificate to
                the nominee’s manager to be presented to the recipient. A one-time payment should be
                processed via OPTRS to be paid the following month. It is recommended that the
                Achievement Award be paid to employees via a check or pay advice that is separate from
                their normal paycheck.
           g. Awardees receive an award letter, a certificate, and the $1,000 award (less tax) in an
                upcoming check. These documents should be presented to the employee at the same
                time.

   2. Spot Awards
   Managers, supervisors, peers, or other campus individuals may nominate staff for Spot Awards.
   Nominations should be submitted via the Berkeley Campus Achievement and Spot Award Form
   located at: http://recognition.berkeley.edu/ . The Nomination Form should be submitted to the
   Recognition Award Administrator (for the nominated employee’s department). Nominations should be
   submitted shortly after the completion of the accomplishment.
           a. The signatures of the supervisor and next level manager on the Berkeley Campus Spot
                Award Form represent an endorsement of the nomination.
           b. Completed nomination forms are submitted to the Recognition Award Administrator for
                the applicable Control Unit.
           c. The Recognition Award Administrator reviews the nomination for eligibility criteria and
                notifies the nominator that the award nomination:
                 Is approved (see #d below)
                 Is denied
           d. If the award is approved, the Recognition Award Administrator provides an award letter
                template and a certificate to the nominee’s manager to be presented to the recipient. A
                one-time payment should be processed via OPTRS to be paid the following month. It is
                recommended that the Achievement Award be paid to employees via a check or pay
                advice that is separate from their normal paycheck.



                                                   4
            e. Awardees receive an award letter, a certificate, and the $400 award (less tax) in an
                 upcoming check. These documents should be presented to the employee at the same
                 time.
        Note: If the nominator is not the supervisor or manager OR the nomination is for an employee in
        another Control Unit, the completed nomination form should be submitted to the Recognition
        Award Administrator for the nominated employee’s department. The employee’s Recognition
        Award Administrator would contact the employee’s supervisor to determine eligibility.

Recognition Award Administrator Designation
Control Units should designate one or more Recognition Award Administrators who will be responsible for
review and approval of nominations and act as the point of contact for questions regarding the Control
Unit’s Achievement and Spot Award Program. In some cases, that individual may be the Control Unit
Administrator.

Nominations Not Originating from the Employee’s Supervisor or Manager
Although, the majority of nominations will originate from supervisors and managers, some Spot Award
nominations may come from other campus employees. Since Achievement Awards require sustained,
superior performance, typically those awards will originate from an employee’s supervisor or manager.

Process for Monitoring Use of the Achievement and Spot Award Program
Control Unit Administrators should run reports on at least a quarterly basis to monitor and review use of
Achievement and Spot Awards by Department, School, College, Division, or Control Unit. Control unit
administrators should review Achievement and Spot Award payments to ensure campus areas are
making use of this program and those groups that have not provided Achievement and Spot Awards are
encouraged to do so. The reporting query below can be used to assist in this review

The BAIRS “BIS PPS Expense Detail Curr” query can be developed with the following criteria:
Description of Service (DOS) = SRD

The report is run in the same way that Control Unit Administrators get information on Regular Payroll
Expense in BAIRS. Select the columns you would like: Control Unit Number, Org, DeptNm, ID, Name,
Gross, Benefits and use the relevant selection criteria i.e. specific Control Unit Number. Achievement
and Spot Awards can be differentiated based upon the amount. Achievement Awards will always be
$1,000. Spot Awards will always be $400.

The data can then be copied to Excel for analysis. Data can be run for any past monthly period.
Contact Payroll if there are any questions or if you need assistance.

Guidance from the Budget Office on funding for the Achievement and Spot Award Program
The Budget Office allocates the funds to the salary administration control units -- that is, at the VC level
except for the EVCP control unit, whose funds will be distributed to the division level (School or College).
Those are the only units that can use the salary provision account number (59998) that has been
assigned for the allocations. If the salary administration control units want to distribute the funds further
down in their organizations, they can transfer the funds later. However, almost all funding for salary-
related personnel actions are managed at the division or control unit level, and the Budget Office
generally makes all salary allocations to those levels. The Comp Unit has provided the Budget Office
with a spreadsheet of allocations by Control Units. Please contact the Budget Office if you have
questions.

Instructions for Processing Achievement and Spot Awards using OPTRS One Time
Payment (EDFT) Screen
A Description of Service (DOS) code of “SRD” (Staff Recognition and Development) is available in
OPTRS for Achievement and Spot Award payments. Following is a guide to assist users in processing
this one-time payment including the appropriate chart string. This guide will also be placed on the
OPTRS on-line reference card as a hyperlink from the DOS code SRD.

In order for the Achievement or Spot Award to have optimal visibility for the employee, it is recommended
that it be paid to employees via a check or pay advice that is separate from their normal paycheck.

                                                      5
Providing an employee with a separate check or pay advice along with a Thank You Letter and an Award
Certificate will reinforce the UCB’s appreciation for the special achievement.

Instructions for Requesting Achievement or Spot Awards Checks:
          If an employee has direct deposit set up, the OPTRS user should email
             payhelp@berkeley.edu (before the close of cycle in which the SRD is processed) and request
             a one-time override of the employee’s Direct Deposit so that the department can present the
             Achievement or Spot Award to the employee. Payhelp will then produce a paper check and
             contact the department when the check is available for pick-up.
          If an employee normally receives a paper check, the OPTRS user should email
             payhelp@berkeley.edu (before the close of cycle in which the SRD is processed) and request
             that the paper check be “Pulled” from being mailed out via campus mail and held at the
             Customer Service window for departmental pick-up.

* A NEW Pay option is available. Achievement and Spot Award recipients can now receive their
monetary awards via a PayCard. Please email payhelp@berkeley.edu (before the close of cycle in which
the SRD is processed) for more information.


Key the One Time Payment (EDFT) payment line as follows:
Bus (B) = 1 or J (Berkeley or UCOP)
BFS Acct (BFSAc) = 51030
Fund = 69741
Organization (Org) = Your Department Org
Program (Pr) = Your Department Prog
Project (Proj) = Your Department Proj
Flexfield (Flex) = Your Department Flex
Title Code (Ttl) = Title Code of Employee receiving Award
Description of Service (DOS) = SRD
Amount (Amount of Award) = 1,000 if Achievement Award, 400.00 if Spot Award
Period End Date (PerEnd) = mmddyy (the previous period month End Date is recommended)

Note: Your keyed chartstring should be 1/J-51030-69741-Org-Prog-Proj-Flex where Bus, Org, Prog, Proj
and Flex are your department values. If units “opted in” for five field validation then the table of valid
combinations (org, fund, program, project, flexfield) needs to be updated.

These instructions are for OPTRS users. Please see sample below. The following OPTRS One Time
Payment Screen with filled in Account, Fund, Description of Service and Amount. Complete instructions
for keying general One Time payments can be found on the FS Payroll website under Services and
Resources/OPTRS Reference materials.

NOTE: Spot Award payments made to Work-Study students are not eligible for Work-Study funding by
the state, therefore a WORK-STUDY PROGRAM CODE MUST NOT BE USED when processing the
award payment. Students are NOT eligible for Achievement Awards.




                                                    6
PPETFT0-E1064                  THF Entry/Update               08/08/06 09:14:45
08/07/06 19:42:43             One Time Payment (EDFT)            Userid: USERID
ID: 012345678 Name: YOUR, EMPLOYEE                                 Emp Status: A
Pay End: 08/31/06 Check Date: 09/01/06   Pay Cycle: MO             Page 1 of 1
                                                 ETD                             W
                                                 RYU                    PerEnd   S
C Seq B BFSAc Fund Org Pr Proj            Flex   CPC Ttl  DOS Amount MMDDYY P
        _ 51030 69741 _____ __ ______ _____          ____ SRD 1,000.00 ______
                                                                  400.00 _______


Next Func:  ID:       Name: YOUR, EMPLOYEE          SSN:
Seq No:    Pay Cycle: MO Pay End: 083106
===>
F: 1-HELP                    3-PrevMenu                       5-Update




                                                7
Achievement or Spot Award Thank You Letter Template and Award Certificate
After Achievement and Spot Awards are approved, Recognition Award Administrators should provide an
award letter to the nominee’s supervisor (to be signed by the supervisor or appropriate level manager)
along with an Award Certificate. These documents should be presented to the recipient and copies
placed in the employee’s personnel file. All units should use these templates to ensure consistent
communication across the campus. At the time the award letter is presented, a one-time payment
should be processed. The text for the Achievement or Spot Award Thank You Letter template can be
found below. The letter is also provided as a separate attachment to be given to supervisors and
managers of award recipients.




[Use department letter head]



Date


Dear                 ,

I am pleased to inform you that you have received a Berkeley Campus [Achievement or Spot]
Award. Thank you for ….. (provide 1-2 sentences summarizing specific achievement).
Optional: You were nominated by __________ for this award.

The UC Berkeley [Achievement or Spot] Award recognizes your exemplary achievement in
demonstrating the behaviors and values that are important at UC Berkeley.

You will receive your award of [$1,000 or $400] (less taxes) in an upcoming check or pay
advice. Your contributions help UC Berkeley maintain its position as a leading institution of
higher education.

Thanks for a job well done – congratulations!


                                               Sincerely,

                                               Signature of Supervisor/Manager (or as determined
                                               by the Control Unit)

                                               Supervisor/Manager Name




                                                   8
Allocation of Control Unit Achievement and Spot Award Funds by Time Period
Control Units have the discretion to determine whether they would like to provide the Achievement and
Spot Awards funds on a first-come-first-serve basis or decide to allocate equal portions of funds on a
regular basis (quarterly, monthly etc). Control Units may also designate a specified portion of total funds
to Achievement Awards, and a specified portion to Spot Awards.

Availability of Berkeley Campus Achievement and Spot Award Information
For employees who do not have access to a computer to review the Recognition website, Control Units
should consider asking HR Managers to make hard copy information on the Achievement and Spot
Award available to these individuals.

Spot Award Nominations for Student Employees
Casual/Restricted staff including students in Work-Study and non Work-Study positions in non-Academic
jobs are eligible to receive Spot Awards, but not Achievement Awards. These students fill varying roles
on campus and Control Units may determine how to provide Spot Awards to students.

Control Unit Process for Achievement and Spot Awards
Control Units must establish an Achievement Award Committee to review Achievement Award
nominations. Approving Spot Awards may be delegated to lower levels of the organization. Control Unit
Administrators may establish a process for review, approval, and allocation of award funds which meet
the needs of their Control Unit. However, the general parameters around this program should be
followed.

Achievement Awards of $1,000 May Not be Supplemented
The UC Office of the President stipulated funding for recognition and development programs for all UC
campuses under an umbrella program called the Staff Recognition and Development Program (SRDP).
This umbrella program is funded for all campuses by an assessment on payroll funds. As a result, the
$1,000 Achievement Award amount may not be supplemented by division or departmental funds since
additional dollars would cause inaccurate reporting for this fund usage. Two Spot Awards of $400 each is
the maximum that can be granted to any employee within a fiscal year. An employee CANNOT receive a
combination of an Achievement Award and a Spot Award.

Achievement and Spot Award Forms That Have Been Processed
Achievement and Spot Award forms which have been processed (approved or denied) must be kept in a
central file (or easily available) at each Control Unit. A copy of the approved form should be placed in the
award recipient’s personnel file. Future assessment of the Berkeley Campus Achievement and Spot
Award Program may require a review of these forms.




                                                     9
                                          Appendix A

                    Award Reference Guide Frequently Asked Questions


1. Question: How will the Berkeley Campus Achievement and Spot Award program be monitored?
   Answer: The campus will evaluate and monitor the program over the coming year and will seek
   feedback from supervisors, staff, and administrators to make sure the program is achieving
   outcomes that benefit the campus, departmental operations and individual employees. Control
   unit administrators will also review usage of Achievement and Spot Awards to ensure colleges,
   divisions, and departments are encouraged to utilize the program funds.

2. Question: Can a department develop an alternative form of nomination?
   Answer: Although a nomination form may work for many areas of campus, for some areas, it
   may not be the most effective means to determine who may deserve an Achievement or Spot
   Award. If a campus department feels another method of nomination may be more appropriate,
   an alternative approach may be used, provided it is reviewed with the Control Unit and the
   Compensation Unit to ensure the method meets the guidelines of the Achievement and Spot
   Award program.

3. Question: What happens if a Control Unit does not spend all of its Achievement and Spot Award
   funds in a given fiscal year?
   Answer: Control Units will receive an allocation for Achievement and Spot Awards at the
   beginning of each fiscal year. If a Control Unit did not expend all of the previous fiscal year’s
   funds they will not be able to use the unspent amount to supplement their new annual allocation.
   Control Units will receive a supplemental annual allocation which, together with last year’s
   remaining funds, will provide a total allocation appropriate for the Control Unit’s employee
   headcount as of the end of the previous fiscal year.
                                                                                       st
    The supplemental allocation for the new fiscal year will be determined after August 1 to ensure
    all awards which were processed at the end of the past fiscal year are captured.

4. Question: Why are represented employees not eligible for the Achievement and Spot Award
   program?
   Answer: Employees represented by unions are not eligible since the funding for this program
   comes from monies generated from an assessment on payroll for non-represented employees.
   The assessment for represented employees was negotiated into employee salaries as part of the
   contract bargaining process.

5. Question: Can departments, divisions, or colleges supplement the $1,000 Achievement Award or
   $400 Spot Award amounts with additional funds if they are available?
   Answer: The UC Office of the President stipulated funding for recognition and development
   programs for all UC campuses under an umbrella program called the Staff Recognition and
   Development Program (SRDP). This umbrella program is funded for all campuses by an
   assessment on payroll funds. Therefore the $1,000 Achievement Award and $400 Spot Award
   amounts may not be supplemented by department, division or college funds since additional
   dollars would result inaccurate reporting for this fund usage.

6. Question: Can Achievement or Spot Awards be provided to teams?
   Answer: In the past, team awards were not always well-received because contributions of team
   members may vary. Also, some teams may include a mix of both represented and non-
   represented employees and the award is only available for non-represented staff. Employees
   who are part of a team may be considered for the Berkeley Campus Achievement and Spot
   Award program, however they must be submitted individually, and eligibility for each possible
   recipient must be determined separately.




                                               10
7. Question: Can staff who will soon be departing UC Berkeley be nominated (i.e. retirees)?
   Answer: Any employee who is eligible (based on the published criteria) may be nominated for an
   Achievement or Spot Award. However, the employee must be on pay status at the time of payout
   to receive an award.

8. Question: How are the Berkeley Campus Achievement and Spot Awards funded?
   Answer: The program is funded by a campuswide payroll assessment, with funds distributed to
   each Vice Chancellor’s area on the basis of the eligible population. It is important to keep in mind
   that the funds are a portion of campus payroll and not a deduction from individual salaries.

9. Question: Are students eligible for this recognition program and, if so, what student populations
   are eligible to receive an Achievement or Spot Award?
   Answer: Students are NOT eligible to receive Achievement Awards, which are limited to Career,
   Partial Year Career, and Contract employees. Students ARE eligible to receive Spot Awards
   because they were part of the UC wide payroll assessment for this program. Both Work-Study
   and non-Work Study student employees in non-academic positions are eligible to receive Spot
   Awards.

10. Question: How are Spot and Achievement Award fund allocations determined for the eligible
    populations?
    Answer: Spot Awards funds are allocated based on 15% of the headcount for partial and full-
    year career, limited appointment, and contract staff and 2% of the headcount for the casual-
    restricted staff (student population) based on figures as of June of each year.

    The Achievement Awards funds are allocated based on 8% of the headcount for partial and full-
    year career and contract staff based on figures as of June of each year.

11. Question: Will departments be expected to cover the usual employer’s portion of the costs of the
    Achievement and Spot Award payment that is made to the employee (.i.e. Social Security,
    Disability etc.)?
    Answer: Divisions and Departments will not need to pay the costs related to the Employer’s
    “Payroll Tax Burden.” The actual allocation for each $1,000 Achievement Award and each $400
    Spot Award was increased by 11% to cover the department’s costs related to benefits which
    include taxes. Therefore if a department has an employee who receives the $1,000 Achievement
    Award, the division will actually receive an allocation of $1,110 to cover the full costs of the
    $1,000 award; for a $400 Spot Award, the division will actually receive an allocation of $445 to
    cover the full costs of the $400 award.

12. Question: Is there a recommended pay cycle process the one-time payment for the Achievement
    or Spot Award?
    Answer: In order for the Achievement or Spot Award to have optimal visibility for the employee, it
    is recommended that the Achievement or Spot Award be paid to employees via a check or pay
    advice that is separate from their normal paycheck even though the tax rate is higher. Providing
    employees with a separate check or pay advice along with a Thank You Letter and an Award
    Certificate will reinforce the campus’ appreciation for the special achievement.




                                                11
                  UC Berkeley Achievement and Spot Award Program
                  Please complete this form and return to your Recognition Award Administrator.


Name of                                                                           Employee ID:
Nominee:


Job Title:                                                                        Job Title Code:


Unit/Department Name:

Type of Award:
     Achievement Award                Spot Award
Provide a brief description (2 paragraph limit) of the specific reason for nomination and linkage to one or more of the award
criteria. If nomination for an Achievement Award, describe the sustained, superior performance aspects that warrant an
Achievement Award.



Eligibility for award (both boxes must be checked):
     The nominee is not a represented employee (only non-represented employees are eligible to receive either type of award).
     The nominee has a rating of satisfactory or above and has no outstanding disciplinary actions.
Nominator                                             Signature:                                    Date:
Name:
                                                                                                           mm/dd/yyyy
(For Achievement Award, usually Employee’s Supervisor or Manager)
Nominator’s                                           Contact
Unit:                                                 address:

E-mail address:                                       Phone:

Supervisor
Name: (if other                                       Signature:                                      Date:
than Nominator)
Next Level of Authority
Name:                                                 Signature:                                      Date:
Office Use Only:
     Award Approved                                                Award amount:
(copy to be placed in nominee’s Personnel File)                    $1000 for Achievement Award (less taxes)
                                                                   $400 for Spot Award (less taxes)
    Achievement Award Denied, but approved for Spot Award          Award amount:
Reason for change from Achievement Award to Spot Award:            $400 for Spot Award (less taxes)

    Award Denied
Reason for Denial:


Recognition Award                                                  Signature:
Administrator Name:
Job Title:                                                         Date:




                                                                12
                          Examples of Distinctions between
                        Achievement Awards and Spot Awards
             Achievement Awards                                               Spot Awards

   Employee makes a measurably significant                    The employee goes the extra mile to meet a
    contribution to the departmental mission and/or             critical deliverable or deadline.
    strategic/functional business plans and                     Example: Events Specialist (FLSA Exempt)
    objectives.                                                 successfully organizes an important,
    Example: Project/Policy Analyst drafts an                   unanticipated event with high visibility and few
    insightful, comprehensive proposal that is                  supporting resources, necessitating additional
    implemented to reconfigure the units within the             evening and weekend hours of work.
    Library, enhancing resource sharing while
    retaining the specific functions of each library           The employee provides inspired service to
    unit.                                                       students, faculty, staff, or the public that goes
                                                                beyond expectations.
   Employee’s efforts have served to significantly             Example: Research Administrator provides
    improve organizational performance,                         high-quality support to a professor in drawing
    operations, efficiency, or reduced operating                up a specific grant proposal, providing
    costs.                                                      comprehensive knowledge of grant
    Example: Admissions/Recruitment Specialist                  requirements, and assisting with substantive
    develops completely new process for review of               aspects of the grant proposal.
    students seeking admission as graduate
    students. The process involves the dean,                   Employees demonstrate outstanding
    faculty, and administrative staff, and significantly        teamwork in the achievement of a specific
    streamlines the process while retaining quality             department objective.
    review.                                                     Example: A team of Financial Analysts works
    Example 2: Applications Programmer facilitates              within a college to standardize budget
    the replacement of the unit’s legacy system by              processes for all departments within the
    modifying and enhancing an application from                 college. Good leadership and teamwork
    another campus unit. The modified system                    results in a successful outcome.
    improves and secures systems operations and
    costs significantly less than projected                    The employee completes a project or task with
    replacement costs.                                          excellent quality and creativity.
                                                                Example: Student Services Advisor creates a
   Employee’s creativity or innovative actions have            comprehensive, informative matrix on the
    had a significant impact on the department or               college website of financial aid sources for
    campus community.                                           students, including eligibility criteria and other
    Example: External Relations Specialist                      pertinent factors.
    conceives, designs, and implements an
    innovative method to identify and contact alumni
    who have a high probability of supporting UC
    Berkeley, with significant impact for both
    fundraising and political support for the campus.




                                                       13
                          Frequently Asked Questions
1. Question: The Maximum Frequency criteria state that an employee can receive a maximum of 1
   Achievement Award or 2 Spot Awards per fiscal year. Can an employee receive a combination of
   Achievement and Spot Awards per fiscal year?
   Answer: The maximum total award amount any employee can receive in a fiscal year is $1,000.
   That means that an employee cannot receive both an Achievement AND a Spot Award in a fiscal
   year.

2. Question: Can Achievement and Spot Awards be provided to teams?
   Answer: All employees who are part of a team may be nominated for an Achievement or Spot
   Award. However, each individual on the team must be eligible for that award. For example,
   represented employees participating on a team would not be eligible for either an Achievement or
   Spot Award (see FAQ #7). An employee in a limited appointment would not be eligible for an
   Achievement Award, since Achievement Awards are limited to employees in Career, Partial Year
   Career, or Contract appointments.

3. Question: If a team receives an Achievement or Spot Award, must the team split the $1,000
   (Achievement) or $400 (Spot) award? Or does each team member receive the full $1,000
   (Achievement) or $400 (Spot) award amount?
   Answer: Assuming each team member is eligible, each team member receives the full amount
   ($1,000 for Achievement or $400 for Spot).

4. Question: Can I award an employee for less than the full amount ($1,000 for Achievement or
   $400 for Spot) if the employee’s contribution was less than warrants the full amount?
   Answer: The employee must receive the full amount ($1,000 for Achievement or $400 for Spot).
   If there is a question whether the contribution warrants a $1,000 Achievement Award, perhaps a
   Spot Award is more appropriate.

5. Question: Can a department nominate and/or pay for an award for an employee located in
   another department? Who would approve the award? Who would pay for the award?
   Answer: Another department may nominate an employee for an award, but only the department
   to which the employee is assigned may approve a Spot Award. Only the Control Unit to which an
   employee is assigned may approve an Achievement Award. Normally the department to which
   the employee is assigned pays for an approved award, but the nominating department may
   propose to pay for the award, if approved.

6. Question: Can a department give an award to a highly deserving employee if that employee has
   a base salary higher than $100,000 a year?
   Answer: Under current system-wide UC policy, no employee making an annualized salary of
   more than $100,000 a year base salary can receive either a Spot or Achievement Award.

7. Question: Is a part-time employee whose annual base salary is $100,000 or above but whose
   actual earnings are less than $100,000 (because of the part-time schedule) eligible for an
   Achievement or Spot Award?
   Answer: No, part-time employees whose annualized salary is above $100,000 but actual
   earnings are less because of the part time schedule would not be eligible for either an
   Achievement or Spot Award. The UC Regents restricts providing awards to “staff with annual
   base salaries of more than $100,000" regardless of actual earnings.




                                              14
8.   Question: Must an employee have a current Performance Evaluation to be eligible to receive an
     Achievement or Spot Award?
     Answer: To be eligible for an award, an employee must have a current (less than 12 months old)
     Performance Evaluation with a rating of Satisfactory or better. If the employee does not have a
     current performance rating due to extenuating circumstances, and the manager confirms that the
     employee is meeting performance expectations, the Achievement Award Committee (for an
     Achievement Award) or reviewing manager (for a Spot Award) may determine that the employee
     is eligible for consideration.

9. Question: Why are represented employees not eligible for the Achievement and Spot Award
   program?
   Answer: Employees represented by unions are not eligible since the funding for this program
   comes from monies generated from an assessment on payroll for non-represented employees.
   The assessment for represented employees was negotiated into employee salaries as part of the
   contract bargaining process.

10. Question: Are students eligible for Achievement and Spot Awards and, if so, what student
    populations are eligible to receive an Achievement or Spot Award?
    Answer: Students in both Work-Study and non-Work Study appointments in non-academic
    positions are eligible to receive Spot Awards ($400). Students are NOT eligible to receive
    Achievement Awards ($1,000), which are limited to Career, Partial Year Career, and Contract
    employees.

11. Question: Can staff who will soon be departing UC Berkeley be nominated for Achievement or
    Spot Awards?
    Answer: Any employee who is eligible (based on the published criteria) may be nominated for an
    Achievement or Spot Award. However, the employee must be on pay status at the time of payout
    to receive an award.




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