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HOP 3.6.1 University of Texas System Service Recognition

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Sec. 1 Purpose

To establish guidelines for an employee service award program at The University of Texas System Administration (U. T. System Administration) designed to recognize the importance of the contributions of loyal and committed staff to the success of The University of Texas System (U. T. System).

Sec. 2 Principles

U. T. System Administration is proud to honor and recognize employees who have made significant career commitments to U. T. System.  The employee service recognition program provides an opportunity for U. T. System Administration to honor employees for each five-year milestone of service to the entire U. T. System.

Sec. 3 Eligibility

Active employees in a benefits-eligible position, working at least 20 hours per week for a period of at least four and one-half months, are eligible to participate in the service award program.  Employees who are currently employed with student status as a condition of employment are not eligible to receive service awards.  Eligibility for recognition is determined by the Office of Human Resources based upon the employee’s service record.

Sec. 4 Procedure and Eligible Service

Service awards are administered by the Office of Human Resources in partnership with Staff Council.  The five-year milestone must be achieved by December 31st of the calendar year prior the Service Award recognition.  The Service Award recognition will occur within the calendar year after the employee reaches the five-year milestone. 

Years of service are calculated based on number of continuous months minus any breaks in service (adjusted service) in the U. T. System.  Any other creditable service with a State of Texas agency is not used to determine eligibility.

Sec. 5 Tangible Awards

A tangible award may be presented to an employee in recognition of years of service by his or her department head or another appropriate administrative official. The cost of awards will not exceed $100 per employee.

Service awards earned throughout an employee’s U.T. System career (i.e., 10, 20 year awards) are governed by IRS code and affect the amount or taxability of a retirement gift. Refer to HOP 2.1.2 Entertainment Expenses and Guidelines on Other Uses of Institutional/Gift Funds for special rules for retirement gifts.


The University of Texas System Administration (U. T. System Administration) employees - refers to employees of the specific administrative offices of the System.

The University of Texas System (U. T. System) - refers to U. T. System Administration and its institutions.

Eligible Service - all service at U. T. System Administration or its institutions is considered towards the five-year milestone, including service in non-benefits eligible positions.

Policy Details

Responsible Office(s)

Human Resources

Date Approved

Dates Amended or Reviewed

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