HOP 3.6.1 University of Texas System Service Recognition

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 honor loyal and committed staff for their professional achievements and service to 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 and Procedure

Service awards are administered by the Office of Talent and Innovation (OTI).

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 in an hourly position are not eligible to receive service awards. 

Eligibility for recognition is determined by the OTI based upon the employee’s service record. Years of service are calculated based on number of continuous months minus any breaks in service (adjusted service) in the U. T. System. Only service at U. T. System Administration or its institutions is considered towards the five-year milestone, including service in non-benefits eligible positions. Unpaid leave consisting of an entire calendar month is not eligible for state service credit and is not included in the years of service calculation.

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. 

Sec. 4 Tangible Awards

A tangible award may be presented to an employee in recognition of years of service. The cost of awards will not exceed $100 per employee.

Service awards earned throughout an employee’s U.T. System career (i.e., 5, 10, 15, 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.


Policy Details

Responsible Office(s)

Talent and Innovation

Date Approved

Dates Amended or Reviewed