State of California M E M O R A N D U M To: PERSONNEL MANAGEMENT LIAISONS Date: January 27, 1993 Reference Code: 93-10 THIS MEMORANDUM SHOULD BE DISTRIBUTED IMMEDIATELY TO ALL PERSONNEL OFFICERS AND AWARDS COORDINATORS From: Department of Personnel Administration Subject: Twenty-Five Year/Retirement Service Awards The purpose of this memorandum is to communicate two new features of the 25 year and retirement service awards. Both of these features are new policy and supercede previous policy memoranda on this subject. These new features are: 1) eligible employees/retirees may, until December 31, 1993, purchase mementos direct from the contractor at their own expense by paying the State price plus tax, shipping, and handling; and 2) departments, using their discretion, may retroactively make awards at State expense for those who have already retired with at least 25 years service or attained 25 years service in either FY 91-92 or FY 92-93. Under this provision, if a memento of any kind has already been awarded at State expense, then no additional award is authorized. DIRECT PURCHASE PROGRAM (AT EMPLOYEE/RETIREE EXPENSE) In response to requests for departments to allow employees with more than twenty-five years service and/or for those who have retired before the new "State Employee Recognition" program was in place to purchase their own awards, the Department of Personnel Administration, the Department of General Services (DGS) and the contractor (Jostens) have agreed to a direct purchase procedure. Eligible employees may have the awards charged to their Visa/Master Card or paid by money order and delivered to their home address. Employees/retirees can place their orders by calling Jostens on 1-800-582-0918 and providing the following information: Name and Date as it should appear on the 25 year certificate (if one is being ordered). Social Security Number. Address where they worked last. "Ship to Name and Address." Visa/Master Card Name, Number and Expiration Date. Appropriate item description and stock item number, and other ordering information, e.g color of watch band, size of bracelet, or ring size, if applicable. PML 93-10 January 27, 1993 -2- If employees/retirees prefer to provide the above information by mail, they may call Jostens and request the order form and brochure. The order form should be completed and returned to Jostens. As these awards may only be sold to eligible employees/retirees, Jostens will ask purchasers to certify eligibility. Jostens is in the process of finalizing the price list for each item which will include tax and shipping/handling. In addition to the items, Jostens also has available the 25 year certificate in a heavy black frame. Departments are asked to disseminate this information to employees who have enough service to qualify to make these purchases and to recent retirees with at least 25 years of service. RETROACTIVE AWARDS BY APPOINTING AUTHORITIES AT STATE EXPENSE After requests from departments and consultation with the DGS and the Office of the State Controller, it is determined that departments may legally make these awards at State expense to any employee who had not received a previous award of any kind and became eligible during either the immediate past or the current fiscal years (FY 1991-92 and FY 1992-93). The statutory authority is permissive and discretion to make these awards rests with the appointing authority. Questions from department personnel office staff may be directed to Rhonda Wilson at the Office of Procurement, DGS, at (916) 323-2223 or CalNet 473-2223. Specific ordering questions from individual employees should be directed to Jostens at 1-800-582-0918. Employees with questions regarding individual departmental policy should contract their department personnel office. Patricia Pavone, Chief, Benefits and Training Division