University of Waterloo Library

Guidelines for Discretionary Fund Expenses for Staff

Bereavement

The discretionary fund is used to send flowers ($75 plus tax & delivery), usually to the funeral home, and to make a donation to a designated charity ($25), for a staff member suffering the bereavement of an immediate family member. Immediate family includes: spouse, child, or parent.

The Department Head or Manager should give the information to the Library Office.

When a staff member dies, increase flower amount to $100 plus tax & delivery and memorial donation to $50.

Illness

A collection for a gift/flowers may be taken at the discretion of the department in the case of illness.

Life Events

Social events such as baby showers, marriage celebrations, birthdays, etc. should be celebrated as personal events with any costs borne by participants.

Resigning, Retiring or Transferring Staff

Criteria:

  • Less than 5 years of service

Resigning, retiring, or transferring staff who have served the Library for less than five years are eligible for a modest departmental coffee break which will be funded by the department’s supplies budget.

  • Department Heads and above with less than 5 years of service

Resigning, retiring, or transferring department heads or higher who have served the Library for less than five years are eligible for a library-wide coffee break.

  • More than 5 years of service

Resigning, retiring, or transferring staff who have served the Library for five or more years qualify for a coffee break and a gift. The coffee break may be arranged by the Library Office in consultation with the Manager or by the departing staff member’s colleagues. The discretionary fund will subsidize the purchase of a gift. The allotment is based on years of service with a maximum of $155.

Years of Service Gift Subsidy

5 – 9 $50.00

10 – 14 $65.00

15 – 19 $80.00

20 – 24 $95.00

25 – 29 $110.00

30 – 34 $125.00

35 – 39 $140.00

40 + $155.00

The Gifts and Gift Cards/Certificates Procedure discourages the giving of gift certificates. If gift cards are given, employees always incur a taxable benefit.

The person who purchases the gift on behalf of a department is responsible for providing the necessary information to Finance, Accounts Payable. The Gift Reporting Form (PDF) must be completed and submitted for all gifts in accordance with the guideline.

Gifts of alcohol or a donation to a charitable organization in honour of the departing staff member are never permitted.

Staff appreciation

The University recognizes anniversaries at two annual events

  • the 25/35/45 year club
  • the other recognizes 5-year increments.

In addition, the Library organizes a minimum of three social events each year:

  • New staff luncheon
  • Held in the fall
  • Spring recognition event (all 5-year service milestones are acknowledged at spring event)
  • Late May, early June
  • Free for everyone including student staff
  • University Librarian sends anniversary congratulations at time of anniversary
  • Acknowledge at Managers meeting and recorded in notes
  • Holiday celebration
  • In December
  • Free for everyone including student staff
  • Continue to invite Retirees
  • In addition, ad hoc special events as they arise such as retirements or celebrating renovations.

This guideline should be reviewed by LibExec every other year.

Rev June 29, 2016; approved LibExec June 28/16