FM Tokens of Appreciation

Procedure Number: O04
Issue Date: November 19, 2012
Last Revision Date: November 16, 201


FM Tokens of Appreciation

Description:
In 2012, the Happy Healthy SAT created a program where employees can recognize other
employees for exhibiting behavior worthy of special appreciation. Custom tokens were created
that contained the FM Logo and the word PRIDE, which is part of FM’s vision statement.
Employees will be able to redeem their tokens for certain items or Bookstore gift cards at the FM
Warehouse.

References:
Facilities Management Vision Statement

Definitions:
Token: A two-sided brass coin with a redemption value equal to $1.00.
Responsible Parties:
Associate Vice President for Facilities and Campus Planning
Materiel Manager
Director of Facilities Business Services
Chair of the Happy, Healthy SAT

Procedure: 
Tokens
The Associate Vice President (AVP) will determine how many tokens will be in circulation at
any given time. The company that manufactured the tokens (TokensDirect) has our custom die
and will be able to manufacture new tokens with a two week lead time.

Dissemination of Tokens
Each Director/Manager/Supervisor/Lead will be given an allotment of tokens from the AVP. As
they encounter employees who they feel have made an extra effort or have gone the extra mile,
they can give them one or more tokens. How many tokens are given is entirely up to the person
giving out the tokens, keeping in mind that each token as a redemption value of $1.00.

Redemption of Tokens
Once an employee receives a token, they have some options:

A. Pay It Forward
 An employee who has been given a token has the option of paying it forward by giving it
 to someone else they witness doing good work.

 B. Redeem Tokens at the FM Warehouse
 An employee who has been given tokens has the option of redeeming them in the FM
 Warehouse. If this option is chosen, the employee will be able to pick from an
 assortment of items valued between $3.00 and $10.00. Employees may make
 suggestions to the Materiel Manager as to what types of items they would like to have
 available for redemption. Additionally, they will be able to trade tokens in for gift
 cards to the WSU Bookstore in increments of $5.00/5 tokens. The procedure for trading
 in tokens at the FM Warehouse is defined in depth later in this document.

 C. Keep the Token
 An employee who has been given a token has the option of keeping it as a memento of
 their hard work and dedication to the department.

Rules of Engagement
1. Employees may not lobby for tokens. This means they can’t say to their supervisor, “I think I
deserve a token for that.” or “I’ll do that if you give me a token.” Tokens must be given
spontaneously and by free will.
2. Employees should keep their token(s) in a safe place to guard against it being lost or stolen.

Redemption Process at the FM Warehouse
1. The Materiel Manager will keep of supply of items valued at less than $10.00 and a supply of
Bookstore gift cards in $5.00 increments in a safe/lock box in the FM Warehouse. No other
items will be stored in that safe/lock box and it will be kept locked at all times it is not being
used.
2. An employee can stop in the FM Warehouse at any time during its normal operating hours
and trade in their tokens for an item or Bookstore gift card.
3. All token transactions will require both the employee and the FM Warehouse personnel to
sign a log (Appendix A). Logs will be kept for a period of three years. 
4. Tokens turned in to the FM Warehouse will be stored in a container within the safe/lock box
designated for the FM Token program. Redeemed tokens will be turned over to the FM AVP on
a periodic basis (either when the container is full or when the FM AVP needs more tokens).
When redeemed tokens are given to the FM AVP, both the FM AVP and the Warehouse
personnel will sign a log (Appendix B). Logs will be kept for a period of three years.
5. Periodic audits will be done on the safe/lock box to ensure compliance with this procedure
and to verify that the appropriate number of gift cards and tokens are in the safe/lock box.
Periodic audits will be conducted by the Materiel Manager and the Director of Business
Services.
6. Employees who work an opposite shift than the FM Warehouse or those that work at the
Davis Campus may have their supervisor’s exchange their tokens for them. If this method is
chosen, the transaction will be recorded using a special form (Appendix C). Once completed, the
signed forms will be returned to the FM Warehouse, where they will be maintained for a period
of three years. If an employee choosing to redeem their tokens utilizing this method desires an
item other than a Bookstore gift card, they can request that the FM Warehouse provide them with
a description of items currently available for redemption.
7. When employees go to the FM Warehouse to redeem their tokens, they will complete a
Material Request in AiM against a work request named TOKENREDEMPTION. The purpose
of the work request is to record who redeemed tokens, what item they received, the name of the
Warehouse personnel making the transaction, and the date and time of the transaction. The work
request in AiM will also function to make a financial transaction in Banner to reimburse the
Warehouse index (316979) from the Reward and Recognition index (235160) as part of the daily
billing process. Warehouse personnel will finalize the material request on-the-spot, eliminating
the need for it to go through normal supervisory approval channels. After the transaction is
recorded in AiM, the employee and Warehouse personnel will sign the appropriate log.
 
                                                            Token Redemption Log
DATE:
EMPLOYEE NAME (print legibly):
NUMBER OF TOKENS REDEEMED:
ITEM RECEIVED IN EXCHANGE FOR TOKENS:
AiM REFERENCE NUMBER:
EMPLOYEE SIGNATURE:
WAREHOUSE PERSONNEL SIGNATURE: 
 

                                                          Token Return to FM AVP
DATE:
NUMBER OF TOKENS RETURNED TO FM AVP:
FM AVP SIGNATURE:
WAREHOUSE PERSONNEL SIGNATURE:


                                                     Third-Party Token Exchange

Part One: Item Picked Up From Warehouse

DATE:
NAME OF EMPLOYEE PICKING UP ITEM (print legibly):
NAME OF EMPLOYEE ITEM IS BEING PICKED UP FOR:
NUMBER OF TOKENS REDEEMED:
ITEM RECEIVED IN EXCHANGE FOR TOKENS:
AiM REFERENCE NUMBER:
EMPLOYEE SIGNATURE:
WAREHOUSE PERSONNEL SIGNATURE:

Part Two: Item Given to Intended Recipient

DATE:
DESCRIPTION OF ITEM:
RECIPIENT SIGNATURE:
EMPLOYEE SIGNATURE:

Part Three: Paperwork Returned to Warehouse

DATE:
WAREHOUSE PERSONNEL SIGNATURE: