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Reward & Recognition

Reward & Recognition Policy

1. All HASSRA Members, regardless of membership type, are eligible to be nominated to receive Reward and Recognition payments in light of any exceptional voluntary contribution of time, effort, or resource which benefits the Association or its activities at any level.

2. Eligible individuals can be awarded a minimum of £25 up to a maximum of £150 in £25 increments. This could be:

  • A cash payment; or
  • Vouchers; or
  • A combination of cash and vouchers.

3. A member may only be awarded a maximum of £150 through Reward and Recognition within any 12-month period. A member may be the recipient of multiple awards within any 12-month period, so long as the total amount awarded does not exceed the £150 ceiling.

4. Individuals should be nominated by another member of the same region or may be nominated by a member of the National BoM. Non-HASSRA members may not be nominated for, or receive, any such award under this policy.

Approach 

5. Reward and Recognition is intended to: 

  • Allow National and Regional Boards to recognise where a volunteer has made an exceptional contribution to the Association. 

  • Thank members for their exceptional contribution with a token gesture of appreciation.  
     

  1. Reward and Recognition should not be used: 

  • As an incentive to carry out any voluntary activity, or 

  • To compensate volunteers for work undertaken. 

Procedures  

Establishing Criteria for Reward and Recognition 

  1. The exact standards and criteria for awarding R&R are set locally by the relevant Board of Management.  BoMs are expected to take a similar approach in setting Reward and Recognition criteria as DWP takes in respect of its employees.  Examples of Departmental criteria adapted for HASSRA use might include: 

  • “An exceptional contribution, above and beyond what is normally expected.” 
  •  “Having an innovative idea that is implemented and significantly benefits the Association and its members.” 
  • “Exceptional performance in respect of an event or other HASSRA offering, delivering a tangible benefit to members that would not otherwise have been realised.” 

Making an Application and Agreeing an R&R payment 

  1. Payment of R&R to members can only be agreed by the governing Board of Management.  For volunteers to receive an award the governing BoM should raise the question of making an award at the next BoM meeting or, where allowed, by email correspondence between all BoM members. 

  1. Nominations should be made to the BoM using a standard application form for clarity.  A template form is available at the end of this document. 

  1. R&R nominations to the BoM should be sponsored either by 1) The Chair, Vice Chair or President of a Local Club Committee, or 2) a member of the Regional BoM or its President, or 3) a member of the National BoM. The BoM may choose to consider unsponsored applications at its own discretion. 

  2. Context should be provided to explain why an award is merited.  The BoM should have an appropriate amount of time to discuss and reach a majority agreement as to: 

  • Whether an R&R payment is appropriate in light of the evidence provided. 
  • The amount to be paid to the member, up to the £150.00 ceiling. 
  • The type of payment to be made, i.e. Cash or vouchers. 
  1. The decision to make an award or not should be entered into the official minutes with all reasoning.  If the decision is taken by email, an audit trail should be kept. 

Authorisation and payment of an award 

  1. Once the payment of an award has been ratified, the Chair of the awarding BoM should then action as follows: 
  • Cash Payments: arrange for a payment to be raised and approved on HASSRA Live, ensuring the award template is uploaded as supporting evidence. The Finance Manager will then issue a BACS transfer from the relevant regional or national account.
  • Voucher Payments:  arrange for the appropriate purchase from the relevant account and issue the vouchers direct to the member. Send a copy of the award template to the Finance Manager for record keeping.
  1. Where the BoM wishes to present vouchers to the member, these can instead be issued direct to the Chair, who should confirm when the presentation has taken place. 
  2. Beneficiaries should be informed by the awarding BoM that they may be required to declare the receipt of an R&R payment to HM Revenue and Customs. 

Recording Awards 

  1. The awarding BoM is responsible for maintaining accurate records of R&R payments.  The records should clearly show: 

  • Who the award was made to, 

  • When an award was agreed, 

  • The amount paid, 

  • When the award was presented to the member, and 

  • The rationale for making any award. 

  1. Amounts awarded should also be reflected in the end-of-year accounts.

Advice 

Q.1. Why is there an upper limit to what a member can be paid as R&R? 

A.1. Members deserve to be recognised for contributions that go above and beyond what National and Regional Associations might ask of their volunteers.  Prior to the launch of this policy in 2011 the approach to rewarding members varied greatly between regions, which raised concerns that large amounts were paid out to members as Honoraria, and/or members received Honoraria to compensate for ‘services rendered’ to the Association.   

The change from Honoraria to R&R was prompted by concerns over consistency and approach to awards being made and that the payment of large honoraria in anticipation of or response to services rendered, if allowed to continue, would be highly corrosive to the volunteer ethic which HASSRA depends on.  A token sum, awarded in respect of an exceptional contribution is less corrosive. 

This was coupled with expert advice from HASSRA’s auditors Dafferns that suggested both HASSRA and the beneficiary could be subject to enhanced scrutiny from HMRC, due to awards being made free of tax.  By keeping the awards to a token amount per member and advising members of potential tax liabilities, HASSRA limits liability to the Association and its members. 
 
Q.2. I’m unsure how to apply this policy to my region/I have a question this policy doesn’t appear to address.  Who should I contact? 

A.2. Questions about this policy should be directed to Harvey Clarke, the National Finance Manager for HASSRA.  He can be contacted by email at Harvey.Clarke@dwp.gov.uk 

Please click here for Reward & Recognition application form. 

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