Intercollegiate Athletics

PROGRAM SUMMARY Intercollegiate Athletics Bravo Award Program

Purpose The Bravo Award Program is an after-the-fact Discretionary Award program designed to provide recognition and reward for substantial accomplishments achieved by employees that extend well beyond regular work responsibilities. All awards under this program are granted after-the-fact at the discretion of the University.

Definitions 1. Bravo Award Committee – 5 person committee comprised of 2 representatives from the O/T, A/P or M/P staff and 2 representatives from Clerical and Service staff and the ICA HR consultant (Jan). a. Appointed by a subcommittee of the senior staff as the committee, that has the authority to approve, deny or revise Bravo Award Nomination. a.i. For 2013-14, Committee: See Attachment 1 2. “Discretionary Award” – Under the Fair Labor Standards Act, for a payment to be considered Discretionary, both the decision to make the payment and the determination of the payment amount must be in the employer's sole discretion. In addition, the University retains discretion regarding the payment of the award until the end, or near the end, of the period that it covers. Discretionary awards are not anticipated or expected by an employee. 3. “Executive Officer” - A University officer reporting directly to the President, the Provost, the Executive Vice President Finance and Treasurer, Chancellors, Deans, Vice Provosts or a Vice President. 4. “Manager” – Position responsible for integrating pay practices, performance management and career development processes to maximize an eligible employee’s performance and growth. 5. “Nominator” - Managers, supervisors, peers, or other campus individuals may submit award nominations. a. The award amount will be determined by the Fiscal Committee. b. “Fiscal Committee” - comprised of the ICA HR Consultant, Sr. Assoc. AD-Business, and 2-3 senior staff members who rotate on and off annually b.i. For 2013-14, Committee: See Attachment 1 6. “Program Year” – the University’s fiscal year; FY 13-14 will be the initial Program Year. 7. “Unit” - An area reporting to the President, the Provost, the Executive Vice President and Treasurer, Chancellors, Deans, Vice Provosts, or a Vice President.

Eligible Criteria  Moving the University Forward: Accomplishments or contributions that transform or advance University objectives (i.e. initiatives that improve graduation rates, developing programs to measure student academic knowledge, enhancing the academic excellence of the University, improving student affordability, etc.);  Operational Excellence: Extraordinary effort during times of critical department need (e.g., contribution that clearly and significantly exceeds standard job requirements and impacts the accomplishment of important and critical business operational goals and deliverables);  Innovation/Creativity: Innovative work or suggestions, well beyond standard job requirements, that significantly improve operational efficiencies, introduce a new or modified business practice or improve work process, workflow or customer service;  Fiscal Stewardship: Significant cost saving or cost avoidance realized beyond normally expected or established standards.

Eligibility A staff member must:  Be in active employment status at the time the Bravo Award is paid;  Have completed at least one year of service;  Have a completed performance appraisal on file with a minimum rating of meets expectations;  Have no outstanding disciplinary actions.

The following classifications are not eligible to participate in the Bravo Award Program:  Director of Intercollegiate Athletics  Senior Staff  Head Coaches  Assistant Coaches  Student employees  Graduate staff  Temporary staff  Intern appointments  Employees who have a specific employment contract with the University that links additional compensation to their performance Program Funding The Bravo Award Program is supported by Unit/departmental operating funds. The maximum dollar amount that can be awarded over the Program Year is based upon the number of eligible employees1 in each of the categories defined below, times 10%, multiplied by the maximum award amount ($1,000). For purposes of this definition, the following three employee categories will be used: 1. Tenured /tenure-track faculty, clinical/professional faculty, research faculty and continuing lecturers; 2. Operations/Technical, Administrative/Professional staff and Management/Professional staff; 3. Clerical and Service staff.

Appendix A outlines staffing by category for purposes of determining the maximum budget for the 2013-2014 Program Year. The source of staffing data will be provided by Budget and Fiscal Planning as of July 1st 2013. Staffing data will be updated on an annual basis each July 1st for subsequent Program Years.

Award Amounts

1 Staffing data will be provided by Budget and Fiscal Planning as of July 1st 2013. Staffing calculated based upon the sum of the CUL’s of eligible employees divided by 100. Staffing data will be updated on an annual basis each July 1st for subsequent Program Years. The award amount can range from $100 to $1,000. A faculty/staff member may not be rewarded twice for the same achievement. Individual faculty and staff are limited to two (2) Bravo Awards per fiscal year. All award amounts should be in $25 increments.

Determining the Recommended Award Amount Bravo Awards are Discretionary cash awards that are intended to recognize and reward excellence in University service, significant achievements and contributions, and outstanding individual and team performance. The amount of the award is determined by the Nominator and/or Approving Official at his or her discretion, subject to Unit guidelines.

a. While implementing this guidance, Executive Officers retain the flexibility to allow for recognition in ways that are meaningful, fair, and clearly distinguish levels of performance. It’s important to ensure all nominations contain documentation supporting the recommended award amount and award decisions are consistent. b. While the nominating committee determines that an award should be granted, the Fiscal Committee will determine the award amount.

Award Scale Application Limited Broad Extended Impacts a specific work Impacts entire Intercollegiate Impacts entire ICA and external unit (i.e., Equipment Athletics Department customers (i.e., student- Room) athletes, donors, customers, others on campus, etc.) $100 - $299 $300 - $599 $600 - $1,000

Payment Awards will be processed with the regular payroll and are subject to applicable tax withholdings and W-2 reporting.

University’s Sole Discretion The Bravo Award Program is not an entitlement. Bravo Awards are made based on extraordinary performance and the availability of funds. The amount of any Bravo Award is determined at the sole discretion of the University. Such determinations will not be eligible for grievance under any of the University’s formal grievance processes for faculty or staff.

At Will Employment Nothing in the Bravo Program shall confer upon any employee any right to continued employment or service with Purdue University for any specific duration or otherwise restrict in any way the rights of Purdue or any employee to terminate an eligible employee's employment at any time, for any reason, with or without cause.

Procedures Step 1 Based upon Bravo Award Categories and a measurable outcome, the nominator decides that a contribution is worthy of an award. Step 2 The nominator prepares a Bravo Award nomination form including all required information, consistent with the process stipulated in the unit’s Program Summary. If the nominator is someone other than the nominee’s manager, the nominator forwards the nomination form to the nominee’s manager for review. The manager validates the information contained on the nomination form is accurate. The manager has the authority to deny, approve or revise the nomination. If the manager denies the nomination, the nomination form, with an explanation, should be forwarded to the ICA HR Consultant. Step 3 The manager electronically forwards all nomination forms to the ICA HR Consultant. The ICA HR Consultant will document receipt of the nomination Bravo Award Tracking Log. The ICA HR Consultant will verify eligibility and funding for each award nomination approved by a nominee’s manager. Step 4 The ICA HR Consultant will convene the ICA Bravo Award Committee to review all submitted nominations. The committee will forward all approved nominations to the Fiscal committee and document all nominations not approved with an explanation as to why. Step 5 The ICA HR Consultant will convene the Fiscal Committee to review the approved nominations and determine the appropriate amount to be awarded. Step 6 The ICA HR Consultant will complete the form and electronically forward valid nominations to the Sr. Assoc. AD – Business for final signature. The Sr. Assoc. AD – Business will return all nomination requests (both approved and denied) to the ICA HR Consultant. The ICA HR Consultant will document the final disposition for each nomination in the Bravo Award Tracking Log. Step 7 Upon unit and Sr. Assoc. AD – Business approval, the ICA HR Consultant will electronically forward approved nominations to [email protected]. Step 8 The Director of Intercollegiate Athletics (or their designee) will communicate to the recognized employee that he or she is the recipient of a Bravo Award. Step 9 The recognized employee will receive their Bravo Award in the regular payroll cycle following the Payroll Service Center’s processing of the payment.

Notes Any award under this program will not be used in calculating retirement or health benefits. The award is to be considered a one-time Discretionary cash award and is not to be added to the base pay of the individual, or, if applicable, be credited toward overtime compensation. All award earnings are considered taxable income in the year in which they are paid. Appropriate federal and state income taxes will be withheld at the rates in effect at the time of the payout. A faculty or staff member must be considered active on the date the award is paid to receive any award under this program. At any point in time, Purdue University reserves the right to unilaterally change, modify, and/or terminate any aspect of this program. Limitations In order to comply with federal cost principles in OMB Circular A-21, it is important that the cost to external sponsors remain unchanged as a result of any incentive pay or recognition plan. In general, federal funds do not allow extra compensation to be directly charged. Thus, it is unallowable to directly charge incentive or special recognition pay to a federal grant.

Payments under this program may not relate in any way to student enrollments or awarding financial aid. Section 487(a)(20) of the Higher Education Act (HEA) prohibits the University from providing any commission, bonus, or other incentive payment based directly or indirectly on success in securing enrollments or financial aid to any person or entities engaged in any student recruiting or admission activities or in making decisions regarding the award of student financial assistance. These rules prohibit the University from providing incentive compensation for two specific activities: 1. Recruiting or admissions activities related to success in securing student enrollments, and, 2. Making decisions regarding the awarding of Title IV HEA program funds in the awarding financial aid. These rules apply to all positions performing the restricted activities. Certain University departments will have a number of employees subject to this ban since these departments typically perform covered activities. However, these rules do not exclude employees in these departments from eligibility under the Bravo Program. The U.S. Department of Education has acknowledged qualitative factors may be considered in compensation actions applicable to covered employees so long as they are not related to an employee’s success in securing enrollments or awarding of financial aid.

Unit Approval Name: Job Title:

Signature: Date: HR/Compensation Name: Job Title:

Signature: Date: