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REQUIREMENTS AND POLICIES MANUAL

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Employee Morale Funds

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    Title:

    Employee Morale Funds

    Publication date:

    2/1/2022

    Effective date:

    2/1/2022

    BRIEF

    Policy Summary

    This policy describes the use of Lawrence Berkeley National Laboratory (Berkeley Lab) funds designated for division activities and employee activity clubs that promote employee morale and support recreational, cultural, educational, and social activities.

    Who Should Read This Policy

    This policy applies to Berkeley Lab management and staff who use employee morale funds.

    Contact Information

    EAA Administrator

    [email protected]

    Title:

    Employee Morale Funds

    Publication date:

    2/1/2022

    Effective date:

    2/1/2022

    POLICY

    A. Purpose

    This policy describes the use of Lawrence Berkeley National Laboratory (Berkeley Lab) funds designated for division activities and employee activity clubs that promote employee morale and support recreational, cultural, educational, and social activities.

    B. Persons Affected

    This policy applies to Berkeley Lab management and staff who use employee morale funds.

    C. Exceptions

    Requests that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at a minimum, the approval of the Chief Human Resources Officer.

    D. Policy Statement

    1. General. Under the terms set forth in U.S. Department of Energy (DOE) and University of California Contract No. DE-AC02-05CH11231 (Contract 31), Berkeley Lab may support certain programs designed to enhance morale. These programs may include athletic, cultural, and family activities.
    2. Types of Employee Morale Funds. Berkeley Lab manages two programs in this area:
      1. Division Morale Funds. Berkeley Lab may pay for or reimburse costs for meals or light refreshments associated with division-wide morale-building and appreciation activities that serve a Berkeley Lab business purpose. Examples of such occasions include annual division-wide staff picnics and holiday gatherings.
      2. Employee Activity Clubs
        1. Berkeley Lab may provide funds to form and support employee activity clubs for athletic, cultural, and recreational interest activities.
        2. All club activities must be conducted outside of normal working hours.
        3. Clubs may have conditional and limited access to the following Berkeley Lab resources for the purpose of announcing meetings and events of Employee Activities Association (EAA)-supported activities, and may not be used for other nonwork-related purposes. Violations of the above provisions may result in revocation of a club's supported status.
          • Meeting rooms
          • Internal mail system
          • E-mail system
          • Local phone system
          • Department copy machines
          • Berkeley Lab Events Calendar
          • Open bulletin boards
          • Official bulletin boards (when space is available)
    3. Employee Activities Association. The EAA, under the direction of the Human Resources Division, will authorize and manage the funding for employee morale activities. For more information on the EAA, see the EAA website.
    4. Use of Employee Morale Funds
      1. Authority. Spending of employee morale funds must comply with Appendix A of Contract 31 and EAA Spending Guidelines.
      2. Budget. Employee morale activity costs must be limited to the annual authorized budget established by the EAA. If annual costs exceed the authorized budget or the approved expenditure request, the overage must be reimbursed to Berkeley Lab using private funds. If annual activity costs are below the authorized budget, the remaining fiscal year funds will be returned to the institutional employee morale fund. Remaining funds may not be transferred to another project ID or used for future activities.
      3. Cost Allowability. Divisions/clubs will not be reimbursed for any unallowable items. Individuals who purchase unallowable items will be personally responsible for any costs incurred. If a division/club purchases unallowable or restricted items, it may affect the distribution of current and future funding allocations. See the Procurement & Property Department Web site and/or the Cost Allowability policy for specifics on unallowable and restricted items.
      4. Under no circumstances may employee morale funds be used for occasions such as employee retirements, birthdays, weddings, anniversaries, or other occasions of a personal nature.
      5. Although employee morale activity participants may include family members and guests, employee morale funding may be used only for current Berkeley Lab employees.

    E. Roles and Responsibilities


    Role

    Responsibility

    HR EAA Administrator

    • Administers the overall EAA program.
    • Approves all requests for expenditures of EAA funds and provides administrative guidance to groups requesting program support for requesting, distributing, and accounting of such funds.

    HR Resource Analyst

    • Approves allocation of funding.
    • Advises on cost allowability of requests.
    • Monitors budgets and spending against approved allocations.

    Division

    Ensures employee morale activities and spending are conducted according to Berkeley Lab policy and EAA Spending Guidelines.


    F. Definitions/Acronyms


    Term

    Definition

    EAA

    Employee Activities Association

    Restricted Item

    An item prohibited for purchase per contract with the DOE. These items require additional justification and are authorized only through the Procurement & Property Management Department.


    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    See the EAA website.

    I. Contact Information

    For more information, contact the EAA Administrator at [email protected]
    Feedback on HR policies is welcomed. Send comments to [email protected].

    J. Revision History

    Date

    Revision

    By Whom

    Revision Description

    Section(s) Affected

    Change Type

    1/2/2012

    0

    M. Bello

    Brief only

    All

    N/A

    9/4/2013

    1

    L. McDonald

    Capture spending, funding policy elements from EAA website

    All

    Minor

    2/1/2022

    2

    W. Crosson

    • Policy title change from "Employee Activities Association (EAA) Use of Funds" to "Employee Morale Funds"
    • Rewrite of policy text for clarity
    • Update Implementing Documents and Contact Information

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Employee Morale Funds

    Document number

    02.02.011.000

    Revision number

    2

    Publication date:

    2/1/2022

    Effective date:

    2/1/2022

    Next review date:

    2/1/2027

    Policy Area:

    Work Environment

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Finance/Events

    Functional Division


    Prior reference information (optional)

    Old RPM 5.04, EAA website

    Source Requirements Documents

    Contract 31, Attachment J.1, Appendix A, Advance Understandings on Human Resources, Section IX – Employee Programs, (e)(1)

    Implementing Documents

    See the EAA website.


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