Awards, Recognitions, and Employee Gift Policy

Date: September 2026

There are many occasions and circumstances where managers would like to recognize an employee or student employee. Monetary gifts of any kind may be taxable to the employee. Please note: The College does not provide tax indemnification or gross-up payments to its officers, key employees, and highest compensated employees (as defined by the IRS). “Tax indemnification” and “gross-up payments” refer to the College’s payment or reimbursement of an employee’s tax obligations. Exceptions to this policy must be approved by the Senior Vice President for Finance & Administration/Treasurer.

This policy will serve as a guideline to managers and supervisors regarding rewards or gifts of any value.

Years of Service Awards

Bowdoin College recognizes employees who reach milestone years of service through its Years of Service Recognition Program. Eligible employees are recognized during the calendar quarter following their service anniversary milestone.

Recognition is based on continuous regular employment. Breaks in service and time worked in a casual employment status do not count toward years of service for recognition purposes. Employees are recognized at the following service milestones: 5, 10, 15, 20, 25, and 30 or more years.

5 years: $50 gift card and a Polar Bear pin
10 years: $100 gift card and a Bowdoin Sun pin
15 years: $150 gift card
20 years: $250 gift card
25 years: $500 gift card
30, 35, 40, 45, 50 years: $100 gift card

You may select how you would like your gift card: Amazon, Bowdoin Bookstore, Hannaford or a donatation in your name to the Alumni Fund, Bowdoin Staff Assistance Fund, MaineShare/Maine Initiatives or the United Way.

Retirement Gifts

Employees who retire from Bowdoin College after completing at least 15 years of continuous service and who are age 40 or older at the time of retirement are eligible to receive a College retirement gift. The gift awarded is based on the employee's years of service. Employees who retire with fewer than 15 years of service are not eligible for a College retirement gift under this policy.

15 or more years: $200 gift card
20 or more years: $300 gift card
25 or more years: $700 gift card or a custom WA Mitchell Straight Leg or Rocking Chair

Any additional gifts, celebrations, or retirement receptions beyond those provided through this policy are voluntary and should be coordinated and funded by the retiree's department or colleagues.

Awards for work performance:

Annually at the discretion of the College, a small budgeted pool for gift cards may be set aside for each division, for the Senior Officer (at his or her discretion) to recognize and reward individual employees for exemplary work performance, taking on the role of another in the case of a position vacancy, special project requiring extraordinary effort, etc. These awards will be purchased and coordinated through the Vice President of Human Resources so the appropriate taxability and potential gross-ups can be applied (see Tax Treatment of Awards, Gifts, and Prizes).

While students play a significant role in many areas around campus, there is no pool or budget for recognition of students. Typically the Student Employment Office holds an annual recognition event for student employees with the opportunity for departments to recognize the contribution of their student workers.

Please refer to the Bowdoin Finance Policy regarding taxable awards, gifts, and prizes for additional information.