Sample Peer-to-Peer Recognition Platform Guidelines

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Field	Value
Title	Peer-to-Peer Recognition Platform Guidelines
Document Type	Peer-to-Peer Recognition Platform Guidelines
Category	Perquisites & Programs
Company	<Company Name>
Version	v<Number>
Effective Date	<Date>
Last Reviewed	<Date>
Next Review Due	<Date> (or 12 months after Effective Date)
Program Owner	Total Rewards, <Company Name>
Program Sponsor	<Executive Sponsor Name and Title>
Primary Contact	<Slack/Teams Channel>
Vendor	<Vendor Name> (Peer-to-Peer Recognition Platform)
Approved By	<Approver 1 Title>; <Approver 2 Title>; <Approver 3 Title>

Purpose and Objectives

Establish standardized guidelines for the design, launch, and ongoing governance of <Company Name>’s peer-to-peer recognition platform operated by <Vendor Name>.
Reinforce <Company Name> values by enabling frequent, inclusive recognition of behaviors that drive business outcomes.
Provide clear rules on eligibility, award types, budgets, taxation, accounting, and compliance across <Country>/<Region> footprints.
Define roles and responsibilities for Total Rewards, HR, Finance, Payroll, Legal, IT, Communications, and People Managers.
Set measurable program goals and reporting cadence to ensure equity, adoption, and ROI.
Protect employee data and ensure security, privacy, and regulatory compliance.

Scope and Applicability

In Scope

All full-time and part-time employees of <Company Name> in <Country List> who are paid through <Company Name> payroll systems.
Peer-to-peer recognition activities conducted within <Vendor Name> platform, including non-monetary kudos, points-based awards, badges, and value-based nominations.
Redemption of points for rewards offered through <Vendor Name> catalog (e.g., e-gift cards, merchandise, experiences), subject to country availability and legal constraints.
Integrations to SSO, HRIS, Payroll, and BI reporting tools.
Program communications, training, and help resources for employees and managers.

Out of Scope

Manager-only spot bonuses, annual bonuses, equity awards, and service anniversary programs unless explicitly configured within this platform.
Recognition conducted entirely outside <Vendor Name> (e.g., ad hoc thank-you emails) that does not use platform budgets/points.
Contractors, agency workers, interns, and affiliates not paid by <Company Name> payroll unless explicitly included by exception.
Charitable matching gifts, tuition reimbursement, and other non-recognition perquisites (covered under separate policies).

Applicability

Policy applies as of <Date> for all in-scope countries, with phased rollout per <Rollout Plan Name>.
Local country supplements will apply where mandatory legal or tax rules differ from global standards.

Program Overview

Program Principles

Frequent and Specific: Recognize behaviors in real time with clear linkage to <Company Name> values and business outcomes.
Inclusive and Equitable: Ensure access and fairness across levels, functions, locations, and time zones.
Simple and Transparent: Clear rules, easy-to-use tools, and straightforward budgets and approvals.
Compliant and Secure: Respect tax, labor, privacy, and anti-corruption laws in each <Country>.
Data-Driven: Monitor participation, distribution equity, ROI, and impact on engagement.

Recognition Types

Level	Description	Typical Points or Value	Approvals
Everyday Thank-You	Non-monetary kudos with a public message tied to values	0 points	None
Micro-Award	Small, frequent recognition for specific contributions	<Points Range> points (approx. <Amount> in local currency)	None
Values Badge	Recognition mapped to <Company Name> values (e.g., Customer First, One Team)	0 or <Points Range> points	None
Peer Nomination	Monthly or quarterly nomination for team impact or cross-functional collaboration	<Points Range> points or <Amount>	Manager or Committee
Stretch Impact	Significant, measurable outcomes (e.g., cost savings, revenue enablement)	<Points Range> points or <Amount>	Manager and Budget Owner

Point valuations are anchored to local currency using an exchange rate table maintained by Total Rewards. Example: 1 point ≈ <Amount> in <Currency> with quarterly review.

Alignment to Values

All recognition messages should reference at least one <Company Name> value tag.
Program analytics will track recognition by value tag to identify strengths and gaps.

Eligibility Rules

Eligible employees: all active employees in <Country List> with a valid HRIS record and <Company Name> email.
Ineligible employees without exception: interns, temporary agency workers, and contractors paid by third parties.
New hires receive access on Day <Number> after start date, aligned to HRIS provisioning cycle.
Employees on leave can receive recognition; redemption may be deferred until return, subject to <Country> rules.
Terminated employees lose access on termination date; unredeemed points are handled per the Expiration and Forfeiture policy.

Platform and Technology

Vendor and Integrations

Platform Provider: <Vendor Name>.
SSO: Integrated with <SSO Provider> using SAML/OIDC.
HRIS: Daily demographic feed from <HRIS Name> with attributes: Employee ID, Name, Manager, Department, Location, Country, Worker Type, Cost Center.
Payroll: Monthly taxable benefit file by country to <Payroll System Name> per Taxation section.
BI/Analytics: Weekly export to <BI Tool Name> for dashboards.

Data Privacy and Security

Data categories processed: identification, work contact, org attributes, recognition messages, points balances, redemption history.
Data retention: <Number> years from last activity, or per <Country> legal requirements.
Privacy consents: captured within platform for <Country> where required.
Vendor certifications: <Vendor Name> maintains <Certification Names>.
Incident response: report suspected incidents to <Security Alias> within <Number> hours.

Budgets, Funding, and Spend Controls

Funding Sources

Annual corporate funding pool of <Amount> or <Percentage> of eligible payroll, allocated by headcount and business priorities.
Departmental allocations based on average FTE and historical utilization with a buffer of <Percentage> for peak periods.

Individual Sender Budgets

Each eligible employee receives a monthly sending budget of <Points Amount> points.
Unused monthly budgets do not roll over unless explicitly enabled by Total Rewards.

Manager Discretionary Budgets

People managers receive an additional monthly budget equal to <Percentage> of team average sending budgets for high-impact awards.
Manager pool usage should not exceed <Percentage> of allocation in any quarter without Total Rewards approval.

Thresholds and Approvals

Awards above <Points Threshold> points require manager approval.
Awards above <Higher Threshold> points require manager and Finance approval.
Peer nominations selected for awards are approved by the Recognition Committee.

Currency and Exchange Rates

Points-to-currency exchange rates are reviewed quarterly; adjustments take effect on <Date> with 14-day notice.

Spend Guardrails

No self-awards or reciprocal award chains (A to B, B to A) totaling more than <Points Amount> points in a 30-day period.
System warns if sender exceeds <Percentage> of budget before month end.

Awards, Redemption, and Expiration

Award Issuance Rules

Awards must include a specific message referencing behavior, impact, and value tag.
Bulk awards are limited to non-monetary kudos unless approved for program campaigns (e.g., Safety Week).
Duplicate awards for the same achievement should be avoided unless incremental impact is demonstrated.

Redemption Catalog

Catalog options: e-gift cards, merchandise, experiences, charity donations, and company-branded items.
Availability varies by <Country> based on legal, tax, and vendor restrictions.
Employees are responsible for ensuring items can be received at their location.

Expiration and Forfeiture

Points expire <Number> months from award date unless prohibited by <Country> law.
Unredeemed points for terminated employees are forfeited as of termination date unless local law requires payout.
Forfeited value returns to the central program pool.

Taxation and Payroll Treatment

Recognitions may be taxable benefits. Tax treatment varies by <Country> and award type.
Where applicable, <Company Name> may gross-up taxes at <Percentage> for awards up to <Amount> per employee per calendar year; amounts above this threshold are post-tax.
Payroll files include Employee ID, taxable value, tax code, and country each pay period or monthly.
If redemption is for charitable donations, confirm local tax treatment before processing.
Disclaimer: Tax rules change; consult <Tax Advisor Name> for each <Country> before launch.

Governance and Roles

Governance Structure

Program Sponsor: <Executive Sponsor Title> accountable for overall outcomes.
Program Owner: Total Rewards leads design, policy, and vendor management.
Recognition Committee: Cross-functional group reviewing nominations and exceptions monthly.
Country Leads: Validate local compliance and translations.

Roles and Responsibilities

Total Rewards
- Owns policy, budgets, and point valuation.
- Sets KPIs, publishes dashboards, and leads quarterly business reviews.
- Oversees vendor contract, SLAs, and roadmap.
HR Business Partners
- Advise leaders on adoption and equitable usage.
- Address team-level issues and coach managers on recognition quality.
People Managers
- Model recognition behaviors, approve higher-value awards, and ensure fairness.
- Monitor team spend and cadence.
Finance
- Controls funding, accruals, and GL mapping; reviews spend vs. budget monthly.
Payroll
- Processes taxable benefits files and gross-ups per country rules.
Legal and Compliance
- Reviews policy for code of conduct, anti-bribery, labor, and privacy compliance.
IT and Security
- Supports SSO, data feeds, incident response, and access controls.
Internal Communications
- Develops communication and campaign plans; ensures brand alignment.
Vendor (<Vendor Name>)
- Provides platform services, catalogs, analytics, and support per SLA.

Recognition Policy and Rules of Use

Appropriate Use

Recognize specific, observable behaviors and impact tied to values.
Use inclusive language; celebrate collaborative outcomes.
Share publicly within the platform unless recognition involves confidential details.

Prohibited Use

Self-awards, or quid pro quo award exchanges.
Awards that create the appearance of favoritism, conflicts of interest, or violate anti-corruption policies.
Messages containing confidential information, harassment, discriminatory language, or offensive content.
Awards to external parties or government officials.

Frequency and Caps

Encourage at least <Number> recognitions per month per employee.
Cap micro-awards at <Number> per sender per month to promote thoughtful use.
No single recipient should receive more than <Points Amount> points per month without manager approval.

Conflicts and Exceptions

Exceptions require written approval from Total Rewards and Legal for audit trail.
Employees must disclose potential conflicts of interest in nomination-based awards.

Approvals and Workflow

Default Workflow

Non-monetary kudos and micro-awards route instantly with no approval.
Awards at or above <Points Threshold> route to the recipient’s manager for approval.
Awards at or above <Higher Threshold> route to manager and Finance.

Peer Nominations

Nominator completes nomination form with value tags and impact summary.
Committee reviews nominations against criteria and budget.
Committee selects winners and assigns award value.
Communications announces winners and publishes highlights.

Appeals and Corrections

Employees may request correction within <Number> days for misdirected awards or message edits.
Total Rewards can reverse awards when policy violations occur.

Reporting, Metrics, and KPIs

Core KPIs

Participation rate: percentage of employees who sent or received at least one recognition in the past 30 days, target ≥ <Percentage>.
Frequency: average recognitions per employee per month, target ≥ <Number>.
Equity index: Gini coefficient or top/bottom quartile ratio of award distribution by department and demographic attributes; monitor for bias.
Budget utilization: spend vs. allocation per month and quarter, target <Percentage> to <Percentage> range.
Value alignment: percentage of recognitions tagged to each value; track balance across values.
Time-to-approve for threshold awards: median hours, target ≤ <Number>.
eNPS or engagement uplift: correlation between recognition participation and engagement scores.

Reporting Cadence

Weekly dashboards to leaders and HRBPs.
Monthly financial and tax reports to Finance and Payroll.
Quarterly business review led by Total Rewards with Sponsor and country leads.

Accounting and Financial Controls

Accruals and Breakage

Accrue at award issuance using cost equal to points value times exchange rate.
Apply breakage assumption of <Percentage> to unredeemed points based on historical experience; review quarterly.
Recognize revenue impact for customer-facing teams only if compliant with accounting standards and approved by Finance.

GL Mapping and Currency

Map expenses to cost center of recipient’s department unless local rules require sender’s department.
Currency conversions use <FX Source> month-end rates.
Reconcile platform spend to GL monthly; investigate variances ≥ <Amount>.

Audit and Controls

Maintain approval logs, exception records, and data exports for <Number> years.
Segregation of duties: budget administration separate from Finance approval.
Quarterly internal audit sampling of awards ≥ <Points Threshold>.

Implementation Guidelines

Phased Rollout Plan

Mobilize project team (TR, HRIS, IT, Payroll, Finance, Legal, Comms) and confirm charter.
Configure platform (values, badges, budgets, workflows, catalogs) in sandbox.
Build integrations (SSO, HRIS, payroll, BI) and complete data mapping.
Conduct privacy and security reviews; execute DPA with <Vendor Name>.
Pilot in <Country/Business Unit> for <Number> weeks; collect feedback and refine.
Prepare change management materials and manager toolkits.
Launch globally in waves by <Region>; host live demos and office hours.
Transition to steady-state support and QBR cadence.

Change Management

Executive kickoff communication from <Executive Sponsor Name>.
Manager cascade briefing with talking points and FAQs.
Champions network in each country to drive adoption.
Recognition campaigns tied to key events (e.g., Customer Week, Innovation Month).

Training and Enablement

10-minute in-platform tutorial and job aids.
Manager guidance on writing high-quality recognition.
Payroll and Finance SOPs for monthly processing.
Accessibility best practices for inclusive messaging.

UAT and Go-Live Checklist

Validate SSO and first-time login.
Verify HRIS nightly feed updates org changes accurately.
Test approval workflows at thresholds and edge cases.
Confirm catalog availability and pricing by country.
Rehearse payroll taxable benefits file end-to-end.
Validate reporting exports and dashboards.
Finalize runbooks, escalation paths, and vendor support contacts.

Risk Management and Issue Escalation

Key Risks and Mitigations

Misuse or gaming: automated detection of reciprocal loops and outlier spend; manager alerts.
Privacy breaches: least-privilege access, message visibility settings, and incident response SLAs.
Budget overspend: guardrails, approvals, and monthly reconciliations.
Low adoption: champions program, nudges, and leadership modeling.
Regulatory variance: country supplements and local legal reviews.

Escalation Path

Report issues via <Support Portal Link> or <Support Email>.
TR triages within <Number> business hours and engages Vendor.
Legal/Security engaged for policy or data incidents.
Root cause and corrective action documented within <Number> days.

Accessibility, Inclusion, and Fairness

Platform must support <Number>+ languages and right-to-left scripts where applicable.
Screen reader compatibility and color-contrast standards enforced.
Encourage equitable recognition across remote, hybrid, and on-site teams.
Quarterly fairness review of recognition distribution by department, location, and level; address disparities with targeted actions.

Legal and Compliance Considerations

Anti-bribery and anti-corruption policies apply; no awards to public officials.
Labor law constraints on incentives by <Country> must be observed; consult Legal for works council engagement in <Country>.
Code of Conduct governs platform behavior; violations may lead to disciplinary action.
Data privacy compliance under <Regulation Names> with appropriate notices and consents.

Review and Approval Process

Document Governance

This document is owned by Total Rewards and reviewed at least annually or upon material changes.
Proposed edits are submitted via <Policy Repository Link> with redlines and rationale.

Approval Workflow

Total Rewards drafts and circulates updates.
Legal and Compliance review for policy and privacy impacts.
Finance reviews for budget, accounting, and tax impacts.
HR Leadership and Program Sponsor approve final changes.

Effective Date and Notice

Updates take effect on <Date> with at least <Number> days’ employee notice unless urgent for compliance.

Glossary: Terms and Definitions

Award: Points or value granted to a recipient in recognition of a specific behavior or outcome.
Breakage: Portion of awarded points expected to expire unused.
Budget Pool: Allocated funds or points a sender or manager can use to issue awards.
Gross-Up: Employer payment to cover employee taxes due on a taxable benefit.
HRIS: Human Resources Information System of record (e.g., <HRIS Name>).
Non-Monetary Kudos: Public recognition without points or monetary value.
Points-to-Currency Rate: Conversion used to value points for accounting and tax.
Recognition Committee: Cross-functional group that reviews nominations and exceptions.
Redemption: Exchange of points for items in the reward catalog.
SLA: Service Level Agreement with <Vendor Name>.
Taxable Benefit: Benefit subject to employee tax withholding and reporting under local law.
Values Badge: Recognition tag aligned to <Company Name> values.

Communication to Employees and Managers

Welcome to <Company Name>’s new peer-to-peer recognition platform, powered by <Vendor Name>. This program is here to make it easy for you to celebrate great work in the moment, shine a light on our values, and help all of us feel connected to the impact we make every day.

What you can expect When you log in with your regular <Company Name> credentials, you will see a simple home page where you can recognize a colleague in seconds. Choose a values badge, write a brief note describing what they did and why it mattered, and, when appropriate, include a small points award to say thanks. You will have a monthly budget of <Points Amount> points to send, and you can always give non-monetary kudos without using points. Most recognitions appear on the public feed so teammates can celebrate together, but you can choose a private message when needed.

What kinds of recognition are available Everyday kudos are a great way to recognize quick help, creative ideas, or acts of teamwork. Micro-awards let you add a little extra for special contributions. From time to time, you can nominate a teammate for a bigger award tied to a major project or a stretch result. The program is designed to be frequent, fair, and specific. The best recognition explains the behavior you saw, the impact it had, and the value it reflects.

Who is eligible All active employees in <Country List> are eligible to send and receive recognition. New hires will be added automatically within their first week. If a teammate is on leave, you can still recognize them; they will see it when they return. Contractors and interns are currently not included.

How points and rewards work Points you receive appear in your profile right away. You can redeem points in the catalog for e-gift cards, merchandise, experiences, and more. Options vary by country. Points expire after <Number> months, so please keep an eye on your balance and treat yourself when you are ready. If you leave <Company Name>, unredeemed points will be forfeited unless local laws require otherwise.

A quick note on taxes In some countries, rewards may be treated as a taxable benefit. Where required, <Company Name> will report the value to payroll and may cover taxes up to a certain amount each year. The platform will guide you, and you can find country-specific details in the FAQ. If you have questions, reach out to <Payroll Contact>.

Tips for great recognition

Be timely: recognize as close to the moment as possible.
Be specific: describe the action and its impact.
Connect to values: tag at least one <Company Name> value.
Be inclusive: spread recognition across the teammates who contributed.
Be thoughtful with points: small amounts, used often and fairly, make a big difference.

Manager guidance As a manager, your voice sets the tone. Model frequent, specific recognition, and encourage your team to recognize each other. Use your additional budget to highlight moments of extraordinary impact. Approve higher-value awards promptly so momentum is never lost. In your team meetings, take a minute to acknowledge recent recognitions and the values they represent. If you notice that recognition is not evenly distributed, coach your team on inclusive practices and look for opportunities to celebrate a wider range of contributions.

Community standards Please keep messages respectful and free of confidential information. Do not use recognition in ways that could be seen as favoritism or “trading” awards. The platform helps us celebrate one another, and we all share responsibility for a positive, equitable experience.

Getting started

Log in at <Platform URL> with SSO.
Complete the quick tutorial and set your notification preferences.
Send your first recognition using a values badge.
Explore the catalog and set a points goal for your next redemption.
Join a live demo or office hours listed on <Intranet Link> if you want a tour.

Need help If you have questions, visit the FAQ page on <Intranet Link>, contact <Program Email>, or post in <Slack/Teams Channel>. For technical issues, use the Help link in the platform to connect with <Vendor Name> support.

Thank you for helping us build a culture where appreciation is part of how we work. Your words matter, and your recognition helps everyone see how their efforts move <Company Name> forward.

Document Information:

Document Type: Peer-to-Peer Recognition Platform Guidelines
Category: Perquisites & Programs
Generated: August 28, 2025
Status: Sample Template
Next Review: <Insert Review Date>

Usage Instructions:

Replace all text in angle brackets < > with your company-specific information
Review all sections for applicability to your organization
Customize content to reflect your company's policies and local regulations
Have legal and HR leadership review before implementation
Update document header with your company's version control information
At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.