Retirement Employee Recognition Checklist

Upon receiving notification of an employee retiring, use this checklist.

Name of Retiree:	Date of Retirement:

Reimbursement per ceremony for expense (food, beverages, tableware) shall not exceed $5.00 per person attending the ceremony. Costs exceeding the $5.00 per person will be the personal responsibility of the Division Head or District Engineer.

Does the retiree want a dinner/luncheon? Yes No

Send Employee Recognition meal request through OnBase – NDOT HR Employee Recognition Form [retiree and one guest meal (limited to $30 per meal.)]

Does the retiree want a cake and coffee reception? Yes No

Send Employee Recognition food request through OnBase – NDOT HR Employee Recognition Form for the cake and coffee. Make arrangements for the food to be paid for at time of purchase, to be reimbursed later.

Things to do:

Arrange for room setup. Reserve Room Location:
Admiralship — contact the Director’s Office at (402) 479-4615.
Arrange for photographs.
Route retirement card and collect for gift contributions.
NDOT store retirement coupon if employee has 5 or more years of NDOT Service (automatically ordered by Human Resources upon receipt of notice).
Send email notice for retirement reception.
Have sign-in sheets available at the reception.

After Reception has been held:

Complete NDOT Form 689 for reimbursement of expenses. Submit in OnBase through the payment system. Tableware/Food/Retirement Lunch: Account 4247, AFE V700
Update Employee Recognition in OnBase with number of attendees, cost, and spreadsheet. Send update.
Attach sign-in sheets to NDOT Form 689.
Attach receipts to NDOT Form 689.

NDOT Form 304, May 2023