Retirement Recognition SOP

A. Retirement Recognition Form Received

1. Go to the Retirements folder within the current fiscal year folder in the Awards & Recognition
folder on the T drive
2. Create a new folder for the retiring employee, use the employee’s last name, first initial and
retirement date to name the file (Doe, J - Retire. 171231)
3. Save the received Retirement Recognition Form in the employee’s newly created folder
4. Rename the Retirement Recognition Form using the employee’s last name, first initial, retirement
date, underscore and Retire Recog Form (Doe, J - Retire. 171231_Retire Recog Form)
5. Save the received Retirement Letter template in the employee’s newly created folder
6. Rename the Retirement Letter template using the employee’s last name, first initial, retirement
date, underscore and CO Retire Ltr Draft (Doe, J - Retire. 171231_CO Retire Ltr Draft)
7. Open the employee’s Retirement Recognition Form
8. Log into TWMS
9. Enter the employees name in the search boxes and click on the Search button
10. Click on the employee’s blue underlined name
11. Open the “Retirement Recognition Tracker” located in the Retirements folder within the current
fiscal year folder in the Awards & Recognition folder on the T drive
12. Add the employee’s information to the “Retirement Recognition Tracker” using the employee’s
Retirement Recognition Form and TWMS
13. Verify the years that the employee has served in the federal government
14. Verify if there was any military time included in the years of service
15. Determine whether if they are NWCF or GF, you will need this information when you order their
retirement plaque. If you were given a short notice, about three weeks or less before the
employee retires to process a retirement recognition package, start on step D.
16. Log out of TWMS, close the Retirement Recognition Tracker and the Retirement Recognition
Form
17. Click on your desktop shortcut for the NAVFAC NW Admin Database (also called the
NAVFAC_NW_Admin_FE_v1.2) to open it. Contact Command Services for access and setup.
18. Click Tracker (it will take some time for the database to open)
19. Fill in the applicable sections of form then click the save changes button (it will take some time
for the database to save)
o Originator: Your last, first name o Forward To: Command Services
(Hamm, TaMetria) o Purpose: Signature
o Doc Type: o Subject: Retirement Recognition
Certificates/Correspondence Certificate IRT Doe, J
o Status: OPEN o SSIC: 12451
o Forward Date: DAY-MONTH-YEAR
20. Find the row with your document subject then write down the tracking number
21. Double click on the row with your document subject, click Serialize then click Yes
22. Select CO’s Secretary in the ByDir dropdown then click Save (it will take some time for the
database to save)
23. Find the row with your document subject, write down the serial number and exit the database
B. Review/edit Retirement Letter Draft
1. Open the employee’s “Retirement Letter Draft”. Proof/edit the letter and add the serial number
retrieved from the Admin Database. Ensure the font is Courier New and 11 pitch size.

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 2. Save the edited retirement letter draft and save a copy to the Awards folder in the fiscal year
NAVFACNW Correspondence folder located on the T drive (T:\XTEAM\CAS
Team\Correspondence\2019\NAVFACNW Correspondence\Awards)
3. Print and close retirement letter draft
C. Print Retirement Certificate
1. Open the “Retirement Certificate Template” located in the Sample Certificates and Templates
folder within the Awards & Recognition folder on the T drive
2. Input the employee’s retirement information (i.e. Name [from the Retirement Recognition Form],
years of service [spelt out], full date of retirement [December 31, 2017] and CO’s information)
3. Delete the picture background (we use as a template) and print on normal paper first. Place the
printed plain version on top of the blank retirement certificate and bring it up to the light to make
sure that everything is placed where it should be. If it looks good you could go on and proceed
with printing it on the blank retirement certificate.
o Send certificate to the printer:
1) Click File
2) Click Print
3) Ensure the printer BANG-BL1101-FL2-RM210-KM364ePCL (located in front of the
HRO Front Desk) is selected, if not use the printer dropdown to change it
4) Click Printer Properties
5) The Printer Properties window will open on the My Tab screen
6) Change the Print Type dropdown to 1-Sided
7) Change the Output Method dropdown to Secure Print
8) Click User Settings
9) Type “cert” in the Secure Print ID box and leave the password box blank then click OK
10) Click on the Basic tab
11) Change the Paper Tray dropdown to Bypass Tray
12) Click on Paper Setting for Each Tray
13) Change the Paper Type dropdown to Thick 1 then click OK
14) Click OK
15) Hit Print
o Retrieve certificate from the printer:
1) Press Menu
2) Click Secure Print
3) Type “cert” in the Document ID box then click OK
4) Select the certificate the click Other
5) Click Enter Password then click OK
6) Place the certificate face down in the bypass tray with the header facing the wall
7) Click Print
8) Press Start
4. Close but DO NOT save the “Retirement Certificate Template”
5. Open the “Retirement Certificate Route Slip” located in the Retirement folder within the Awards
& Recognition folder on the T drive (T:\LER Team\Awards & Recognition\Retirement)
6. Fill in the route slip with the applicable information
o The first line of sections 9 & 10 should have the CO (for signature), XO (for Chop/Review),
CO’s Secretary (for Action), Command Services (for Chop/Review) and yourself (as
originator)
7. Print and close the “Retirement Certificate Route Slip” (it’s ok to save it)
8. Staple the top of printed retirement certificate route slip to the outside of a yellow two pocket
folder
9. Place the printed the retirement letter draft in the left pocket and the retirement certificate in the
right pocket

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 10. On the retirement certificate route slip initial and date on the line corresponding to your name
then take the folder to Command Services
11. Scan the signed retirement letter and certificate when received
12. Save the scanned file in the employee’s retirement folder on the T drive
13. Rename the scanned file using the employee’s last name, first initial, retirement date, underscore
and Retire Recogn Pkg (Doe, J - Retire. 171231_ Retire Recogn Pkg)
14. Place the signed originals in the blue DoN presentation folders
D. Order the Retirement Plaque
1. Fill out a blank “Purchase Request Form” located in the Blank Purchase Request Forms folder in
the Sample Certificates and Templates folder within the Awards & Recognition folder on the T
drive
o EDIT: Find FY2019 Purchase Requests for both GF and NWCF in the following folder:
1) T:\ORG\Business Department\Human Resources\LER Team\Awards &
Recognition\FY2019\Retirements
2. Complete boxes 2 - 7e, 13a, 14b - c, 15c-d (7d is always “23.50”. 14b is always “WTTM13” for
NWCF employees. 14c remains the same [8940000T2018] throughout the fiscal year; FM will
inform you when it changes.)
3. Using the template below, email the completed purchase request form for BD sign. The best way
to get his signature is to fill the form out, print and personally give it to the BD’s secretary. BD’s
secretary will bring the signed form to you, when you receive it scan it.
To: HRD (jennifer.herbig@navy.mil)
Subject: ACTION:>>>Retirement Purchase Request Form

Good morning/afternoon,

Please sign the attached retirement plaque purchase request form. Once signed I will send
them to FM for processing. Thank you.

4. Send the signed purchase request form to FM for processing, using the template below. The email
address will depend on the employee if is under GF (NAVFAC_NW_GF@navy.mil) or NWCF
(NAVFAC_NW-NWCF@navy.mil).
Subject: Retirement Plaque Purchase Request Form

Good morning/afternoon,

Please process the attached retirement plaque purchase request form. Thank you.

5. Once you receive the purchase request form back from FM, use the template below to forward it
to the Administrative Officer (Clemmie Williams) for purchase card holder assignment.
To: Administrative Officer (clemmie.williams@navy.mil)
Subject: FW: Retirement Plaque Purchase Request Form

Good morning/afternoon,

Please assign a purchase card holder so that I can place this order. Thank you.

6. Once the Administrative Officer assigns a purchase card holder send an email to Evergreen
Trophies using the template below
If there is a need for the plaques to be rushed for whatever reason, just ask when is the
soonest they could get the plaques completed. Sometimes we receive retirement recognition

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 requests a couple of weeks before the employee will be retiring. If that is the case, I would
try to get the plaques ordered first before continuing on with the certificate printing.*

To: joe@evergreentrophies.com
CC: Administrative Officer (clemmie.williams@navy.mil); purchase card holder
Subject: NAVFAC NW Retirement Plaque Order

Good morning/afternoon,

I would like to order SOLID BLACK 7 x 9 plaques with ALUMINUM engraved plates for
the NAVFAC NW employee(s) listed below. Please place the order on two separate receipts
as indicated below.

**1st receipt**
John Doe
30 Years
December 2017

**2nd receipt **
John Doe
30 Years
December 2017

Please send me an email or give me a call when this order is complete.

Feel free to contact me with any questions, comments or concerns you have. Thank you.

*Insert Email Signature*

NOTE: (The purpose of two separate receipts is to differentiate between the GF and NWCF
employee plaques as they get charged separately from each other)

7. Evergreen Trophies will send an email when the plaque(s) is ready for pick up, forward the email
to the assigned purchase card holder using the template below
To: purchase card holder
CC: Administrative Officer (clemmie.williams@navy.mil)
Subject: FW: ACTION:>>>WebSite Order

Good morning/afternoon,

The plaque for John Doe is ready for pick up. Please call and pay. Thank you.

E. Pick up the plaque from Evergreen Trophies (Hours: M-F 1000-1700)

1. Contact Information & Address:
(360) 373-6689
Evergreen Trophies
545 4th Street
Bremerton, WA 98337
(Parallel Parking is Required)

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2. Inform the supervisor of the complete retirement recognition package using the template below
To: Supervisor
Subject: Retirement Package Ready for Pickup IRT Doe, J

Good morning/afternoon,

The retirement letter, certificate and plaque for John Doe are ready for pickup in the HRO
Front Office. Please let me know if anything else is needed.