Incentive Awards

Contents

1900 POLICY

1900.1 It is the policy of the District of Columbia government that both employees and citizens be recognized and encouraged by incentive awards.

1900.2 An incentive award or a combination of types of incentive awards may be given to an employee for a suggestion, an invention, a superior accomplishment, length of service, or other meritorious effort that contributes to the efficiency or economy or otherwise improves the operations of the District government.

1900.3 Honorary awards may be given to District employees and citizens who make significant contributions to the public good, or who submit ideas or inventions that materially benefit the District of Columbia.

1901 APPLICABILITY

1901.1 This chapter applies to full-time and part-time employees of the District government, except the following, and to citizens of the District of Columbia (with respect to honorary awards):

(a) The Mayor and members of the Council of the District of Columbia.

(b) Members of boards and commissions as specified in D.C. Official Code §§ 1-602.2(2) and (3).

(c) Chief judges, associate judges, and non-judicial personnel of the Superior Court of the District of Columbia and the District of Columbia Court of Appeals.

(d) Educational employees of the District of Columbia Board of Education and the Board of Trustees or of the University of the District of Columbia.

1901.2 Uniformed police officers and firefighters are eligible for incentive awards authorized by this chapter, in addition to any other separate agency regulations authorizing special awards for such employees.

1901.3 Except as specified in § 1906.10(a), a covered employee shall be employed by the District government for a continuous six-month (6-month) period prior to being nominated for an incentive award pursuant to this chapter.

1901.4 Executive Service employees are covered under the provisions for performance incentives in Chapter 10 of these regulations and, for that reason, are not eligible to receive monetary awards pursuant to § 1906 of this chapter.

1901.5 Excepted Service employees appointed under D.C. Official Code § 1-609.03(a) are covered under the provisions for performance incentives in Chapter 9 of these regulations and, for that reason, are not eligible to receive monetary awards pursuant to § 1906 of this chapter.

1902 CLASSES OF INCENTIVE AWARDS

1902.1 A personnel authority may make any of the following types of incentive awards:

(a) Tangible item awards;

(b) Time off awards;

(c) The following types of monetary awards:

(1) Suggestion or invention awards;

(2) Special act or service awards;

(3) Sustained superior performance awards;

(4) Quality Step Increases;

(5) Safe driving awards;

(d) Honorary awards; and

(e) Group Awards.

1903 GENERAL CONDITIONS

1903.1 Only one monetary award may be granted to an employee for a single contribution, including performance contributions, and such an award may be granted in combination with a tangible item award, a time off award, an honorary award, or any combination thereof. However, the total monetary value of incentive awards given to an employee for any single contribution in a fifty-two week (52-week) period, including a performance contribution, may not exceed five thousand dollars ($5,000) or ten percent (10%) of an employee’s scheduled rate of basic pay, whichever is greater.

1903.2 The disbursal of funds following approval of a tangible item or a monetary award shall be subject to the availability of funds. Agency heads shall be responsible for allocating adequate funds to support incentive awards.

1903.3 The signature of the agency Chief Financial Officer on a monetary award recommendation shall certify that funds are available in the fiscal year for which the monetary award is recommended. In the event that a new fiscal year begins before the monetary award is paid, the agency shall resubmit the recommendation, including recertification by the agency Chief Financial Officer that funds are available for the new fiscal year.

1903.4 Failure to receive an incentive award or a specific amount for a monetary award may not be grieved or appealed.

1903.5 An approving authority may reduce the amount or deny a recommended monetary award.

1903.6 Acceptance of a monetary award constitutes an agreement that the use by the District government of an idea, method, or device for which the award is made does not form the basis of a further claim of any nature against the District government by the employee, his or her heirs, or assigns.

1903.7 Monetary awards are in addition to the regular pay of the recipient, and are subject to the withholding of income taxes. The taxes must be deducted from the award, and the amount of the award may not be adjusted upward to cover taxes.

1903.8 Annual employee performance ratings are subject to the provisions of Chapter 14 of the regulations, and are not incentive awards under this chapter, even though performance may be the basis for an incentive award.

1904 TANGIBLE ITEM AWARDS

1904.1 A Tangible Item Award is an object such as a pin, plaque, or mug; a gift certificate worth monetary value; or a ticket to an activity or event worth monetary value given to an employee to recognize a contribution to the District government on his or her part.

1904.2 A personnel authority may award the employee a tangible item or items with a total monetary value of no more than fifty dollars ($50) as provided in this section.

1904.3 A personnel authority may delegate its authority under this section. For agencies under the personnel authority of the Mayor, this authority is delegated to agency heads, who may re-delegate the authority to agency managers or supervisors.

1904.4 Only one (1) tangible item award may be made for any one (1) contribution on the part of an employee. An employee shall not receive more than one (1) tangible item award in a six-month (6-month) period.

1904.5 Subject to § 1903.1, a tangible item award may be made in addition to or in lieu of any other type of incentive award authorized by this chapter, including honorary awards established under the authority of § 1908.

1905 TIME OFF AWARDS

1905.1 A personnel authority may authorize time off without loss of pay or charge to leave as an incentive award pursuant to the provisions of this section to recognize employee contributions that do not meet the threshold criteria for monetary awards.

1905.2 In order to be eligible to receive a time off award, an employee must make a noteworthy contribution to the success of the District government, or show continuous strengths in an area of work. This may include timely completion of a project, demonstration of creativity or efficiency in work, demonstration of a quality of work that is above and beyond what is expected, or a substantial improvement in work performance.

1905.3 A personnel authority may delegate its authority under this section. For agencies under the personnel authority of the Mayor, this authority is delegated to managers and supervisors who have been delegated the authority to approve the leave of an employee pursuant to Chapter 12 of these regulations.

1905.4 Only one (1) time off award, not exceeding a total of twenty-four (24) hours of time off, may be made for any one (1) contribution on the part of an employee. The number of hours granted to an employee as a time off award shall not be based on the employee’s rate of pay, but shall be based on the value of the employee’s contribution to the agency.

1905.5 An employee shall not receive more than one (1) time off award in a six-month (6-month) period.

1905.6 An employee shall meet job performance expectations and have a satisfactory level of attendance in the twelve (12) months prior to being recommended for a time off award.

1905.7 Subject to § 1903.1, a time off award may be made in addition to or in lieu of any other type of incentive award authorized by this chapter, including monetary awards established under the authority of § 1906 and honorary awards established under the authority of § 1908.

1905.8 A time off award shall not be converted to a monetary award. For the purpose of determining the total monetary value of earned awards in accordance with § 1903.1(a), time off awards shall be calculated at the employee’s hourly rate of basic pay.

1906 MONETARY AWARDS

1906.1 Monetary awards are cash awards as described in this section to recognize and reward high performance by District government employees.

1906.2 The types of monetary awards authorized by §§ 1902.1(c) and 1902.1(e) may be awarded to employees as provided in this section.

1906.3

(a) Except as provided in § 1906.10(e), monetary awards shall be available only for overall performance that exceeds expectations, as evidenced by a current annual performance evaluation.

(b) The threshold criteria for a monetary award shall include an approved performance evaluation rating of “Outstanding” or “Excellent” for an employee covered by the Performance Evaluation System in effect on December 31, 1979, and “Significantly Exceeds Expectations” (Level 5) or “Exceeds Expectations” (Level 4) for an employee covered by the Performance Management Program pursuant to Chapter 14 of these regulations.

(c) While a current approved performance evaluation rating as described in § 1906.3(b) does not automatically guarantee receipt of a monetary award, the ratings described represent the minimum threshold for consideration. The rating period of the supporting performance evaluation shall correspond with the period for which an employee is recommended for a monetary award.

1906.4 An employee shall not receive more than one (1) monetary award in a twelve-month (12-month) period.

1906.5 Pursuant to D.C. Official Code § 1-619.02, a monetary award may not exceed five thousand dollars ($5,000) or ten percent (10%) of an employee’s scheduled rate of basic pay, whichever is greater; except that, in the case of a suggestion or invention resulting in tangible monetary savings or increased revenues, a monetary award shall be based on a percentage formula of the estimated savings not to exceed twenty-five thousand dollars ($25,000).

1906.6 Monetary awards, except a Quality Step Increase, are in the form of a lump sum payment and do not constitute an increase to the recipient employee’s rate of pay.

1906.7

(a) A Suggestion or Invention Award may be granted to an employee for an improvement that benefits the District government and was submitted in writing by the employee and approved in writing by management. This type of award shall not be made for services and benefits to employees (e.g., vending machines), working conditions (e.g., office decorations), routine care of buildings and grounds, routine safety practices, changes as a result of employee complaints and grievances, or recommendations to enforce existing rules, regulations, or directives.

(b) The following are the formulas to be used to determine the amount of an award for a suggestion or invention:

Estimated Annual Benefits to the District Government	Amount of Award
Up to $10,000	10% of benefits
$10,001 to $100,000	$1,000 for the first $10,000 plus 3% of benefits over $10,000
$100,000 or more	$3,700 for the first $100,000 plus .5% of the benefits over $100,000, but not to exceed $25,000 for suggestions or inventions; or $5,000 or 10% of an employee’s scheduled rate of basic pay, whichever is greater, for all other awards.

1906.8

(a) A Special Act or Service Award may be granted to an employee who, while on duty, makes a significant contribution to the District government by a one-time, non-recurring act or service without limitation as to time duration of the act or service.

(b) Such special act or service may include, but is not necessarily limited to, performance of a temporary assignment of the duties of a position in addition to the employee's position with satisfactory performance of the duties of both positions, performance of unusual duties for limited periods, exemplary or courageous handling of an emergency situation in connection with the performance of assigned duties, and such other special acts or services as may be specified in criteria established by the employing personnel authority.

(c) A Special Act or Service Award may be made in addition to a non-monetary award, including honorary awards established under the authority of § 1908 of this chapter.

1906.9

(a) A Sustained Superior Performance Award may be granted to an employee for performance of job tasks in a manner that substantially exceeds satisfactory performance requirements for the employee's official position, which superior performance was sustained for at least six (6) consecutive months.

(b) A Sustained Superior Performance Award may be made in addition to a non-monetary award, including honorary awards established under the authority of § 1908.

(c) A Sustained Superior Performance Award shall not exceed a maximum of ten percent (10%) of the employee’s scheduled rate of basic pay or five thousand dollars ($5,000), whichever is greater.

(d) An agency may use either the “basic scale” or the “percentage scale” in this subsection to determine the amount of a Sustained Superior Performance Award.

(e) The amount of a Sustained Superior Performance Award may be determined using the following basic scale:

Grade	Amount of Award (District Service Schedule or Equivalent)*	Amount of Award (Management Supervisory Service Schedule)
1 - 4	Up to $800	-
5 - 8	$850 - $1200	-
9 - 11	$1300 - $1600	Up to $1700
12 - 13	$1800 - $2300	$2000 - $2500
14 and above	$2600 - $3400	$2900 - $4000

(f) For purposes of determining the percentage of this award for an employee, the amount of the award shall be calculated on the employee’s scheduled rate of basic pay during the performance rating period in which the performance contribution was made. The following percentage scale shall be used and the documentation specified therein provided with the submission recommending the award:

Performance Rating (Performance Management Program)	Performance Rating (Performance Evaluation System)	Variable Award Percentage
“Significantly Exceeds Expectations” (Level 5); and a written justification demonstrating “extraordinary performance;” and review by the appropriate awards committee as specified in § 1910.2(e) and (f).	Performance Rating of “Outstanding;” and written justification demonstrating “extraordinary performance;” and review by the appropriate awards committee as specified in § 1910.2(e) and (f).	9 - 10%
Level 5 “Significantly Exceeds Expectations”	“O” “Outstanding”	6 - 8%
Level 4 “Exceeds Expectations”	“E” “Excellent”	3 - 5%

1906.10 Quality Step Increases shall be governed by the following:

(a) A Quality Step Increase may be granted to a full-time or part-time permanent employee in a District Service Schedule, Wage Grade Schedule or Management Supervisory Schedule position, who has at least six (6) months of creditable service beyond the end of the probationary period.

(b) This award is a permanent advancement of an employee to the next higher step of the District Service Schedule or Management Supervisory Service Schedule.

(c) A Quality Step Increase may be made in addition to a regularly scheduled within-grade increase, but only once in any fifty-two-week (52-week) period.

(d) This award may be made only for high-quality performance above that ordinarily found in the employee's official position and as specified in § 1906.3(b), i.e., the employee must have performed assigned duties in a manner that substantially exceeded normal performance requirements for his or her official position, so that, when viewed as a whole, his or her work was of a high degree of effectiveness. The high-quality performance may have resulted from additional education or certification credentials in an area related to the duties of the position occupied; substantial improvement in the quality of work; improved effectiveness in decision-making or use of resources, or additional performance that brings added value to the District government.

(e) The high-quality performance must have been sustained for a period of at least six (6) months and give promise of continuing in the future. A recommendation for a Quality Step Increase shall include a current performance evaluation rating of “Outstanding” under the Performance Evaluation System, or a rating of “Significantly Exceeds Expectations” (Level 5) under the Performance Management Program. A performance evaluation rating of “Outstanding” or “Significantly Exceeds Expectations” (Level 5) does not entitle the employee so rated to a Quality Step Increase, but represents the minimum threshold for consideration.

(f) An employee may be eligible for this award by virtue of high-quality performance in his or her official position, a temporary assignment to perform the duties of another position of at least equal grade, or a combination of both.

(g) An employee may not receive this award within less than six (6) months following the effective date of a promotion, or if he or she is at the top step or rate of his or her position, or retroactively.

(h) A Quality Step Increase shall become effective the first pay period after the agency Chief Financial Officer has approved it and certified that agency funds are available, and it may not be awarded retroactively.

(i) The value of a Quality Step Increase shall be the difference in base pay between an employee’s current step and the next higher step in the employee’s salary schedule.

1906.11 A Safe Driving Award may be granted to an employee whose primary function is driving a motor vehicle (rather than operation of equipment), who drives a minimum of four thousand (4,000) miles per year on open highways or streets; whose work performance is satisfactory, not only in driving, but also in other elements of his or her position; and who meets the safety and other requirements established by the employing personnel authority. The amount of a Safe Driving Award shall be as follows:

Years of Safe Driving	Amount
5	$400
10	$600
15	$800
20	$1000
Over 20	$1000 plus $200 for each additional 5 years

1906.12 Certificates and pins may be awarded for each of the monetary awards specified in this section.

1907 HONORARY AWARDS FOR CITIZENS

1907.1 Consistent with § 1900, the Mayor and other personnel authorities may make honorary awards for citizens. Honorary awards for citizens may be combined with other non-monetary awards, such as tangible item awards with a total monetary value of no more than fifty dollars ($50) as provided in § 1904.

1908 HONORARY AWARDS FOR EMPLOYEES

1908.1 Each personnel authority may make honorary awards to employees who make significant contributions to the public good or who submit ideas or inventions that materially benefit the District of Columbia, as specified in this section and according to criteria established by the personnel authority.

1908.2 Honorary awards may be combined with a monetary award in accordance with the criteria established in § 1906.

1908.3 Honorary awards to an employee or group of employees shall include the following:

(a) The highest District government honorary award to an employee for performance-type contributions is a Distinguished Service Award. A Distinguished Service Award shall be based on performance achievements sustained for a period of at least one (1) year, except for an award based on acts of bravery. An appropriate type of monetary award may accompany a certificate and pin for this honorary award. The categories for the Distinguished Service Award are:

(1) Accomplished assigned duties relating to major programs significant to the entire District government in such a manner as to be considered exemplary when compared to all who have performed similar duties.

(2) Made major changes in methods or procedures that resulted in significant improvements in operations or substantial savings to the District government.

(3) Demonstrated great courage and risk to personal safety while on duty, by performing an act of heroism beneficial to District government employees, or that was in the interest of the public.

(4) Exhibited outstanding leadership in the administration of priority District government programs that resulted in highly successful accomplishments or highly improved methods to resolve problem situations.

(b) The second highest District government award to an employee or group of employees for performance-type contributions is a Meritorious Service Award. A Special Act or Service award may accompany a certificate and pin for this honorary award. A Meritorious Service Award shall be based on performance achievements sustained for a period of at least one (1) year. The categories for the Meritorious Service Award are:

(1) Accomplished supervisory or non-supervisory duties in an exemplary manner, setting a record of achievement and inspiring others to improve quantity and quality of work.

(2) Demonstrated unusual initiative and skill in devising new or improved equipment, work methods or procedures, or conceiving inventions resulting in substantial savings in manpower, time, space, materials, or other items of expense.

(3) Achieved outstanding results in improving the morale of workers with consequent results of improvement in work performance, or actively contributed to the goal of equal employment opportunity.

(4) Demonstrated unusual courage and/or competence in handling an emergency situation while on duty status, resulting in benefit to District government employees or in the interest of the public.

(5) Rendered a professional or public relations service of unique or distinctive character worthy of special recognition.

1908.4 Honorary awards may be given for reasons other than the ones outlined in § 1908.3, e.g., recognition of outstanding performance, length of service to the District government, appreciation for retirees, exemplary supervisory or managerial accomplishments, and other certificates of commendation. These awards may be given in the form of a pin or certificate, or other small objects honoring the achievement.

1909 GROUP AWARDS

1909.1 A Group Award is given to recognize and reward a team of employees who collectively make a significant contribution to the financial and/or operational success of the District government or show superior performance on a team project or task. Group awards may be either monetary or honorary, or both.

1909.2 Each team member shall receive an equal award for the group’s contribution to the District government, as determined by a group awards steering committee when the group project is approved in its inception.

1909.3 Honorary group awards shall be determined under the authority of § 1908. Monetary group awards shall be determined based upon the group project approved.

1909.4 The appropriate type of group award (monetary, honorary, or both) shall be determined by a steering committee as specified in § 1910.2(h).

1910 APPROVAL OF MONETARY AWARDS

1910.1 Each personnel authority may establish procedures for approval of monetary awards consistent with these regulations, and may approve such awards.

1910.2 Monetary awards to employees subject to the Mayor's personnel authority shall be approved according to procedures issued by the Director of Personnel. Those procedures shall provide for the following approval authorities, which may be further limited by written instruction of the Mayor when deemed to be in the interest of the District government:

(a) The Mayor, the City Administrator, or an agency head may approve monetary awards not exceeding two thousand dollars ($2,000) and Quality Step Increases for their subordinate employees.

(b) The Mayor may approve monetary awards exceeding two thousand dollars ($2,000) for subordinate employees of agency heads and the City Administrator, after review and recommendation by the Director of Personnel.

(c) The Mayor may approve monetary awards exceeding two thousand dollars ($2,000) to agency heads (not including the Director of Personnel) as specified in § 1910.2(e).

(d) The Mayor may make monetary awards to the Director of Personnel and Deputy Mayors after review and recommendation by the City Administrator.

(e) To advise the Mayor in reviewing and recommending monetary awards for agency heads, the Mayor shall appoint a committee comprised of all Deputy Mayors, the Mayor’s Chief of Staff, the City Administrator and the Director of Personnel or his or her designee. The committee shall meet at least once every year to discuss yearly performance awards for agency heads. In addition, the committee shall review the awards recommended for approval by the D.C. Incentive Awards Committee established in § 1910.2(f).

(f) To advise the Director of Personnel in reviewing and recommending monetary awards over two thousand dollars ($2,000) submitted for all eligible employees (excluding agency heads), the Mayor, Deputy Mayors and the City Administrator shall appoint a D.C. Incentive Awards Committee comprised of not more than ten (10) members, one of whom shall be the Director of Personnel or his or her designee. The Director of Personnel or his or her designee shall serve as the permanent chairperson. A vice-chairperson, elected by the Committee members, shall serve in the absence of the chairperson.

(g) Subordinate agencies shall submit all monetary awards to the D.C. Office of Personnel for processing after the agency has obtained the proper signatures. The D.C. Office of Personnel shall process each award and transmit it to the Office of Pay and Retirement Services. A subordinate agency shall not transmit monetary awards directly to the Office of Pay and Retirement Services.

(h) A group awards steering committee shall be formed in accordance with procedures issued by the appropriate personnel authority to determine the appropriate type of group awards pursuant to § 1909 (monetary, honorary, or both). In the event that the committee has not been formed at the time a group award is proposed, the Director of Personnel or independent personnel authority, as appropriate and in conjunction with other committees pursuant to this section, may approve the award.

1911 RESPONSIBILITIES

1911.1 Each personnel authority shall ensure the quality and integrity in the operation of its incentive awards program, and approve incentive awards as specified in this chapter.

1911.2 The Director of Personnel shall, for employees subject to the Mayor's personnel authority, establish the D.C. Incentive Awards Committee, make recommendations to the Mayor, issue criteria and procedures to implement the incentive awards program, and provide for administration of the program, all as specified in this chapter.

1911.3 Agency heads shall be responsible for allocating adequate funds to support the incentive awards program in their agencies, for paying the costs of incentive awards (including certificates and pins) from such funds, and for approving incentive awards as specified in this chapter.

1911.4 Supervisors and managers shall be responsible for ensuring the close relationship of performance awards to performance standards or goals, for motivating employees to improve work performance, and for providing employee recognition, where merited.

1912 RECORDS AND REPORTS

1912.1 The personnel authority or agency head, as appropriate, shall provide each affected employee with copies of signed incentive award approval forms and required supporting material and shall forward copies to the Performance Management Unit of the D.C. Office of Personnel or appropriate independent personnel office for placement in the employee's Official Personnel Folder.

1912.2 Each personnel authority shall institute standards for the establishment, maintenance, and disposal of incentive award records in accordance with Chapter 31 of these regulations.

1912.3 The Performance Management Unit of the D.C. Office of Personnel shall provide to the Mayor a quarterly report on incentive awards. The report shall list the name, title, and grade of each recipient, the type of incentive award, and the amount of each monetary award.

1912.4 A separate report of approved monetary awards shall be forwarded to the Council of the District of Columbia for its information within thirty (30) days of its execution.

1913 REVIEW OF INCENTIVE AWARDS PROGRAMS

1913.1 The personnel authority may provide for the review of the adequacy of incentive award activities, including the sufficiency of documentation, record keeping and reporting, and appropriateness of incentive awards.

1913.2 The personnel authority shall report any deficiencies to the appropriate agency together with recommendations for corrective action.

1999 DEFINITIONS

Agency head—the head of an office, agency or department who reports directly to the head of a personnel authority, or in the case of the Mayor's personnel authority, to the Mayor or City Administrator.

Approving authority—the agency head (or his or her designee) and an agency Chief Financial Officer.

Contribution—(a) for purposes of employee awards, an idea, suggestion, or invention that brings tangible or intangible benefits to the District government in the administration and operation of programs; or (b) work performance that consists of specific job-related accomplishments beyond performance standards or goals.

Employee—a current employee of the District government, or a former employee or his or her legal heirs or estate for a contribution made while the individual was an employee of the District government.

Group Award—given to recognize and reward a significant contribution to the financial and/or operational success of the District government that is the result of a team effort, granted in accordance with § 1909. Group awards may be monetary or honorary, or both.

Honorary award—a certificate or emblem of recognition that is granted to a citizen in accordance with § 1907 or to an employee in accordance with § 1908.

Intangible benefits—benefits that accrue to the District government that may not be quantifiable monetarily. Examples include an idea, system innovation or policy that improves the overall efficiency of the District government.

Personnel authority—the Mayor, and other agencies authorized to carry out personnel regulations for employees under their respective jurisdictions, as specified in D.C. Official Code § 1-604.06(b).

Quality Step Increase—a quality step increase is a permanent advancement of an employee to the next higher step of the District Service Schedule, Management Supervisory Schedule, or other salary schedule that may be granted to an employee in accordance with § 1906.10.

Safe driving award—a monetary award to recognize safe driving, that may be granted in accordance with § 1906 to an employee whose primary function is driving a motor vehicle.

Tangible benefits—monetary savings that accrue to the District government as a direct result of an innovation or suggestion made by an employee.