How to Prepare Incentive Awards

(Updated 02/05/02)

The incentive awards program provides an opportunity for employees to be recognized for contributions that exceed normal job requirements. Currently, there are two such programs: Special Act or Service Awards and Time-Off Awards.

1. Special Act or Service Awards (SAS)

A Special Act and Service Award may be given to an employee or a group of employees to recognize a high level of performance during the annual cycle.

• Managers are encouraged to give Special Act or Service Awards for accomplishments that exceed reasonable expectations of management and for which the employee is not already being compensated;
• Special Act and Service Awards should be given as close to the accomplishment as possible;
• Managers will be prompted periodically by OHRM to consider staff results or accomplishments which may be worthy of recognition, with an admonition that waiting until the end of the performance year could diminish the effect of the recognition.
• Managers must document the accomplishment with emphasis on what is special about the achievement;
• The amount of a SAS (or multiple SASs) cannot exceed more than 10% of the employee's annual salary during the fiscal year;
• Two levels of management (two different people) approval are required to give all cash awards; and
• Monetary approval authorization is as follows: Office Directors (Regional Directors in Field) $1000 and below; Deputy Assistant Secretaries up to $2000, Assistant Secretaries and Chief Financial Officer & Director of Administration up to $3000, Deputy Under Secretary/Under Secretary above $3000. These levels apply to single awards and to multiple awards in a single year to the same individual, e.g., an employee is awarded $1000 during the first quarter and $800 during the second quarter. The second quarter award would require a Deputy Assistant Secretary approval since the employee would be receiving $1800 in total for the year.

Application Process: Supervisor must:

1. Prepare a completed CD-326 with a certificate citation; and
2. Submit forms to OHRM (Room 7412) for HQ and to ASCs for domestic field.

2. Time Off Award

This award provides an opportunity for any leave approving official to grant excused/administrative absence without charge to leave or loss of pay. Some examples: Developing complex cost savings measures due to the absence of the senior official charged with this responsibility; carrying the extra load consistently due to the inability to fill vacancies.

Application Process: Supervisor must:

• Prepare CD-326 LF (Rev. 9-97) form and obtain appropriate approving official signature.

Both awards require completion of form CD-326, Recommendation for Recognition. To recommend an employee for one of these awards, use the following instructions to complete CD-326.

1. Check box in top right corner to indicate an individual or group award.
2. Enter employee’s name in block 1.
3. Enter employee’s social security number in block 2.
4. Enter employee’s organization down to office level in block 3.
5. In block 4 enter the program area appropriation code to be charged.
6. Under period of recognition, block 5, enter month, day and year accomplishment began and ended.
7. Check the appropriate type of award in block 6.
   • If SAS indicate the aggregate amount of previous cash awards for the current fiscal year in the field marked “Total Year-To-Date”.
   • If SAS indicate the amount you are recommending in the field marked “Special Act or Service”.
   • If Time Off indicate the number of hours recommended.
8. In block 7 for a SAS only, check the box marked intangible benefits and refer to the scale on the back of the form to determine which pair of factors produces the award amount you have chosen. Please note: The award amount and selected factors have to be supported by a justification narrative. Refer to previously issued sample narratives and award amount matrix for assistance. http://www.ita.doc.gov/hrm/
9. In block 8 provide the justification narrative. Use an additional sheet of paper if more space is needed. In block 8 also provide a two sentence certificate citation.

*NOTE: If you are using free Acrobat Reader, you CANNOT SAVE the completed form.

For additional information or assistance, contact the Workforce Development Division 202-482-3947.