Federal personnel manual system

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Material Information

Title:
Federal personnel manual system
Portion of title:
FPM letter
Physical Description:
Book
Language:
English
Creator:
United States Civil Service Commission
United States -- Office of Personnel Management
Publisher:
United States Civil Service Commission
Place of Publication:
Washington, D.C
Frequency:
irregular
completely irregular

Subjects

Subjects / Keywords:
Personnel management -- Handbooks, manuals, etc -- United States   ( nal )
Civil service -- Handbooks, manuals, etc -- United States   ( lcsh )
Personnel management -- Handbooks, manuals, etc -- United States   ( lcsh )
Genre:
federal government publication   ( marcgt )
periodical   ( marcgt )

Notes

Issuing Body:
Vols for 1979- issued by: Office of Personnel Management.
General Note:
Description based on: 410-19 (Aug. 22, 1977); title from caption.
General Note:
Latest issue consutled: 292-23 (No. 3, 1983); title from caption.

Record Information

Source Institution:
University of Florida
Rights Management:
All applicable rights reserved by the source institution and holding location.
Resource Identifier:
aleph - 021549616
oclc - 06727309
lccn - 2009238041
System ID:
AA00012996:00010


This item is only available as the following downloads:


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p'of Personnel Managemewnt FP Letem.ure 451-9
\ .A's a .Publtshd In advance
451-9 >ol Inorporanon In FIRM
On-the-Spot Awards aNMLMWWH
JUN 27 1M1
Washington, D. C. 20415
June 24, 1991
Dheuanem and independent abA hments:



A number of Federal agencies, including the U.S. Office of Personnel
ad,(OPM). have established recently a new type of incentive award
t* provide i mdiate feedback and a special "thanks" to employees
an extra effort to perform their duties in an exemplary manner.
do are commonly being referred to as "On-the-Spot" awards and
oapedy recognition of, and rewards to, deserving employeva.
Vie initial reaction to these now awards has been very positive
th Federal managers and employees. OPM urges agencies to consider
1,4g QAL-the-;Spot awards and other innovative employee recognition
&a a-merans, of improving workforce motivation and effectiveness.

Icyr Guidance. This Letter provides guidance a~nd related information
Oisa bn establishing "On-the-Spot" awards programs..

Nature and Appropriate Use of Award. On-the-Spot awards are
'Act or Service" awards (under 5 CFR Part 451) designed to recognize
'-e-in and short-term efforts by employees that result in service
ltonally high quality or quantity. These awards may provide
woetaxoy or non-mondtapy recognition of employees.

M 1) se of On-the-Spot awards is particularly appropriate for
employee efforts that might go unrecognized. Examples include
where employees- produce exceptionally high quality work under
Ualnes; perforM added or emergency assignments in addition to their
.8etme;demlonstrate exceptional courtesy or responsiveness in dealing
00t or colleooues; or exercise extraordinary initiative or
Ity in addrheoskv a critical need or difficult problem. In other
these awards are appropriate for employees who "go the extra mile" or
'form "above and beyond the call of duty."

(2) Agenaioa are cautioned not to use On-the-Spot awards when
awards of a greater value are merited.

Timing and Presentation of Award. On-the-Spot awards are designed
ide immediate recognition for a job well1-done. To achieve this
ive, OP14 recoAgendo that paperwork and documentation be hwid to a
Opso that awards may be presented to employees in close proximity to
pecial ac'qs or services being recognized. Presentation of On-the-Spot
*&Y take place in any manner determined to be appropriate. To
0,re the importance of the achievement being recognized,, some agencies
certificates to employees as part of the granting of:On-the-Spot



Indettive iavards Division, Personnel Systems and Oversight Group
e. (24O2) 606-2828, FTS 266-2828





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FPM Letter 451-9 (3)



p choose to award employees in net amounts, such as $25 or $50. However,
all cases, agencies must withhold an appropriate amount of Federal tax,
CA and Medicare. based on an employee's withholding status.

*iFurther Information and Technical Assistance. OPH's Incentive Awards
vision maintains a clearinghouse of materials related to On-the-Spot awards
qbgrams and is available to provide further information and technical
.Hrtance to agencies. Contact the Incentive Awards Division for sample
"E'y policy guidelines, nomination forms, and certificates. In addition.
hoiee are encouraged to share information with each other and OPH so that
hfafite of these programs will become more widely known and applied.
pH ament 2 contains a listing of On-the-Spot awards programs, including
il: contact persons, as compiled from OPM's recent agency survey.)

"Copolusioh. The use of On-the-Spot awards can strengthen the
fpmsnit's commitment to quality service by recognizing, in a timely and
i-effective manner., deserving employees. I encourage agencies to consider
ibl|iahing these programs.




Constance Berry Newman
Director




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Attachment 1 to FPM Letter 451-9
l Offce of Personnel Management OPM EL No. A-744

E employee Letter

Washington, D.C. 20415
-li:bM aTE Cg > PRSH cm July 10, 1990


i pleasure to amounce a new program to recognize and reward OM uployee who
teir duties in an aecqptional manner. Effective July 9, 1990, supervisors
mqrsay take advantage of the Spot Cash Ahard Progrm, which allou thea to
a qaeedr 925.00 award to employees who perform quality service in an
manner. Ohe program does not replace any existing incentive aaid, and
who receive a Sot Cash mard can be considered for other mards.


oployees, with the exceptiac of SES and employees are eligible, An
ay receive no more than four qpot Cash mards in one calendar year.


is intended to recognize exceptional courtesy and reponsiveness that result
lty. service. Quite sjply, we want to recognize those employees who "go the
i. tie n providing service to clients or colleagues. For ample, an Mployee
tes for extra or emergency asignments while maintaining his or her am
or a employee who is willing to use initiative and creativity to solve an
customer problem might be recipients of this award.



B may nominate any deserving employee by completing (W Fomn 1579 (copy
available through program office in Central Office, and through personnel
in the regions. his form contains all necessary accounting and authorization
,space to provide a brief justification for the award, and the congratulatory
cate for the employee. Managers outside the employee's chain of command may
Amindate an employee through the immediate supervisor. If the award is qaproved,
S-i inating organization will bear the cost. Brployees should be nominated no more
ii 2 weeks after the occurrence of the achievement being recognized, whenever


iior must d the cpleted C Fom 1579 to a higher level oicial for
he approving official will sign the form, attesting compliance with
l!IIIIle laws, regulations and Om policy, and forward a copy to the designated
:Wli coordinator for the organization, who maintains program records and controls,
III sIIII i es that the servicing personnel office gets record copies for the Official
r'iisanel Folder (OPF) and incentive awards files. ADVANCE APPIWIAL BY THE PERSOCNEL
PClll IS Nri IaEQM ). The approving official returns the original and remaining
|||:...es ::.... je.6 of the award form to the recommending supervisor for presentation to the
u:i e, ple





DISTRIBUTION: A ll employees
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Attachment 1 to FPM Letter 451-9 (3)
451-H-1





APPEWDIX H

SPOT CAS AWARDS PROORnM
PROCESSING PROCEDURES AND POLICIES



:ibpance employee morale and to encourage high quality service. The
:Cash Award was designed to recognize, through an immediate cash
system, employees who perform quality service in an exceptional
er. This program is not intended to replace any part of the
tive Awards Program and the receipt of a Spot Cash Award does not
eclude an employee from also being considered for any other award.



iiii loees of the Office of Personnel Management, excluding MG and SES
mRplI loyee. Employees should be nominated no more than two weeks after
i b. occurrence of the achievement being recognized, whenever
......l.ewible. An employee may receive no more than four Spot Cash Awards
S Ai one calendar year. The program is currently available only in
m ations which have an imprest fund.

CWTIRIA

award is intended to recognize personal accomplishments that
i4lt in quality service to colleagues or clients, either within or
tilide the employee's organization. For example, an employee who
Volunteers for extra or emergency assignments while maintaining his or'
(h own workload, or an employee who is willing to use initiative and
..mi : ativity to solve an unusual customer problem might be recipients of
libimi)(tmm award.

DVFINITIOUS

1 Spot Cash Award monetary award granted an employee for an act or
aots performed by an employee above and beyond the call of duty or an
iact or acts demonstrating special significance for providing high
quality service.
2. Award Amount set at $25. This amount is net for W-2 purposes.
Withholding for deductions will be based on the employee's current
withholding status, and all deductions will be added to the award to
arrive at the gross amount (Exhibit 1).




Inst. 214





iiii i: : ...
O Personnel Manual July 1990

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Attachment 1 to FPM Letter 451-9 (5)
451-N-3





SNormal processing of awards requires the concurrence of the servicing
:- personnel office for compliance with applicable laws, regulations, and
MPR policies. This requirement for concurrence by the personnel
office has been waived for Spot Cash Awards, and the Approving
Official will be the official attesting the compliance with applicable
ws, regulations and OPM policies.
I,4 Presentation of the Award

Supervisor will present the award documents to the employee (white
original, yellow and pink copies of OPM Form 1579).

I. Disbursement by the Imprest Fund

T he employee presents the award documents to the impreat fund along
i.!ii h his/her Government identification card, endorses the "Received
By' block of OPM Form 1579 and claims the s25.
Alternative Disbursement Procedures

Some groups, offices, and regions may decide that the program would be
more effective if the award recipient receives cash directly from the
presenting official. If this is the case, several individuals may be
designated in advance to present the award documents to the imprest
i! nd for receipt of the 825 for subsequent presentation to the
recipient. Organizations that decide on this method must name the
designated officials in writing to the applicable imprest fund
cashier(s) before they can make an award under these procedures. As
with award recipients, these individuals will be required to present
.IIIII.: i her Government identification card prior to receiving award money.
i' : or internal control purposes, these individuals should not be
designated as award coordinators.
i, under these alternative procedures, the imprest fund cashier will have
the designated individuals sign for receipt of the money. The amount
'iof the award will be added to each award recipient's yearly wages
based upon the designated official's signature.

RBSPONSIBILITIES

1. Associate Directors, Heads of Offices and Regional Directors
Associate Directors, Heads of Offices and Regional Directors are
responsible for designating an award coordinator and establishing the
Necessary controls to ensure that supervisors and employees comply
with the regulations and provisions under which the Spot Cash Awards
IiiProgram operates.




Inst. 214
|. OPM Personnel Manual July 1990



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Attachment 1 to FPM Letter 451-9 (7)
451-H-5


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5i'. S, Accounting Offices

Accounting Offices will be responsible for monitoring the Open
li,...Document Listing, A590, to ensure that the accrual to record the
::I;,, award and the offsetting accrual reductions for the applicable
withholding and imprest fund replenishment are made. Accounting
Ilt::. fices will prepare entries to record the disbursement of cash from
tmmm he imprest fund in the usual manner. Detailed operating instructions
S,1.iiiii: relating to the accounting treatment of Spot Cash Awards will be
I .-t" ssed under a separate Operations Letter.
S. Personnel Office

:i,' he servicing personnel office will provide guidance about Incentive
Awards Program policy and will document the award in incentive awards
iles and in the Official Personnel Folder (OFF).









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Inst. 214
OPM Personnel Manual July 1990
Inst. 214
OPM Person.el Manual July 1990









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OPM Form L579 Mpgus IM8 Attachment 1 to FPM Letter 451- 9 (9)
U.S. Orlice Of Pe~rsonne MUnage1111men

SPO-JT CASH AWARDS PROGRAM




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uptofSvie TeinsofSardc As Courtesy



Am=*n lFedera Ta Wthel FCA-care Withhld Not Amount
$ S $ 2s&0o
Whsthis award authorization to the imprs eev oraard. The amount of this award is
=esidcred as net for W-2 purposes. tholigs mial and FICA/Medicare taxes are computed by the payroll
olico, and added to this amount to tof the award which will be included in your annual wages.
Cit~tiss NameNumber (MT) Sub Voucher Number Date P"i By Imprest

VO.EmployeelAccoundna e w-114yof Pik atw Fund Gold -Awrd Coordntor CASHIER Deatch Gerfihcatevat teParfabrain


$25 SiR Amu=o Paoonak $25
U.S- FFC OF PERSONNEL MANAGEMENT



Lit CONGRATULATIONS! You are being eonwized
k for performance warrnding special auetiond.
I personaly than you for Your effet Keep Up the good work.
.... $ 25iiiiii









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EXHIBIT 2. Continued


(Control Number) this is preprinted and should agree with the
control number printed on the Nominating and Processing Part.

. ther Reanirementa

. ~ The Awarding and Approving Officials mait sign and date the form
in the applicable boxes. The Approving Official mut also sign
the Award Certificate.

S Double chock all information. The Imprest Cashier will not
Process the award unless all required data has been provided.

ic: e approved, forward the Gold Copies to the designated Award
Coordinator.

Present the employee with the original (White) and remaining
copies of the award.


OPN Form 1579 in a disbursing document.
form should be safeguarded against loss
lock and key.


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Inst. 214
July 1990


451-H-12


(11)


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Attachment I to FPM Letter 451-9 (13)


EXHIBIT 3. Continued


aor CM m

General Instructions or Cmpleting
Eot Cas haed Control Log
( 'I e sot Cash Jead Coordinator for each organization met veriu that
artain actions pertaining to the program ar being accomplish.
gjim" Ithee ares
the d as delivered to ad prom ed by the Ipat fnd
S ashier only once,
the eiploJee'E pWroll record ha been updated to reflect the
appropriate withholding d addit al alay, ad
i. awards processed and charged'to the amad cooainnaor's.
organization are valid.

!'! order to effectively manage this procedure, same type of record
n'e:*. t be maintained by the aard coordinator. A log/spreadheet,
sim"' lar to the one in this attachment, is suggested.
as ii:1 thru 7 will be ccopleted at the time the award is proved and
raised. Using a special code which identifies spot cash arScr a
roi'.ii.I l report will be produced listing the awards that payroll as
received fran the Inpreat fund ad processed. Shis report will be in
Mii trial auber order within cost center, ad contains itens 1, 3r 4r
llii d 5 for identification purposes. Upan receipt of the report, the

iclliate in which pay period the employee's payroll record was updated
3t. 9).
Ote award coordinator should contact the payroll office ift

llllllllli. ii a particular award appears on a report more tha once, or
an award remains outstanding for more than 6 weeks, or
iiidiiiiii. -a anwarmd appears an the report which does not appear on the
ii';; control. log.


Inst. 214
July 1990


OPM Personnel Manual


451-H-18


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Agency/Department Description Further
Information
General services Past Track Awards To Regina Jackson
Administration recognize employees who take (202): 501-4686
(GSA) the extra step in their work.
Awards of $50 to $250 are
granted (in $50 increments).
Commodity Futures STAR -(Special Thanks for Daryl Stephens
Trading Commission Achievement Reward) To reward (202) 254-3275
(CFTC) employees for small but special
achievements of short duration.
The award amount is $150.
Defense Contract On-the-Spot (OTS) Cash Awards Barbara Coughlan
Audit Agency To recognize special, one-time (703) 274-5798
(DCAA) accomplishments where
exceptionally prompt
recognition is desirable. The
award is $100.
Office of Personnel Spot Cash Awards Program TO Suzanne Marino
Management (OPM) recognize and reward employees (202) 606-2154
who perform their duties in an
exceptional manner. The award
is $25.
Defense Logistics On-the-Spot Cash Award To Grace Sams
Agency (DLA) recognize exceptional day-to- (703) 274-6428a
day worksite accomplishments f
with cash awards between $25
and $250.





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or from $75 $100.
J.efenose Nuclard Agnyon-the-Spot cs Award To Joang Scotte
(DNA)recognize employees fornoteb- (703) 3275-1106
tonf limte scoplee with awards
not $50ceed5no $100.

U.S.rtmest oGuTradptto 'on-the-Spot CahAward To Penn Kirshner
DO)recognize eotemplrhy contrib- (202) 276-1704
utions yepoes with awardsbewn
not exced in $1200
Department of ThAranprtto On-the-Spot Cs Award To BZll Granell
(DOT) ~recognize noyteorthy cnr- (202) 369-6393
btoswith awards between$2an
$250ad$20
Department of the Armauy on-the-Spot Cs Awards To Bildlp Fanelli
recognize dayteo-day otr(703) 695-39215
accmpioshmenthcsh ofaplyes D
wtawrsbetween $25 and $20ornn

Department of thmeTrceasr On-the Opot Awards -.To Reo- Mcandlp Kruger


(DOC) Inize employees who contribute (202) 377-4861
in a special way to getting the
job done. The value of an
individual award may not exceed
$75. DOC's Buireau of thea
Censs grnts erchndis

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