Criteria for the Spot Awards Program
The following policy guidance provides insight on the
Department of Agriculture’s (USDA) Spot Awards Program and addresses the recent
change in
processing procedures for Spot
Awards using the Alternative Method of Payment for Individual/Group Spot
Awards.
PURPOSE:
The Department’s employee recognition program is designed to
fairly and equitably recognize and reward individuals/groups for excellence in
service
to USDA’s mission.
The Spot Awards Program allows supervisors and other
individuals to grant employees (as individuals or in groups) immediate monetary
recognition for
extra efforts that warrant small
awards. Spot awards are considered small
to moderate in value and limited to broad in application (refer to the “Guide
for
Employee Recognition” at http://www.usda.gov/da/employ/recognition_program.htm.
EMPLOYEE ELIGIBILITY:
All USDA
employees, who meet the definition of “employee” in 5 U.S.C. 2105, with the
exception of:
·
Presidential Appointees
·
Employees in career and non-career Senior Executive
Service (SES) positions
·
Employees in SES equivalent positions
Volunteers
and contractors are also not eligible for Spot awards.
BACKGROUND:
A Spot Award
is a monetary award designed to grant “immediate” recognition to individuals or
groups of employees for their day-to-day extra efforts
and
contributions.
Examples:
·
One-time noteworthy achievements which may not meet
the criteria for other types of awards.
·
Volunteering for an extra or emergency assignment
while maintaining own workload.
·
Using personal initiative and creativity to solve an
unusual problem.
·
Producing a work product of exceptionally high
quality under tight deadlines.
Usually, the
contributions recognized will have been completed within a period of 4 to 6
weeks or less. Recognition should be
made within 3 days,
but not later
than 30 days after completion of the accomplishment. Spot awards are approved or disapproved by a
superior or management level higher
than the
recommending individual who has signature authority.
AWARD AMOUNT:
Awards may
range in value from $50 to $500 (in any dollar amount) with no award amount
exceeding $500. Employees may receive
more than one
Spot award
within a one-year period. When
determining award amounts refer to the non-measurable benefits scale located in
the “Guide for Employee
Recognition”
at http://www.usda.gov/da/employ/recognition_program.htm
·
Individual
Awards:
Amount is not
less than $50 and no more than $500 per person.
·
Group Awards:
There is no
ceiling on the total amount of any group award.
However, the award amount for each group member may not exceed $500.
PROCEDURES:
Nominating officials will:
(Note: Supervisors, managers and peers may make
recommendations for spot awards.)
·
Prepare Form AD-287-2, Recommendation & Approval
of Awards, dated 7/94.
If the employee works in another agency, include the
address of the
employee’s servicing Human Resources Office on the AD-287-2.
·
Attach a separate page with a list of the names,
social security numbers, position titles, pay plans, and the dollar amount for
each person
for Group Spot
Awards.
·
Justify the Spot Award by preparing a citation in
Block 11, of the AD-287-2. The citation
must state the basis for the award (the value
of benefits and
extent of application, the circumstances that warrant recognition, the value or
impact of the employee’s contribution, etc.).
Citation Example: For
exceptional assistance provided to the Director's Office due to a secretarial vacancy,
while continuing
to perform regular duties.
·
Check Block 12 to indicate Spot Award and insert the
award amount in Block 14.
·
Obtain required approvals from appropriate management
officials. If the recipient does not
work for the nominating or recommending
official, notify
the employee’s supervisor.
·
Forward the approved form (AD-287-2 and attachment,
if necessary) to the recommending official’s servicing Human Resources Office
for processing in
accordance with Agency guidelines.
Servicing Human Resources
Offices will:
·
Process the payment through the National Finance
Center (NFC) for serviced employees or forward to
the appropriate Human Resources
Office for employees
outside the serviced area.
·
Use the AD-287-2 to process the spot award through
the Alternative Method of Payment system at NFC.
·
Notify the recommending official by returning a copy
of the AD-287-2 with the effective date noted once the award is processed.
PAYMENT PROCESS:
Awards will
be sent directly to the employee’s salary check address through the
Payroll/Personnel System via Electronic Funds Transfer. The system
will
automatically gross up the award amount and generate an SF-50. Employees who receive salary checks through
direct deposit should receive
Spot award
payments within 2 to 3 business days, from the time of data input into the NFC
to receipt of payment.
Instructions
for payment of individual/groups Spot Awards are on the NFC homepage at http://www.nfc.usda.gov/.
(Click on Pubs & Forms, then
on List by Acronym/Name, All Title 1 Chapters, Alternative
Method of Payment for Individual/Group Spot Awards, Bulletin 01-12, Publication
date
\July 20, 2001\). The payment process will generate payment to
employees through the payroll/personnel system.
EVALUATION:
Agencies are
responsible for monitoring and assessing the usage of Spot Awards. This documented information will be reported
to the Office of
Personnel Management as part of the USDA Annual Incentive Awards Report. Information on usage and distribution of
awards should be shared with
ALL employees, at headquarters and field locations. For more information on the policies or procedures of your
Agency’s Spot Awards Program
contact your Employee Recognition
Coordinator.
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We welcome your
comments and suggestions about these pages.
Please direct them to: Cecilia Matthews
United States Department
of Agriculture