MS 662: Peace Corps Incentive Awards Program

Table of Contents

Attachments

Table Of Contents

Attachments

Attachment A Scale of Awards Based on Tangible Benefits/Scale of Awards Based on Intangible Benefits
Attachment B Peace Corps Award Nomination Form
Attachment C Peace Corps Suggestion Form/Peace Corps Suggestion Evaluation Report Form

1.0 Authority

22 U.S.C. 2506.

2.0 Purpose

The purpose of this manual section is to establish the policies and procedures governing the Peace Corps Incentive Awards Program.

3.0 Applicability

This manual section applies to all employees, including foreign service national employees, as well as to former employees and estates of deceased employees (if the award is based on service while they were employed) and to private citizens.

4.0 Definitions

For purposes of this manual section:

4.1

'A Delegates' are those individuals identified as such by MS 114, Section 3.1.

4.2

'Beneficial Suggestion Award' means a cash award granted to an employee or group of employees for officially-submitted suggestions which are adopted by management and which directly contribute to the economy, efficiency, or effectiveness of Government operations.

4.3

'Cash Award' is an award provided as a lump-sum payment from the Peace Corps.

4.4

'Director's Staff Offices' are the Office of Communications, the Office of Press Relations, the Office of Planning, Policy, and Analysis, the Office of Private Sector Initiatives, the Office of the American Diversity Program, the Office of Congressional Relations, and the Office of the General Counsel.

4.5

'Honorary Awards' normally in the form of a plaque or certificate, are awards given in recognition of an exceptional or distinguished achievement or contribution not covered by other awards. Under special circumstances they may be accompanied by a cash award.

4.6

'Management Officials' are supervisors, office heads, and other Peace Corps employees responsible for overseeing Agency operations.

4.7

'Meritorious/Quality Step Increase' is an additional within-grade step increase in recognition of high-quality performance above that ordinarily found in the type of position concerned, see MS 622, Within-Class/Grade Salary Increases, Section 4.8.

4.8

'Non-Peace Corps Awards' are forms of recognition administered by other federal agencies, or by private organizations, for which Peace Corps employees are eligible as a result of their official Peace Corps work. They do not include awards or titles conferred by foreign governments (for rules on the acceptance of awards granted by foreign government, see 5 U.S.C. 7342, et seq.).

4.9

'On the Spot Award' is a cash award given to an employee or group of employees who perform a special act or service of a non-recurring nature.

4.10

'Special Act or Service Award' is a cash award, accompanied by a certificate signed by the Peace Corps Director, recognizing a past special act or service or achievement of a non-recurring nature. A Special Act or Service Award is one type of Special Achievement Award.

4.11

'Special Achievement Award' is a cash award granted in recognition of either sustained superior performance or performance in an exceptional manner of a special act or service of a non-recurrent nature.

4.12

'Sustained Superior Performance Award' is a cash award, accompanied by a certificate signed by the Peace Corps Director, recognizing sustained excellence by a Peace Corps employee. A Sustained Superior Performance Award is one type of Special Achievement Award.

4.13

'Time Off Award' is an award to an employee of time off without charge to leave or loss of pay.

5.0 Policy

It is the policy of the Peace Corps and the responsibility of all management officials to:

1. Recognize and equitably reward each employee or group of employees who by superior performance, suggestions, special achievements, or other personal efforts contribute to the improvement of Government operations;

2. Encourage maximum employee participation by normally submitting award proposals for initial consideration within two weeks after the period of performance under consideration, and normally approving or disapproving proposed awards within one month after their submission;

3. Foster a work place atmosphere and an awards program that will encourage maximum effort, inventiveness, stability, cost effectiveness, and group cooperation;

4. Publicize awards granted and make known the reasons for the recognition, in order to preserve the credibility of the Incentive Awards Program and motivate employees;

5. Give incentive awards only in recognition of actual performance that meets the criteria established in this manual section;

6. Avoid giving incentive awards for unsubstantiated performance or for reasons unrelated to actual employee performance, and to avoid the non-recognition of significant employee contributions, thereby preserving the credibility of the Incentive Awards Program and maintaining employee morale;

7. Ensure that award recommendations involve a minimum amount of paperwork and processing and meet statutory and regulatory requirements for expenditure of appropriated funds;

8. Maintain the confidentiality of proposed awards until they have been fully and finally approved for implementation;

9. Grant awards based solely on merit;

10. Budget for awards at the individual office level; and

11. Apply the standards and criteria established for awards in this manual section consistently and equitably.

6.0 Incentive Awards Committee

6.1 Purpose

The purpose of the Incentive Awards Committee is to provide policy oversight for the Peace Corps Incentive Awards Program, to approve certain awards (see 9.0, 10.0), and to approve Meritorious Step Increases (see MS 622, Within-Class/Grade Salary Increases, section 5.3).

6.2 Membership

The membership of the Incentive Awards Committee shall be: the Associate Directors for Management, Safety and Security, Volunteer Recruitment and Selection, and Volunteer Support; the Regional Directors, the Director of the Center for Field Assistance and Applied Research; the Director of the Crisis Corps; the Chief Information Officer; and the Chief Financial Officer.

6.3 Technical Advisors

The Awards Administrator and a representative of the Office of the General Counsel shall serve as technical advisors to the Incentive Awards Committee and shall attend all committee meetings.

6.4 Meetings

6.4.1 Schedule

The Incentive Awards Committee shall meet monthly and/or at other times, as the need requires.

6.4.2 Quorum

A quorum shall be required before the Incentive Awards Committee may conduct business. A quorum shall consist of at least three members of the committee.

6.5 Review of Awards

In evaluating proposals for awards and Meritorious Step Increases, the Incentive Awards Committee shall take the following factors into account:

1. Conformance with established criteria;
2. Relationship of the proposed award to the actual meritorious performance of the employee;
3. Consistent and equitable distribution of awards among organizational units, among classes of employees, and among employees of differing grades;
4. Sufficiency of the justification and documentation;
5. Equitable treatment of the tangible and intangible benefits of the performance or act to be rewarded;
6. Scope and impact of the performance or act to be rewarded.

6.6 Program Review

At least once per year the Incentive Awards Committee shall evaluate all aspects of the Incentive Awards Program, and if appropriate, recommend changes to the Peace Corps Director.

7.0 Office of Human Resource Management

The Director of the Office of Human Resource Management shall be responsible for the following:

1. Operational management for all aspects of the Incentive Awards Program;
2. Training supervisors and other management officials in the effective use of awards;
3. Informing employees about the awards process;
4. Ensuring that a notice informing employees of the existence of the Incentive Awards Program and a synopsis of the awards available under the program is posted in a prominent place in each building or other location occupied by Peace Corps employees;
5. Coordinating the Incentive Awards Program with other personnel management systems; and
6. Designating an Incentive Awards Administrator.

8.0 Incentive Awards Administrator

The Incentive Awards Administrator shall be responsible for:

1. Day-to-day administration of the Peace Corps Incentive Awards Program;
2. Ensuring that all award proposals adhere to the criteria and follow the procedures established in this manual section;
3. Convening the Incentive Awards Committee to consider proposals requiring review by the committee;
4. Convening the Incentive Awards Committee whenever any committee member requests such a meeting;
5. Implementing the decisions of the Incentive Awards Committee, and of management officials with respect to awards;
6. Processing proposals for Meritorious Step Increases in accordance with MS 622, Within-Class/Grade Salary Increases, Section 5.3;
7. Preparing information regarding the names of award recipients and the types of awards they received (but not the amounts of any cash awards) and arranging for the regular distribution of such information to all Peace Corps employees; and
8. Preparing the Agency¿s annual Incentive Awards Program Report to the U.S. Office of Personnel Management (see Section 13.0).

9.0 Cash Awards

9.1 On the Spot Award

'On the Spot Award' means a cash award given to an employee or group of employees who perform a special act or service of a non-recurring nature.

9.1.1 Criteria

On the Spot Awards may be given for significant acts that are not of a magnitude to warrant a Special Act or Service Award.

9.1.2 Amount

An On the Spot Award shall not exceed $100.

9.1.3 Procedures

When a supervisor determines that an On the Spot Award is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award. The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.2 Time Off Award

'Time Off Award' means an award to an employee of time off without charge to leave or loss of pay.

9.2.1 Criteria

A Time Off Award may be given in recognition of a noteworthy contribution to the mission of the Peace Corps.

9.2.2 Amount

A Time Off Award may range from one to sixteen hours.

The amount of a Time Off Award should be in proportion to the benefits realized by the Government as a result of the contribution being recognized, and shall be determined by comparing the contribution of the employee with the tangible/intangible benefits charts included as Attachment A, then converting the recommended cash award amount from the charts to time off using the employee's hourly rate of pay.

9.2.3 Procedures

When a supervisor determines that a Time Off Award is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award. The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.2.4 Use

The following rules apply to the use of a Time Off Award:

1. Time Off Awards may only be used in one-hour increments;
2. Time Off Awards may only be used with the permission of the supervisor;
3. Supervisors shall deny a request to use a Time Off Award, or cancel a previously granted request, only when an exigency of public business requires the employee to be at work during the period proposed for the use of the Time Off Award;
4. An employee must use a Time Off Award within ten pay periods of the pay period in which the Time Off Award is granted;
5. If an exigency of public business requires the denial or cancellation of an employee¿s request to use a Time Off Award, the supervisor may and shall extend the time available for use of the Time Off Award, in blocks of ten pay periods;
6. Time Off Awards may not be converted to cash under any circumstances; and
7. An employee who leaves Peace Corps employment with an unused Time Off Award forfeits the award.

9.3 Special Achievement Awards

'Special Achievement Award' means a cash award granted in recognition of either sustained superior performance or performance in an exceptional manner of a special act or service of a non-recurrent nature.

9.3.1 Sustained Superior Performance Award

'Sustained Superior Performance Award' means a cash award, accompanied by a certificate signed by the Peace Corps Director, recognizing sustained excellence by a Peace Corps employee. A Sustained Superior Performance Award is one type of Special Achievement Award.

9.3.1.1 Criteria

A Sustained Superior Performance Award may be given to an employee whose overall performance was outstanding and whose performance of every critical element in his or her performance plan has been excellent over a minimum of three consecutive months.

When superior performance is considered characteristic of an employee¿s continuing performance, and is therefore expected to continue in the future, a Meritorious Step Increase should be considered as the means for appropriate recognition. (See MS 622, Within-Class Salary Increases, Section 5.3.)

9.3.1.2 Amount

The maximum permissible amount for a Sustained Superior Performance Award shall be ten percent of the employee's base salary. The amount granted should reflect the degree to which the individual employee's performance exceeded the standards of performance for the job.

The full amount (ten percent of the employee¿s base salary) for a sustained superior performance award may be granted only once in any 52-week period.

9.3.1.3 Procedures (Awards of $5,000 or less)

When a supervisor determines that a Sustained Superior Performance Award of $5,000 or less is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director¿s Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.3.1.4 Procedures (Awards of $5,001 to $10,000)

When a supervisor determines that a Sustained Superior Performance Award of $5,001 to $10,000 is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director¿s Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.3.1.5 Procedures (Awards of $10,001 or more)

When a supervisor determines that a Sustained Superior Performance Award of $10,001 or more is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be transmitted to the U.S. Office of Personnel Management. If approved by the U.S. Office of Personnel Management, the proposal will then be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director¿s Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be transmitted to the U.S. Office of Personnel Management. If approved by the U.S. Office of Personnel Management the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.3.2 Special Act or Service Award

'Special Act or Service Award' means a cash award, accompanied by a certificate signed by the Peace Corps Director, recognizing a past special act or service or achievement of a non-recurring nature. A Special Act or Service Award is one type of Special Achievement Award.

9.3.2.1 Criteria

A Special Act or Service Award may be given in recognition of a past special act, service or achievement of a non-recurring nature, performed by a Peace Corps employee or group of employees in connection with official employment, and in a manner which substantially exceeded the normal expectation of the assignment. Examples of such activities include contributions beyond their normal scope of duties and responsibilities, displaying unusual courage or competence in an emergency, producing a particularly difficult project or report, or initiating a new procedure which results in significant savings to the Agency. The employee's past performance need not be considered characteristic or predictive of a future performance level in order for it to be recognized with a Special Act or Service Award.

A Special Act or Service Award shall not be given in lieu of formally detailing an employee to a vacant position. (See MS 693, Policies and Procedures for Detailing Employees.)

9.3.2.2 Amount

The amount of a Special Act or Service Award should be in proportion to the benefits realized by the Government as a result of the act being recognized, and shall be determined by comparing the contribution of the employee with the tangible/intangible benefits charts included as Attachment A. When the award is for a group, all members of the group should share in the recognition. The amount may be shared equally or the total may be divided in proportion to the individual contributions of the employees.

The maximum permissible amount a single employee may receive for a Special Act or Service Award shall be ten percent of the employee¿s base salary.

9.3.2.3 (Awards of $5,000 or less)

When a supervisor determines that a Special Act or Service Award of $5,000 or less is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.3.2.4 Procedures (Awards of $5,001 to $10,000)

When a supervisor determines that a Special Act or Service Award of $5,001 to $10,000 is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.3.2.5 Procedures (Awards of $10,001 or more)

When a supervisor determines that a Special Act or Service Award of $10,001 or more is merited, the supervisor shall complete a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and attach an appropriate written justification for the proposed award.

The supervisor shall then submit the proposal to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be transmitted to the U.S. Office of Personnel Management for final consideration. If approved by the U.S. Office of Personnel Management, the proposal will then be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director¿s Staff Offices, or for a Senior Foreign Service employee, the supervisor shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director. If approved by the Director the proposal will then be transmitted to the U.S. Office of Personnel Management. If approved by the U.S. Office of Personnel Management the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.4 Beneficial Suggestion Award

'Beneficial Suggestion Award' means a cash award granted to an employee or group of employees for officially-submitted suggestions which are adopted by management and which directly contribute to the economy, efficiency, or effectiveness of Government operations.

9.4.1 Criteria

Beneficial Suggestion Awards may be given in recognition of suggestions that are either outside the employee¿s assigned responsibilities or within assigned responsibilities but sufficiently significant to warrant special recognition, are adopted by management, and which directly contribute to the economy, efficiency, or effectiveness of Government operations.

In order to be eligible for an award, a suggestion must be adopted within two years after its receipt by the Agency. The employee making the suggestion retains award consideration rights for two years after the suggestion is submitted. An employee making a suggestion is not eligible for an award if the suggestion is put in operation after the two-year eligibility period.

There is no limit to the number of awards an employee may receive for beneficial suggestions adopted.

9.4.2 Amount

A Beneficial Suggestion Award may range from a minimum of $100 to a maximum of ten percent of an employee¿s salary.

The amount of a Beneficial Suggestion Award should be in proportion to the benefits realized by the Government as a result of the suggestion being recognized, and shall be determined by comparing the contribution of the employee with the tangible/intangible benefits charts included as Attachment A. When the award is for a group, all members of the group should share in the recognition. The amount may be shared equally or the total may be divided in proportion to the individual contributions of the employees.

9.4.3 Non-cash Recognition

When an officially-submitted suggestion is adopted but an award is not merited because the suggestion does not meet the award criteria, a letter of appreciation will be sent to the employee who submitted the suggestion. Suggestions of this type would include those which are determined to be within the normal duties or responsibilities of the employee or where an appropriate award amount would be less than $100.

9.4.4 Procedures

9.4.4.1 Documentation of Suggestions

Suggestions shall be in writing and contain the following minimum documentation:

1. A brief description of the current practice or procedure, if any;
2. A description of the suggested change to the existing practice or procedure (if the suggestion is to add a new practice or procedure, a description of what is to be added/implemented);
3. An analysis of the direct, estimated net dollar benefit which would result from adoption of the suggestion over the first 12 month period after its adoption, or a statement of the intangible benefits to the Peace Corps anticipated as a result of its adoption.

9.4.4.2 Submission of Suggestions

All suggestions shall be submitted using the Peace Corps 'Suggestion Form,' PC-1578 (page 1 of Attachment C). Where an employee's suggestion applies exclusively to his or her own office, the employee shall submit the suggestion to the A Delegate responsible for his or her own office, and shall provide copies to his or her supervisor and the Incentive Awards Administrator. If a suggestion has broader applicability, the employee shall submit it to the Incentive Awards Administrator, who will forward it to the A Delegate with responsibility for the subject matter of the suggestion, or to the Peace Corps Director if the suggestion is of Agency-wide application.

9.4.4.3 Evaluation of Suggestions

The responsible A Delegate, or the Peace Corps Director, as appropriate under Section 9.4.4.2, is responsible for the prompt and objective evaluation of suggestions submitted to him or her. This responsibility includes securing comments from technical sources on the adoptability of the suggestion and the anticipated benefits, both tangible and intangible. A 'Suggestion Evaluation Report Form,' Form PC-1579, page 2 of Attachment C, is provided for use in the evaluation of suggestions.

Prompt evaluation of suggestions is essential to a successful program. The Agency has an obvious interest in the prompt implementation of worthwhile suggestions, and employees have a right to a timely response. The responsible management official under Section 9.4.4.2 shall normally decide whether or not to adopt a suggestion within thirty days of the receipt of the suggestion.

9.4.4.4 Award Consideration

If the Peace Corps adopts a suggestion, the management official responsible for that decision, pursuant to Section 9.4.4.2, shall evaluate the suggestion against the standards established in 9.4.1 and, if appropriate, recommend a Beneficial Suggestion Award. Beneficial Suggestion Award recommendations shall consist of the applicable Suggestion Form and the applicable Suggestion Evaluation Report Form, as well as a Peace Corps Award Nomination Form, PC-1577 (Attachment B) and a written justification for the proposed award.

An award may be granted for an adopted suggestion even though the original suggestion may have been changed considerably prior to final adoption. The responsibility for evaluating the employee's contribution rests with the adopting official. That official must determine if it was the employee's original suggestion which motivated management¿s action in effecting the change.

9.4.4.5 Beneficial Suggestion Awards of $100 to $5000

Proposed Beneficial Suggestion Awards of $100 to $5000 shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal shall be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the proposal shall be submitted to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.4.4.6 Beneficial Suggestion Awards of $5,001 to $10,000

Proposed Beneficial Suggestion Awards of $5,001 to $10,000 shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal the proposal shall be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the proposal shall be submitted to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director for final review. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator for implementation.

9.4.4.7 Beneficial Suggestion Awards of $10,001 or more

Proposed Beneficial Suggestion Awards of $10,001 or more shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee, the proposal will then be transmitted to the Peace Corps Director. If approved by the Director the proposal shall then be transmitted to the U.S. Office of Personnel Management for final consideration. If approved by the U.S. Office of Personnel Management, the proposal shall then be returned to the Administrator for implementation.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the proposal shall be submitted to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If approved by the Committee the proposal shall be transmitted to the Peace Corps Director. If approved by the Director the proposal shall then be transmitted to the U.S. Office of Personnel Management for final consideration. If approved by the U.S. Office of Personnel Management, the proposal shall then be returned to the Administrator for implementation.

9.4.4.8 Claims Against the Government

The recipient of a Beneficial Suggestion Award will be notified in writing that 'acceptance of a cash award constitutes an agreement that the use by the 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 Government by the employee, his or her heirs, or assignees.'

9.4.4.9 Non-adoption

The decision not to adopt a suggestion may be made only by the management official having the authority to adopt it. The official will notify the employee making the suggestion in writing of the non-adoption decision and the basis for it. A copy of the decision letter, the applicable Suggestion Form and the applicable Suggestion Evaluation Report Form will be forwarded by the management official to the Incentive Awards Administrator for recording purposes.

9.4.4.10 Duplicate Suggestions

With duplicate suggestions, the employee making the original suggestion will receive adoption credit and an award, if one is authorized, when the adoption occurs within the two-year award eligibility period. If a duplicate suggestion is instrumental in motivating management to adopt a suggestion which was not previously adopted, the employee making the duplicate suggestion is also eligible for award consideration.

9.5 Award Proposals Modified by the Incentive Awards Committee

Taking into account the factors set out in Section 6.5, the Incentive Awards Committee may modify a proposed award under its consideration. Possible modifications include, but are not limited to, changing the amount of an award, changing the type of an award, or changing an award to a Meritorious Step Increase or a Meritorious Step Increase to an award.

If the Incentive Awards Committee decides that a proposed award should be modified, it shall return the proposal to the A Delegate (or higher level management official) who approved it with an explanation as to the modifications.

9.5.1 Modified Award Proposals Acceptable to the A Delegate

If the modifications made by the Incentive Awards Committee are acceptable to the A Delegate (or higher level management official), the modified proposal may proceed through the process, either to the Peace Corps Director for consideration or to the Incentive Awards Administrator for implementation as appropriate.

9.5.2 Modified Award Proposals Not Acceptable to the A Delegate

If the modifications made by the Incentive Awards Committee are not acceptable to the A Delegate (or higher level management official), the A Delegate (or higher level management official) may revise the proposal and submit it to the Committee for reconsideration. If the A Delegate (or higher level management official) and the Committee cannot agree on a proposed award, and the A Delegate (or higher level management official) chooses to pursue the recommendation, the matter may be referred to the Peace Corps Director for resolution.

9.6 Award Proposals Disapproved by the Incentive Awards Committee

If the Incentive Awards Committee decides that a proposed award should not be granted, it shall return the proposal to the A Delegate (or higher level management official) who approved it with an explanation as to the reason for the disapproval. The A Delegate (or higher level management official) may then revise the proposal and submit it to the Committee for reconsideration. If the A Delegate (or higher level management official) and the Committee cannot agree on a proposed award, and the A Delegate (or higher level management official) chooses to pursue the recommendation, the matter may be referred to the Peace Corps Director for resolution.

9.7 Processing of Approved Awards

When a cash award is fully and finally approved, the Incentive Awards Administrator shall prepare a certificate, if appropriate, and arrange for the delivery of the monetary portion of the award by check or electronic funds transfer. Certificates are normally presented by an appropriate management official in a public ceremony or staff meeting.

9.8 Availability of Funds

Cash awards are charged to the budget of the office benefiting from the performance or act being rewarded. No award nomination of any type shall be submitted, nor an award of any type granted, unless funds sufficient to pay for the proposed award are available in the appropriate budget. Where an award nomination would be submitted but for a lack of available funds, the appropriate management official shall consider requesting additional funds through the Agency's regular budget process.

9.9 Self-approval of Awards

This manual section shall not be interpreted to allow any management official to propose, review, approve, or take any other action with respect to an award for himself or herself.

10.0 Honorary Awards

10.1 Exceptional Service Award

The Exceptional Service Award is the Peace Corps's highest form of recognition for exceptional or distinguished achievement. The Exceptional Service Award consists of a bronze plaque signed by the Peace Corps Director, and briefly states the contribution being recognized. It is awarded by the Director only after the most thorough evaluation of the events and circumstances upon which the recommendation is based.

10.1.1 Criteria

The Exceptional Service Award is granted to those relatively few employees who, by distinguished service, creative ability, initiative, or courage under especially difficult circumstances, have personally made a recognizable, substantial contribution to the Peace Corps and its mission.

10.1.2 Procedures

A Delegates may nominate employees for Exceptional Service Awards. Nominations shall consist of a memorandum describing in detail the nature of the contribution which merits the Exceptional Service Award.

Nominations shall be transmitted to the Incentive Awards Administrator for presentation to the Incentive Awards Committee. If the Committee approves the recommendation, the proposal shall be submitted to the Peace Corps Director.

If the Director approves the award, the proposal will be returned to the Incentive Awards Administrator. The Administrator shall then prepare the plaque, which shall be presented by the Peace Corps Director.

10.2 Appreciation Award

The Appreciation Award is granted to either Peace Corps employees or non-employees to demonstrate the Agency's appreciation of significant contributions under special circumstances not covered by other awards. It consists of a certificate signed by the Peace Corps Director which states briefly the contribution being recognized.

10.2.1 Criteria

Non-Peace Corps employees who make a recognizable contribution to the Peace Corps or its mission are eligible to receive an Appreciation Award. Employees also may be granted the Appreciation Award under circumstances which clearly warrant an award but for which no other appropriate award exists.

10.2.2 Procedures

10.2.2.3 Peace Corps Employees

When a management official determines that an Appreciation Award for a Peace Corps employee is merited, the management official shall submit a memorandum describing in detail the nature of the contribution which merits the Appreciation Award to the appropriate A Delegate. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator. The Administrator shall then prepare the certificate, which shall be presented by the supervisor or other management official.

Where the proposed award is for an employee in the Office of the Director or in one of the Director's Staff Offices, or for a Senior Foreign Service employee, the management official shall submit the proposal to the Chief of Staff/Chief of Operations. If approved by the Chief of Staff/Chief of Operations, the proposal shall be transmitted to the Peace Corps Director. If approved by the Director the proposal shall be transmitted to the Incentive Awards Administrator. The Administrator shall then prepare the certificate, which shall be presented by the supervisor or other management official.

10.2.2.4 Non-Peace Corps Employees

When a management official determines that an Appreciation Award for a non-Peace Corps employee is merited, the management official shall submit a memorandum describing in detail the nature of the contribution which merits the Appreciation Award to the A Delegate for his or her office. If approved by the A Delegate, the proposal shall be transmitted to the Incentive Awards Administrator. The Administrator shall then prepare the certificate, which shall be presented by an appropriate management official.

11.0 Career Service Recognition

Although Career Service Certificates and Retirement Certificates are not Incentive Awards, they are issued to employees to recognize significant milestones in the employee's Federal Service career.

11.1 Career Service Certificates

11.1.1 Recognition

Career Service Certificates, signed by the Peace Corps Director, are to be given to employees completing 5, 10, 15, 20, 25, 30, 35, and 40 years of creditable Federal Service.

11.1.2 Foreign Service National Employees

FSN employees will receive Peace Corps Career Service Certificates signed by the Peace Corps Director and presented by the Country Director.

11.1.3 Procedures

The Incentive Awards Administrator shall prepare the certificates for U.S. direct-hire employees based on quarterly personnel operations reports.

Country Directors shall inform the Incentive Awards Administrator of an FSN¿s completion of 5, 10, 15, 20, 25, 30, 35, and 40 years of creditable Federal Service at least 60 days prior to the date the FSN does so. The Incentive Awards Administrator shall then prepare the appropriate certificate.

The Incentive Awards Administrator will forward the certificates to the appropriate A Delegates or Country Director, who will arrange for their presentation, normally in a public forum.

11.2 Retirement Certificates

11.2.1 Recognition

Employees retiring under provisions of the Civil Service Retirement System, Federal Employee Retirement System, or Foreign Service Retirement Systems will receive a framed Retirement Certificate signed by the Peace Corps Director and a retirement pin.

11.2.2 Procedures

The Incentive Awards Administrator will prepare the certificate. The appropriate A Delegate will write a letter to accompany the certificate and will be responsible for arranging the presentation of the certificate and letter in a public forum, unless the employee prefers not to receive public recognition. Efforts should be made to make the presentation with participation of the highest level appropriate Agency officials.

12.0 Non-Peace Corps Awards

'Non-Peace Corps Awards' are forms of recognition administered by other federal agencies, or by private organizations, for which Peace Corps employees are eligible as a result of their official Peace Corps work. They do not include awards or titles conferred by foreign governments (for rules on the acceptance of awards granted by foreign government, see 5 U.S.C. 7342, et seq.).

Eligibility criteria and instructions with respect to procedures governing Non-Peace Corps Awards are issued by the U.S. Office of Personnel Management and/or the private organization sponsoring the particular award.

The Peace Corps or an individual management official may make nominations for a Non-Peace Corps Award, as appropriate. Nominations shall be transmitted to the Incentive Awards Administrator. The Incentive Awards Administrator shall review the nomination and work with the appropriate management official, as necessary, to achieve conformance with applicable rules. The Incentive Awards Administrator shall then submit the nomination to the appropriate non-Peace Corps entity, and shall arrange to have the nomination properly recorded in the Official Personnel Folder of the appropriate employee.

Supervisors, office heads, and other management officials are encouraged to take an active interest in the submission of nominations for Non-Agency Awards.

13.0 Reporting Requirement

The Incentive Awards Administrator shall prepare and the Peace Corps Director shall submit the Agency's annual Incentive Awards Program Report to the U. S. Office of Personnel Management.

14.0 Effective Date

This manual section shall become effective on the date of issuance.