2015 On-The-Spot & Special Act ProgramBureau for Europe and Eurasia

Announcement of 2015 On-the-Spot and Special Act

Awards Open Season

On March 31st, HCTM, announced the Open Season of the 2015 OTS/SA Awards Open Season.

On April 1st, Bureau Budget Plans for OTS/SA were issued to the Awards Program Coordinator, Ashley Hayes.

What are E&E/Washington and E&E/Missions Budgets?

E&E/Washington

OTS 4,290.00SA 3,843.00

E&E/Missions

OTS 8,630.00SA 7,489.00FSN 1,163.00

What are OTS/SA?

The OTS/SA program is designed to recognize a special non-recurring effort or accomplishment beyond an employee's typical job responsibilities for the period of October 1, 2014 to September 4, 2015.

What are OTS/SA? Cont.

The act being recognized must have a logical beginning and end, and an identifiable result or outcome. These awards are designed to provide immediate recognition for a job well done. Individuals or groups may receive an OTS award. The term “group” is intended to connote a work unit, task force,

team, working group, or other collective activity. Because of this, The OTS/SA nomination form, AID 456-1, must be submitted to the eeawards@usaid.gov mailbox for processing soon after the occurrence of the event for which the employee is being recognized.

Additional GuidanceAn employee may receive one or more OTS awards not to exceed a total of $800 per annum from his or her employing Bureau or Independent Office (B/IO) in any fiscal year. In addition, an employee is eligible to receive additional OTS awards up to $800 from USAID organizations outside of the employee's assigned B/IO. An OTS award may be given to groups of no more than 10 and the total amount cannot exceed the limit of $800 per U.S. direct hire. An individual may nominate an employee in another B/IO for an OTS award, but the intended recipient's immediate supervisor must clear the OTS award nomination. Unless otherwise negotiated, the nominating office will bear the cost of funding the OTS award.

Additional Guidance Cont.ADS 491maa, Mandatory Reference for ADS Chapter 491, Descriptions of Incentive Awards gives Bureaus/Independent Offices the authority to set cash award limitations within the established dollar range for the On-The-Spot and Special Act Program. In collaboration between the Office of Human Capital and Talent Management, Center for Performance Excellence, Awards & Recognition Division (HTCM/CPE/ARD), Awards Program Coordinator (E&E/AMS), and The Office of the Assistant Administrator, Bureau for Europe and Eurasia (AA/E&E) the following scaled determinations for allocating dollar amounts in identifying exemplary employee(s) performance is presented on the next 2 slides.

Additional Guidance Cont.

A contribution that is a special non-recurring, outstanding effort on a particular assignment/duty. Contribution benefits immediate work unit or staff.

$25-$200

Performance or service that exemplifies “taking the extra step” in accomplishing assigned responsibilities or performing work over and above official responsibilities.

Contribution benefits several units or an entire Mission/Bureau/Office.

$201- $500

A highly significant performance or service that delivers a considerable impact in benefiting an entire Mission/Bureau/Office or is of a cross-cutting nature.

$501- $800

The following scale is provided for use in determining On-The-Spot Awards and how much funding to grant for a particular contribution:

Additional Guidance Cont.

A one-time contribution that is beyond or outside typical job responsibilities, as covered by the employee’s job description, and/or as set forth in the employee’s annual evaluation plan and performance standards.

$801-$900

An important contribution or a particular task or assignment that involves overcoming unusual difficulties or performance of assigned duties with special effort.

$901-$1200

A highly significant innovation that results in significant economies, or other highly desirable benefits; that make important contributions to science or research, or the exemplary or courageous handling of an emergency situation relating to official employment.

$1201-$2000

The following scale is provided for use in determining Special Acts and how much funding to grant for a particular contribution:

Time-Off Award The Time-Off Award may be used to encourage and reward superior accomplishments that contribute to the quality, efficiency, or economy of USAID operations. Time off from duty is granted without loss of pay or charge to leave.Individuals or groups may receive a Time-Off Award. The term “group” is intended to connote a work unit, task force, team, working group, or other collective activity. Time-Off Awards are especially appropriate for certain employees, (those employees who have recently joined the Agency and do not have large leave balances).

A Time-Off Award is granted to recognize a superior achievement and is not intended to be a substitute for compensatory time off.

Recognition A full-time employee may be granted up to three workdays of time off in a leave year. Depending upon the contribution being recognized, a single Time-Off Award may be given consisting of three workdays, or separate awards may be granted in smaller increments. The minimum Time-Off Award is half of a workday (normally four hours).

Additional GuidanceIn determining the amount of time-off hours to grant, the nominating official should consider the benefits realized to the Agency from the contribution. The following are examples of employee contributions that could merit a Time-Off Award:● Making a high-quality contribution involving a difficult or important

assignment;● Ensuring that the office’s mission is accomplished during a difficult period

by successfully completing additional work, while maintaining the employee’s own workload; and

● Showing initiative and creativity by suggesting or making improvements to a product, activity, program, or service.

Additional Guidance Cont.

The following scale is provided for use in determining how much time off to grant for a particular contribution

● contribution that is of sufficient value to merit recognition. A beneficial change or modification to policies/procedures. A contribution that benefits immediate unit or staff. 1 - 9 hours (1 day)

● An important contribution to the value of an activity, program, or service. A significant change to policies/procedures. A contribution that benefits several units or an entire Bureau/Independent Office/Mission. 10 - 18 hours (2 days)

● A highly significant contribution to the value of an activity, program, or service. A complete revision of policy directives/required procedures with considerable impact. A contribution that benefits an entire Bureau/Independent Office/Mission or is of a cross-cutting nature, impacting several organizations within the Agency. 19 - 27 hours (3 days)

AID 456-1 OTS/SA Nomination Form

AID 400-11 Time Off Award Form

USPSC’s/FSN PSC’s/ CCN’s/ TCN’sU.S. Personal Service Contractors (USPSCs) are eligible to receive OTS awards, but funding for that award must come from the nominating work unit's PSC cash award pool. If the nomination comes from a work unit other than that to which the PSC belongs, the nomination must be routed through the PSC's supervisor. USPSC cash awards are not to be budgeted for or funded under the PSCs contract. Cash awards that require a disbursement of funds are to be accommodated outside of the contract through a Miscellaneous Obligating Document (MOD).

2015 Submission Procedures● Nominators must prepare the AID 456-1 and/or AID 400-11 in full, not including the employee’s

SSN.● If nominating an employee in which you are not the supervisor, the approving official must be

the employee’s direct supervisor or EXO or Mission Director.● If nominating an employee in which you do supervise, your OD/Senior Staff Member (EXO or

Mission Director) must be the approving official.● Either Nominator or Approving Official must return the approved or disapproved nomination to

the Awards Program Coordinator, Ashley Hayes via eeawards@usaid.gov. No other submission types will be accepted.

Submissions will be accepted through September 4, 2015 for acts occurring October 1, 2014-September 4, 2015, NO EXCEPTIONS will be made.

Approval Official Responsibilities● Approving Officials must review and/or edit the Justification for

Award. This will be the only review required, their signature is the Bureau Approval (BAC will not deliberate on OTS/SA or Time-Off Awards)

● For awards denied, a written justification will be requested and must be provided and is subject to verification by the Awards Program Coordinator.

● Either Nominator or Approving Official must return the approved or disapproved nomination to the Awards Program Coordinator, Ashley Hayes via eeawards@usaid.gov. No other submission types will be accepted.

Award Program Coordinator Commitments

I Commit to:1. Providing Initial, On-

going, and Ad-Hoc Guidance on All Awards Activities.

2. Same Day Processing of Approved OTS/SA and Time Off Nominations

3. Approval Confirmation Emails sent to Nominator, Nominee, and Approving Official. Detailing: Award Type, Award Amount, Purpose, and expected reflection in Pay/Leave Balance.

Additional Commitments● Bi-Weekly Pie

Chart statistics sent to all employees as encouragement to nominate colleagues.

● Awards Status Updates at every All-Hands.

Final ThoughtsAll Communications will come from the EE-Awards Mailbox, eeawards@usaid.gov

Should you have any questions, need further guidance, or blank copies of forms: email eeawards@usaid.gov

Any Questions?