Section 6-B1903. GENERAL PROVISIONS

 

1903.1It is the responsibility of each agency to determine when an employee’s performance warrants recognition and the nature of any reward under this chapter. The D.C. Department of Human Resources (DCHR) shall process nominations for payment of incentive awards, maintain associated records, and review awards for compliance with this chapter and policies and procedures, but each agency is expected to determine the conditions that will govern incentive awards and manage the decision process for its employees. The DCHR will only provide analysis on the use of the incentive awards to the Mayor, Council of the District of Columbia (Council), and City Administrator.

 

1903.2Monetary awards based on exemplary performance during the previous year will be distributed after the following procedures have occurred:

 

(1)Completion of annual performance review on the employee (October/November);

 

(2)Formation, meetings, and decision of the Agency Incentive Awards Committee (Committee), which should include members of the agency’s managerial staff. Agencies are free to structure their committees as they see fit in accordance with guidelines in this chapter, and it is recommended that each agency convene a committee of managers to review employees’ nominations and approve the recipients and the amount of each award. The Committee should be chaired by the agency head (or designee) plus at least two (2) to four (4) other members designated by the agency head. Each member of the Committee shall be a Management Supervisory Service or Excepted Service employee and shall serve in the Committee for a two-year (2-year) period;

 

(3)Review by the Committee of the previous fiscal year’s goal achievements, as specified in the agency’s strategic plan and performance metrics;

 

(4)Incentive awards’ fund distribution from the City Administrator and certification by the agency’s Chief Financial Officer; and

 

(5)Payment of awards no later than the 2nd quarter of the fiscal year.

 

1903.3An employee shall not receive more than one (1) monetary award in a twelve-month (12-month) period. The agency requesting the incentive award, the agency’s Chief Financial Officer, and agency head are responsible for the proper application of the regulations and analysis of eligibility.

 

1903.4A monetary award may only be granted to an employee for a single contribution, including exemplary performance contributions. This award type may be granted in combination with a tangible item award, a time off award, an honorary award, or any combination thereof. However, the total monetary value of incentive awards given to an employee for any single contribution in a fifty-two week (52-week) period may not exceed five thousand dollars ($5,000) or ten percent (10%) of an employee’s scheduled rate of basic pay, whichever is greater. Any award submission by the agency over five thousand dollars ($5,000) will be sent to the City Administrator or designee for approval.

 

1903.5The disbursal of funds following approval of a tangible item or a monetary award shall be subject to the availability of funds. Agency heads shall be responsible for managing incentive awards within the allocated budget for the agency. The budget allocation will be determined by the Mayor and the City Administrator, not the agency, based on predefined criteria (e.g., 1% of aggregate salaries; .05% of aggregate salaries for agencies not meeting previous fiscal year goals).

 

1903.6The signature of the agency’s Chief Financial Officer on a monetary award recommendation shall certify that funds are available in the fiscal year for which the monetary award is recommended. Even though some incentive awards may be issued for work performed in the previous fiscal year, the City Administrator shall budget prospectively in the funding of the award pool. Processing of a monetary award will not occur if proper documentation and agency Financial Officer and other required signatures are not submitted to the DCHR and the Office of Pay and Retirement Services (OPRS).

 

1903.7Failure to receive an incentive award or a specific amount for a monetary award may not be grieved or appealed.

 

1903.8Awards sent to the City Administrator or designee may be reduced or denied and cannot be grieved or appealed.

 

1903.9Acceptance of a monetary award constitutes an agreement that the use by the District 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 District government by the employee, his or her heirs, or assigns.

 

1903.10Monetary awards are in addition to the regular pay of the recipient, and are subject to the withholding of income taxes. The taxes must be deducted from the award, and the amount of the award may not be adjusted upward to cover taxes.

 

1903.11Annual employee performance ratings are subject to the provisions of Chapter 14 of the regulations, and are not incentive award entitlements under this chapter, even though the performance rating may be considered as a basis for an incentive award. Performance ratings may be considered to determine eligibility for an award, but the award justification must be based on exemplary performance related to tangible/measurable goals.

 

source

Final Rulemaking published at 47 DCR 8102 (October 6, 2000); as amended by Final Rulemaking published at 50 DCR 2244 (March 14, 2003); as amended by Final Rulemaking published at 55 DCR 4352 (April 18, 2008).