INCENTIVE AWARDS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-03578A000200010036-1
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: July 21, 2000
• Sequence Number: 36
• Content Type: REGULATION

25X1A AppeplAmiForfkigeoMse20. -w' S4VV57114QQ0000010036-1
10 At ' TAU
Central Intelligence Agency Regulatien_____MEM
14. ilicaTzrx; A.anz PROGRAM
A. Purpose
CONFIDENTIAL
The purpose of the incentive awards program is to encourage greater
employee participation in the developMent of improvements in all
phases of the operations of CIA by appropriately recognizing and
rewarding such contributions.
B. General Standards and Criteria.
(1) Meade for Savinge.
(a)
Cash awards will generally be used to reward employees for
suggestions or performance resulting in savings.
(b) !Toner awards will be used to supplement monetary awards and
to;gonfer recognition in instances where a cash award cannot
be granted because of ineligibility of the employee.
(o) An award for savings may be granted by the Zfficiemoy Awards
634A4 ComMittee whenever it is satisfied that the estimated
i4
be granted only when experience with the improved operation
savings will be achieved, except that efficiency awards may
OP:X is dufficient to satisfy the Committee that the savings will
be achieved.
14S0i? Ur41 (2) Award e Where Savings Are Net Involved.
Z
12474 (a) Honor awards will geeerally be used to give recognition for
performenee, the value of which is not measurable in monetary
0
?
terms.
t (b) Cash awards, comae,usurate with the benefits anticipated, may
be granted for adopted suggestions which exceed the normal
requirements of an employee's position and result in improve-
P4
0 ments not identifiable as savings.
(0)
A one-Step salary increse for superior accomplishment may
be granted for an outstanding achievement in the discharge
Of assigned duties and responsibilities that does not result
In savings but is of the nature that it deserves such monetary
recognition.
(3) Group Awards.
Where oontribution to the improvement has been made by more than
one employee de_by a group of employees, all employees contributing,
including superVisors? may share efficiency awards, cash awards
for suggestions or honor awards, if they are otherwise eligible.
Approved For Release 2001/08/
78-03578A000200010036-1
CONFIDn'iiittt
Approved Forligloase 2001/0 -RDP78-03578194a200010036-1
ION
ONFIDENTIAL
Such grants may be in equal share or in proportion to the contribution
of each employee or in accordance with such other criteria as apply.
The total amount of a :shared or group award may not exceed the amount
authorized for that type of award. One-step increases for superior
accomplishment may not be shared? but there is no limit on the number
of employees who may be granted such awards if each meets the standards.
Awards for effieieney may be made in the form of cash awards of vary?
ing amounts or step-increases up to three atepe to reward each employee
in a group in proportien to his contribution to the group achievement,
subject to limitations regarding the maximum amount of award,
(4) Duplicate Awards.
No two employees may be given cash or salary increase awards for the
same improvement, except in a shared or group award. Nor may an
employee be given two awards for the same achievement except that:
(a) Honor awards may be granted in addition to monetary awards,
where appropriate.
(b) Whenever the actual first-year savings are sufficiently gaeater
than the estimate of savings on which the original award was
based, supplementary awards of the same type may be made,
subject to limitations as to maximum apounts.
0. Awards For Efficieney -a Cash or Salary Increase.
(1) Basis. '
Efficiency awards, in the form of cash awards or salary increases, may
be granted for savings accomplished by employees in the conduct of -
their awn operations either as a result of a suggestion or personal
accomplishment. However, there mast be demonstrable dollar savings
based on actual experience over a period of time.
(a)
Evaluation. For the purpose of granting awards based on estimated
savings, savings shall ordinarily be evaluated in terms of
demonstrable net dollar economy in the first full year of operation.
When substantial non-recurring cost is involved in the installation
of an improvement which will be useful for a number of years, and
if computation of the award on the basis of net first-year savinge
would result in inadequate reward, the award may be made on the
basis of estimated average annual net savings over a period of years.
(b) Demonstration of Savings. Dollar savings may be demonstrated in
terms of the following:
Approved For Release 2001/08/15 : CIA-RDP78-03578A000200010036-1
CONFIDENTIAL
Approved Fotagelease 200
SEG TION
(0)
DP78-0357M6110200010036-1
1. Lower unit cost COBEFIDERT ler measurable produc-
tion, 4. e., lower operating cost, or
2. Lower unit cost on increased volume of production, 1. e.?
handling increased measurable volume for the same operating'
cost.
However, such reductions in unit cost shall not be considered
savings if they are the result of outside factors, such as less
complex:work items being received, or are the resat of or result
in less effective operations or poorer quality production oa'
service. In the case of lower unit cost on increased volume of
production, the amount of decrease in unit cost must be greuter
than that which could normally be expected as a result of
increased volume.
Aeceunting for Savings. All savings must be accounted for either
by:
1. Appropriations savings or
ILL Increased output at the same cost, Or
14, Application of resources saved to some other necessary activity.
(2) Standards and Criteria.
(a) Insofar ab possible, the monetary value of an efficiency award to
an employee should correspond with the amount of cash award which
could be made for a suggestion which effects comparable savings.
(b) Salary increases will generally be used for efficiency awards
only when savings are so great that limitations on the amount of
cash awards would result in inadequate reward to the employee.
(c) All employees will be treated equally' in granting of awards;,
regardless of their grades or positions in the organization, 10 e.,
the amount of award will be based on the savings to the Government--
not on the employee's grade or position. In order to maintain such
equity, it is necessary to provide flexibility in the application
of step increases depending upon the employee's grade, In a group
award, the amount of award to each individual will be deternined
by the contribution of each individual in relation to the total
savings.
(d) An efficiency award may be granted only when experience with the
improved operation is sufficient to satisfy the Efficiency Awards
Committee that the savings will be achieved.
- 3 -
Approved For Release 2001/08/15 : CIA-RDP78-03578A000200010036-1
CONFIDENTIAL
Approved Forlelgripase 2001/08/15 : CIA-RDP78-03578400200010036-1
MOTRIGTZD
=min monimmoti
(3)
(e) Where the cost of initial installation for the improved
operation is great, it may be pro-rated over two or more
years, as applicable, in determining the net annual savings.
The development of standards for measuring unit costs is the
responsibility of the Division and Office Chiefs concerned.
These Division and Office Chiefs are also responsible tor
providing adequate production and personnel data concerning
their operations to serve as a basis for award reeomeendations.
(f)
Limitation on Awards
The total of cash grants' and salary increases (annual rate) for
efeiciency awards may not exceed 25 per cent of the estimated
savings for the first year. An award to an individual may not
oxeeed a salary increase of three steps in the individual's grade,
or cash award equivalent to three steps in the individual's grade.
D. Gash Awards For Suggestions.
(1) Basis,
For the purpose of this program, a suggestion is any constructive
proposal made outside the normal requirements of an employee's
position which result in improvement or economy in operations by
way Or monetary savings, increased efficiency, conservation of
property, improved employee-working conditions or better servie00
(2) Adoption.
A suggestion must be adopted before an award may be geanted.
Adoption occurs when an authorized official orders an action to
be taken as a direct or indirect result of evaluation of a
suggestion. It is not necessary that a suggestion be adopted
eoepletely as presented. If beneficial use is 'Jade of a suggestion,
in whole or in part, directly or indirectly, recognition may be
given and a cash award made if the suggoster is otherwise eligible.
(3) Adoption Period.
No award will be paid to any employee for any sugeestion, which is-
not adopted for use within 2erears from the date the sugeestion
was received, unless the time is extended by the Zfficieney Awards
Oemaittee before the expiration of the 2-year period, or the
suggestion is resubmitted by the employee at the expiration of the
2-year period, provided that the total period shall not exceed 5
years froa.the date of original submission.
EZSTNIMED
. 4
Approved For Release 2001/08/15 : CIA-RDP78-03578A000200010036-1
Approved FoWease 2001/08/15 : CIA-RDP78-03511$40200010036-1
RESTRICTED
SECURITY INFORMATION
(4) Standards and Criteria.
(a) Tangible Savings - Where an adopted suggestion will result
or has resulted in monetary savings, the amount of the
award will be bas.d on the amount of the annual estimated
savings in the first year of operation in accordance with
the following table, unless the Deputy Director (Administra-
tion) determines a different amount is justified.
(5)
ANNUAL SAVINGS GASH A;:ARDS
010 for each 4200 of savings with a
minimum of 410 for any adopted
suggestion.
01
-0
1,000
1,000'-
4
10,000
4
10,000
- 0100,000
450 for the first 31,000 of savings
and 425 for ea& additional 41,000 of
savings.
4275 for the first 410,000 of savings
and 450 for each additional 410,000
of savings.
4100,000 or more 4725 for the first 4100,000 of savings
and $100 for each additional 41000000
of savings provided that the maximum
award for any one suw,ostion shall not
exceed 419000.
(b) Intangible Benefits. Suggestions of value, which cannot be
measured in specific money savings terms, will be evaluated
on their merits and appropriate a7ards will be made commensurate
with anticipated benofits.
Limitations on Awards.
The total of all cash awards for suggestions granted by the CIA
during one fiscal year may not exceed 4299000. The Maximum for
any one suggestion is 41?000? the minimum, 410.
Ea Salary Increases For Superior Accomplishments.
(1) Basis.
In order to serve as the basis for the award of an additional
step-increase, the accomplishment of an employee must meet one of
the following tests:
RESTRICTED
Approved For Release 2001/08/15 : CIA-SDP78-03578A00020001003671
Approved Folio Release 2001/08/15 : CIA-RDP78-0357100140200010036-1
MSTRICTLT
SECURITY INFORMATION
(a) All aspects of performance not only exceed normal requirements
but also are outstanding and deserving of special commendation;
(b) Sustained work aerformance, for a period of at least three
months of such a nature that it merits special recognition
for superior accomplishment over and above the normal re-
quiraaente of the employee's position, provided that his
current performance rating is not loss than "Satisfactory";
Initiation of an idea, method or device, which has been .
developed and adopted because it is expected to improve the
public service or provide for more economical operation in
the public interest; or
(d) A special act or service in the public interest, related to
official employment, over and above normal position require-
ments, of an Unusual or distinctive oharacter, where its
recognition as a basis for an additional advancement would
serve as a definite incentive to others.
(a)
(2) Standards and Criteria.
A superior accomplishment stop-increase is subject to the following
limitations:
(a) It will be made with reaaonable promptness, in no event later
than two year after the period of superior accomplishment or
service on which the step-increase is based.
el It mast be made within the limits of available appropriations.
(o) No step-increase may be made .which would raise-the employee's
salary above the maximum scheduled rate for his grade.
(d) No employee is eligible for more than one such step-increase
within the time period between normal step-inoreavas for his
grade.
F. Honor Awards.
(1) Basis
Honor awards will be granted to individual employees or units for:
(a) Exceptional or meritorious service.
(t) Contributions to efficiency and economy.
Approved For Release 2001/0801,RIETP78-03578A000200010036-1
Approved Foraga4ease 2001/08/15 : CIA-RDP78-0357844100200010036-1
IESTRIC TED
SECURITY INFORLIATION
(2) Standards and Criteria
(a) Distinguished Service Award
The decoration for distinguished service is the highest
form of honorary employee recognition and may be given
to those employees or organizational units whose contribu-
tions or achievements are of such a nature as to be con-
sidered of national or international significance. The
following will serve as examples of guides to eligibility:
1, Outstanding service in the conduct or improvement of
national security,
2. Major contribution to the safeguarding of the security
of the nation,
3. Distinguished creative service,
4. Heroic action.
The individual award will consist of a gold medal and a
certificate in a gold lettered portfolio, The unit award
will consist of a gold medal and a plaque identifying the
unit,
(b) Superior Service Award
The award for superior service may be given to those
employees or organizational units whose contributions
or achievements are of a wide scopes, although they need
not be national, and Should be of such a nature el- to be
of unusual value and significantly beyond that ordinarily
expected. The following will serve as examples:
1. Superior service in the conduct or improvement of
national security.
2, Notable contribution to the safeguarding Of the
seourity of the nation,
3. Superior service of a creative nature.
40 Unusual courage.
The individual award mill consist of a silver medal and
a certificate in a silver lettered portfolio. The unit
award will consist of a silver medal and a plaque identify-
ing the unit.
RESTRICTED
Approved For Release 2001/08/1.6I G4A-RDP78-03578A000200010036-1
Approved ForOkelearse 2001/08/15 : CIA-RDP78-035784)14000010036-1
RESTRICTED
SECURITY FOR LX
(0) Ocammadable Service Award
The auard for eomeendable service may be given to those
employees or organizational units whose contribations or
achievements, although they may have been limited in scope,
are significant in that they wore meritoriously performed
and were over and above normal position requirements. The
following will serve as examples:
meritorious service in the eonduct or improvement of
national security,
& Worthy contribution to the safeguarding of the security
of the nation.
341 Worthy contribution to efficiency, improved management
or demonstrated outstanding executive or technical
ability.
The individual auard will consist of a bronze medal and a
certificate in a bronze-lettered, leather portfolio. The unit
aeard WIU eonaist of a bronze medal and a plaque ieentifying
the unit.
(d) Certificate of Appreciation
A certificate of appreciation will be awarded in each of the
following eases:
1. To each individual who, though otherwise eligible, cannot
be e stilted a monetary award because of personal ineligi-
bility.
le In addition to the monetary
superior accomplishment.
1. For each suggestion adopted
is nade,
award for efficiency or
and for which a cash award
j. At the discretion or the Committee, for suggestions not
meriting a cash award, such as:
? A constructive sugeestion which cannot bo adopted '
because of lack of funds or other practical reasons;
RESTRICTED
g
Approved For Release 2001/08/15 : CIA-RDP78-03578A000200010036-1
Approved FotWgeiease 2001/08/15 : CIA-RDP78-035786403200010036-1
RESTRICTED
SECURITY INFORMATION
b. A constructive sug7estion which cannot be adopted
because it is already in effect or is being con-
sideredv and
11 suggestion which is adopted but is of slight'
significance and does not merit a cash award?
G. Eligibility
(1) Efficiency awards and superior accomplishment awards author-
ized by 0 and E respectively of this regulation, are limited
to civilian-graded employees who are compensated on a per
annum basis.
Honorary awards and cash awards for suggestion, authorized
by D and F of this regulation, are available to all civilian-
employees?
Former employees, or if deceased, their estates, and employees
who have been transferred to other departments and agencies,
if they meet all other requirements, are eligible for incentive
awards, excluding salary increases', which could be granted then
for suggestions made and accomplishments achieved while they
were lathe service of the CIA,
H. Administration of Program.
(1)
There is established herewith an Efficiency Awards Committee
which shall be constituted as follows:
Assistant Director (Personnel)
(aMs Advisor for Management)
Comptroller
Personnel Director
(Was Personnel Relations Officer)
Chairman
Vice-Chairman
Member
Advisor (without vote)
Secretary (without vote)
(2) The Oommittee shall be responsible for the direction and oper-
ations of all phases of the incentives award program, includ-
ing the following:
(e) Developing and applying whatever implementing procedures,
standards and measures are necessary to assure the
effeotive execution of this Program and participation
therein?
(b) Coordinating the procedural processing of suggestions and
proposals for awards, including when necessary the obtain-
ment of additional data and/or the conduct of hearings.
RIZTRICIED
Approved For Release 2001/08/1"5 ?CrA-RDP78-03578A000200010036-1
Approved ForNsiefise 2001/08/15 : CIA-RDP -03578A114/00010036-1
A
Ill
1111,
IATI?17 CONFIDENTIAL
(3)
(4)
( * )
Holding meetings on the call of the Chairman to discuss
and make decisions on proposals submitted for consider-
ation,
(d) Determining the type of award which is best suited to
give the proper recognition and remuneration for each
recomendation approved.
( )
It)
Making final Grants or monetary awards in the form of
cash or sLlary increases up to an amount' or equivalent
of it All monetary awards in excess thereof
will be granted .upon the recommendation of the Committee
with the apprywal of the Deputy Director (Administration).
Approving, or naking recommendations for, Certificates of
Appreelatien, where appropriate.
(g) Granting, with the approval of the Deputy Director
(Administration), Distinguished, Superior and Commendable
Service Awards.'
(h) Determining, with the approval of the Deputy Director
(Administration), the design of the medals and certificates
to be awarded within the scope of F. (2) (a) t. (b) and (*)
of this regulation.
(i) Publicizing awards and conducting appropriate presentation
ceremonies to the extent permitted by security considera-
tions,
The Secretary of the Committee, in addition to his regular CIA
duties, shall be primarily responsible for the processing of
all proposals for a';:ards and the necessary stenographic:,
clerical and record keeping functions required in the adminis-
tration of this Pro Also, consistent with secwity con-
siderations, he shall prepare and submit reports on the oper-
ations of the awards program to the Bureau of the Budget and
the Civil Service Commission in accordance with their respective
reporting provisions, The Chairman of the Committee may desie.
nate additional pereonnel to assist the Secretary in this work,
The responsibilities of all administrative and supervisory
officials in the operation of the incentive awards program
shall include:
Rtpi
0 ?
Approved For Release ammetrAt8-03578A000200010036-1
Approved For kibleise 2001/0
(2)
(s)
sEG
P78-03578AW00010036-1
RidATION CONFIDENTIAL
The "EMployee Suggestion Form" (Form No, 37-146) will
be used for the submission of all suggestions? and these
forme will be made available directly to the Secretary
of the Efficiency Awards Committee or through supervisory
channels.
(b) When a supervisor receives a suggestion relating to work
for which he has responsibility, he should make an
appraisal before referring the suggestion to the Secret-xy
of the Efficieney Awards Committee, Otherwise, the
referral will be made immediately without evaluation.
Upon receipt of a suggestion the Secretary of the
Efficiency Awards Con:Atte? will assign it a number.
The stub of the suggestion form which contains the
employee's name will be removed by the Secretary and
placed in a pending file.
(d) The Secretary w171 determine the appropriate operating
official or officials to whom the remaining part of the
suggestion form Should be sent for evaluation and will
forward the form to such official or officials.
The appraising official will determine whether the plan
has merit and can be adopted immediately or within a
reasonable time. In meritorious cases, he will determine
the value Of the savings involved, or where no dollar
savings can be determined, he will evaluate the other
benefits: to be expected. A memorandum of appraisal
incorporating action taken or planned, together with the
suggestion form will be forearded to the Secretary. If
the suggestion is rejected, the memorandum will state the
reasons therefor.
(e)
Awards Not Based on Suggestions
(a)
Any supervisor may nominate through normal supervisory
channels any individual or unit for an efficiency,
superior accomplishment or honor award not based on a
suggestion,
(b) The recommendations must be in writing and well .iocumented
in accordance with the standards established fir each type
of award.
(o)
The head of the organizational unit concerned will review
the recommendation, and, if he approver it, will forward the
recoLnendation to the Se retary of the Committee on Effi-
ciency Awards.
Approved For Release 2001/08/15 : CIA-RDPAZS5Y8A-130-0200:1711 (126-1
Approved For NiaWise 2001/08/15 IA-RDP78-03578AfaX00010036-1
(3)
SEC JR
17?N CONFIDENTIAL
(d) Recommendations may be submitted at any time.
Ubmoranda to sueeestors and recoemending officers shall
be prepared by the Secretary, informing them of the official
actions taken by the alommittee, including for rejections
the reasons therefor. A copy of each memoramium will be gent
to the Personnel Office for inclusion in the appropriate
personnel folder,
X. Payment of Awards
(1) Payment of eosh awards will be made fren the appropriation or
fund for the activity which is primarily benefited. Where
it is determined that no one activity is primarily benefited,
the award will be charged on a percentage basis against the
activities benefiting in accordance with determinations made
by the Efficiency Awards Committee with the approval of the
Deputy Director (Administration), Salary increasee for
efficiency or for superior accomplishment will be charged
against the appropriation used to pay the employee's salary,
If the granting of a cast award or salary increase would
necessitate a supplemental appropriation, the award will not
be paid pending application through the normal channels for,
and the granting of authority to submit a supplemental estimate,
In no instance will the granting of cash awards oz salary
increaees be construed as authority to incur a deficiency in
the applicable appropriations,
(2) After appropriate determinations have been made, the See-rotary
will initiate the documents required to effect payments and
act as approving officer for such payments,
(3) A cash award is considered to be additional compensation and
is not a part of the employee's basic pay. It is subject to
withholding tax, but not to retirement deductions, acceptance
of cash awards for meritorious suggestion will be a full release
to the Malted States from any and all claims by the employee
his heirs or assigns for the use of such suggestion.
CONFIDENTIAL
Approved For Release 2001/08 5 IA-RDP78-03578A000200010036-1
.??