Download - Employee Rewards Program 10.23.13

DeKalb County Human Resources Department

Employee

Rewards Program

This document is not a contract, either expressed or implied, and

the information within represents guidelines only. DeKalb

County Government reserves the right to modify, amend or

change any section(s) at any time. Every attempt will be made to

inform employees of any changes as they occur. However, it is

the employee’s responsibility to stay abreast of all County

policies, procedures and programs.

Reminder: Suggestions in this guidebook are not required and

may be implemented at the discretion of your department

head or designee.

Preface

This guidebook provides an Employee Rewards Program which

incentivizes employees of DeKalb County Government. The primary

objectives of the program are to:

- Systematically link rewards with exceptional performance and positive

behaviors

- Achieve a superior service delivery system that is timely, professional,

and courteous

- Encourage employees at all levels to consistently exceed customer

expectations

- Maintain the highest standards as we work together to meet the needs

of our internal and external customers

- Create a culture of recognition reinforcing employees who are

committed to their work, mission, and the strategic priorities of the

organization, so they feel valued

- Increase morale, productivity, engagement, and retention

Ultimately this program creates, through a combination of monetary and

non-monetary rewards, a system which motivates employees to provide

superior services to citizens and stakeholders of DeKalb County.

As every employee of the County serves DeKalb citizens, either directly

or indirectly, this guidebook may be used to acknowledge the superior

contributions of employees.

Table of Contents

Section 1. Monetary Rewards

I. PURPOSE ..................................................................................... 1

II. AWARD CATEGORIES. ............................................................. 1

A. Merit Increases (Pay-for-Performance)................................. 1

B. Performance Incentive Payment ........................................... 2

1. Conditions .................................................................. 3

2. Criteria ........................................................................ 4

3. Selection Process ........................................................ 4

4. Orientation .................................................................. 5

5. Award Payments ........................................................ 5

C. Monetary Spot Awards........................................................... 7

1. Award Amounts ......................................................... 7

2. Criteria ........................................................................ 8

3. Selection Process ........................................................ 9

Section 2. Non-monetary Rewards

I. PURPOSE ..................................................................................... 10

II. AWARD CATEGORIES ............................................................. 10

A. Non-monetary Spot Awards. .............................................. .10

1. Criteria ...................................................................... 11

2. Selection Process ...................................................... 12

B. Quarterly Awards ................................................................ 12

1. Criteria ...................................................................... 13


C. Annual Awards ..................................................................... 14

1. Criteria. ..................................................................... 15


3. Submission Procedures............................................. 16

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Section 1.

Monetary Rewards

I. PURPOSE

Monetary rewards are tangible incentives used to recognize

employees on a job well done. Such rewards reduce turnover,

boost morale and loyalty, increase retention, and drive daily

employee performance linked to the County’s strategic goals.

II. AWARD CATEGORIES

There are three monetary categories associated with this

program – Merit Increases, Performance Incentive Payments

and Spot Awards. A brief overview of the merit increase

process is highlighted in paragraph A. The Performance

Incentive Payment and Spot Awards are provided according to

the criteria outlined in paragraphs B and C.

A. Merit Increases (Pay-for-Performance)

Merit Increases are part of a pay-for-performance plan and

used to reward performance of all employees who meet or

exceed expectations outlined by the employee’s

performance management plan. Each fiscal year, the

administration will determine if merit increases will be

awarded and the value of the increase based on available

resources.

The employee’s overall performance rating shall be used

to determine if a merit increase will be recommended and

the percentage of the recommended increase. For an

overall performance rating of “Far Exceeds Standards,”

“Exceeds Standards,” and “Meets Standards,” the amount

of merit increase for each rating shall be determined by the

budget allocated for merit increases. For an overall

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performance rating of “Marginal Standards” and “Below

Standards,” no merit increase will be processed and

employees will be placed on a Performance Improvement

Plan or may be subject to termination.

In accordance with DeKalb County Code Section 20-41,

“A salary increase shall not be considered as an automatic

and routine right due an employee.” All salary increases

shall be based upon quality and quantity of work as

reflected by the performance appraisal.

B. Performance Incentive Payment

A Performance Incentive Payment is a form of additional

compensation paid to employees or teams that exceed

expectations in any of the following three ways:

Exceptional Knowledge and Skills Enhancement;

Exemplary Customer Service; and Innovative Service or

Process Improvement.

This incentive payment is compensation beyond normal

wages and may be awarded after the appraisal period,

when budgetary constraints restrict the authorization of

merit increases. It is awarded to a select number of

individuals or teams for extraordinary performance or

distinguished activity during a specific period of time.

Performance incentive payments are subject to County

funding and, when applicable, in accordance with grant

regulations. The award timeframe will be the same for all

employees and must be within the first month after the

preceding quarter.

The intent of this program is to:

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Authorize a one-time per year performance incentive

payment for an individual or team

Assist managers in identifying high-performing

employees

1. Conditions

Exceptional Knowledge and Skills Enhancement

Received professional degree or

certification in an area related to job

performance

Achieved a noteworthy goal or completed a

project early and/or under budget

Implemented an idea which resulted in

significant added value to the department or

County

Performed in a way that brought

recognition to the County or department,

such as increasing public trust or enhancing

the County or department image

Exemplary Customer Service

Far exceeded performance in all

OneDeKalb customer service standards

Exceeded standard turnaround time on a

work task so a customer could achieve a

critical need

Followed through with a customer request

that was outside the normal scope of job

duties

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Solved a significant customer service

problem

Innovative Service or Process Improvement

Improved methods and procedures with

increased efficiency, cost savings or

reduced waste to the County

Created systems that significantly reduced

exposure to industrial injuries and vehicular

accidents

Improved safety, health or working

conditions, including eliminating hazards

and reducing lost-time hours

Developed a program or process that

resulted in reporting more accurate results

and more efficient task completion

2. Criteria

An award recipient must be a non-temporary DeKalb

County Government employee with at least 12 months

of service and a current “Meets Standards” or above

performance evaluation. The recipient must also be an

active employee at the time of award and remain active

for a minimum of 90 calendar days. Performance

incentives will be divided and paid over two pay

periods. Employees who voluntarily separate within

the 90 day period must repay the full amount of

incentive received. Additionally, recipients must be at

pay grade 33 or below.

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3. Selection Process

Each department will establish and publish, in

advance, the specific criteria and examples of

performance unique to the department that may allow

an employee to be eligible for consideration of a

performance incentive payment. The number of

awards granted will be based on available resources.

The department head will confer with the senior

management team on the recommendations for

individual or team incentive payments. The final

decision will be made by the department head based on

supporting documentation.

4. Orientation

The success of the program is dependent upon

management’s support and employee acceptance.

Thus, a mini-orientation program will be developed for

employees. All operational procedures and behavioral

standards will be shared. These materials will serve to

publicize the program and reinforce behaviors that

serve to achieve organizational goals.

5. Award Payments

Funding for performance incentive payments must be

authorized annually. The Finance Department will

determine the amount of funds available for award

payments, and in conjunction with the Human

Resources Department, determine the allocation

amount for each department.

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There are three (3) types of incentive award payments:

Individual Performance, Team and Education Awards.

Individuals and teams receiving performance incentive

award payments must meet the specified program

eligibility criteria on page 4.

The maximum performance incentive payment, in any

combination, may not exceed $2000 per individual, per

year. Individual performance incentives will vary

based on the recipient’s performance evaluation rating.

All team awards will be $500 for each member. A

“team” is defined by the appointing authority and must

be of reasonable size. The award payments which may

be paid to an individual or to a team are as follows:

Individual Performance Awards

Far Exceed $2000

Exceed Standards $1500

Meets Standards $1000

Team Awards (per individual) $500

Education Awards are intended to encourage career development

and life long learning, and may be granted under the following

conditions: All education awards must

be deemed “job related” by

department head.

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Diplomas and college degrees must be from institutions

accredited by agencies recognized by the U.S. Department

of Education or Council for Higher Education

Accreditation (CHEA).

National certification must be granted by nationally

recognized certifying bodies approved by the department.

This does not include attendance at classes to maintain

current certifications nor programs that grant certificates

of completion.

Education Awards

Graduate Degrees $1,500

Undergraduate Degrees $1,250

G.E.D. $1,000

Professional Accreditation/Licenses $500

National Certifications $500

Employees eligible for and/or receiving salary increases due to

certification, licensure, or educational attainment are not eligible

to receive education awards.

Special Note: Monetary awards are not guaranteed. Individual

performance achievements, team participation, and/or attainment

of educational or professional advancements only make you

eligible for consideration of monetary awards.

C. Monetary Spot Awards

Monetary Spot Awards provide immediate recognition to

employees who make an extra effort (one time or short

term) to perform job duties in an exemplary manner;

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especially those efforts that might otherwise not be

recognized.

1. Award Amounts

Spot Awards may be granted in amounts ranging from

$25 - $200. The amount of the award should be

determined by the recommending official based on the

value of the contribution. In determining the amount

of the Spot Award, it is important to consider the

benefits realized by the organization from the

contribution.

2. Criteria

To receive a monetary spot award, the recipient must

be a DeKalb County Government employee.

Examples of employee contributions that may be

considered are:

Producing exceptionally high quality work

under tight deadlines

Performing extra assignments in addition to

regular duties (excluding those on Acting

Status or Interim Status)

Delivering superior customer service

Exercising extraordinary initiative or creativity

in resolving a critical need or difficult problem

Providing exceptional work on a one-time

special project

Identifying cost savings that are quantifiable

Being the first to successfully complete key

departmental initiatives

Finding a creative/innovative solution to a

problem

Demonstrating exceptional leadership

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Monetary Spot Awards will be given at the discretion

of the department’s supervisor or manager to reward

meritorious behavior, notable accomplishments or

special achievements as they occur. Each department

will establish and publish, in advance, the specific

criteria and examples of performance unique to the

department that may allow an employee to be eligible

for consideration of a monetary spot award.

Allocations of funds for Monetary Awards are made

by the Office of the Chief Executive Officer and

Finance, annually or quarterly, based on available

funding, and in accordance with grant regulations.

Each department is responsible for ensuring the

effective use of funds allocated for awards throughout

the year.

Restrictions

An employee under this program may receive a

maximum of $400 in Spot Awards during any given

fiscal year.

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DRAFT

Section 2.

Non-monetary Rewards

I. PURPOSE

Non-monetary Rewards are “congratulations” to employees

for a job done well. Verbally recognizing employees’ work

and acknowledging contributions can often be effective in

motivating employees. Money is not the only factor that

incentivizes employees to improve performance.

This award recognizes individuals who have consistently

demonstrated exceptional service and follow-through, going

beyond what is required in performing their duties. This

program is a way for managers to highlight outstanding

employees who embody the standards of excellence

established by DeKalb County Government. The Human

Resources & Merit System Department will be responsible for

soliciting sponsorships and for allocating available resources.

II. AWARD CATEGORIES

There are three categories associated with this program: Non-

monetary Spot Awards, Quarterly Awards, and Annual

Awards. Managers and supervisors may use Quarterly

Awards, like Spot Awards, at their discretion to acknowledge

and reinforce positive work behaviors of employees.

Eligibility should be determined using the criteria outlined in

each section of this document.

A. Non-monetary Spot Awards

A Spot Award is an immediate recognition to incentivize

employees for exceptional performance beyond the

prescribed expectations of the job. These awards are given

for a one-time achievement, after the event. Spot Awards

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acknowledge and demonstrate immediate and spontaneous

appreciation for the contributions of individuals. The

supervisor or manager who observed an employee doing

something right will pin the employee on-the-spot with a

DeKalb County Spot Award. The award will state, “Top

Performer!”

Award recipients may choose one of the following items

in recognition of the achievement:

Sleep-in-Late one day pass (use any time; must

comply with standard call-in procedures)

Leave 30 minutes early for three days (Once per

quarter with department head approval)

Two-hours off (Once per quarter with department head

approval)

Free car wash (depends on availability)

(Note: Avoid banking time, use immediately, at department

head’s discretion)

The following are contingent on available resources: Lunch-on-Us Potted plant

Personalized note cards

Pair of movie tickets

Gas card/MARTA card

Gift card

Lunch with department director

Free shoe shine

Morning donuts/bagels and coffee or juice

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1. Criteria

To receive a Non-monetary spot award, the recipient must

be a DeKalb County Government employee who has

demonstrated one or more of the criteria below:

Going beyond what is required in performing

duties

Demonstrating exceptional follow-through in

responding to customer issues


Each department will establish and publish, in

advance, the specific criteria and examples of

performance unique to their department that may

allow an employee to be eligible for consideration of

a non-monetary spot award. The number of awards

granted will be based on available resources. Non-

monetary Spot Award recipients may also be eligible

for other Non-monetary and Monetary awards.

B. Quarterly Awards

Quarterly Awards recognize top performers at the

department level who excel and demonstrate sustained

performance over a period of time.

In addition to the possibility of being featured on DCTV,

award recipients may choose items such as those below:

VIP parking for one week

Start one hour later or leave one hour early for one

week

Four-hours off (with department head approval)

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Lunch with department head

Birthday off (provided operation is not adversely

impacted)

Extended lunch period (for 1 week)

The following are contingent on available resources:

Gas card

Sam’s Club/Costco’s/BJ’s membership (based on

availability)

DeKalb recreation fitness facility registration (3

months)

Merchant gift card

YMCA pass (up to 3 months)

Auto detailing (depends on availability)

1. Criteria

To receive a Non-monetary quarterly award, the

recipient must be a DeKalb County Government

employee who has demonstrated one or more of the

criteria below for a sustained period of time and/or

with significant impact, to be eligible for these awards:

Enhancing customer service delivery and

proactively providing solutions

Demonstrating exceptional teamwork or

leadership skills

Proposing innovative ideas, technology, or

processes that save the County money or

improve operational efficiency

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The selection process will be established and managed

by each department. Additionally, employees should

be recognized within the first month after the

preceding quarter. The number of awards granted will

be based on available resources. Quarterly Award

recipients may also be eligible for the OneDeKalb

Serves-Excellence in Customer Service Annual Award.

C. Annual Awards

The annual awards honor select employees for excellence

in customer service and coincide with National County

Government Month. The annual awards are based on

excellence in customer service and employees are

recognized in a luncheon sponsored by the CEO and the

Human Resources Department. Nominees may have been

recognized in the Spot Award or Quarterly Award process,

but it is not a pre-requisite for the Annual Awards

Program.

Photographs of the honorees, along with a summary of

accomplishments, will appear in a program booklet and be

broadcast on the intranet as well as DCTV. Recipients

will receive the following items in recognition of their

achievement:

CEO OneDeKalb Serves-Excellence in

Customer Service Award

The following gifts are contingent on sponsor support:

Gas card

Gift bag

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Day-off-work certificate

Designated premium parking spot for one

month (where feasible)

Honorees will participate in a drawing for items such as the

following (based upon sponsor support):

Six Flags tickets

Premier dining for 2 at a local restaurant

Water park passes

Spa treatment

1 Year Sam’s Club/Costco/BJ’s membership

Weekend stay at local luxury hotel

Weekend stay at a resort

1. Criteria

Regular status employees (FT/PT) with a current

“meets standard” or above performance evaluation in

the recognition time period, and who have

demonstrated the following, will be eligible for these

awards:

Performed an extraordinary customer service deed

Solved a significant customer service problem

Followed through with a significant customer

request that was outside the normal scope of

work/job duties

Consistently exceeded customer expectations on

service delivery or resolution of issues(s)

Recommended or implemented an enhancement

which significantly improved customer service

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HR will communicate the nomination period to employees and the

public and provide the nomination form.


Employees may self nominate, be nominated by co-

workers, supervisors, or citizens. No more than 1% of

department employees shall be recognized (minimum

of 1 per department). Employee nomination forms

should be sent to the respective department head.

Citizen nominations should be sent to HR for

appropriate distribution.

HR recommends that the department head establish a

committee of 5 or 7 members with representation from

each of the following: non-supervisory, first-line

supervisor and manager. The review committee will

determine if the nominee meets the criteria, the merit

of the nomination, and vote on nominees to be referred

to department head. The department head will review

the committee’s recommendations, make the final

determination and forward the nominee(s) to HR for

the recognition award. (Employees cannot be selected

two consecutive years.)

3. Submission Procedures

Submissions must be sent electronically to Human

Resources on the approved form by the deadline

published for that year.

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CUSTOMER SERVICE STANDARDS

Courtesy

Accountability

Knowledgeable

Timely Service

Cultural Sensitivity

Empowerment

Teamwork

Clear Communications

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DRAFT

DeKalb County Government

INTERIM CHIEF EXECUTIVE OFFICER Lee May

Board of Commissioners

Commissioner Elaine C. Boyer, District 1

Commissioner Jeff Rader, District 2

Commissioner Larry Johnson, District 3

Commissioner Sharon Barnes-Sutton, District 4

Commissioner Lee May, District 5

Kathie Gannon, District 6

Stan Watson, District 7

Your comments and/or suggestions on enhancing this Monetary and Non-monetary Rewards Program are welcome. Please call the Department of Human Resources at 404-371-2332 or email [email protected].

Quality is everyone’s responsibility. - W. Edwards

Published 10/23/13 by Human Resources Department Benita Ransom, HR & Merit System Director

mailto:[email protected]