**[Awards Criteria]{.underline}**

**Monetary awards** are cash awards that are granted to recognize an
individual or team for exceptional accomplishment of an assignment or
activity. This could include achieving organizational results, providing
quality customer service; displaying exemplary behavior, dedication,
innovation and/or team cooperation; completion of a special project,
etc. **Approving officials must ensure that employees are not recognized
with a monetary award more than once for the same achievement.**
Partners-in-mission **(volunteers or any other non-government persons)**
are **not eligible** for monetary awards. Monetary awards for Senior
Executive Service members must be approved by the Department\'s
Executive Resources Board.

Monetary awards are no longer based on an employee\'s base salary.
Instead, the award should be commensurate with the value of the
accomplishment. Individual awards with a gross value of **\$5,000 or
less** are approved by the division based on the delegation of authority
established by the division. Individual awards with a gross value
between **\$5,001-\$10,000** must be submitted to the Bureau Incentive
Awards representative for review and forwarded through the Headquarters
Office of Human Resources to the Director for his signature, then sent
to the Department for approval by the Assistant Secretary for Water and
Science. The Director has authority to approve group awards **up to
\$10,000**, if no single member of the group receives a gross award in
excess of \$5,000. Any award **over \$10,000 must be forwarded** through
the same channels but will be sent to the Office of Human Resources
Management for final approval.

**[STAR AWARD]{.underline}**

The **STAR award** is a cash award that can be given **at any time**
during the year and is not tied to the performance rating cycle. There
is **no bureau limitation** to the number of awards an employee may
receive but your division may have restrictions. Also, the employee
**cannot be recognized more than once for the same accomplishment.** The
**amount** of the STAR award **ranges from \$91 to \$10,000;** any
amount **above \$5,000 must be reviewed by the Bureau Incentive Awards
representative and forwarded through the Headquarters Office of Human
Resources and the Director to the Department of the Interior for
approval.** The award should be commensurate with the value of the
individual or team accomplishment. A scale of suggested monetary award
amounts to help you determine a dollar amount for the award is located
on page 6-2 of this guide. STAR awards are paid through the Federal
Personnel and Payroll System (FPPS) and appear on his/her leave and
earnings statement.

**Criteria**

A STAR award is used to recognize noteworthy accomplishments that are
limited to a one-time occurrence or for exceptional accomplishments over
a period of months but should not be used in relation to performance
appraisals. STAR awards are used to recognize employees who \"go the
extra mile\" or who perform \"above and beyond the call of duty.\"
Accomplishments may be either within or outside the scope of an
employee\'s normal duties. Examples of situations which would be
appropriate are those in which employees: produce exceptionally high
quality work under tight deadlines; perform added or emergency
assignments in addition to their regular duties; or exercise
extraordinary initiative or creativity in addressing a critical need or
difficult problem. A scale of suggested monetary award amounts is
provided for your reference in determining the amount of the award.

**Eligibility**

Only Federal employees are eligible for a STAR award. **Volunteers are
not eligible for any cash awards.** Awards for SES employees must be
approved by the Department\'s Executive Resources Board. Occasionally,
an employee from another Federal agency is detailed to the USGS or
provides a service that is worthy of recognition; a STAR award may be
used, but coordination must be through the USGS servicing Human
Resources Office. One employee or a group of employees may be recognized
for significant accomplishments or contributions to the mission of the
USGS.

**Recommendation and Approval**

Anyone can recommend the STAR award by contacting the employee\'s
supervisor. A STAR award may be initiated by another division but **it
must have the concurrence of the awardee\'s supervisor of record.** When
this occurs, the initiating office must forward the award to awardee\'s
supervisor for processing. Each division has established its own
delegations of authority to approve awards which is provided in the
Delegations of Authority Section of this guide. You must adhere to the
guidelines your division has provided.

Occasionally, another bureau within the Department of the Interior, or
another agency, may want to recognize a USGS employee through a monetary
award. The outside bureau or agency will prepare the award documentation
and forward it to the recipient\'s supervisor of record for processing.
The supervisor should contact his/her servicing Human Resources Office
for guidance on how to process the award. The payment of the award is
made through the USGS\'s payroll system and arrangements should be made
with the receiving office to charge the cost of the award back to the
originating office. The same procedure should be followed if the Survey
wants to recognize an employee of another bureau or agency except in
reverse.

**Payment of Award**

The originating office will usually charge the cash award to its cost
account number. If there are any questions regarding payment of the
award, they should be directed to your division awards representative.

**Time Limitation**

Award must be submitted for approval **within 6 months** following the
contribution(s).

**Effective Date**

The award is effective **the date the personnel action is entered** into
the Federal Personnel Payroll System (FPPS).

**Processing a STAR Award**

Complete the [[Award Certification, Form 9-3085 (May
1998)]{.underline}](http://internal.usgs.gov/ops/hro/perf/awards/9-3085.pdf)
*(pdf, 16K)*, by following the instructions provided in the Processing
Award Nominations Section.

**[Quality Step Increase]{.underline}**

The **Quality Step Increase (QSI)** is a pay increase that provides
faster than normal progression through the within-grade steps. To be
eligible for a QSI, the employee must achieve all critical results in
the Employee Performance Plan and display exceptional performance that
is expected to continue. A QSI is the only award linked to the
employee\'s rating of record. **Only one QSI may be granted in a 52-week
period.** The employee\'s immediate supervisor or rating official
initiates the QSI.

**Eligibility**

Any employee in the general schedule (GS/GM) or foreign compensation
(FC) is eligible for a QSI if he/she has a current performance appraisal
that describes exceptional performance, is expected to continue, and has
not received a QSI within the last 52-week period. Supervisors should be
aware that a **QSI** for an **employee who is in a step 3 or step 6 of
his/her grade** and is within 6 months of his/her next within-grade step
increase will be put into a longer waiting period for that increase. If
this is the situation, you may want to consider a cash award instead.
You should contact your servicing Human Resources Office for guidance.

**Time Limitation**

There is no specific time limit for the submission of a QSI; however, it
is strongly recommended that a QSI be approved within 60 days after the
performance appraisal is completed.

**Effective Date**

The QSI is effective the beginning of the pay period after the personnel
action is initiated in FPPS.

**Processing a Quality Step Increase**

The Award Certification, Form 9-3085 (May 1998), is used to document the
QSI. A copy of the **Performance Rating Documentation must be attached
along with a description of how the employee exceeded expected
performance.** Refer to the instructions in the Processing Award
Nominations Section for a detailed explanation for completion of the
form and initiation of the personnel action.

Continuous improvement incentives are cash awards used to recognize
individuals and team members for cost savings, quality improvements,
innovation and creativity. These types of awards encourage employees to
suggest improvements or new ideas. Timely evaluation and prompt
recognition is recommended.

### Productivity Improvement Award

This type of award was formerly known as the Suggestion Award. An
employee who has an idea submits it in the form of a memo or letter to
his/her division administrative office. That office, in turn, will
forward the memo to the appropriate evaluating official. Some divisions
may have other processes in place for submitting productivity
improvement recommendations. If unsure of these procedures, the employee
should contact his/her Bureau Incentive Awards (BIA) representative for
guidance. Refer to the BIA representative section on page 10-1.

#### Eligibility

Any current **Federal employee** is eligible to participate.

#### Processing the Approved Idea

When the division has reviewed the suggested idea and has determined
that it should be approved, the division will prepare the Award
Certification, Form 9-3085 (May 1998). Use the \"Scale for Determining
Monetary Award Amounts\" on page 6-2 to establish the dollar value.
Follow the instructions provided in the Processing Award Nominations
Section.

### Invention/Patent Award

An automatic \$500 gross compensation is awarded upon the actual filing
of a patent application at the Patent Office by the Office of the
Solicitor. An additional \$800 **gross** will be awarded if the patent
is granted. In addition, further recognition based on the benefit of the
contribution may be granted through the use of an additional cash award.
The awardee\'s office is responsible for payment of the award amount.

#### Processing the Award

Upon receipt of the notice from the Office of the Solicitor through the
Office of Program Support, Office of Management Services, the Award
Certification, Form 9-3085 (May 1998), should be completed to record and
initiate payment of the award. Follow the instructions provided in the
Processing Award Nominations Section

# Scale for Determining Gross Monetary Award Amounts

+-------------+-------------+-------------+-------------+-------------+
| **Awards    |             |             |             |             |
| Table       |             |             |             |             |
| Comparing   |             |             |             |             |
| Value of    |             |             |             |             |
| Benefit\    |             |             |             |             |
| to Value to |             |             |             |             |
| the         |             |             |             |             |
| Org         |             |             |             |             |
| anization** |             |             |             |             |
+-------------+-------------+-------------+-------------+-------------+
| **Value of  | **Value to  |             |             |             |
| Benefit**   | the         |             |             |             |
|             | Org         |             |             |             |
|             | anization** |             |             |             |
+-------------+-------------+-------------+-------------+-------------+
|             | Limited     | Extended    | Broad       | General     |
|             |             |             |             |             |
|             | Affects     | Affects     | Affects     | Affects     |
|             | functions,  | functions,  | functions,  | functions,  |
|             | missions or | missions or | missions or | missions or |
|             | personnel   | personnel   | personnel   | personnel   |
|             | of one      | of several  | of an       | of several  |
|             | office,     | offices,    | entire      | bureaus, an |
|             | facility,   | facilities  | region or   | entire      |
|             | i           | or          | several     | Department, |
|             | nstallation | ins         | regions, or | or is in    |
|             | or an       | tallations. | an entire   | the public  |
|             | org         | Affects an  | bureau.     | interest    |
|             | anizational | important   | Affects a   | through-out |
|             | element.    | area of     | broad area  | the nation  |
|             | Affects a   | science or  | of science  | or beyond.  |
|             | small area  | technology. | or          |             |
|             | of science  |             | technology. |             |
|             | or          |             |             |             |
|             | technology. |             |             |             |
+-------------+-------------+-------------+-------------+-------------+
| *           | Up to \$100 | \$101 -     | \$501 -     | \$1001 -    |
| *Moderate** |             | \$500       | \$1000      | \$3000      |
|             |             |             |             |             |
| **Change or |             |             |             |             |
| m           |             |             |             |             |
| odification |             |             |             |             |
| to an       |             |             |             |             |
| operating   |             |             |             |             |
| principle   |             |             |             |             |
| or          |             |             |             |             |
| procedure   |             |             |             |             |
| with        |             |             |             |             |
| limited     |             |             |             |             |
| impact or   |             |             |             |             |
| use.        |             |             |             |             |
| C           |             |             |             |             |
| ontribution |             |             |             |             |
| may         |             |             |             |             |
| represent   |             |             |             |             |
| completion  |             |             |             |             |
| of a        |             |             |             |             |
| project or  |             |             |             |             |
| an          |             |             |             |             |
| assignment  |             |             |             |             |
| in a very   |             |             |             |             |
| successful  |             |             |             |             |
| manner.**   |             |             |             |             |
+-------------+-------------+-------------+-------------+-------------+
| **High**    | \$100 -     | \$501 -     | \$1001 -    | \$3001 -    |
|             | \$500       | \$1000      | \$3000      | \$5000      |
| **Complete  |             |             |             |             |
| revision of |             |             |             |             |
| a basic     |             |             |             |             |
| principle   |             |             |             |             |
| or          |             |             |             |             |
| procedure;  |             |             |             |             |
| a highly    |             |             |             |             |
| significant |             |             |             |             |
| improvement |             |             |             |             |
| to the      |             |             |             |             |
| value of a  |             |             |             |             |
| product or  |             |             |             |             |
| service.    |             |             |             |             |
| C           |             |             |             |             |
| ontribution |             |             |             |             |
| may         |             |             |             |             |
| represent   |             |             |             |             |
| completion  |             |             |             |             |
| of a        |             |             |             |             |
| project or  |             |             |             |             |
| an          |             |             |             |             |
| assignment  |             |             |             |             |
| in a highly |             |             |             |             |
| successful  |             |             |             |             |
| manner.**   |             |             |             |             |
+-------------+-------------+-------------+-------------+-------------+
| **Ex        | \$500 -     | \$1001 -    | \$3001 -    | \$5001 -    |
| ceptional** | \$1000      | \$3000      | \$5000      | \$10,000    |
|             |             |             |             |             |
| *           |             |             |             |             |
| *Initiation |             |             |             |             |
| of a new    |             |             |             |             |
| principle   |             |             |             |             |
| or major    |             |             |             |             |
| procedure;  |             |             |             |             |
| a superior  |             |             |             |             |
| improvement |             |             |             |             |
| to the      |             |             |             |             |
| quality of  |             |             |             |             |
| a critical  |             |             |             |             |
| product,    |             |             |             |             |
| activity,   |             |             |             |             |
| program or  |             |             |             |             |
| service to  |             |             |             |             |
| the public. |             |             |             |             |
| C           |             |             |             |             |
| ontribution |             |             |             |             |
| may         |             |             |             |             |
| represent   |             |             |             |             |
| completion  |             |             |             |             |
| of a        |             |             |             |             |
| project or  |             |             |             |             |
| an          |             |             |             |             |
| assignment  |             |             |             |             |
| in an       |             |             |             |             |
| outstanding |             |             |             |             |
| manner.**   |             |             |             |             |
+-------------+-------------+-------------+-------------+-------------+

**[Non --Monetary Awards]{.underline}**

## Time-Off Recognition

Time-Off recognition is an excused absence awarded to an employee
without charge to leave. The minimum time-off recognition is 1 hour.
There is no bureau maximum for time-off recognition; however, some
divisions may have restrictions on the number of hours granted during a
calendar year. You must check the delegations of authority for your
division to determine any limitations. A recommended scale for
determining the number of hours to award for time-off recognition is
provided on the next page.

### Criteria

Time-off recognition is used to reward accomplishments that contribute
to quality, efficiency, or economy of Government operations. This
recognition can be used for one-time, nonrecurring contributions, or may
also be used to recognize accomplishments when award funds are limited.
Time-off recognition is appropriate when an employee has made a high
quality contribution involving a difficult or important project or
assignment; displayed special initiative and skill in completing an
assignment or project before the deadline; used initiative and
creativity in making improvements in a product, activity, program, or
service; and/or ensured that the mission of the employee\'s organization
is accomplished during a difficult period by successfully completing
additional work or a project assignment while maintaining the
employee\'s own workload.

### Eligibility

All USGS employees are eligible for time-off recognition **except SES
members and employees on an intermittent work schedule.**

### Recommendation and Approval

Anyone can recommend the award by contacting the employee\'s supervisor.
Time-off recognition may be initiated by another division but **must
have the concurrence of the awardee\'s supervisor of record.** When this
occurs, the initiating office must forward the award to the recipient\'s
supervisor for processing. The account number of the division
recommending the time-off recognition must be given to the awardee\'s
timekeeper for appropriate accounting. Each division has established its
own delegations of authority to approve awards. A list of these
delegations is provided in the Delegations of Authority Section of this
guide. You must adhere to the guidelines your division has provided.

### Time Limitation

It is recommended that approved time-off recognition be used within 1
year of the approval date of the award; however, there is no time
limitation for its use.

### Effective Date

The time-off recognition is effective the date the personnel action is
initiated in FPPS.

### Processing Time-Off Awards

Complete the Award Certification, Form 9-3085 (May 1998), to document
the time-off award and follow the instructions provided in the
Processing Award Nominations Section of this guide.

Note: Time-off recognition may be granted in combination with cash
awards or honor awards when a supervisor wishes to grant additional
recognition beyond that afforded by the cash or honor award.

  --------------- -------------------------------------------------------
  **RECOMMENDED   
  SCALE OF HOURS  
  FOR TIME-OFF    
  RECOGNITION**   

  **Number of     **Value to the Organization**
  Hours**         

  **1 to 10**     **Moderate:**\
                  A contribution to a product, activity, program or
                  service to the public which is of sufficient value to
                  merit formal recognition; or a beneficial change or
                  modification of operating principles of procedures.

  **11 to 20**    **Substantial:**\
                  An important contribution to the value of a product,
                  activity, program or service to the public or
                  significant change; or modification of operating
                  principles or procedures.

  **21 to 30**    **High:**\
                  A highly significant contribution to the value of a
                  product, activity, program, or service to the public or
                  a complete revision; or operating principles or
                  procedures with considerable impact.

  **31 or more**  **Exceptional:**\
                  A superior contribution to the quality of a critical
                  initiation of a new principle; or a major procedure
                  with significant impact.
  --------------- -------------------------------------------------------

# Non-Monetary Recognition and Informal Honors

Non-monetary recognition is a means of providing immediate, non-cash
rewards to employees for contributions to the Department of the
Interior, USGS, office or team. The non-monetary recognition selected
should be commensurate with the effort expended, the behavior exhibited,
and/or the results achieved. As a key element of a [rewarding
environment](http://internal.usgs.gov/ops/hro/perf/rewards/index.html),
non-monetary recognition can be tailored to employees\' interests\--by
talking with employees and learning about their personal interests,
hobbies, or activities, or by asking them how they would like to be
rewarded. Gift certificates may be presented as non-monetary
recognition; however, the IRS requires that they be reported as taxable
income (see
[below](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Reporting%23Reporting)).

While non-monetary recognition carries fewer administrative requirements
than cash awards, managers are no less responsible for reasonable and
appropriate use of this program. Non-monetary recognition may not be
presented in advance or in anticipation of a contribution that has not
yet occurred. Non-monetary recognition items may not be used as personal
gifts, visitor tokens of appreciation, or for teambuilding, goodwill,
[outreach, or promotional
purposes](http://internal.usgs.gov/visual/outreach_items.html).
Non-monetary recognition should not be used in a way that would cause
embarrassment to the USGS or given so often as to create the appearance
of abuse of this authority. If there is any concern, a [STAR
Award](http://internal.usgs.gov/ops/hro/perf/awards/star.html) should be
considered as an alternative.

**Contents of This
Page:**![](media/image1.png){width="8.333333333333333e-3in"
height="8.333333333333333e-3in"}

-   [Eligibility](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Eligibility%23Eligibility)

-   [Non-monetary Recognition
    Items](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Items%23Items)

-   [Gift
    Certificates](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Gift%23Gift)

-   [Items Inappropriate for Non-monetary
    Recognition](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Inappropriate%23Inappropriate)

-   [Nomination and
    Recordkeeping](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Nomination%23Nomination)

-   [Purchase and
    Storage](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Purchase%23Purchase)

-   [Reporting Gift Certificates as Taxable
    Income](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Reporting%23Reporting)

-   [Presentation](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Presentation%23Presentation)

-   [Additional
    Information](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Additional%23Additional)

### Eligibility

This program is authorized by the Government Employees Incentive Awards
Act (GEIAA). Eligibility is limited to employees of the USGS, the
Department of the Interior, and other Federal agencies.

[Contractor
personnel](http://internal.usgs.gov/ops/acquisition/ktrsintheworkplace.html),
volunteers, [foreign visitors](http://international.usgs.gov/usgs/), and
other members of the public are not eligible. Students whose services
are acquired outside of student hiring programs (i.e., through [Student
Services
Arrangements](http://internal.usgs.gov/ops/acquisition/student/students.html))
are also not eligible. Recognition for volunteers is covered separately
in the Volunteer for Science Program
[Handbook](http://internal.usgs.gov/ops/hro/recruit/volunteerhandbook.pdf)
*([PDF](http://www.adobe.com/products/acrobat/readstep2.html), 359K)*
(see also Survey Manual Chapter
[500.23](http://www.usgs.gov/usgs-manual/500/500-23.html)). Individuals
who are not eligible for non-monetary recognition may, however, be
presented with [Informal
Honors](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#informal).

### Non-monetary Recognition Items 

The Department of the Interior has established a \$50 limit for
non-monetary recognition of nominal value, including shipping and
handling. Presentation of more than a single item is acceptable as long
as the cumulative value of the items does not exceed \$50. If buying
multiple items, see also [Purchase and
Storage](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Purchase%23Purchase)
below. Non-monetary recognition items may include:

**Merchandise.** Merchandise including but not limited to briefcases,
tote bags, coffee cups, pen and pencil sets, clocks, T-shirts and other
similar items may be presented. Products made by Javits-Wagner-O\'Day
(JWOD) sources must be considered before buying non-monetary recognition
items from retail stores (see [JWOD catalog](http://www.jwod.com/)). The
USGS identifier, if used, must comply with [Visual Identity System
specifications](http://internal.usgs.gov/visual/quickstart.html).
Clothing marked with the USGS identifier may be presented as long as (1)
colors reserved for official wear/identification clothing are avoided
(see Survey Manual Chapter
[408.3](http://www.usgs.gov/usgs-manual/400/408-3.html)); and (2) it is
not worn in work situations requiring official wear/identification
clothing. A committee has been convened to examine existing policies
related to clothing bearing the USGS identifier. Additional guidelines
regarding the use of USGS identifier clothing as non-monetary
recognition will be incorporated here when they become available.

**Tickets.** Tickets to sporting events, movies, etc. can also be used
as non-monetary recognition.

**Food.** Food or meals may be used as non-monetary recognition as long
as they (1) are used to recognize specific contributions and
accomplishments, and (2) would not jeopardize the credibility and
integrity of the awards program. When food is used as non-monetary
recognition (e.g., a pizza lunch for an employee or employees who have
made special contributions in completing a difficult assignment), the
supervisor/presenter must use personal funds for his/her own meal.
Likewise, others attending who are not being recognized must use
personal funds for their own meals. This authority must not be used as a
pretense to provide food at meetings, office parties or other events.

A separate authority exists regarding refreshments at awards ceremonies
(see
[Presentation](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Presentation%23Presentation)).

### Gift Certificates 

Gift certificates redeemable for merchandise, services or events may be
presented as non-monetary recognition; however, **IRS rules require that
gift certificates be reported as taxable income (see
[instructions](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Reporting%23Reporting)).**
Examples include but are not limited to: certificates redeemable at a
particular restaurant, book store, clothing store, mall, etc.;
certificates redeemable for a particular item such as a ham, turkey, or
other specified food item; certificates redeemable for a particular
service, such as a car wash; and gift certificates issued by banks or
credit card companies.

### Items Inappropriate For Non-monetary Recognition 

The following items may not be used as non-monetary recognition:

-   Work supplies that are provided by the government in connection with
    the employee\'s job, including USGS official wear/identification
    clothing (see Survey Manual Chapter
    [408.3](http://www.usgs.gov/usgs-manual/400/408-3.html)) and
    protective clothing or equipment (see Survey Manual Handbook
    [445-2-H](http://www.usgs.gov/usgs-manual/handbook/hb/445-2-h/ch26.html));

-   Excess government property not for public sale; and

-   Items that are barred in the federal workplace by statute or
    regulation, violate the Director\'s [Policy on Zero Tolerance for
    Harrassment](http://internal.usgs.gov/ops/hro/ee/zero.html)
    *([PDF](http://www.adobe.com/products/acrobat/readstep2.html),
    48K)*, or are otherwise inappropriate.

### Nomination and Recordkeeping 

Any USGS employee may recognize a peer or subordinate employee or group
of employees. The USGS Form 9-3085, Award Certification, is not to be
used. Cost centers must establish procedures and maintain a non-monetary
recognition log that includes the following information:

1.  Recipient\'s name;

2.  Specific contribution being recognized;

3.  Name of the individual who nominated the employee for non-monetary
    recognition;

4.  Name of the individual who authorized the expenditure of funds;

5.  Name of the purchase cardholder who bought the item;

6.  Non-monetary recognition item;

7.  Total cost (including shipping and handling);

8.  Date the item was purchased;

9.  Date the item was presented as non-monetary recognition; and

10. Original or copy of Report of Taxable Fringe Benefits form ([gift
    certificates
    only](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Reporting%23Reporting)).

### Purchase and Storage 

The only individuals who may purchase non-monetary award items are
charge card holders with purchase authority, and warranted Contracting
Officers (CO\'s). The procedures for [documentation of the
purchase](http://www.usgs.gov/usgs-manual/400/403-2.html) will apply.
The cardholder/CO must insure that the cost of the purchase is coded in
FFS under Budget Object Class (BOC) **115E** (Awards-Non monetary).

A small number of non-monetary recognition items may be kept on hand to
allow for immediate recognition. The Chief, Office of Administrative
Policy and Services (APS) has set a limit of \$250 per [cost
center](http://www.usgs.gov/usgs-manual/313/320-1.html) for gift
certificates and tickets on hand at any given time during the fiscal
year; however, they must be must be given out by the end of that fiscal
year (See Chief, APS,
[memo](http://internal.usgs.gov/ops/acquisition/GiftCertMemo.html).)

Cost centers choosing to keep items on hand are responsible for their
[tracking](http://internal.usgs.gov/ops/hro/perf/awards/nonmonetary_and_informal.html#Nomination%23Nomination)
and safekeeping. Non-monetary recognition items on hand must be stored
in a locked box, desk, or cabinet. Non-monetary recognition items
presented at the end of the fiscal year must be given to recognize
specific contributions and not simply distributed to deplete existing
supplies.

### Reporting Gift Certificates as Taxable Income 

The IRS considers gift certificates as employee fringe benefits and
subject to tax. Therefore, anyone who is giving an employee a gift
certificate must report the gift certificate to the Payroll Operations
Division (POD) so that it can be included in the employee's taxable
income. To report a gift certificate as taxable income, complete the
[Report of Taxable Fringe
Benefits](http://internal.usgs.gov/ops/hro/perf/awards/TaxReportingForm.pdf)
*([PDF](http://www.adobe.com/products/acrobat/readstep2.html), 78K)*
form and fax the form to POD (303-969-7411) at the time the gift
certificate is being given to the employee. *(POD reporting will not
result in doubling the amount obligated (once with the Charge Card and
once in the Labor Cost File)).*

**Note:** The individual giving the gift certificate is responsible for
obligating the face value of the certificate [plus]{.underline} the tax
on the gift certificate so that the tax will not be withheld from the
employee\'s salary. Because the tax for FERS employees includes Social
Security, the total amount that must be obligated for a gift certificate
is higher for FERS employees than for CSRS employees. This chart lists
the tax that must be obligated for gift certificates ranging from \$5 to
\$50 in face value:

  --------------------- ------------------------ ------------------------
  **GIFT CERTIFICATES\                           
  Face Value, Tax, and                           
  Total Value**                                  

  **Face Value of Gift  **Total Value of Gift    **Total Value of Gift
  Certificate**         Certificate including    Certificate including
                        tax\                     tax\
                        (CSRS Employee)**        (FERS Employee)**

  \$50                  \$79                     \$87

  \$45                  \$71                     \$78

  \$40                  \$63                     \$70

  \$35                  \$55                     \$61

  \$30                  \$47                     \$52

  \$25                  \$39                     \$44

  \$20                  \$31                     \$35

  \$15                  \$24                     \$26

  \$10                  \$16                     \$17

  \$5                   \$8                      \$9
  --------------------- ------------------------ ------------------------

The employee's next Leave and Earnings Statement will include the face
value of the gift certificate as part of the employee's biweekly
earnings, and the tax will be included as part of the taxes withheld.
Because the tax that has been obligated to cover the gift certificate is
based on a standard rate that is higher than the actual tax rate for
some employees, those employees may receive a small additional amount in
their pay for that one pay period.

### Presentation 

The presentation of non-monetary recognition and/or gift certificates
should suit the achievement and respect the wishes of the recipient.
Generally, the presentation of non-monetary recognition items should be
informal. If non-monetary recognition is presented in conjunction with a
formal awards ceremony, USGS policy regarding [refreshments at employee
awards
ceremonies](http://internal.usgs.gov/ops/acquisition/lb/foodtree-b1.html)
will apply.

### Additional Information 

The contents of this page are drawn from the Government Employees
Incentive Awards Act, [5 USC
4503](http://www4.law.cornell.edu/uscode/5/4503.html), Department of the
Interior Personnel Bulletin No.
[02-11](http://www.doi.gov/hrm/guidance/pb02-11.pdf)
*([PDF](http://www.adobe.com/products/acrobat/readstep2.html), 470K)*
policy on non-monetary recognition of nominal value, the [USGS Rewarding
Environment
Handbook](http://internal.usgs.gov/ops/hro/perf/rewards/index.html),
Chief, Office of Administrative Policy and Services
[memorandum](http://internal.usgs.gov/ops/acquisition/GiftCertMemo.html)
dated August 5, 2003, and related GAO decisions.

If you have questions about non-monetary recognition, please contact the
following offices for further information:

-   For purchase procedures, contact the [Office of Acquisition and
    Grants](http://internal.usgs.gov/ops/acquisition/contacts-hq.html).

-   For all other questions concerning non-monetary recognition, contact
    your [servicing Human Resources
    Office](http://internal.usgs.gov/ops/hro/askhro.html).

## Informal Honors

Informal Honors include letters of commendation, certificates, \"thank
you\" notes, or other similar items. Employees or partners-in-mission
can be recognized by informal honors. No Award Certification, Form
9-3085, is required for this type of recognition. An
[example](http://internal.usgs.gov/ops/hro/perf/awards/appreciation.PDF)
*([PDF](http://www.adobe.com/products/acrobat/readstep2.html), 16K)* of
a Certificate of Appreciation is available.