Civilian Incentive Awards Program

The Civilian Incentive Awards Program offers an array of tools for a supervisor seeking to reward an employee for exceptional performance/service. An award may be monetary or non-monetary (Honorary), sometimes both, and should motivate and inspire an employee to even higher production and spark greater creativity. Exemplary performance, outstanding customer service, cost savings, etc., are examples of eligible award nomination criteria. An individual and a group of employees are eligible for recognition. Monetary awards include performance cash awards, Special Act/Service Awards, On-the-Spot Cash Awards, and Time-Off Awards. Both the Coast Guard and Department of Homeland Security offer Honorary awards. The Coast Guard Civilian Awards Manual, COMDTINST M12451.1B, provides detailed information about these awards. A servicing HR Specialist or Command Staff Advisor is the primary source for information about the Civilian Incentive Awards Program.

TYPES OF AWARDS:

• Performance Cash Award. A Performance Cash Award is a one-time cash payment given at the end of the rating cycle to an employee to recognize noteworthy performance rated as, at a minimum, “Meets” under the Excellence, Achievement and Recognition System (EARS) or “Achieved Expectations” under the Department of Homeland Security/Performance Management System (DHS/PMS). A Performance Cash Award is also a vehicle for enhancing morale and improving productivity as an employee learns that new ideas are welcome and high quality performance is being rewarded. An employee, who is on an approved performance plan on the last day of the rating cycle, including a delayed rating, is eligible for a Performance Cash Award. The Performance Incentive Pay Official (PIPO), typically the highest ranking command official, e.g., commanding officers of headquarters units, Assistant Commandants, etc., serves as the final approval authority for all Performance Cash Awards. An employee is ineligible for a Performance Award if not in a pay status for at least 90 days within the current rating cycle or if the performance was rated “Fails to Meet” or “Unacceptable.” The Award Entry and Approval System (AEAS), an automated tool for documenting and tracking ratings and Performance Cash Awards, must be used to submit Performance Awards for approval.
• Honorary Award. An Honorary award is non-monetary and recognizes an individual or a group achievement worthy of recognition by the highest level awards. The Coast Guard and the Department of Homeland Security offer these awards as listed below. Most Honorary awards are non-monetary and may be accompanied by an award device such as a certificate, plaque, crystal device or lapel pin.

• Incentive Award: An Incentive Award recognizes accomplishments within or outside of normal job responsibilities resulting in tangible or intangible benefits. Ordinarily cash, an Incentive Award may also be Honorary, e.g., certificate of appreciation, plaque, or a Time-Off Award. An Incentive Award may be granted along with or in addition to a performance award or Quality Step Increase. However, an employee may not be granted a Special Act or Service Award and a Performance Award for the same rated performance. The Special Act/On-the-Spot Award Entry and Approval System (SA/OTS AEAS), formerly known as the Non Performance Award Entry and Approval System (NP AEAS) is an automated tool for documenting and tracking incentive awards, must be used to process incentive awards.
• Types of Incentive Awards:
  • Special Act or Service Award: A one-time recognition of an individual or a group of employees for a non-recurring contribution made either within or outside of normal job responsibilities. There is no limitation on the number of Special Act Awards an employee may receive in a year. However, each nomination must be justified in writing, and prudence and good judgment should be the guiding principles when determining whether to recognize an employee multiple times in a single year. An exemplary work accomplishment; an act of heroism; a disclosure of fraud, waste, or abuse; or an invention are examples of efforts that may warrant a Special Act Award. If a Special Act or Service Award is to include cash, the amount of the award must be based on the value of the benefit received which may be tangible, intangible, or a combination of both. Neither type of benefit is inherently of greater value than the other. Limits on cash awards may be found in COMDTINST M12451.1B.
  • On-the-Spot Cash Award. A one-time recognition of an employee by a first-level supervisor for a non-recurring contribution made either within or outside of normal job responsibilities. A first-level supervisor approves without further review, a maximum amount of $250. An employee may receive no more than two On-the-Spot Awards at the maximum amount of $250 each, not to exceed $500 in a 12 month period. An On-the-Spot Award provides immediate reinforcement for exceptional, beneficial performance. Successfully accomplishing an extra work project, developing an idea that produces an immediate benefit to the work unit, or an ability to efficiently and effectively accomplish work are examples of exemplary efforts that may warrant an On-the-Spot Award.
  • Time-Off Award: A Time-Off Award recognizes a one-time, non-recurring contribution(s) granted to an individual or a group of employees for superior accomplishment or other personal effort that substantially enhances the quality, efficiency, or economy of Coast Guard operations. An employee receives time off from work without a loss of pay or charge to leave. When determining the amount of time off to be granted, the benefit to the Coast Guard resulting from the contribution must be evaluated. The Coast Guard Civilian Awards Manual, COMDTINST M12451.1B, Chapter 7-1, provides a methodology for determining the amount of time off to be granted. Whether an employee is full-time or part-time is also a factor in the methodology. A Time-Off Award may be used as a substitute for a performance award.