Washington, D.C. 20530

January 19, 2005

MEMORANDUM FOR BUREAU HUMAN RESOURCES OFFICERS

On December 10, 2003, Paul R. Corts, Assistant Attorney General for Administration, announced a Department-wide performance awards administration policy (attached). The policy mandated that components focus on aligning employee performance management and award systems to achieve the Department’s strategic goals. The policy applies to performance-based cash awards, but excludes: SES bonuses, gain-sharing awards, special act/achievement awards, "on-the-spot" awards, and quality step increases (QSIs).

Effective immediately, performance awards based on employee performance ratings for the rating cycle which began after October 1, 2004 (FY05) will be granted in accordance with this policy. In conjunction with the just completed SES performance rating cycle, determinations have been made about the level of performance that each component has attained in meeting the Department’s strategic goals. Specifically, all components in the Department are permitted to use .60% - .45% of total GS employee salary & expenses for FY2005 performance awards.

Prior to expending award monies, each component must submit a written plan to Debra M. Tomchek, Director, Human Resources. Once that plan is approved, then awards may be made. The plan must include:

• The amount of budget to be spent on awards, including total dollars and percentage of total GS employee salary and expenses. If your plan is to spend more or less than the allocated range, then a justification must be provided for further consideration.



• The method to be used to determine the re-distribution of the component’s awards budget to major sub-components (e.g., DAAG level).



• The method to be used to ensure distinctions in performance when making awards to employees.

After the close of the fiscal year, JMD Personnel Staff will evaluate the administration of this policy. To assist in the evaluation process, each organization must submit a written report no later than November 1, 2005. Information about reporting requirements will be provided in the last quarter of FY05.

The implementation of this policy is an important milestone in strengthening the relationship between mission accomplishment and employee performance awards. There is a direct correlation between employee performance that is mission-related and results-oriented, and the achievement of the Department’s strategic goals. I thank you in advance for your conscientious effort in making this a model policy.

If you have any questions about this policy or its implementation, please contact Sheila D. Marshall, of the Workforce Effectiveness Group, on (202) 514-1598 or by electronic mail at sheila.d.marshall@usdoj.gov.

Attachment

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