BENEFITS ADMINISTRATION MANUAL TRAINING Merit Award Program Section

BENEFITS ADMINISTRATION MANUAL TRAINING: Merit Award Program Section 2100

Merit Award Program Overview BAM Section 2100 Contents • 2101. General Information • 2102. Forms Distribution • 2103. Eligibility • 2104. Participation • 2105. Resource Guide • 2106. Tax Withholding • 2107. State Controller’s Office • 2108. Cal. HR Contacts • 2109. Website • View all BAM Section 2100

Merit Award Program Objectives • Explain the purpose and authority of the Merit Award Program (MAP). • Describe the different programs and their requirements.

Merit Award Program History The Merit Award Program was established by the California Legislature in 1950 as an incentive award system to recognize employees contributions to state government.

Merit Award Program Components I. The Employee Suggestion Program. II. The Governor’s State Employee Medal of Valor Program. III. The Superior Accomplishment and Sustained Superior Accomplishment Awards Program. *** § Cal. HR also administers the 25 -Year Service and Retirement Awards Program.

Merit Award Program Governance § Cal. HRs Benefits Division, has administrative responsibility over the Merit Award Program. § All state departments participate in the program with a designated employee responsible for the MAP activities. § Each has a specified Merit Award Administrator. § All awards are funded by the department that benefits from the idea or nomination.

Employee Suggestion Program Innovative Ideas at work!

Employee Suggestion Program (1 of 14) § A program that awards state employees for their innovative ideas which result in a direct benefit to the state. § Cash awards range from $50 up to $50, 000 for an implemented suggestion not within the suggester's normal duties.

Employee Suggestion Program (2 of 14) Three cash award types: ü Improved Procedures ü Improved Safety ü Cash Award (based on tangible savings)

Employee Suggestion Program (3 of 14) If a suggestion is adopted and the award is under $5, 000, the Departmental Merit Award Administrator submits the Cal. HR 148 Payroll Authorization Form to Personnel for award payment.

Employee Suggestion Program ( 4 of 14) • Contact Cal. HR’s Merit Award Program Manager to request Administrator’s Handbook and Cal. HR 148.

Employee Suggestion Program (5 of 14) § Cash awards for adopted suggestions shall not be less than $50, or more than $50, 000. § Awards of more than $5, 000 will be granted only upon approval by concurrent resolution of the Legislature.

Employee Suggestion Program (6 of 14) Ø Track success of concurrent resolutions on http: //leginfo. legislature. ca. gov/.

Employee Suggestion Program (7 of 14) Look around! Do you see a problem? Do you have an innovative idea that will: q. Improve state operations? q. Increase revenue? q. Eliminate safety hazards? q. Improve procedures?

Employee Suggestion Program (8 of 14) § Submitting your idea is easy! § Complete the Employee Suggestion Form STD 645. § Attach all documentation that will substantiate your idea. § Submit your suggestion to your Merit Award Administrator.

Employee Suggestion Program (9 of 14) Can a suggestion be job related? • A Personnel Technician handled a personnel form on a daily basis. She suggested adding a box on the form for the employee’s home telephone. Management adopted the suggestion, but denied the award. • Their reasoning?

Employee Suggestion Program (10 of 14) • She was in Personnel and used the form every day, so she should recommend changes to improve the form as part of her job. But - she did not have the independent authority to make changes to a departmental form. • She received an Improved Procedure award.

Employee Suggestion Program (11 of 14) Two samples of cost savings awards: • A database update that processed information on behalf of a staff member who otherwise was dedicated to the information processing full time. This suggestion allowed for the employee to be redirected to support other critical work. • Designed a bed frame that lasts ten years instead of one to two, and buoyed patient morale.

Employee Suggestion Program (12 of 14) • Resources: • Evaluator’s Handbook • Merit Award Administrator's Handbook • Both Handbooks are available in BAM Section 2105 “Resource Guides. ”

Employee Suggestion Program (13 of 14) • Online Resources: • Suggester Satisfaction Survey added this year at https: //www. surveymonkey. com/r/MAPSuggester. Survey • Survey administered annually by Cal. HR.

Employee Suggestion Program (14 of 14) • Training/Webinars: • Merit Award Administrator – Roles and Responsibilities in the Employee Suggestion Program https: //youtu. be/9 Fy 81 je. CSPo? list=PLz. D GQ 8 gh. Gb. Wxq. Ew. FMCi 7 a. Eix 6 Nzd. WIo. TI • Statewide Employee Suggestion Program – Innovative Ideas at Work! https: //youtu. be/f. GQC 3 wu 7 g_c

Governor’s State Employee Medal of Valor Award The highest honor California bestows on its public servants.

Medal of Valor (1 of 5) Special Act/Special Service Nomination (Gold/Silver - Medal of Valor): § Departments nominate eligible employees. § The Merit Award Board votes on the nominations. § The Cal. HR Director makes the final determination. § A Gold or Silver medal with lapel pin, certificates and citation are presented to the employee by the Governor in a public ceremony.

Medal of Valor (2 of 5) Special Service Award (Silver Medal) For an act of heroism by a state employee extending above and beyond the normal call of duty or service performed at personal risk to his or her safety to save human life or state property.

Medal of Valor (3 of 5) Special Act Award (Gold Medal) For an extraordinary act of heroism by a state employee extending far above and beyond the normal call of duty or service, performed at great risk to his or her own life in an effort to save human life.

Medal of Valor (4 of 5) On April 12, 2016, we recognized and awarded 15 heroes from five state departments.

Medal of Valor (5 of 5) • Medal of Valor recipients are added to the Medal of Valor webpage http: //medalofvalor. ca. gov/, also accessible by the public at a kiosk in the Capitol. • Nominations are welcome year-round! • Information about nominations is available at http: //www. calhr. ca. gov/employees/Pages/mapmedal-of-valor. aspx

Superior Accomplishment and Sustained Superior Accomplishment Awards For a performance resulting in exceptional contribution to state government, by an individual or a team.

Superior Accomplishment Awards (1 of 6) Nomination process: § Agencies/departments complete STD. 278 form for each award. § Silver awards range from $25 to $250 per individual or team. § Gold awards range from $50 to $500 per individual or team.

Superior Accomplishment Awards (2 of 6) What makes the Sustained Superior Accomplishment Award different than the Superior Accomplishment Award? § Sustained Superior Accomplishment Award is for the sustained act of superior job performance over a two-year period. § Awards are from $25 up to $250. The maximum standard is one nomination per 100 employees.

Superior Accomplishment Awards (3 of 6) All active and retired state employees may receive an accomplishment award.

Superior Accomplishment Awards (4 of 6) • To request payment, departmental Merit Award Administrators must submit a list of awardees to Personnel with the Cal. HR 148 Payroll Authorization Form.

Superior Accomplishment Awards (5 of 6) § Payroll process and procedural questions should be directed to SCO's Personnel/Payroll Services Division (PPSD) Personnel Liaison Unit (916) 3727200 or, § PPM Manual Section G 100 -105

Superior Accomplishment Awards (6 of 6) • How you celebrate your Superior Accomplishment and Sustained Superior Accomplishment Awards helps employees feel valued! • Including awards in personnel files is a benefit to all – employees, supervisors, and the Merit Award Program!

25 -Year Service and Retirement Awards

25 -Year Service and Retirement Awards (1 of 4) 25 -Year Service Award § A state employee with 25 years of completed state service, may be presented by the appointing power a certificate, plaque, or other suitable memento. The cost is not to exceed $90.

25 -Year Service and Retirement Awards (2 of 4) 25 -Year Retirement Award • A retiring state employee with at least 25 years of service may receive a Retirement Award. The cost is not to exceed $90.

25 -Year Service and Retirement Awards (3 of 4) § Award vendors are posted to the Cal. HR 25 - Year Service and Retirement Award page. § Awards may be purchased through these vendors. § Certificate templates are available through Cal. HR, or may be developed internally. § Direct any questions or concerns to the Merit Award Program Manager.

25 -Year Service and Retirement Awards (4 of 4) All information on the 25 -Year Service and Retirement Awards, vendor resources, and Frequently Asked Questions may be accessed at: http: //www. calhr. ca. gov/employees/Pages/ map-25 -year-service-and-retirementawards. aspx

Merit Award Program Conclusion Recognizing state employees for their dedication, innovation, excellence, and heroism since 1950! Amado Luis Salinas, Medal of Valor Awardee

Questions Any questions?

Contact Info. – Mailing Address Department of Human Resources Attn: Merit Award Program 1515 S Street, North Building, Suite 500 Sacramento, CA 95811 -7258

Contact Info. 41 Jonathan Calabretta, Merit Award Program Manager jonathan. calabretta@calhr. ca. gov (916) 322 -1360 Merit Award Program Landing Page: http: //www. calhr. ca. gov/employees/Pa ges/map-merit-award-program. aspx