CALBAYOG CITY
HUMAN RESOURCE MANAGEMENT OFFICE

"Helping you grow."

REWARDS AND RECOGNITION POLICY

I. RATIONALE

In line with the Revised Policies on Employee Suggestions and Incentive Awards System (ESIAS) provided under CSC Resolution No. 010112 and CSC MC No.01 s. 2001, to encourage and recognize creativity, innovativeness, efficiency, productivity, integrity, and exemplary behavior in public service, the Local Government of Calbayog hereby adopts the herein Rewards and Recognition Policy. The Rewards and Recognition(R&R) shall likewise promote uniformity and impartiality in the implementation of the awards and incentive program of the Agency.
The LGU-Calbayog Rewards and Recognition Policy is aligned with the maturity level 2 of the Program to Institutionalize Meritocracy and Excellence in Human Resource Management (PRIME-HRM) and intends to recognize and reward employees who made a difference in the performance of their duties and whose contributions made a difference not only to the agency but also to itsservice areas. This program recognizes and rewards employees’ achievements based on the competencies they have demonstrated excellently in the performance of their duties and functions, exemplary ethical behavior and/or heroic acts they have exhibited.
II. OBJECTIVES

  1. General

    To encourage, recognize and reward employees, individual and in groups alike, for their suggestions, innovative ideas, discoveries, superior accomplishments, heroic deeds, exemplary behavior, extra ordinary acts or services in the public interest and other personal efforts which contribute to the efficiency, economy and improvement in government operations, which lead to organizational productivity.

  2. Specific

    1. To establish a mechanism for identifying, selecting, rewarding and providing incentives to deserving employees at the start of each year;
    2. To recognize and reward accomplishments and innovations periodically or as the need arises;
    3. To provide incentives and interventions to motivate employees who have contributed ideas, suggestions, inventions, discoveries, superior accomplishments in research and extension and other personal efforts.
    4. To inculcate positive values and work ethics in the performance of their duties and functions
III. SCOPE

The System shall apply to all officials and employees in the career and noncareer service of this Agency. There shall be no discrimination in the giving of rewards and recognition to employees on account of gender, civil status, disability, religion, ethnicity or political affiliation.

IV. DEFINITION OF TERMS

AWARD – is a recognition which may be monetary or non-monetary conferred on individual or group of individuals for ideas, suggestions, inventions, discoveries, superior accomplishments, exemplary behavior, heroic deeds, extraordinary acts or services in the public interest which contribute to the efficiency, economy, improvement in government operations which lead to organizational productivity.

INCENTIVE – is a monetary or non-monetary motivation or privilege given to an official or employee for his/her contributions, suggestions, inventions, ideas, satisfactory accomplishment or demonstration of exemplary behavior based on agreed performance standards and norms of behavior.

CONTRIBUTION – is any input which can be in the form of an idea or performance (See also Idea type and Performance type contribution).

DISCOVERY – is the uncovering of something previously existing but found or learned for the first time which will improve public service delivery.

INVENTION – is the creation of something previously non-existent which will benefit the government.

SUGGESTION – is an idea or proposal which improves work performance, systems and procedures and economy in operations that will benefit the government.

IDEA TYPE CONTRIBUTION - refers to an idea, a suggestion or an invention or discovery for improvement to effect economy in operation, to increase production and improve working conditions.

PERFORMANCE TYPE CONTRIBUTION - refers to performance of an extraordinary act or service in the public interest in connection with, or related to one's official employment or outstanding community service or heroic acts in the public interest; or sustained work performance for a minimum period of one year which is over and above the normal position requirement of the individual or group.

CAREER SERVICE - positions in the civil service characterized by (1) entrance based on merit and fitness to be determined as far as practicable by competitive examination, or based on highly technical qualifications; (2) opportunity for advancement to a higher career positions; and (3) security of tenure.

NON-CAREER SERVICE - positions expressly declared by law to be in the non-career service; or those whose entrance in the service is characterized by (1) entrance on bases other than those of the usual tests of merit and fitness utilized for the career service and (2) tenure which is limited to the duration of a particular project for which purpose employment was made.

V. POLICIES

The Rewards and Recognition System of the Agency shall adhere to the following policies:

  1. The System shall be designed to encourage creativity, innovativeness, efficiency, integrity and productivity in the public service by recognizing and rewarding officials and employees, individually or in groups for their suggestions, inventions, superior accomplishments and their personal efforts which contribute to the efficiency, economy, or other improvement in government operations, or for other extraordinary acts or services in the public interest.
  2. It shall likewise be the policy of the Agency to promote equal opportunity principles such as provision of enabling support for differently-abled staff to ensure accomplishment of their targets in collaboration with Department Heads.
  3. The Agency shall conduct an orientation program to all employees on Rewards and Recognition System.
  4. The system shall adhere to the principle of providing incentives and awards based on performance, innovative ideas and exemplary behavior.
  5. The Agency Head or his/her authorized representative shall be responsible in overseeing the System’s operation and the Human Resource Management Office shall serve as the System’s Secretariat.
  6. The R & R Committee shall ensure that productivity, innovative ideas, suggestions and exemplary behavior can be identified, considered, managed and implemented on a continuing basis to cover employees at all levels.
  7. The R & R Committee shall be responsible for the development, administration, monitoring and evaluation of the awards and incentives system of the Agency. The Agency may, however, employ an external or independent body to assist the R & R Committee to judiciously and objectively implement the system of incentives and awards.
  8. The R & R Committee shall establish its own internal procedures and strategies. Membership in the Committee shall be considered part of the members' regular duties and functions.
  9. Establishment of a CSC-approved Rewards and Recognition system shall be the basis of the grant of the Agency Awards and Incentives. The Annual R&R Report shall be submitted by the Agency to the Civil Service Commission Regional Office concerned on or before the thirtieth day of January of each year to enable their employees to qualify for nomination to the CSC sponsored national awards.
  10. Issues relative to awards and incentives shall be brought before the R & R Committee which shall address the same within fifteen (15) days from the date of submission.
  11. The system shall give emphasis on the timeliness of giving award or recognition. Aside from conferment of awards during the traditional or planned awarding ceremonies, the spirit of on-the-spot grant of recognition shall be institutionalized.
  12. The system shall provide both monetary and non-monetary awards and incentives to recognize, acknowledge and reward productive, creative, innovative and ethical behavior of employees through formal and informal mode.
  13. At least 5% of the HRD Funds shall be allocated for the Rewards and Recognition and incorporated in the Agency annual work and financial plan and budget.
VI. REWARDS AND RECOGNITION (R&R) PROCESS FLOW

Process Flow Responsible Person Timeframe Duration Details
START
CALL FOR NOMINATIONS HRMO Staff Not later than last working day of May 3 working days
  1. Posting of Call of Nominations thru tarpaulins
  2. Posting of Call of Nominations at Agency Website
ACCEPTANCE OF NOMINATIONS AND SUBMISSION OF REQUIRED DOCUMENTS Nominator/HRMO
Staff/Nominee
Not later than last working day of July 22 working days
  1. HRMO receives filled-up nomination form and checks for completeness
  2. Nominees submits the required documents to the HRMO
DELIBERATION OF PRAISE COMMITTE R&R Committee/HRMO Staff Not later than 15th day of August 10 working days
  1. HRMO endorses nomination and the nominee’s submitted documents to the R&R Committee
  2. R&R Committee evaluates nominees based on criteria and determines qualified nominees
  3. R&R Committee review and consolidates the result and determines the awardees.
HRMO PREPARES NECESSARY DOCUMENTS FOR THE LIST OF AWARDEES HRMO Not later than 30th day of August 3 working days HRMO prepares necessary documents (checklist of qualifications of the nominees, individual assessment summary form, resolutions, etc) to be signed by R&R Committee
R&R COMMITTEE SIGNS NECESSARY DOCUMENTS FOR THE FINAL LIST R&R Committee Not later than 4th day of September 1 day
  1. R&R Committee reviews the deliberation results
  2. R&R Committee signs the necessary documents for the final list of awardees
  3. R&R Committee thru the Agency President endorses the list of awardees for BOR’s confirmation
HRMO PREPARES THE AWARDS AND INCENTIVES (i.e cash, plaque) HRMO Monday immediately following 4th day of September 30 working days HRMO prepares and submit documents for purchase request of plaques to the procurement office and request the accounting office to prepare vouchers for the monetary rewards
REWARDS AND RECOGNITIONS ACTIVITY HRMO / R&R Committee 16th of October 1 day HRMO and R&R Committee conducts the Rewards and Recognition Activity
R & R System Implementation Review HRMO / R&R Committee Not later than 15th day of November 1 day R&R Committee conducts evaluation of Rewards and Recognition System
END

VII. COMPOSITION OF THE AGENCY REWARDS AND RECOGNITION (R&R) COMMITTEE

The R&R shall be institutionalized through the creation of the Agency R&R Committee with the following composition:

City Administrator as Chairman

City Human Resource Management Officer as Member

City Budget Officer as Member

City Planning and Development Officer as Member

City Tourism and Information Officer as Member

City Treasurer as Member

City Accountant as Member

Representative from Accredited Employee’s Union as Member

Four Staff members from HRMO (PRIME-HRM) as Secretariat

VIII. RESPONSIBILITIES

1. R & R COMMITTEE

The R&R Committee shall be responsible for the development, administration, monitoring and evaluation of the awards and incentives system of the Agency. As such, the Committee shall meet periodically to perform the following tasks:

  1. establish a system of incentives and awards to recognize and motivate employees for their performance and conduct;
  2. formulate, adopt and amend internal rules, policies, guidelines and procedures to govern the conduct of its activities which shall include the guidelines in evaluating the nominees and the mechanism for recognizing the awardees;
  3. determine the forms of awards and incentives to be granted;
  4. monitor the implementation of approved suggestions and ideas through feedback and reports;
  5. prepare plans, identify resources and propose budget for the system on an annual basis; (CHRMO)
  6. develop, produce, distribute a System Policy Manual and orient the employees on the same; (CHRMO)
  7. document best practices, innovative ideas and success stories which will serve as promotional materials to sustain interest and enthusiasm; - Department Heads.
  8. submit an annual report on the awards and incentives system to the CSC on or before the thirtieth day of January; CHRMO
  9. monitor and evaluate the System’s implementation every year and make essential improvements to ensure its suitability to the Agency; and
  10. address issues relative to awards and incentives within fifteen (15) days from the date of submission.

    (there are numerous items here that is supposed to be the duties and responsibilities of either the CHRMO (secretariat), department head

To implement the system effectively, the R&R Committee members are expected to possess positive attitude; be capable of implementing submitted ideas; open-minded; decisive; have high tolerance for stress pressure; and actively participate in all committee meetings.

The Agency may, however, employ an external or independent body to assist the R&R Committee to judiciously and objectively implement the system of incentives and awards.

2. Local Chief Executive
  1. shall formally constitute and or appoint members of the R&R Committee within 60 days from the approval of this ordinance.
3. Chairman- City Administrator
  1. shall be responsible in overseeing the system’s operations;
  2. shall ensure that system’s funds are allocated and incorporated in the Agency annual work and financial and budget plan;
  3. facilitates the conduct of the Agency’s Annual Search for Outstanding Officials and Employees; and
  4. facilitates the conduct of the periodic system review of Rewards and Recognition.
4. Members of the Committee
  1. represent the personnel in planning, formulation and approval of the R&R policies and guidelines.
  2. encourage members of the LGBT community to formally organize an association representing their members; and
  3. encourage the members of the association to submit nominations.
5. City Human Resource Management Officer
  1. Monitors submission of nominations
  2. prepare plans, identify resources and propose budget for the system on an annual basis;
  3. submit an annual report on the awards and incentives system to CSC on or before the thirtieth day of January;
  4. prepare and update database of awardees
6. Department Heads
  1. document best practices, innovative ideas and success stories in his department as promotional materials to sustain motivation, interest and enthusiasm
  2. will serve as the nominator of employees within his/her department
7. Employee or Group of Individuals
  1. employee or group of individuals being nominated shall be responsible in gathering and submission of required documents for the award; and
  2. submits feedback and suggestion (if there’s any) to the R&R Committee in writing.
7. Employee or Group of Individuals
  1. shall serve as the committee’s secretariat.
  2. shall retain and keep records of all documents of the system
IX. PROCEDURES

The Agency R&R Committee shall adopt the following procedures in the selection of nominees to any of the awards and incentives, to wit:

  1. establish criteria/qualifications of the nominees;
  2. review/scrutinize submitted documents;
  3. determine the form of award/incentive to be granted to deserving officials and employees; and
  4. prepare necessary recommendations to the Agency Head for approval.
X. TYPES OF AWARDS

  1. National Awards

    The Agency shall participate in the search for deserving employees who may be included in the screening of candidates for awards given by other government agencies, private entities, NGOs and other award giving bodies such as the:

    1. Presidential or Lingkod Bayan Award is conferred on an individual for consistent, dedicated performance exemplifying the best in any profession or occupation resulting in the successful implementation of an idea or performance, which is of significant effect to the public or principally affects national interest security and patrimony.
    2. Outstanding Public Official/Employee or Dangal ng Bayan Award is granted to any public official or employee in the government who has demonstrated exemplary service and conduct on the basis of his or her observance of one or more of the eight (8) norms of behavior described under Republic Act No 6713 or the Code of Conduct and Ethical Standards for Government Officials and Employees.
    3. Civil Service Commission or the PAGASA Award is conferred on a group of individuals or team who has demonstrated outstanding teamwork and cooperation, which resulted in the successful achievement of its goal or has greatly improved public service delivery, economy in operation, improved working conditions or otherwise benefited the government in many other ways.
    4. Other Awards are given by other government agencies, private institutions or NGOs to an individual or team for contributions of an idea or performance that directly benefited the government.
  2. Agency Level Awards

    The Agency shall develop programs and initiate the search for deserving employees who may be included in the screening of candidates for awards to be given such as:

    1. Most Outstanding Employee Award is granted to a permanent male or female who excelled among peers in a functional group, position or profession for consistent dedicated performance exemplifying the best in any profession or occupation. Monetary reward of PhP_____ and a plaque of recognition or other forms of incentives as the committee may decide, e.g. Best Division Chief, Best Administrative Officer, Best Legal Officer, Best Driver, Best Utility Worker and other similar awards shall be given during the Employees Night of the Agency.

      1. Most Outstanding Department Head Award is given to a permanent male or female exercising immediate or direct supervision and control over at least two (2) subordinates

        2.1.1a Best Supervisor

        Each award is given a monetary reward of PhP____ and a plaque of recognition.
      2. Most Outstanding Rank-and-File Employee Award is given to a male or female rank-and-file employee in the non-teaching service who has demonstrated exemplary performance and efficient service.

        2.1.2a Best Rank-and-File Employee

        Each award is given a monetary reward of PhP____ and a plaque of recognition.
    2. Exemplary Behavior Award is granted to officials and employees who have demonstrated exemplary service and behavior on the basis of their consistent observance of the norms of conduct as provided for under R.A. No. 6713. A cash amount of Php_____ and a Plaque of Recognition shall be awarded to the employee and automatically nominated by the R&R Committee to the Dangal ng Bayan Award.
    3. Best Organizational Unit Award is granted to the top performing department of the Agency, which may be a section, division or office on the basis of meeting the organization’s performance targets and as spelled out in the Office Performance Commitment Review (OPCR) of the Strategic Performance and Management System (SPMS) criteria. A cash reward of PhP_____ and a Plaque of Recognition shall be given to the awardee.
    4. Cost Economy Measure Award is granted to an employee or group nominees, which may be a division, section or office, whose contributions, such as, ideas, suggestions, inventions, discoveries or performance of functions result in savings in terms of man-hours and cost or otherwise benefit the Agency and government as a whole. The monetary reward shall not exceed the savings generated from the contribution.

      2.5.2 Individual – PhP_____ and a Plaque of Recognition
      2.5.2 Team/Group – PhP_____ and a Plaque of Recognition
    5. Service Award is conferred on retirees whether under optional or compulsory retirement schemes held during a fitting ceremony on or before the date of their retirement. A plaque of Recognition will be given to the retiree.
    6. On the Spot Award is granted outright to employee(s) with commendation by clients for any or combination but not limited to the following: honesty, heroic acts and deeds, courtesy, collaboration, initiative, results-oriented, service and stewardship.

      This award should be tied to a discrete action rather than awarded for situation of consistently exceptional performance. The award should be presented to the employee within 24 to 48 hours of the achievement, during convocations, flag ceremony or even in the immediate workplace premises. A certificate of recognition will be given to the awardee.

      This type of award is exempted from the usual nomination process.

      2.6.1 Natatanging Gawad Award – given to an employee or group of employees who has exhibited any act of courage and selflessness to the extent of risking one’s own life.
    7. Prestige Award (Pagkilala Award) Given to an employee who was awarded/recognized by a national professional organization (both private or public organization) for his outstanding achievement/ accomplishment/contribution that brought prestige to the agency.

      A certificate of recognition will be conferred during convocations or flag ceremony. This type of award is exempted from the usual nomination process.
    8. Such other awards which the Agency may decide to give.
XI. TYPE OF INCENTIVES

The Agency shall continuously search, screen and reward deserving employees to motivate them to improve the quality of their performance and instill excellence in public service. As such the following types of incentives shall be regularly awarded:

  1. Loyalty Award is granted to an employee who has served continuously and satisfactorily the Agency for at least fifteen (15) years. Succeeding awards shall be given every ten (10) years thereafter. A lapel emblem/loyalty pin shall be given as follows:

    15 years - Bronze
    25 years - Silver
    35 years and beyond - Gold
  2. Length of Service Incentive is a grant of step increment given to an employee who has rendered at least three (3) years of continuous satisfactory service in the same position. The cash award shall be incorporated in the salary adjustments following the Joint CSC-DBM Circular No.1, s. 1990.
  3. Productivity Incentive is a grant of step increment given to all employees with meritorious performance who have obtained an outstanding performance rating for two consecutive rating periods in accordance with the Agency CSC approved SPMS. This incentive shall follow relevant existing guidelines.
  4. Other Incentives which the R&R Committee may recommend on the basis of special achievements, innovative approaches to assignments, exemplary service to the public and recognition by an outside group of a particular achievement.
XII. FORMS OF AWARDS AND INCENTIVES

  1. Compensatory Time-Off is granted to an employee who has worked beyond his regular office hours on a project without overtime pay.
  2. Flexi-place is work arrangement allowed for qualified employee/s who has demonstrated responsibility, initiative, and capacity to produce output/result and accomplishment outside of the workplace subject to established guidelines.
  3. "Salo-Salo" Together is meal hosted by superiors or supervisors for employees of the Agency during the Charter Day celebration who have made significant contributions.
  4. Personal Growth Opportunities are incentives which may be in the form of attendance in conferences on official business, membership in professional organizations, books, journals, tapes, travel packages and other learning opportunities.
  5. Trophies, Plaques and Certificates are given to awardees and are imbedded in the awards mentioned in the system.
  6. Monetary Award are given to awardees and are imbedded in the awards mentioned in the system.
  7. Travel Packages
  8. Other Incentives are incentives in kind which may be in the form of merchandise, Agency Ring, pins, computers, cellular phones, reserved parking space, recognition posted at the Wall of Fame, feature in Agency publication, and others.
XIII. QUALIFICATIONS AND CRITERIA FOR THE AWARDS

  1. National Awards

    The qualifications for National Awards shall be in accordance with the guidelines set by government agencies, private entities, NGOs and other award giving bodies.

  2. Agency Level Awards

    1. The qualifications and criteria for the honors and incentive awards shall be in accordance with the approved Guidelines set on the Annual Search for Outstanding Officials and Employees (ANNEX A).
XIV. FUNDING

The Agency shall allocate at least 5% of the Human Resource Development (HRD) funds for the Rewards and Recognition System and incorporate the same in its annual Work and Financial Plan and Budget.

XV. EFFECTIVITY

The LGU-Calbayog Rewards and Recognition System shall become effective after final evaluation by the CSC. Subsequent amendments shall likewise be submitted to CSC for evaluation and shall take effect immediately.

XVI. COMMITMENT

I hereby commit to implement and abide by the provisions of the LGU Calbayog Rewards and Recognition System which shall be the basis for the grant of awards and incentives including Productivity Incentive Bonus.

The annual R&R Repost shall be submitted to the CSC Regional Office 8 on or before the thirtieth day of January to enable our employees to qualify for nomination to the CSC-sponsored national awards