MCO 12451.3B.pdf - Headquarters Marine Corps

DEPARTMENT OF THE NAVYHEADQUARTERS UNITED STATES MARINE CORPS3000 MARINE CORPS PENTAGONWASHINGTON. DC 20350-3000MCO 12451.3BARHAUG 2 6 ZOllSMarine Corps Order 12451.3BFrom:To:Commandant of the Marine CorpsDistribution ListSubj: INCENTIVE AWARDS PROGRAM FOR HQMC CIVILIANSRef: la) DOD 1400.25-M, Subchapter 451, "DOD Civilian PersonnelManual," December 1, 1996lb) DON Human Resources Implementation Guidance,Subchapter 451.1lc) MCO 1245l.2C(d) SECNAV M-5210.1Encl: (1) Guide to Civilian Awards and Recognition1. Situation. To provide policy and procedural guidance forrecognizing HQMC civilian employees through the incentive awardsprogram, per references la) through (d).2. Cancellation. MCO 12451.3A.3. Mission. Enclosure (1) provides policy, proceduralguidance, and delegations of authority to approve incentiveawards for HQMC civilians.4. Executiona. Commander's Intent and Concept of Operations(1) Commander's Intent. This guide is intended toprovide HQMC supervisors and managers with a consolidated sourceof information on the various awards that are available to HQMCcivilians. This guide does not cover every award available, butit does cover the primary monetary and non-monetary awardscivilians may receive. Information about other awards availableto civilians can be obtained from the Employee ManagementAdvisory Services Section, Human Resources and OrganizationalManagement Branch IHROM).DISTRIBUTION STATEMENT A:distribution is unlimited.Approved for public release;

MCO 12451. 3B26 Aug 2009(2) Concept of Operations. Incentive awards will beused to recognize the accomplishments and superior achievementsof civilians to promote excellence in performance. Refer toappendix A of enclosure (1) for a matrix of approval authoritiesfor the various awards addressed.b. Subordinate Element Missions(1) HQMC Managers and Supervisors. Shall provideappropriate recognition to civilian employees for theirachievements and accomplishments, and for other reasons as citedin enclosure (1).(2) Electronic Forms. All forms contained in enclosure(1) are available on the Marine Corps Electronic Forms System(MCEFS) website at http://192.156.19.109/ar/MCEFS.nsf.5. Administration and Logistics. Recommendations concerningthe content of this order may be forwarded to the CMC (ARH) viathe appropriate chain of command.6. Command and Signala. Command. This Order is applicable to HQMC civilians.b. Signal. This Order isDISTRIBUTION: PCN 10212082800Copy to: 7000260 (2)7000144/8145001 (1)2

MCO 12451.3B26 Aug 2009LOCATORSHEETSubj: INCENTIVE AWARDS PROGRAM FOR HQMC CIVILIANSLocation:Order.Indicate the location(s) of the copy(ies)of thisi Enclosure (1)

MCO 12451.3B26 Aug 2009RECORD OF CHANGESLog completed change action as indicated.Change Number Date of Date Entered Signature ofChangePersonIncorporatingChangeii Enclosure (1)

MCO 12451.3B26 Aug 2009TABLE OF CONTENTSIDENTIFICATION TITLE PAGEChapter 1l.2.3 .4 .5 .6.7.8 .Table 1-1Table 1-2Chapter 2l.2 .3 .4 .5 .6.7 .8 .9.Table 2-1SPECIAL ACT AND ON THE SPOT CASHAWARDS 1-1General 1-1Eligibility 1-1Criteria for Granting Special Actand On the Spot Awards 1-1Determining Award Amounts 1-1Nomination Form ; l-lApproval of Special Act and On TheSpot Awards 1-2Submission of Awards 1-2Records Management 1-2Scale of Award Amounts for Special ActAwards Based on Tangible Benefits 1-2Scale of Award Amounts for Special ActAwards Based on Intangible Benefits..... 1-3TIME OFF AWARDS 2-1General 2-1Eligibility 2-1Criteria for Granting Time off Awards 2-1Approval of Time off Awards 2-1Limitations on Time off Awards 2-2Determining Time off Awards Amounts 2-2Other Information 2-2Nomination Form 2-2Records Management 2-2Time Off Award Tab1e 2-3Chapter 3l.2.3.4 .5 .6.7.DISTINGUSIHED CIVILIAN SERVICE AWARD .... 3-1General .. " 3-1Nature of Award 3-1Eligibility 3-1Criteria 3-1Approval Process 3-2Award Submission Requirements 3-2Records Management 3-2iii Enclosure (1)

MCO 12451.3B26 Aug 2009IDENTIFICATIONTITLETABLE OF CONTENTSPAGEChapter 41.2 .3.4 .5 .6.7 .8 .9.Chapter 51.2 .3.4.5 .6.7 .8 .9.Chapter 61.2 .3.4 .5 .6.Chapter 71.2 .3 .4 .5.SUPERIOR CIVILIAN SERVICE AWARD 4-1General 4-1Nature of Award 4-1Eligibility 4-1When Given 4-1Criteria 4-1Approval Process 4-1Award Submission Requirements 4-1Special Requirements 4-1Records Management 4-1MERITORIOUS CIVILIAN SERVICE AWARD 5-1General 5-1Nature of Award 5-1Eligibility 5-1When Given 5-1Criteria 5-1Approval Process 5-1Award Submission Requirements 5-1Special Requirements 5-1Records Management 5-1HQMC INFORMAL NON-MONETARY INCENTIVEAWARD 6-1General Information 6-1Eligibility '" " 6-1Nature of the Award 6-1Nomination/Approval Procedures 6-2Presentation of the Incentive Award 6-3Records Management 6-3EXTRAORDINARY PERFORMANCE RECOGNITION... 7-1General 7-1Eligibility 7-1Determining Award Amounts 7-1Approval of Extraordinary PerformanceRecognition 7-1Records Management 7-2iv Enclosure (1)

MCO 12451.3B26 Aug 2009TABLE OF CONTENTSChapter 81.2.3.4 .5.Chapter 91.2 .3 .4 .5 .6.7.Chapter 101.2.3.4 .5 .APPENDIX AAPPENDIX BORGANIZATIONAL/TEAM ACHIEVEMENTRECOGNITION 8-1General 8-1Eligibility 8-1Determining Award Arnounts 8-1Approval of Organization/TeamAchievement Recognition 8-1Records Management : 8-2ARMED FORCES CIVILIAN SERVICE MEDAL..... 9-1General 9-1Nature of the Award 9-1Eligibility Requirements 9-1Submission Requirements 9-1Limitation on Awarding Medals 9-2Submission Requirements andApproval Authority 9-2Records Management 9-2MISCELLANEOUS HONORARY AWARDS 10-1Letters of Appreciationl0-lCertificates of Commendation 10-1Retirement Awards 10-1Records Managementl0-lDepartment of Defense Global War onTerrorism Medal l0-2MATRIX OF APPROVAL AUTHORITIES FORAWARDS A-1NAVMC HQ 959 (07-09) (EF)- SPECIAL ACTAND ON THE SPOT CASH AWARD NOMINATIONS .. B-1APPENDIX CNAVMC HQ 960 (07-09) (EF) - TIME OFFAWARDS NOMINATIONSC-lAPPENDIX DAPPENDIX EFORMAT FOR SUBMITTING A NOMINATION FORA DISTINGUISHED CIVILIAN SERVICE AWARD ..D-lNAVMC HQ 961 (07-09) (EF) - NOMINATION FORAN INFORMAL HQMC INCENTIVE AWARD E-lv Enclosure (1)

MCO 12451.3B26 Aug 2009TABLE OF CONTENTSAPPENDIX FAPPENDIX GNAVMC HQ 962 (07-09) (EF) - NOMINATION FORAN EXTRAORDINARY PERFORMANCERECOGNITION AWARDF-lNAVMC HQ 963 (07-09) (EF) - NOMINATION FORAN ORGANIZATIONAL/TEAM ACHIEVEMENTRECOGNITION AWARDG-lvi Enclosure (1)

MCO 12451.3826 Aug 2009Chapter 1Special Act and On The Spot Awards1. General. Special Act awards are cash awards designed torecognize group or individual achievements of a non-recurringnature. These achievements may be within or outside theemployee's normal job responsibilities, and recognize effortsand results that go significantly beyond what is expected.Special Act awards are used to recognize exceptionalaccomplishments, such as outstanding achievement, and may begiven at any time. To the extent practicable, Special Actawards should be made as close as possible to the special actupon which the award is based. An On the Spot award is the sameas a Special Act award but is limited to $750, and is generallyused to recognize one time achievements that have resulted inservice or a work product of an exceptionally high quality orquantity.2. Eligibility. All civilians are eligible for Special Act andOn The Spot awards.3. Criteria for Granting Special Act and On The Spot Awardsa. Achievements upon which Special Act and On The Spotawards are based must produce tangible or intangible benefits tothe organization that improve the efficiency, economy, oreffectiveness of government operations. Special Act awards mayalso be based on scientific achievements or on an act ofheroism.b. A written justification is required to support allnominations for Special Act and On The Spot awards. Thejustification must fully and clearly identify the contributionsof the employee and identify the tangible or intangible benefitsassociated with the contributions.4. Determining Award Amounts. Except as noted below, SpecialAct award amounts will be determined in accordance with Table1-1 for awards based on tangible benefits, Table 1-2 for awardsbased on intangible benefits; or a combination thereof. Therange for On The Spot award amounts is $25 to $750; the amountof the award will be commensurate with the nature of the act orservice being recognized. Summer hires are eligible for specialact awards of up to $300 per individual.1-1 Enclosure (1)

5. Nomination Form. Use the form at appendix B to submitnominations for Special Act and On The Spot cash awards.6. Approval of Special Act and On The Spot Awardsa. A matrix of approval authorities for the award andamount is provided in appendix A of this guide.MCO 12451.3B26 Aug 2009b. The approval authority may not be re-delegated to alower organizational level for awards of $751 to $2,000 perindividual.7. Submission of Awards.submitted to AR Fiscal toto submission to HROM formust be obtained prior to8. Records ManagementAll Specialcertify thatprocessing.submission.Act Awards will befunds are available priorAll required approvalsa. Records documenting On The Spot and Special Act Awardsmaintained at the Deputy Commandant/Director Marine Corps Stafflevel and below shall be maintained per reference (d) SSIC12450.1a and 1b as appropriate.b. Records documenting On The Spot and Special Act Awardsmaintained at the Commandant of the Marine Corps level and aboveshall be maintained per reference (d) SSIC 12450.5.ESTIMATED FIRST-YEARBENEFITS TO THE GOVERNMENTUp to $10,000 in benefitsBetween $10,000 and $100,000 in benefitsMore than $100,000 in benefitsAMOUNT OF AWARD*10% of benefits$1,000 plus 3% to 10% of benefits over$10000$3,700 to $10,000 for the first $100,000 inbenefits plus 0.5% to 1% of benefitsabove $100,00Table l-l.--Scale of Award Amountson Tangible Benefitsfor Speclal Act Awards Based~Note: Presidential approval is required for all individualSpecial Act Awards of more than $25,000. Recommendations must1-2 Enclosure (1)

MCO 12451.3B26 Aug 2009be reviewed and approved by the Department of Navy Awards ReviewPanel, the SECNAV, the SECDEF, and the Office of PersonnelManagement.EXTENT OF APPLICATIONLIMITED EXTENDED BROAD GENERALAffects functions, Affects functions, Affects functions, mission, Affects functions,mission or personnel of mission, or or personnel of several mission, or personnel ofVALUE OF one facility, installation, personnel of an regional areas or more than oneBENEFIT regional area or an entire regional commands, or an entire department or agency or,j.organizational element area, command or department or agency; is in the public interestof headquarters; affects bureau; affects an affects an extensive area of throughout the nationa small area of science important area of science or technoiogy and beyondor technologyscience ortechnoiogyMODERATEChange ormodification of anoperating principle or $25-$500 $501-$750 $751-$1,000 $1,001-$1,500procedure withlimited impact or useSUBSTANTIALSubstantial change ormodification ofprocedures; an $501-$750 $751-$1,000 $1,001-$1,500 $1,501 - $3,150importantimprovement to thevalue of a product,activity, program orservice to the publicHIGHComplete revision ofa basic principle orprocedure; a highly $751-$1,000 $1,001-$1,500 $1,501-$3,150 $3,151 - $6,300significantimprovement to thevalue of a product orserviceEXCEPTIONALInitiation of a newprinciple or majorprocedure; a superior $1,001-$1,500 $1,501-$3,150 $3,151-$6,300 $6,301-$10,000improvement to thequality of a criticalproduct, activity,program, or serviceto the DublicTable 1-2.--Scale of Award Amounts for Speclal Act Awards Basedon Intangible Benefits1-3 Enclosure (1)

MCO 12451.3B26 Aug 2009Chapter 2Time Off Awards1. General. A Time Off Award is designed to recognize superioraccomplishments of employees with time off from duty, without aloss of payor charge to leave. A Time Off Award may be basedon sustained high level performance or may be based onaccomplishments that are similar in nature to those recognizedwith Special Act awards.2. Eligibility. All civilian employees are eligible for a TimeOff Award.3. Criteria for Granting Time Off Awards.be used alone or in combination with otheremployee contributions as follows:Time Off Awards mayawards to recognizea. Making a high quality contribution involving a difficultor important project or assignment;b. Displaying special initiative and skill in completing anassignment or project before the deadline;c. Ensuring, or helping to ensure, that the mission of theunit is accomplished during a difficult period by completingadditional work over and above usual duties.d. Using initiative or creativity by making improvements ina product, activity, program, or service;e. Sustaining a high level of performance for an extendedperiod of time.4. Approval of Time Off Awardsa. A Time Off Award of 8 hours or less may be approved bythe immediate supervisor, without further review and approval.Time Off Awards of 9 to 24 hours may be approved by the BranchHeads; Time Off Awards of 25-80 hours may be approved byDivision Heads and above.b. All Time Off Awards, including those based on sustainedhigh level performance, must be supported by a writtenjustification which fully describes the achievements upon whichthe Time Off Award is based and which explains how the number oftime off award hours were determined.2-1 Enclosure (1)

MCO 12451. 3B26 Aug 20095. Limitations on Time Off Awards. A maximum of 80 Time OffAward hours may be granted in a leave year; no more than 40hours may be approved based on a single contribution. Time OffAwards must be used within one calendar year from the date ofapproval. Any hours not taken within one calendar year will beforfeited and will not, under any circumstance, be converted tocash or restored to the employee. Further, time off may not betransferred between DOD components, to another federal agency,or to another employee under the Voluntary Leave TransferProgram. Time Off Award hours may be transferred within theDepartment of the Navy. Time Off Awards may not be awarded tocreate the effect of a holiday or treated as administrativeexcusals or leave (e.g., they may not be awarded in conjunctionwith a military "down U or training day or the like) .6. Determining Time Off Awards Amountsa. The Time Off Awards Table (see table 2-1) is thesuggested method to determine time off award amounts.b. When determining whether to grant a Time Off Award, alsoconsider whether the employee currently has "use or lose" annualleave available. Since a Time Off Award may not be converted tocash under any circumstance, it may not be in the best interestof the employee or the organization to approve Time Off Awardsfor employees who have significant amounts of use or lose leave.7. Other Information. Time Off Awards may be granted inaddition to and in conjunction with, other awards, includingNSPS performance based cash bonuses and salary increases.8. Nomination Form. Use the form at appendix C to submitnominations for Time Off Awards.9. Records Management. Records documenting Time Off Awardssubmitted to the Deputy Commandant/Director Marine Corps Stafflevel and below shall be maintained per reference (d) SSIC12450.1a.2-2 Enclosure (1)

MCO 12451. 3B26 Aug 2009TIME OFF AWARDS TABLE*VALUE TO THE ORGANIZATIONNUMBER OFTIME OFFAWARDHOURSMODERATE: A contribution to a product, activity, program or servicewhich is of sufficient value to warrant formal recognition or a beneficialchange or modification of operatina principles or procedures 1 to 10SUBSTANTIAL: An important contribution to the value of a product,activity program or service to the public or a significant change inoperatina principles or procedures 11 to 20HIGH: A highly significant contribution to the value of a product,activity, program or service to the public or a complete revision ofoperatina principles or procedures with considerable impact 21 to 30EXCEPTIONAL: A superior contribution to the quality of a criticalproduct, activity, program, or service to the public or initiation of a newprinciple or major procedure with siqnificant impact 31 to 40EXCEPTIONAL WITH SIGNIFICANT IMPACT ON MISSION ANDGOALS: A superior contribution to the quality of a critical product,activity, program, or service to the public or initiation of a new principleor major procedure. Contribution has a significant impact on themission and goals of the organization and furthers the strategic goals ofthe Commandant. 41-80Table 2-1.--Tlme Off Award Table*THIS SCALE APPLIES TO FULL TIME EMPLOYEES WITH STANDARD SO-HOURTOURS OF DUTY. FOR ASSISTANCE IN DETERMINING TIME OFF AWARDAMOUNTS FOR OTHER EMPLOYEES, PLEASE CONTACT HROM.2-3 Enclosure (1)

Mca 12451.3B26 Aug 2009Chapter 3Distinguished Civilian Service Award1. General. The Distinguished Civilian Service Award (DCSA) isthe highest honorary award the Secretary of the Navy may conferon a civilian. The DCSA is only granted to those civilians whohave given distinguished and/or extraordinary service to theDepartment of Navy. All recommendations for the DCSA will besubmitted on an individual basis. When two or more employeeswith the same achievement are being nominated for this award,separate nomination packages will be submitted.2. Nature of the Award. The DCSA consists of a certificatesigned by the SECNAV and a medal set.3. Eligibility. All civilians are eligible for the DCSA.4. Criteriaa. The service and achievements upon which this award isbased must be truly exceptional when measured against theposition requirements of the employee and should far exceed thecontributions and service of others with comparableresponsibilities. The DCSA should be reserved for thosecivilians whose contributions are so exceptional and/orsignificant that recognition by the Secretary of the Navy ismerited.b.of theWhen the DCSA is based on long time service,following indicators will be present:one or more(1) A pattern of long term sustained high performance asevidenced by the nominee having previously received highhonorary awards and a record of consistent performance basedawards and recognition.(2) Career achievements that are recognized throughoutthe Department of Navy.(3) Innovative leadership of highly successful programsthat have had an impact beyond the nominee's activity orcommand.c. When the DCSA is based on one or more accomplishments orachievements, one or more of the following indicators will bepresent:3-1 Enclosure (1)

Mca l245l.3B26 Aug 2009minimum,(1) Accomplishments or achievements that have had, at aNavy-wide impact.(2) Scientific or technical advances or suggestions ofsignificant value.(3) Major cost savings, reduction, and/or avoidance.(4) Unusual acts of heroism, successful cooperativeefforts with other Department of Navy offices, federal agencies,or the private sector.5. Approval Process. All nominations for the DCSA will besubmitted to M&RA (MPC-lO) for review and forwarding to theMarine Corps Incentive Awards Board (MCIAB) for review, approvaland forwarding to the CMC for endorsement. If approved by theCMC, the nomination will be forwarded to the SECNAV. The MCIABwas established by the CMC to review high level awardnominations submitted by all Marine Corps commands andactivities prior to forwarding to the SECNAV for approval.6. Award Submission Requirements. Appendix D providesinformation as to what DCSA nominations must include and theformat for the nominations.7. Records Management. Records documenting DistinguishedCivilian Service Awards submitted to the Commandant of theMarine Corps and above shall be maintained per reference (d)SSIC 12450.5.3-2 Enclosure (1)

Mca 12451.3B26 Aug 2009Chapter 4Superior Civilian Service Award1. General. The Superior Civilian Service Award (SCSA) is thehighest level award which the Commandant of the Marine Corps maybestow on a civilian employee. This award recognizes employeecontributions that are exceptionally high in value, but whichaffect a smaller area than the DCSA.2. Nature of the Award. The award consists of a certificatesigned by the CMC and a medal set.3. Eligibility. All civilians are eligible for the SCSA.4. When Given. An SCSA may be awarded at any time.5. Criteria. The guidelines for the DCSA will also serve asguidelines for the award of the SCSA. However, for the SCSA, thecontributions, which are exceptional in value, would be narrowerin scope and/or impact than for the DCSA (e.g., Marine Corpswideor command wide). The SCSA may be awarded forcontributions which serve as a model for other commands.6. Approval Process. SCSA nominations will be submitted toM&RA (MPC-10) for review and forwarding to the MCIAB forendorsement and forwarding to the CMC.7. Award Submission Requirements. The format and proceduresfor submission of recommendations for the SCSA are the same asfor the DCSA (see appendix D) .8. Special Requirements. All nominations must include aproposed citation for the SCSA. The language for.the citationshould not contain superfluous embellishments. The language ofthe citation should be written in readable conversationallanguage.9. Records Management. Records documenting Superior CivilianService Awards submitted to the Commandant of the Marine Corpsshall be maintained per reference (d) SSIC 12450.5.4-1 Enclosure (1)

Mca 12451.3B26 Aug 2009Chapter 5Meritorious Civilian Service Award1. General. The Meritorious Civilian Service Award (MCSA) isthe third highest honorary award in the Department of the Navy.The contributions that form the basis for this award, while highin value, are more limited in scope and impact than the SCSA.2. Nature of the Award. The MCSA consists of a certificate anda medal set.3. Eligibility. All civilians are eligible for the MCSA.4. When Given. The MCSA may be given at any time.5. Criteria. The MCSA is conferred for a contribution thatapplies to a smaller area of operation or a project of lesserimportance than one which would warrant consideration for theDCSA or SCSA. The contributions upon which this award is basedwill be high in value but will be more limited in scope andimpact (e.g., command level).6. Approval Process.Commandants, DMCS, andapprove the MCSA.Deputy Commandants, Assistant Deputyequivalent HQMC staff agency heads may7. Award Submission Requirements. The format and proceduresfor submission of recommendations are the same as for the MCSAand DCSA (see appendix D) Awards will be submitted directly tothe approving authority.8. Special Requirements. All nominations must include aproposed citation for the MCSA. The language for the citationshould not contain superfluous embellishments. The language ofthe citation should be written in readable conversationallanguage.9. Records Management. Records documenting MeritoriousCivilian Service submitted to the Marine Corps DeputyCommandants and Directors shall be maintained per reference (d),SSIC 12450.1a and 1b as appropriate.5-1 Enclosure (1)

Mca 12451.3826 Aug 2009Chapter 6HQMCInformal Non-Monetary Incentive Awards1. General Information. Informal incentive awards provide apowerful means to recognize accomplishments of civilians thatmay otherwise go unrecognized. HQMC encourages supervisors andmanagers to use informal incentive awards, in addition to otheremployee award and recognition programs currently available.2. Eligibilitya. Informal recognition awards are based on performance orservice that is narrower in scope and more limited inapplication action than that which is generally used as a basisfor special act or service awards. It may cover a single taskor work assignment that is exceptionally well done or arelatively minor but noteworthy achievement. The award isdesigned to address those aspects of performance or servicewhich typically go unrecognized but which are worthy of somelevel of recognition.b. All HQMC civilians are eligible to receive informalincentive awards. However, no more than 2 awards may be givento the same individual in any 12 month period. If additionalrecognition is warranted, other means should be considered.3. Nature of the Award. An employee receiving an informalincentive award will receive a non-monetary item that willsymbolize the employer-employee relationship and will be of somevalue to the employee to display or use. The following itemsare available for presentation to civilians as informalincentive awards. All items have the USMC emblem engraved onthem:PEWTER BOWL6-1 Enclosure (1)

Mea 12451.3B26 Aug 2009JEWELRYBOXDESK TOPCLOCKBLACK LEATHER MEMOCASECRYSTAL PAPERWEIGHT4. Nomination/Approval Proceduresa. Nomination and approval procedures are simplified sothat informal recognition awards may be given as soon aspossible after the accomplishment that serves as the basis forthe award. All supervisors are authorized to nominate civiliansfor an informal incentive award using the form at appendix E.The justification for an award should be brief.6-2 Enclosure (1)

MCO 12451.3B26 Aug 2009b. Deputy Commandants, Assistant Deputy Commandants, theDirector of Marine Corps Staff, the Director AR Division, andequivalent HQMC staff agency heads (e.g., heads of Office ofLegislative Affairs, Safety Division, Public Affairs) areauthorized to approve the award and will send the form to theHuman Resources and Organizational Management Branch, EmployeeManagement Advisory Services (EMAS) Section. Within one workday of receipt of the NAVMC HQ 961, the organization will beadvised to pick up the incentive award for presentation to thecivilian.5. Presentation of the Incentive Award. Organizations areencouraged to present Incentive Awards in an appropriateceremony. The Incentive Award may be presented as a stand aloneaward or may be presented in addition to another award or formof recognition (such as a time off award, certificate or letterof commendation or appreciation, etc.).6. Records Management. Records documenting Informal Non­Monetary Incentive Awards submitted to the Marine Corps DeputyCommandants and Directors and below shall be maintained perreference (d) SSIC 12450.1a and Ib as appropriate.6-3 Enclosure (1)

Mca 12451.3B26 Aug 2009Chapter 7Extraordinary Performance Recognition1. General. An Extraordinary Performance Recognition, which isan increase to base salary, a bonus, or a combination of both,is intended to reward employees when the annual NationalSecurity Personnel System (NSPS) performance based payoutformula does not adequately compensate the employee forextraordinary performance and results. When an ExtraordinaryPerformance Recognition is made in the form of a salaryincrease, the extraordinarily high level of performance andresults must be expected to continue. ExtraordinaryPerformance Recognitions are made in conjunction with the annualperformance payout. Funding for Extraordinary PerformanceRecognitions is made outside of the pay pool fund.2. Eligibility. All civilians covered by the NSPS and rated atlevel 5 are eligible for an Extraordinary PerformanceRecognition.3. Determining Award Amountsa. In recommending Extraordinary Performance Recognitionaward amounts, the following factors will be considered:(1) Employee's salary in the pay band as compared toother similarly situated employees(2) Prior awards and salary increases received duringthe rating period(3) Value of the extraordinary performance and resultsduring the current rating periodb. In no case mayan Extraordinary Performance Recognitionin the form of a salary increase cause the employee's pay toexceed the maximum of the pay band or exceed applicable controlpoints, if any, for the position.4. Approval of Extraordinary Performance Recognition Awards.Recommendations for Extraordinary Performance Recognition Awardswill be considered by the Pay Pool Manager during the annual paypool deliberation process. Use the NAVMC HQ 962 (07-09) (EF)(appendix F) to submit an Extraordinary Performance Recognition7-1 Enclosure (1)

Mca 12451.3B26 Aug 2009Award nomination. If approved by the Pay Pool Manager, therecommendation will be forwarded to the Performance ReviewAuthority for final approval.5. Records Management.Performance Recognitionshall be maintained perRecords documenting ExtraordinaryAwards submitted to the Pay Pool Managerreference (d) SSIC 12532.9.7-2 Enclosure (1)

MCO 12451.3B26 Aug 2009Chapter 8Organization/Team Achievement Recognition1. General. An Organizational/Team Achievement Recognition isan increase to base salary, a bonus, or a combination of both,and is available to recognize the members of a team,organization, or branch whose performance and contributions havesuccessfully and directly advanced organizational goals.Organizational/Team Achievement Recognition are made inconjunction with the annual NSPS performance payout. Fundingfor Organizational/Team Achievement Recognitions is made outsideof the pay pool fund.2. Eligibility. Only NSPS employees rated at level 3 and aboveare eligible for an Organizational/Team Achievement Recognition.3. Determining Award Amountsa. In recommending Organizational/Team AchievementRecognition award amounts, the following factors will beconsidered:(1) Each employee's salary in the pay band as comparedto other similarly situated employees.(2) Prior awards and salary increases received duringthe rating period.b. Organizational/Team Achievement Recognition awardamounts, whether salary, bonus or both, need not be the same foreach employee but must, instead, reflect the relativecontributions of each member of the team, organization, orbranch. In no case mayan Organizational/Team AchievementRecognition in the form of a salary increase cause theemployee's pay to exceed the maximum of the pay band or exceedapplicable control points, if any, for the position.4. Approval of Organizational/Team Achievement Recognitions.The Pay Pool Manager is authorized to approveOrganizational/Team Achievement Recognition recommendations.Use NAVMC HQ 963 (07-09) (EF) (appendix G) to submit anOrganizational/Team Achievement Recognition recommendation.8-1 Enclosure (1)

MCO 12451.3B26 Aug 20095. Records Management. Records documenting Organization/TeamAchievement Recognition submitted to the Pay Pool Manager shallbe maintained per reference (d) SSIC 12532.9.8-2 Enclosure (1)

MCO 12451.3B26 Aug 2009Chapter 9Armed Forces Civilian Service Medal1. General. The Armed Forces Civilian Service Medal (AFCSM) isthe highest DOD award for a civilian in direct support ofmilitary forces engaged in peacekeeping or prolongedhumanitarian operations. It is closely aligned with the ArmedForces Medal (AFSM) for military members. The AFCSM may only beawarded for a military operation approved for award of the AFSMfor military personnel. The AFCSM may be awarded posthumouslyand, when so awarded, may be presented to such representative ofthe deceased as may be deemed appropriate by the Head of thecomponent concerned.2. Nature of the Award. The award is medal with a lapel pin.3. Eligibility Requirementsa. Employees must serve in direct support for at least 30consecutive days or 60 non-consecutive days in the area ofeligibility (or for the full period when an operation is of lessthan 30 days duration) in a military operation awarded the ASFM.b. The area(s) of eligibility are the same as thosedesignated as approved for the ASFM for military operations, asdescribed below:(1) The foreign territory on which military troops haveactually landed or are present and specially deployed for theoperation.(2) Adjacent water areas in which ships are operating,patrolling, or providing direct support of the operation.(3) The air space above and adjacent to the area inwhich operations are being conducted.4 .theSubmission Requirements.following information:Nomination packages must includea. Name of nominee, position, series, grade.b. Organization.9-1 Enclosure (1)

c. Location of where the employee was working thatqualifies him/her for this award.d. Date of departure to the area of eligibility.e. Date of return from the area of eligibility.MCO 12451.3826 Aug 2009f. Number of days attached to military unit (or in supportof military unit) .5. Limitations on Awarding Medals. The medal may be awardedonly to employees of the DOD and only for operations authorizedthe AFSM for military personnel. No more than one medal may beawarded to anyone civilian employee. Participation insubsequent military operations may be acknowledged with acertificate and a 3/16 bronze star. Contribution to, or supportof, an AFSM military operation by employees assigned to remotelylocated activities; e.g., outside the areas of eligibility, isnot justification for award of the AFCSM. Such performance orcontribution, if merited, may be acknowledged by otherappropriate recognition.6. Submission Requirements and Approval Authority.nominations for this award must be submitted to M&RAThe CMC is the approving official.All(MPC-10) .7. Records Management. Records documenting Armed ForcesCivilian Service Medal submitted to the Commandant of the MarineCorps shall be maintained per reference (d) SSIC 12450.5.9-2 Enclosure (1)

MCO 12451.3B26 Aug 2009Chapter 10Miscellaneous Honorary Awards1. Letters of Appreciation. Issuing a Letter of Appreciationis a quick way to recognize an employee for a specific shortterm achievement or excellent customer service. All supervisorsare authorized to issue Letters of Appreciation.2. Certificates of Commendation. Certificates of Commendationare a step above a Letter of Appreciation and usually recognizean exceptional achievement. Branch heads and above areauthorized to issue Certificates of Commendation. Certificatesare available from HROM.3. Retirement Awardsa. All employees retiring with up to 40 years of serviceare eligible to receive a retirement certificate and lettersigned by the CMC.b. An employee who retires with 40 or more years of serviceis eligible to receive a lapel pin, a retirement certificatesigned by SECNAV, and a letter signed by the CMC.c. Requests for Retirement Awards for those with less than40 years of service must be submitted to HROM 30 days prior tothe date of retirement; requests for Retirement Awards for thosewith 40 or more years of service must be submitted to HROM 60days prior to the date of retirement.4. Records Management.the Marine Corps Deputyshall be maintained perappropriate.Records documenting awards submittedCommandants and Directors and belowreference (d) SSIC 12450.1a and 1b asto5. Department of Defense Global War on Terrorism Medala. The Secretary of Defense Medal for the Global War onTerrorism (GWOT) was created and approved to recognize and honorthe contributions and accomplishments of the civilian workforceof the Department of Defense in direct support of the armedforces, whose members are engaged in operations to combatterrorism. The award submission requirements are the same asfor the AFCSM. The CMC is the approving official. Moreinformation on this award may be found at:http://www.cpms.osd.mil/faslerd/labor_medal.aspx.10-1 Enclosure (1)

Mca 12451.3B26 Aug 2009b. Records Management. Records documenting Armed ForcesCivilian Service Medal submitted to the Commandant of the MarineCorps shall be maintained per reference (d) SSIC 12450.5.10-2 Enclosure (1)

Mea 12451.3B26 Aug 2009Appendix AMatrix of Approval Authorities for AwardsAWARDSPECIAL ACT ORON THE SPOT$25-$750$751-$2,000Division Head or equivalentDeputy Commandants, theDirector of Marine Corps Staff,and equivalent HQMC staffagency heads (e.g., heads ofOffice of Legislative Affairs,Safety Division, PublicAffairs)$2,001-$5,000$5,001-$10,000TIME OFF AWARDS1-8 hours9-24 hours25-80 hoursDISTINGUISHED CIVILIANSERVICE AWARDSUPERIOR CIVILIANSERVICE AWARDMERITORIOUS CIVILIANSERVICE AWARDHQMC INFORMAL NONMONETARY INCENTIVEAWARDSEXTRAORDINARYPERFORMANCERECOGNITIONORGANIZATIONAL/TEAMACHIEVEMENT AWARDARMED FORCES CIVILIANSERVICE MEDALLETTERS OFAPPRECIATIONCERTIFICATE OFCOMMENDATIONRETIREMENT AWARDSDOD GLOBAL WAR ONTERRORISM MEDALDirector of Marine Corps Staff(via AR Division)Immediate SupervisorBranch HeadDivision Head and aboveSECNAVCMCDeputy Commandant/ADC, DMCS,equivalent HQMC staff agencyheads (e.g., heads of Office ofLegislative Affairs, SafetyDivision, Public Affairs)Deputy Commandants, AssistantDeputy Commandants, theDirector of Marine Corps Staff,the Director AR Division, andequivalent HQMC staff agencyheads (e.g., heads of Office ofLegislative Affairs, SafetyDivision, Public Affairs)Performance Review Authority(PRA)Pay Pool ManagerCMCSupervisorBranch Head and aboveNoneCMCRecommendation is sentto M&RA (MPC-IO)Recommendation is sentto M&RA (MPC-IO)Pay Pool Manager mustapprove prior toforwarding to PRARecommendation is sentto M&RA (MPC-IOlRequests must besubmitted 30-60 daysin advance of theretirement dateRecommendation is sentto M&RA (MPC-IOlA-lEnclosure (1)

Mea 12451.3B26 Aug 2009Appendix BNAVMC HQ 959 (07-09) (EF)FOUD· Privacy Sensitive 'Nhen filled in.Special Act and On The Spot Cash Award NominationsI'Prlnt"Form1. Name of Employee Recommended for AwardLast Name I First IMI2. Title f Series I GradeTitle I Series IGradeI3. Organization I Code 4. Award Amount RecommendedOrganization Code AmountINote: If award Is for a group of employees, add a list Identifying each employee and the amount of award recommended.Award amounts rnayvary depending on the relative value of each employee's contribution to the special acl or service.III AddLiStII5. Justification forthe A'WardPrO'llide informatioo 00 the basis for the award and an explanation of haw the award amount was determined.I:Add JUStlflcafi6-nI6. Record of Nomination and ApprovalsRecommending Official (5)Tille Signature DaleApproving OfficialTille Signature DateD .A.pproved DDisapproved Award approved, if other than what was recommended;nle Signature DeteCerUncatlon that funds areavailable to pay the awardFunds:D No D He Not Available Signature AR, Fiscal DateFor HROM Use OnlyNete: ,All approvals and the certification of funds are available must be obtained prior to submitting the form to HROM for processing of the award.FOR OFFICIAL USE ONLY.Adobe Designer 8.0B-1Enclosure (1)

Mea 12451.3B26 Aug 2009Appendix BNAVMC HQ 959 (07-09) (EF)Names of Empolyees Recommended for AwardRecommended Time Off HoursI:·BackFOR OFFICIAL USE ONLY.B-2 Enclosure (1)

Mea 12451.3B26 Aug 2009Appendix BNAVMC HQ 959 (07-09) (EF)Justification for the award. The justification for the award must contain both the basis for the award and an explanation ofhow the award amount was determined.Justification:1- -- --B.c~·Basis for the nomination. Keep in mind that special act/service awards are not based on general overall performanceduring a rating period but are based on a specific act or service the employee performed that is worthy of recognition. Anexample of a special act/service is exceptional work on a special project or while on detail, or performing assignedresponsibilities in an exceptional manner under difficult, unusual, and/or complicated circumstances. Be as specific aspossible as to what the employee did, describe any obstacles the employee had to overcome in performing the act or service;and address the impactfsignificance of the emploYee's contributions.How the award amount was determined. If you can identify tangible benefits (e.g., the special act or service saved thegovernment xxx dollars), then use the awards table for tangible benefits. If the benefits are intangible, then use the table forintangible benefits, identifying both the extent and value of the employee's contribution. In some cases, there may be bothtangible and intangible benefits. If so, describe both in explaining how the recommended award amount was determined.lJIhlen using the table for intangible benefits, you will see there is a range for the award am:lunt If you are recommendingan award amount at the high end of the range, explain why you are recommending the higher~end award amount.FOR OFFICIAL USE ONLY.B-3 Enclosure (1)

Mca 12451.3B26 Aug 2009Appendix CNAVMC HQ 960 (07-09) (EF)FOUO - Privacy Sensitive vmen filled in.Time Off Award Nominations1. Name of Employee Recommended for AwardLast Name First MI2. Title I Series' GradeTitle I Series GradeI3. Organization I Code 4. Time OffAward Hours RecommendedOrganization I Code ",.".IINole: If award Is for a group of employees, add a list identifying each employee and thenumber oflime offhours recommended. Time off hours mayvary depending on the relative AddL.isf .value of each employee's contribution to the special act or service.5. Justification for the Award. Provide lnformallon on the basis for the award.IIII6. Record of Nomination and ApprovalsRecommending Official (51Tille Signature DateApproving OfficialTille Signature DaleD Approved D Disapproved Time off hours approved, if other than what was recommended: ---For HROM Use Onlyntle Signature DilleFOR OFFICIAL USE ONLY.Adobe Designer 8.0C-1Enclosure (1)

Mca 12451.3826 Aug 2009Appendix CNAVMC HQ 960 (07-09) (EF)Names of Empolyees Recommended for AwardRecommended Time Off HourslBackFOR OFFICIAL USE ONLY.C-2 Enclosure (1)

Mca 12451.3826 Aug 2009Appendix DFormat for Submitting a Nomination for a Distinguished CivilianService Award (DCSA)1. Nomination packages fo·r the DCSA must include:a. A complete description of the employee's service andcontributions that form the basis of the award. A specific anddetailed report of the employee's accomplishments must include athorough comparison of how the accomplishments exceeded theemployee's job requirements and exceeded the accomplishments ofcomparable employees with similar job requirements.b. An account of the specific benefits, tangible andintangible, which have accrued from the contribution. If theemployee's accomplishment result in cost savings, the amountsaved must be stated. If intangible benefits have resulted, thespecific benefits must be described in detail, with anexplanation of the conditions before and after the employee'scontributions were implemented.c. A description of any award or recognition the employeereceived as a result of the contributions.d. A proposed citation.e. The original nomination, signed by the commander, mustbe submitted.2. Recommendations must be submitted in the format below:a. Resume of one page or less limited to the followinginformation:(1) Employee's name, job title, and grade.(2) Description of employee's current jobresponsibilities.(3) Summary of nominee's employment history, Federal andnon-Federal.D-1 Enclosure (1)

Mca 12451.3B26 Aug 2009(4) Summary of nominee's educational accomplishmentsduring her/his tenure of Marine Corps employment.(5) Published papers, articles or books, inventions,participation in professional and civic organizations.(6) Awards received including date and dollar amount.b. Narrative justification for the award not to exceed twopages which should include:based.(1) Areas of achievement upon which the nomination is(2) Scope and importance of mission, function, service,or task affected compared to normal job expectancy.(3) Description of ingenuity, innovation, or dedicationdemonstrating initiatives which exceeded job requirements.(4) Results achieved, including benefits to theGovernment, and impact on the organization.c. Proposed citation to appear on the certificate whichmust:(1) State the nominee's name exactly as it should appearon the certificate;(2) State clearly, accurately, in non-technicalunembellished language, the reason for granting the award.0-2 Enclosure (1)

Mea 12451.3826 Aug 2009Appendix ENAVMC HQ 961 (07-09) (EF)FOUO - Privacy Sensitive when filled in.11" PrlnfForni --INomination For An Informal HQMC Incentive Award1. Nominee InformationLast Name First MIOrganIzationIIJusllllcallon for the Award2. Award Item SelectedDDDDDPewter BowlJewelry BoxDesk Top ClockBlack Leather Memo CaseCrystal Paperweight3. Name of Person HROM Should Contact for Pick Up of AwardLasl NamePhone NumberI E-mail addressI4. Record of Nomination and ApprovalI FirstITitle Nominating Official SIgnature DateTitle Approving Official Signature DateFor HROM Use OnlyDate Approved Nomination ReceIved In HROM I Award Ilem Issued I Date Item F'ravidedIIFOR OFFICIAL USE ONLY.Adobe Designer 8.0E-lEnclosure (1)

Mea 12451.3826 Aug 2009Appendix FNAVMC HQ 962 (07-09) (EF) I: PilrifFoirrilFOUD· Privacy Sensitive VJhen filled in.Nominations for an Extraordinary Performance Recognition AwardInformation About the Employeelast Name First IMITilleI OrganizationIPay Schedule I Band I Cu rrent Salary I Salary Range for the Pay Band I Recommended Rating Prior to Rounding1 I IUst all pay Increases and awardsreceived by the employee duringthe period upon which the currentrating Is based.Jusllficallon for the Award: On a separate Sheet and Supplementing What Is in theRecanmended Rating, Describe What Contributions the Employee Made That Ive ofan Exceedingly High Value to the Organlzallon.II!Add'ju'stlflcati'o"nIIlMlat Is being Recommended?Record ofApprovals (and Certification thai Level of Performance salary Increase Of: Bonus of:is Expected 10 Continue if Salary Increase is Recommended)Rating OfficialRevieYotng OfficialName Signature DateName Signature DaleTo Be Completed by the Pay Pool ManagerFinal rating prior 10 rounding:Amount of performance based increase for current rating period Salary : Bonus:Recommendation for EPR D Approved D Disapproved Salary Increase of: Bonus of:Pay Pool ManagerName Signature DatePorformance Revlew Authorlfy0Approved Amount approved, if other than what was recommended: Bonus;0 Disapproved Signature, Chairman, PRA DateResefForm.1FOR OFFICIAL USE ONLY.Adobe Designer 8.0F-1Enclosure (1)

Mea 12451.3826 Aug 2009Appendix FNAVMC HQ 962 (07-09) (EF)Justification:Supplementing VVhat is in the Recommended Rating, Describe What Contributions the Employee Made That Are of anExceedingly High Value to the Organization.BackFOR OFFICIAL USE ONLY.F-2 Enclosure (1)

Mea 12451.3B26 Aug 2009Appendix GNAVMC HQ 963 (07-09) (EF)FOUO· Privacy Sensitive Vv'hen filled in.L PrintForm . _INomination for an Organizational! Team Achievement Recognition AwardName of Team, Organiz.ation or BranchOn a Separate Sheet, Provide the Following Information Alxlut Each Member ofthe Team Being Recommended for an OAR:A. NameB. Band J Pay Schedulec. All Pay Increases and Awards Received That Were Based in Whole or in Part on the Team AchievementsD. Specific Salal)' and J or Bonus Increase Recommended for Each Individual Team Member for the OARI:~dc( ,rifO~~(io_~_:1On a Separate Sheet, Provide a Justification for the OAR Recommendation. The Justification Must Include:How the Team's Performance and Contributions Successfully and Directly Advanced Organizational Goals. SpecificallyIdentify the Organizational Goals Affected by the Team.If Different Amounts Are Being Recommended for Members of the Team Who are in the Same Pay Schedule I Pay Band,an Explanation of the Reasons for the Differences.liA~d~ju~i~catlonIRecord ofApprovalsRating OfficialReviewing OffIcialName Signature DateName Signature DateAction by Pay Pool ManagerD Approved D Disapproved Signature DateIfAward Amounts Differ From Recommended Amounts, ShowApproved AmountsI Reset Form I FOR OFFICIAL USE ONLY.Adobe Designer 8.0G-1Enclosure (1)

Mea 12451.3826 Aug 2009Appendix GNAVMC HQ 963 (07-09) (EF)Member Information:B. Band IC. All Pay Increases and Awards D. Specific Salary and lorA. Name Received That Were Based In WholePay ScheduleBonus Increase Recommendedor in Part on the Team A::hievemenls for Team Member for the OMBackFOR OFFICIAL USE ONLY.G-2 Enclosure (1)