Chapter 3 – Personnel, Training, and Employee Relations

31160.10 Bonus Nomination/ Selection Process

• Bonus determinations are made on a case-by-case basis in comparison with the accomplishments of other managers in the organization. Managers who receive ratings of “Exceeds Fully Successful” or “Outstanding” throughout the year are eligible for bonus awards.

• In exceptional cases, an employee may be rated “Fully Successful” on quarterly reports and nominated to receive a bonus. In these rare situation where the critical elements of the work plan, in and of themselves, are so significant that fully successful performance far surpasses outstanding performance on objectives of a more routine or common nature, the employee may be recommended for a bonus. In such cases, the deputy director must provide supporting documentation that clearly justifies why the bonus is warranted.

• Typically, managers receiving less than fully successful on any quarterly report will not be recommended for a bonus.

• The Department has established bonus awards for 20 percent of its qualifying participants. To equitably distribute the awards, the bonuses shall be allocated each year on a pro rata basis to each division, institution, and parole region calculated on the number of participants with 180 days or more in the program. This means that the total number of bonus awards allocated to each division, institution, and parole region shall be based on 20 percent of their participants.

• Bonus awards may range from $1,250 to $5,000; however, the Department typically limits the maximum amount to $2,500. Awards over $2,500 may be granted in extremely rare cases and must be supported by exceptional justification.

• Bonus award amount guidelines:

  Outstanding	$2,000 to $2,500
  Exceeds Fully Successful	$1,500 to $2,000
  Fully Successful	$1,250 to $1,500

• Bonus award decisions shall consider all qualifying performance during the appraisal year, including those occurring in other departments or organizational units. Managers who retire, leave state service or voluntarily demote to a non-managerial position may be considered for a bonus if the period worked exceeds 180 days.

• The final appraisal, with all required substantiation attached, shall be submitted to the deputy director. The deputy director will review each appraisal and select managers for bonus nominations.

• Bonus Nomination Package

  • The bonus award nomination package shall include:

    • An executive summary of the manager’s accomplishments and the significance to the Department. This summary should specify how the manager met or exceeded the critical elements in their work plan and how the accomplishment of the critical elements benefited the Department. The summary should also include the recommended bonus amount and a brief explanation if the amount exceeds the guidelines. This will assist in post-audit reviews by DPADepartment of Personnel Administration (see CalHR) .

    • The completed appraisal summary form that contains all the quarterly rating as well as the final rating and participant’s signatures.

    • The original work plan with any revisions.

    • Any actual documentation such as self-evaluations, legal documents, graphs, charts or other records should be retained by the division.

  • Nomination packages are submitted to the Chief Deputy Director, by the Department MPAS Coordinator, for final approval by September 20. The Director and Chief Deputy Director retain final authority for all bonus award decisions. Awards shall be determined by November 1 and payments shall be made by December 15.

  • Bonus checks are issued by the SCOState Controller’s Office. The Department MPAS Coordinator will work with Personnel and Payroll Services to request the bonus warrants, prepare a letter of congratulations for the Director’s signature, and distribute the checks and letters for presentation to the nominees. The awards may either be sent by mail or made in person, at the discretion of the Warden or deputy director.