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478-1-.23 EMPLOYEES SUGGESTION PROGRAM
SECTION 23.100. DEFINITIONS.
PAR. 23.101. "Board" means the State Personnel Board.
PAR. 23.102. "Commissioner" means the Commissioner of State Personnel Administration or the Commissioner's designee.
PAR. 23.103. "Employee" means an employee of any agency as defined by O.C.G.A. 45-20-2, any authority, or any public corporation, but shall not include employees of the Georgia Board of Regents or units of the University System of Georgia.
PAR. 23.104. "Employees Suggestion Program" means the program developed by the Board.
PAR. 23.105. "Suggestion Program Coordinator" means an employee of State Personnel Administration designated by the Commissioner.
PAR. 23.106. "Agency" means any agency as defined in Code Section 45-20-2, any authority, or any public corporation, but does not include the board of regents and units of the University System of Georgia. (O.C.G.A. 45-21-1)
PAR. 23.107. "Agency Coordinator" means the chair of an Agency Suggestion Committee.
PAR. 23.108. "Agency Suggestion Committee" or "Committee" means the committee appointed by the head of an agency to review suggestions submitted which pertain to the operation of that agency. (O.C.G.A. 45-21-5)
SECTION 23.200. ORGANIZATION.
PAR. 23.201. Duties and Responsibilities of the State Personnel Board.
PAR. 23.201.1. The Board may formulate, establish and maintain the Employees Suggestion Program. (O.C.G.A. 45-21-2)
PAR. 23.201.2. With approval of the Board, the Commissioner shall prepare such rules as may be necessary for the administration of the Employees Suggestion Program. (O.C.G.A. 45-21-2)
PAR. 23.201.3. The Board shall make final determination of any action to be taken on employee suggestions, including any additional compensation to be provided an employee whose suggestion is adopted.
PAR. 23.202. Duties and Responsibilities of the Commissioner.
PAR. 23.202.1. Program Administration. The Commissioner, as Executive Secretary of the State Personnel Board, is responsible for the overall management of the Employees Suggestion Program.
PAR. 23.202.2 Rules. The Commissioner shall:
a. Prepare rules necessary and appropriate for the proper administration of the Employees Suggestion Program for presentation to, and adoption by the Board; and,
b. Submit the rules or any amendments thereto to the Governor. Such rules or amendments will become effective when approved by the Governor or fifteen (15) days after they are submitted if the Governor has not rejected them prior to that time.
PAR. 23.202.3. Provide Staff. The Commissioner shall provide staff necessary for the statewide administration of the program. Staff duties shall include:
a. Coordinating the flow of suggestions from employees through departmental committees to the Board;
b. Publicizing and promoting the program to employees and agencies; and,
c. Providing technical assistance to agencies and employees desiring to participate in the program.
PAR. 23.202.4. Program Review and Evaluation. The Commissioner shall provide ongoing review and evaluation of the program to ensure its efficient and effective operation.
PAR. 23.202.5. Training. The Commissioner shall provide for the training of Merit System and agency staff responsible for the administration of the Employees Suggestion Program.
SECTION 23.300. AGENCY SUGGESTION COMMITTEE.
PAR. 23.301. Composition. The head of each agency shall appoint three employees to serve as members of the Agency Suggestion Committee. All members shall serve at the pleasure of the agency head.
PAR. 23.302. Duties and Responsibilities. Committees shall evaluate each suggestion based upon the results of internal agency analysis and recommendation. Committees shall provide a final evaluation report of each suggestion within 45 days of receipt to the Suggestion Program Coordinator. The evaluation shall contain a concise statement specifying why suggestions will or will not be adopted; any appropriate supporting documentation; and, an estimate of the value of projected annual savings to be generated by suggestions recommended for adoption. (O.C.G.A. 45-21-5)
PAR. 23.303. Division and Institution Suggestion Committees. An agency head may appoint a suggestion committee for any institution or division within the agency. Responsibilities will be the same as departmental committees except that the division or institution committee will report evaluation results to the Agency Suggestion Committee.
SECTION 23.400. AGENCY COORDINATOR.
PAR. 23.401. Each agency head shall appoint an Agency Coordinator from the members of the Agency Coordinating Committee. The Agency Coordinator shall serve as chair of the Agency Coordinating Committee and shall furnish the name, telephone number, postal address, and electronic communications addresses of each member of the Committee to the Commissioner.
PAR. 23.402. The Agency Coordinator shall determine the proper agency committee or operating unit of the organization to evaluate an employee suggestion and to determine the amount of savings, if any, that would be realized by the implementation of the suggestion.
PAR. 23.403. The Agency Coordinator shall provide for the reevaluation of suggestions not recommended for adoption when so requested by the agency head.
SECTION 23.500. ELIGIBILITY TO PARTICIPATE.
PAR. 23.501. Eligible Employees. All employees as defined in Par. 23.103 except as specified in Par. 23.502.
PAR. 23.502. Excluded Employees. Members of the General Assembly; Directors, Commissioners and Administrators of state agencies; members of boards and commissions appointed by the Governor or the General Assembly; members, justices, judges, officials, and officers of the judicial branch; and, officers and officials elected by popular vote; persons appointed to fill vacancies in elective offices; and employees of the board of regents and units of the University System of Georgia. At the discretion of an agency head, hourly, seasonal, temporary, and part-time employees may be excluded. (O.C.G.A. 45-21-1)
SECTION 23.600. ELIGIBILITY OF SUGGESTIONS.
PAR. 23.601. Eligible Suggestions.
PAR. 23.601.1. Suggestions must clearly and concisely define the specific situation or problem, state a detailed, proposed solution to such situation or problem, and indicate the expected benefit to the state
PAR. 23.3601.2. Inventive Suggestions. Suggestions that involve patentable or nonpatentable inventions shall be eligible for awards.
PAR. 23.601.3. Group Suggestions. Group suggestions will be eligible for consideration. If adopted, any award will be prorated evenly among the members of the group. A group suggestion must be signed by all parties concerned.
PAR. 23.602. Ineligible Suggestions. Suggestions pertaining to the following areas will not be eligible for consideration:
A. Personal grievances;
B. Classification and pay of positions;
C. Matters recommended for study, review, or summary;
D. Matters that are a result of assigned or contracted audits, studies, surveys, reviews, or research;
E. Suggestions that directly relate to an employee's assigned duties or responsibilities. If a suggestion, however, is so superior or meritorious as to be considered above and beyond the scope of an employee's job, the suggestion will be allowed. In order to determine eligibility in the above mentioned cases, each of the following questions must be answered specifically in the negative:
(1). Is the employee expected or required to make suggestions of the type under consideration?
(2). Is the nature of the suggestion such that the employee's performance would be judged less than satisfactory had the suggestion not been made?
(3). Can the suggestion be implemented by the employee without consulting higher authority?
F. Matters requiring the enactment of legislation by the General Assembly; and,
G. Suggested changes or additions to the rules of the Employees Suggestion Program.
PAR. 23.603. Duplicate Suggestions.
PAR. 23.603.1. Identification of Duplicate Suggestions. The Suggestion Program Coordinator shall review each suggestion to determine if it is a duplicate of, or similar to, a previously submitted suggestion.
PAR. 23.603.2. Disposition of Duplicate Suggestions. When duplicate suggestions are received, the suggestion bearing the earliest date of receipt, reference the day only, will be eligible for consideration. All others shall be ineligible. If duplicate suggestions are received on the same date, both will be considered eligible, and, if adopted, a split award on a percentage basis determined by the Board will be paid.
SECTION 23.700. SUBMISSION OF SUGGESTIONS.
Suggestions must be submitted on a form prescribed by the Commissioner, or via the Internet at State Personnel Administration's web site. Verbal suggestions will not be processed.
SECTION 23.800. REVIEW OF SUGGESTIONS.
PAR. 23.801. Merit System. The Suggestion Program Coordinator shall review each suggestion received by the Employees Suggestion Program to determine if the suggestion meets the criteria for consideration. Eligible suggestions will be forwarded to the appropriate Agency Coordinator for evaluation.
PAR. 23.802. Departmental Committees. Departmental Committees shall evaluate and determine the disposition of each suggestion forwarded by the Suggestion Program Coordinator within 45 days of receipt. Recommendations for adoption or non-adoption shall be made on evaluation forms provided by the Coordinator, or on-line at State Personnel Administration's web site. (O.C.G.A. 45-21-5)
PAR. 23.803. Inter-Agency Referrals. Suggestions may be forwarded to agencies other than the agency which employs the originator of the suggestion when deemed appropriate by either the Board, Commissioner, Suggestion Program Coordinator, or a Departmental Committee.
PAR. 23.804. Non-Adopted Suggestions. If an employee's suggestion is not adopted, the employee may request that the Suggestion Program Coordinator forward the suggestion to the appropriate department head for reevaluation.
SECTION 23.900. DETERMINATION OF AWARDS.
PAR. 23.901. Tangible Savings Awards.
PAR. 23.901.1. Formula for Determination of Awards. Awards for suggestions resulting in direct measurable cash savings or cost avoidance shall be paid in an amount equal to 10% of the first year's estimated net material and labor savings.
PAR. 23.901.2. Awards Limits. Cash awards shall be for not less than ten dollars ($10.00) and for not more than the maximum amount of five-thousand dollars ($5,000.00) permitted by Georgia Laws 1957, Act No. 300 (pp. 336-339) as amended, and O.C.G.A. 45-21-7. A certificate of commendation shall be given when savings do not warrant a cash award.
PAR. 23.901.3. Cash awards shall be paid by the agency adopting the suggestion and shall be made within the fiscal year the suggestion is authorized for payment. (O.C.G.A. 45-21-7)
PAR. 23.902. Intangible Savings Awards.
PAR 23.902.1. Definition. Suggestions involving improvements in working conditions; changes in procedures; revision of forms; improvement in employee morale, health or safety; or related improvement for which the monetary value cannot be determined, shall be eligible for an award based on intangible savings.
PAR. 23.902.2. Cash awards for suggestions involving intangible savings shall not exceed $100.00. (O.C.G.A. 45-21-7)
PAR. 23.902.3. Determination of Improved Procedures Award. The following criteria shall be used to determine the value of an intangible savings suggestion, other than a safety suggestion:
(a). Degree or Nature of Benefit:(b). Extent of Application:(1). Minor improvements in methods, forms, facilities equipment, etc. - 5 points;
(2). Moderate improvement in methods, forms, facilities, equipment, etc. - 10 points;
(3). Marked improvement in methods, forms, facilities, equipment, etc. - 15 points; or,
(4). Improved employee relations, working conditions, service to the public, or public attitude - 20 points.
(c). Ingenuity of the Idea:(1). Single operation or facility - 5 points;
(2). Several operations or facilities or a limited number of employees - 10 points;
(3). A majority of the facilities or employees of at least one agency. - 15 points; or,
(4). All facilities or employees of one or more agencies - 25 points.
(d). Cost of Adoption:(1). Average - 5 points;
(2). Very imaginative - 10 points; or,
(3). Highly resourceful and clever - 25 points.
(e). Effort involved:(1). Large - 0 points;
(2). Moderate - 5 points; or,
(3). Small or none - 10 points.
(f). Completeness of Proposal:(1). No research involved - 0 points;
(2). Average substantiation - 5 points; or,
(3). Considerable personal research - 10 points.
(g). Formula for Determination of Improved Procedures Award. The total points derived through application of the above criteria shall be used in conjunction with the following in determining the award to be given the employee:(1). Not completely or clearly presented, or required considerable clarification - 5 points;
(2). Basic facts sound, needed refining - 10 points; or,
(3). Facts clearly presented, little further effort to put idea into effect - 15 points.
TOTAL POINTS AWARD 0-25 None 26-40 Certificate 41-60 Not to exceed $20 61-80 Not to exceed $35
PAR. 23.902.4. Determination of Improved Safety Award. In determining the value of a safety suggestion, the following criteria shall apply:
(a). Degree of danger, which includes the potential for accidents as characterized below:(b). Extent of Application:(1). Minor, nondisabling injuries and/or slight property damage - 10 points;
(2). Major, disabling injuries and/or heavy property damage. - 15 points; or,
(3). Extreme, fatal or permanent injury and/or extensive property damage - 25 points.
(c). Effectiveness of Improvement:(1). One office or area of operation - 10 points;
(2). Several locations - 15 points; or,
(3). Agency wide or statewide - 25 points.
(1). Slightly reduces the hazard - 10 points; (2). Appreciably limits the hazard or effects of the hazard - 20 points; or, (3). Eliminates the hazard or possibility of disabling injury or extensive property damage - 30 points.(d). Formula for Determination of Improved Safety Award. The total points derived through application of the above criteria shall be used in conjunction with the following in determining the award to be given the employee:
TOTAL POINTS AWARD 0-40 $15 41-45 Not to exceed $40 46-60 Not to exceed $75 61-80 Not to exceed $100
SECTION 23.1000. PAYMENT OF AWARDS.
PAR. 23.1001. Time Limit on Payment. An employee's right to an award shall be protected, provided: the employee's suggestion is implemented within one calendar year of the original notification of non-adoption (e.g., January 1 - December 31); the employee is still employed by the State of Georgia, has retired, or is deceased at the time of implementation; and, the Commissioner is notified that the suggestion was implemented. In the case of a deceased employee, the award shall be paid as if it were part of the employee's final compensation.
PAR. 23.1002. Modified Suggestions. An employee is entitled to an award even if a suggestion is adopted in a modified form. Determination of whether or not the suggestion has been adopted in a modified form shall be made by the Board.
PAR. 23.1003. Duplicate Awards. Duplicate awards will not normally be granted, however, the Board may authorize duplicate awards when circumstances warrant.
PAR. 23.1004. Delay of Award Payment. Awards shall normally be paid upon adoption of suggestions; however, in cases where savings cannot immediately be determined, awards may be delayed up to six months while savings are being calculated.
SECTION 23.1100. RIGHTS OF THE PARTIES.
PAR. 23.1101. Rights of the Submitting Employee. A submitting employee has the right to receive an award subject to the provisions of the Employees Suggestion Program. The right to receive an award is the employee's sole right under the Employees Suggestion Program.
PAR. 23.1102. Rights of the State of Georgia. The state has the right to use a suggestion in any form or manner it deems appropriate without making any payment, including royalties, other than an award determined by the Board.
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