Performance
Management: Record Keeping and Reporting FAQs
Among the many record keeping and reporting
requirements that agencies must follow, they are required
to place the most recent ratings of record into
employees' Official Personnel Folders when they transfer
between agencies or servicing personnel offices. They
also are required to report awards data to the Office of
Personnel Management. Some frequently asked questions
about record keeping and reporting in regards to
performance appraisal and awards regulations include:
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Does
an agency have to submit an annual awards report? |
| Yes. The Office of
Personnel Management (OPM) will always need to
respond to requests for data about Governmentwide
and agency awards activity, particularly from the
Office of Management and Budget and the Congress.
The regulations at section 451.106(h) of title 5,
Code of Federal Regulations, establish that
agencies shall maintain and submit such records
as OPM may require. Annually, OPM asks agencies
to use OPM Form 1465 to submit awards data. The
OPM Form 1465 gives agencies the option of using
the awards data that has already been submitted
to the Central Personnel Data File, or to submit
other numbers they feel are more accurate. |
 
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|
Will
an agency be required to report honorary and
informal recognition awards? |
| Not at this time;
for now only cash and time-off awards must be
reported to the Central Personnel Data File
(CPDF). However, if an agency grants a cash
stipend or honorarium with an honorary award, it
should report that cash payment to the CPDF as a
special act or service award. Because of interest
in agency use of honorary and informal
recognition awards, methods of collecting
information about these awards, which used to be
required in older versions of OPM Form 1465, may
be considered in the future. |
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|
Does
the rating of record data have to be submitted to
the Central Personnel Data File (CPDF)? |
| Yes. When submitting
status and dynamics files, agencies must submit
three pieces of rating of record data to the
Office of Personnel Management's Central
Personnel Data File (CPDF) for each record: the
summary level, the pattern of the program that
the rating was given under, and the ending date
of the rating's associated appraisal period. As
of October 1996, these data fields have been part
of the regularly submitted data in CPDF status
and dynamics submissions. |
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