Performance
Management and Within-Grade Increases (WGI) FAQs
The term "within-grade increase" is
synonymous with the term "step increase" and
means a periodic increase in a Federal employee's rate of
basic pay from one step or rate of the grade of his or
her position to the next higher step of that grade or
next higher rate within the grade. Employees must be
performing at an acceptable level of competence in order
to receive a within-grade increase. Some frequently asked
questions about within-grade increases in regard to the
Federal employee performance appraisal regulations
include:
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Can
an agency restrict the application of a rating of
record that was prepared solely to reflect
current performance for the denial of a
within-grade increase? |
| No. When a
within-grade increase determination is not
consistent with an employee's most recent rating
of record (i.e., current performance is not
accurately reflected by the rating of record
prepared at the end of the most recently
completed appraisal period), regulation requires
the preparation of a more current rating of
record. However, there is no provision for the
agency to limit the application of the newer
rating of record to the within-grade increase
determination only. |
 
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Under
an appraisal program with two summary levels
(Pass/Fail), can an agency establish some
criteria other than, or in addition to, the Level
3 (Fully Successful
or equivalent, e.g., pass) rating of record for
achieving an acceptable level of competence? |
| No. Regulations at
section 531.404(a) of title 5, Code of Federal
Regulations, continue to require a rating of
record of at least Level 3 (Fully Successful
or equivalent) as the basis for the acceptable
level of competence determination. There is no
provision to consider anything other than the
rating of record when making an acceptable level
of competence determination. |
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When
can an acceptable level of competence
determination be delayed? |
An acceptable level
of competence determination can be delayed for
only two reasons:
- when an employee has not had the minimum
period of time to demonstrate acceptable
performance on his or her elements and
standards; and
- when an employee is reduced in grade
because of unacceptable performance to a
position in which he or she is eligible
for a within-grade increase or will
become eligible within the minimum
appraisal period.
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Can
an agency delay a within-grade determination
while an employee completes a performance
improvement period (PIP) if no rating of record
was given at the beginning of the PIP? |
| No. The regulations
specifically restrict the delay of a within-grade
determination to the two conditions stated in the
regulations (and reviewed in the previous
question). Consideration was given to permitting
the delay of a within-grade determination for
employees completing a PIP, but the decision was
made not to allow this since it would give an
unfair advantage to an employee whose performance
has been determined to be unacceptable (a
condition upon which the PIP is based) over
employees whose most recent rating of record is
Level 2 (marginal, minimally successful, etc.)
and who are not eligible for a within-grade
increase. There is no requirement to give an
employee a rating of record before beginning a
PIP. If a within-grade increase determination is
due during an employee's PIP, the agency needs to
make sure it reviews the employee's most recent
rating of record and determines whether a new
rating of record is needed to support the
within-grade decision. If the last rating of
record does not support the within-grade
determination (i.e., the rating was Level 3 (Fully
Successful or equivalent) or better and
performance later reached the unacceptable level
triggering the PIP), a new rating of record must
be given to support a denial of the within-grade
increase. If the agency chooses to use the last
rating of record of Level 3 (Fully Successful
or equivalent) or better and grant the
within-grade, they need to realize they are
certifying the employee as performing at that
level and jeopardizing any future
performance-based action that might have been
based on performance during that time period. |
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