What is the Employee Suggestion Program?
The Employee Suggestion Program is an opportunity for state employees to be recognized for their suggestions. Through this program, employees can earn cash and/or recognition for quality improving thoughts and cost saving ideas. How? Submit a suggestion to the program, and if it is implemented as a result of your submission, you may be entitled to a percentage of the savings!
What is a suggestion?
A suggestion is a constructive idea that defines an existing problem and proposes a detailed, reasonable solution. A suggestion must be an original idea and must not be made as a result of fulfilling an employee's job responsibilities. A suggestion must call attention to a specific problem, and must include a specific solution in order to be eligible. The suggestion must describe the type of cost savings, or other benefit the employee foresees if the suggestion is adopted, or if the suggestion is revenue generating (and the revenue generated was used to offset costs paid with budgeted funds) must provide documentation of revenues generated within the first year of implementation. Vague or general suggestions will be returned to the employee for elaboration or completion. A suggestion shall be determined ineligible for any of the following reasons:
- A suggestion which represents a part of the normal duties of the employee making the suggestion (i.e. suggestions which are developed as part of the duties of an employee's position);
Note: If the employee has the ability to implement the suggestion, or the employee's job duties specifically include cost savings, budgeting or planning concerning the topic of the suggestion, it is within the normal job duties. If the employee does not have the ability to implement the suggestion, and the subject matter of the suggestion is outside of the employee's normal duties, it is assumed not to be within the normal job duties of an employee's position.
- A suggestion which requires legislative action to implement, or is otherwise outside of the affected agency's statutory authority to implement;
- Suggestions which were under consideration by agencies prior to having been submitted to the State Suggestion Program;
- Suggestions previously considered by the State Suggestion Committee, unless it is the decision of the State Suggestion Coordinator that the suggestion is newly viable due to the passage of time;
- Suggestions concerning routine maintenance of buildings, equipment or grounds which may be reported through regularly established channels (unless there is a quantifiable cost savings associated with the suggestion);
- Suggestions that correct a condition that exists only because established procedure is not being followed;
- Suggestions relating to wages, benefits, hours of work or merit complaints.
- A suggestion submitted after the idea is implemented unless the Suggestor's idea is forwarded from the Human Resources Division of the affected agency with agency head nomination verifying the Suggestion as the catalyst for the idea and detailing cost savings experienced. This nomination, along with the cost analysis must be received by the State Suggestion Coordinator within ninety days of implementation, unless it is revenue generating in nature (and revenues generated were used to offset costs normally paid with budgeted funds), and therefore must be submitted within thirteen months from implementation;
- A suggestion which is not an original idea;
Note: An original idea will be defined as an idea which had no other genesis than from the suggestor. The idea did not result from one agency's practice being adopted by another, idea generating meetings, vendor solicitation, conferences or training which were paid for, or otherwise sponsored by the state.
Who can participate?
All full-time employees of the State of Indiana are eligible to participate except the following:
- The chief executive officer of any agency or institution, the officer's principal deputies or assistants;
- Members of Boards or Commissions;
- Persons whose job duties include cost analyses;
- Members of the State Suggestion Committee and the State Suggestion Coordinator.
Award Criteria and Types of Awards
There are two types of awards: tangible and intangible
- Tangible Awards
Cash awards will only be given for tangible suggestions. Tangible suggestions are ideas whose benefits are financial in nature and can be quantified using cost analysis. The amount of the awards will be calculated using the guidelines and formulas established under 31 IAC 2-18-2. (If the anticipated first year savings is $100,000 or less, the maximum award allowable is 5% of the first year savings. If the anticipated first year savings is $200,000 or less, but greater than $100,000 the maximum award allowable is 2 ½% of the first year savings plus 5% of $100,000. If the anticipated first year savings is greater than $200,000, the maximum award allowable is 1% of the first year savings plus 2 ½% of $200,000 plus 5% of $100,000. In any event, the maximum award allowable shall not exceed $13,000.
- Intangible awards
Non-cash awards will be given for intangible suggestions. Intangible suggestions are ideas that may have an overall benefit but whose benefits cannot be measured in dollars. These suggestions may include but are not limited to changes in procedure, or safety and health concerns. Awards for these type of suggestions will not be monetary (unless there is a quantifiable cost savings associated with the idea). Instead, taking into account ingenuity and scope of importance, the Suggestion Committee may award tokens of appreciation.
Note: If more than one employee submits the same suggestion, only the first received in the office of the State Personnel Department will be considered eligible for an award. If the suggestion is made jointly, by more than one employee any award granted will be divided equally among the group.
Award calculation will be made based upon cost savings figures which have subtracted any and all implementation costs.
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