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1. What is the purpose of this section?
2. Does this directive cancel an existing FHWA directive?
3. What reference was used in writing this section?
4. How is retirement recognized?
5. What are the responsibilities of FHWA offices?
6. What is the Distinguished Career Service Award, and how is it administered?
7. What are retirement recognition items, and how are they administered?

1. What is the purpose of this section? The purpose of this section is to provide procedures and guidelines for recognizing employees of the Federal Highway Administration (FHWA) at the time of retirement.

2. Does this directive cancel an existing FHWA directive? Yes. This directive cancels Personnel Management Manual (PMM) Chapter 9, Section 4, and Retirement Recognition, dated June 28, 1996.

3. What reference was used in writing this section? Departmental Personnel Manual, Chapter 451, dated December 29, 2003, was used in writing this section.

4. How is retirement recognized? Each FHWA employee retiring under the provisions of the Civil Service Retirement Act or the Federal Employee Retirement System will receive a Department of Transportation (DOT) retirement plaque and a congratulatory letter from the Federal Highway Administrator.

5. What are the responsibilities of FHWA offices? Once an employee announces his/her retirement, the appropriate offices are responsible for ensuring that the employee's accomplishments and contributions are appropriately recognized. The Office of Human Resources has established the HR Retire e-mail box. All information concerning a potential retiree should be placed in this box.

   1. Washington Headquarters

      1. Washington Headquarters program coordinators will:

         1. notify the Office of Human Resources (HAHR), not less than four weeks in advance of a retirement date to allow sufficient time for preparation and delivery of the plaque; and

         2. prepare appropriate wording for a retirement letter to be signed by the Federal Highway Administrator.

      2. Administrative Service Teams will:

         1. notify the HAHR in writing at least four weeks prior to the employee's retirement date to allow sufficient time for the preparation and delivery of the retirement plaque; and

         2. arrange the preparation of appropriate wording for a retirement letter to be signed by the Federal Highway Administrator.

   2. HAHR. The HAHR:

      1. will arrange for the preparation of the plaque;

      2. will finalize an appropriate retirement letter for each retiring employee; and

      3. will forward the plaque and the retirement letter to the appropriate Unit Manager for presentation to the retiree.

6. What is the Distinguished Career Service Award, and how is it administered?

   1. If a Unit Manager determines that an employee's Federal service has been especially meritorious, he/she may recommend that the employee be considered for the Distinguished Career Service Award. The recommendation should be made on Form FHWA-1156, Recommendation for Quality Step Increase, Cash or Honor Award. The form should be submitted at least 6 weeks prior to the employee's retirement date in order to ensure sufficient time to prepare the award. The award is an engraved wooden plaque and may be granted to an employee with 20 or more years of Federal service at the time of retirement who has been recognized by any combination of two or more of the following:

      1. outstanding performance ratings,

      2. quality step increases,

      3. special act cash or time-off awards, or

      4. any of the Secretary of Transportation or Federal Highway Administrator's Honor Awards.

   2. The recommendation should:

      1. identify significant accomplishments throughout the employee's career,

      2. include a short resume of the employee's service,

      3. include a listing of any honors and awards that the employee has received, and

      4. include a memorandum from the Unit Manager which further supports the recommendation.

   3. The Unit Manager should submit the Recommendation for the Distinguished Career Service Award to the Federal Highway Administrator through the Director of HAHR. After the Administrator approves the recommendation, HAHR will arrange for preparation of the award.

7. What are retirement recognition items, and how are they administered?

   1. First level supervisors may approve retirement recognition items for their retiring employees. The supervisor should place a message in the HAHR Retire e-mail box advising the HAHR that the retiree may receive an item.

   2. The HAHR will send the retiree a catalogue that contains photos of items from which the employee may select.

   3. All of the retirement recognition items contain the logo "FHWA Honors Your Retirement."