EXEC Sign off Follow

Topics Covered
Exec Sign Off

Target Users
COM, Proxy, HRO

Required Permissions
EXEC, EXEC Proxy, HRO

Executive Sign Off

Once annual nominations are approved or disapproved by the JCAC, it will be routed to the Chief of Mission or Charge' d'Affaires for Exec Sign Off.  To view the nominations in your queue, first select Exec Sign Off from the Exec & MGT Area.

All nominations requiring EXEC Sign Off will display. Nominations will only be in Approved or Disapproved status to indicate the final decision of the JCAC. You will notice the nomination has either a green thumbs-up for Approved status or a red thumbs-down for Disapproved status to the right of the Nomination ID.

You can use the filters to create a custom view or search for specific nominations and easily identify the number of nominations which require action.

Cycle will always display the default of All Cycles and Anytime Awards to provide a complete list of nominations pending EXEC Sign off.

Post allows you to filter for a specific Post within your Mission.

Global Filter is a search box to enter information about a specific nomination.

Total Nominations provides a number count of all nominations which require EXEC action.

Total Nominees will display the total number of nominees on the number of nominations assigned. This can help identify if there are nominees with multiple nominations.

Filter by Award Type will narrow the view to only one specific award type.

You can expand the nomination to view more details by clicking anywhere on the nomination line. Click the More Details link to view even more information about the nomination.

Once the More Details option is selected, you will find an expanded view of the Justification and Citation as well as additional details about the Nominator, History & Comments, Award Details and the Nominee History. The nominee's award history can be viewed by clicking on the Nominee's name. History begins from the date your Mission deployed OAS.

The available actions to the EXEC depend on the status of the nomination.

Disapproved nominations will have Override & Approve, Endorse Disapproval, Return to HR and Comment.

Approved nominations will have Change, Endorse Approval, Reject, Return to HR and Comment.

Change is available on all nominations, however only Approved nominations will have the Change button in the expanded view. This option allows you to change the type of award, form of recognition (as permitted by the award type rules), and award amount.

Once the nomination is changed, you will need to Update and then select OK in the pop-up window. 

Endorse Disapproval is available when the JCAC disapproved the nomination. Selecting this button will finalize the disapproval of the nomination. This action will remove the nomination from the approval process and the nomination can be viewed in the Disapproved List in HR Area.

Endorse Approval is available when the JCAC approved the nomination. Once both EXEC and FMO signs off on the nomination, it will be sent to HR for finalization.

Reject is available when the JCAC approved the nomination. Selecting this option will change the status of the nomination to disapproved and finalize the nomination. The nomination can be found in the Disapproved List in the HR Area.

Return to HR is available on all nominations and should be selected if changes to the nomination are required, such as changes to the justification or citation. When Return to HR is selected, all previous JCAC votes and approvals are removed from the nomination.

To take action on a single nomination, select the appropriate button for the desired nomination. Once you have completed your action, the nomination will be removed from your queue and will no longer be visible in the EXEC Sign off.

To take action on multiple nominations, check the boxes of all desired awards (or select All), then Sign Off Selected.

Batch Changes can be completed in the EXEC Sign off by selecting a specific award type then using the change function.

Use the Filter by Award Type dropdown to select the award category you would like to change.

Select the nominations you want to change by selecting the check box next to the Nomination ID and then click Change Selected.

In the pop-up window, you can change one or all of the available options (Award Type to upgrade or downgrade a nomination, Form of Recognition choose Cash or Time-off depending on the award limitations, and Amount of either cash or hours which is determined by the Form of Recognition selected) then click Update.

You will need to then click Ok and either Save the changes to approve later or click on Sign off Selected to approve the nominations and move them to the next status.

If the HRO is impersonating (using Sign in on Behalf of) the EXEC or the EXEC Proxy is signed in, the changes can be saved for the EXEC to Sign off at a later time. 

If the EXEC prefers to have nominations printed and reviewed in hard copy, consider using the Executive Report in the Reports Area This report provides an overview of all the nominations pending the EXEC action to include the citation and justification. 

Find Related Articles

Executive Report

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.