How to make an entry about an employee’s award in the work book?

Types of rewards

For exemplary employees whose achievements they want to reward, the labor code provides:

• bonus;
• Gratitude;
• certificate of honor;
• valuable prize;
• title “Best in the field of activity”;

There are other types of remuneration for high achievements, but they are established collectively or by management by agreement in a generally accepted manner or individually for each employee.

Often, management decides on the use of several types of remuneration at the same time:

• Gratitude is acknowledged in conjunction with financial support.
• Awarding a certificate with financial payment.
• A different type of encouragement.

Non-material recognition of employee merits

Modern management resorts to such a motivating method as publicizing merits and achievements quite infrequently. However, a speech of praise in the presence of the entire team serves as a good incentive for both the most distinguished employee and the rest of the employees.

Moreover, the door to new opportunities opens for an employee who is thanked, for example:

• Receiving a bonus.
• Expansion of social package.
• Getting a promotion.
• Benefits when taking a loan.

There are the most popular methods of non-financial employee incentives:

• Recognized as a model employee for the entire department/company.
• Proclamation of gratitude for the work done.
• Presentation of an honorary symbol (certificate, cup, medal).
• The title of "guru" in his profession.

Regarding the last point, this statement is possible if the worker has repeatedly won regional competitions, competitions, and conferences in the field of his profession.

Promotion Regulations

The regulation requires a consistent record of incentives. Any type of remuneration, if desired, can be drawn up in a separate document, but registration in one document is not prohibited, i.e. it will immediately indicate the number of workers and types of gratitude, and you can also indicate people who apply for a declaration of gratitude in the future.

The legislation does not establish rules regarding the content of the provision. This indicates that the application is drawn up in free form.

However, there are a few content points that need to be made:

• List of conditions under which gratitude is declared.
• The circle of employees to whom gratitude is expressed.
• Kind of gratitude.
• Frequency of gratitude announcements.

Meaning of Award Record

As a rule, the personnel department is reluctant to enter entries into the employee’s work book, because doesn't consider them important. However, such inaction is contrary to labor legislation.

Both the employee and the personnel service should not forget that the presence of incentives indicates the conscientious performance by the employee of his duties, which can be taken into account, for example, when deciding whether to bring him to disciplinary liability for the relevant offense. In addition, the presence of such incentives for an employee may be taken into account by the employer as one of the incentives for advancement along the “job ladder”.

Order of gratitude for work

As many organizations as there are, there are so many different rules and differences in document preparation. So some people draw up a petition before submitting an order.

Free form is also characteristic of it. However, the following information must be present:

• Personal details of the employee (full name).
• Current position.
• Company name.
• The right (list of achievements) to receive incentives.

As a rule, the application is accompanied by special documents confirming the employee’s merits , as well as a list of previous awards and achievements, if any.

Once the application is approved, an order is prepared. There are order forms No. T-11 or T-11a. The Russian State Statistics Committee issued a regulation on this form of order dated January 5, 2004 No. 1. They can be used.

Award procedure

Such a procedure is not prescribed in the legislation. Consequently, the employer has the right to apply its own rules to reward employees.

As a rule, the initiator of the award is the management of the structural unit in which the employee carries out his work activity, because It is this department that first of all has the opportunity to evaluate the appropriate quality of work and the merits of each official to the employer.

The head of the department shows the appropriate initiative to the management of the organization (for example, sends a memo with a list of employees worthy of being awarded a valuable gift on a professional holiday). The management of the organization puts a visa “for execution” on the document and sends it to the personnel department. This unit issues an order (for this you can use the unified form No. T-11, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).

The head of the organization signs the order.

The personnel department issues a valuable gift and makes an entry in the work book about rewarding the employee.

Thank you note in the work book

Before drawing up a thank-you text and entering it into the work book, you must decide on the reasons. That is, understand what the recording will be based on.

Most often they are indicated like this:

• Significant increase in labor efficiency.
• Demonstration performance at important events for the company.
• Successful implementation of large projects.
• Innovation of ideas and proposals in various fields of activity.
• Increasing the efficiency of labor organization.
• Competent guidance of young specialists and their training.

Step-by-step instructions for registration

The specific grounds, as well as the procedure for awarding awards and making relevant records, are not regulated by law. This means that each company can independently make a decision and approve its own regulations for this procedure. In practice, this sequence of actions is followed.

Step 1. Deciding on the award

The decision-making procedure has its own characteristics depending on the specific company. Typically, the immediate supervisor of a distinguished employee (for example, the head of the sales department) takes the initiative and draws up an application addressed to management. The director of the company makes a positive decision, after which the type and form of remuneration is determined. Next, the corresponding order is issued, and the award is presented in a solemn atmosphere.

Step 2. Completing an order

When drawing up an order, you can use the uniform T-11 form or any other sample accepted by the company. The employee must familiarize himself with this document personally, which is confirmed by his signature (the date and signature are placed at the end of the order).

Step 3. Making an entry in the labor record

The entry is written in accordance with the rules described above. It is important to understand that making a note is an obligation, not a right of the employer. This means that after the order is issued, the HR department employee must immediately make a corresponding note in the work book.

In practice, there are often cases where such records are not made, which is a violation of labor laws. As a rule, the employee himself is at greater risk of suffering than the digging, since the absence of records from a formal point of view indicates that he did not show himself in any way during work. This may interfere with his career advancement within his current or other companies.

Formulation of gratitude in a work book

A thank you note should be formulated according to the person’s merits and awards . It is better to start recording with the name and date of the order, and then for what the employee was awarded and with what: “Order No. ... from the date ... the employee (full name) ... for such and such successes ... was awarded...”. Sometimes, if an employee has received a promotion, the wording of the entry begins with the words “Hired to the position... An employee of such and such a company (name of organization and full name of the employee)... in connection with such and such merits.”

In general, the effectiveness of a thank you speech directly depends on the talent of the HR manager. You just need to take into account that the litter is compiled in official, literate language.

Learn how to correctly make an entry in your work book

According to the order of the Russian Federation No. 225 of April 16, 2003, in connection with the appearance of new standard books, the rules regarding their filling out have also undergone changes.

When you enter information about the promotion, you must remember to indicate the reasons:

• Incentives and rewards for success at work.
• Incentives for making improvements to labor discipline established by the enterprise charter. In addition to information about incentives, information about awards, if any, should also be written down.
• Based on decrees and decisions, awarding state awards or honorary titles.
• Upon receipt of an honorary title or badge, the accompanying award is a diploma, otherwise with a certificate.

Please note that a special section has appeared for declaring gratitude. According to the decree of the Russian Federation, according to paragraph 24 of April 16, 2003, a section for information about incentives appeared, where a note of gratitude is entered. The note of gratitude must be made in accordance with the order.

Incentives from the employer

Labor legislation requires an employee to:

• show conscientiousness when performing your official duties;
• know and comply with work procedures;
• properly comply with the relevant requirements of labor discipline, labor safety, etc.

The employer, assessing the quality of performance of labor duties by employees, has the right to both encourage them and apply certain negative disciplinary measures to them (remark, reprimand, etc.).

It is important to take into account that entries in the work book should only include awards. Information about disciplinary sanctions is not indicated in this document.

The list of incentives provided for by law is specified in Article 191 of the Labor Code of the Russian Federation:

• Gratitude;
• bonuses;
• valuable gift;
• diploma;
• honorary title “best in the profession.”

The employer can reward employees in other ways if they are provided for in the collective agreement or local regulations.

Sample entry

In view of the order to remunerate the separated employee, a mark is registered in the work book. The Russian Ministry of Labor issued Regulation No. 69 on October 10, 2003. In paragraph 4 you will find recommendations for the procedure and principle of recording.

Let's take a step-by-step look at where and how to make an entry:

• We are looking for the item “Information about incentives (awards)”.
• 3 columns (heading) must contain the full/abbreviated name of the organization.
• Column 1 should contain the record number in order (according to the employee’s increasing activity for the entire year).
• Column 2 - date of birth.
• Column 3 – who provided the incentive and for what merits of the employee.
• Column 4 is the name of the document according to which the note will be registered in the work book; do not forget to indicate the document data (date and number).

Legislative regulation

The procedure for making an incentive entry in an employee’s document is mainly regulated by three legal acts:

• Labor Code of the Russian Federation - articles 66, 191;
• Rules for maintaining and storing work books - Government Decree No. 225 of April 16, 2003;
• Instructions for filling out work books are Resolution of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003.

It is also useful for employers to familiarize themselves with Resolution of the State Statistics Committee of the Russian Federation No. 1 (dated 01/05/2004). It contains a unified form of order/instruction to reward an employee. Based on this local document, an entry is made in the labor report about awards, a sample of which is given below.

Despite the fact that since the beginning of 2013, unified internal documentation templates have ceased to be mandatory for use, they continue to be used today. They not only offer ready-made forms of orders and other local acts, but also allow you to find out what important details such a paper should contain. With this information, it is easier to develop your own document form.

Common problems and errors

It is worth noting the pressing problem associated with the use of the terms “incentives” and “rewards”. The term “reward” denotes a generic concept (gratitude, increase, bonus payment). The term “award” denotes a specific concept, that is, the type of award (certificate, diploma, medal, etc.)

A common mistake is declaring gratitude without recording it in the work book. Be on the lookout because... According to the law, you have the right to demand from your employer to include merit in your work book.

Before you rejoice and celebrate your professional achievements, check your work history. Make sure that all changes made are supported by proper documents, otherwise the entry will be considered invalid.

pooshchrenie.jpg

Related publications

A special section is dedicated to awards in the work book. It was introduced back in Soviet times, when it was believed that such records significantly increased labor productivity and encouraged workers to earn rewards for excellent work. Nowadays, this is rather an additional confirmation of the employee’s integrity, which is important during employment. But in order for the entry in the work book about the award to have weight, it must be completed correctly.