What does the entry in the labor report about awards provide? Entering information about incentives and awards into the employee’s work book. What information needs to be entered

The employer has the right to reward its employees for conscientious work and individual and collective achievements. In some cases, information about the award must be entered in the work book. The features of this entry and ready-made design examples are presented in the article.

The mark is made with a blue or black pen (paste or gel). Recording is done carefully; corrections, stains, and unreadable text are not allowed. The application procedure is as follows:

1. The HR specialist indicates the record number (in simple chronological order). The numbering starts with 1 employer - for example, if the last entry is numbered 2, you just need to assign the new entry number 3.
2. The date of entry must be indicated - for example, 07/10/2018. Usually the date coincides with the day the employer signed the relevant order.
3. Enter the full name of the company. If there is also an abbreviated version of the name, indicate that as well.
4. Then the reasons for the award are formulated - for example, “for long service and successful work”
5. In the last 4th column you need to write the date and number of the award order.

Unlike cases where specific wording must be indicated in an entry, different phrases can be used when awarding awards. In this case, the record must reflect 2 facts at once:

1. Type of award (prize, valuable gift, etc.).
2. The basis for the award (for long, conscientious work, for organizing a competition, etc.).

However, if we are talking about state or departmental awards (receiving a certificate of honor from the ministry, state award), the exact name of the document must be quoted in the wording.

Thus, the precision of the wording is not important in most cases. However, the general principles of filling out (by column) must be observed in any case.

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 a single 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.

Normative base

A book must be created for each employee. This document is drawn up in accordance with the uniform requirements provided for by the following documents:

1. Government Decree.
2. Resolution of the Ministry of Labor of the Russian Federation (instructions for filling out are included in the appendix).

This instruction (clause 4) describes in detail the rules for making entries about awards. Marks are placed in the section of the book of the same name, and it is necessary to write down:

• serial number of the record;
• the date on which the award ceremony took place;
• Name of the organization;
• the basis of the award and type (for example, a certificate of honor);
• link to the relevant order indicating its number and date.

The list of specific types of incentives is also regulated at the level of federal legislation - the Labor Code and the specified Instructions for filling out books. It can be:

• gratitude;
• certificates of honor;
• awarding the title “Best in the Profession”, etc.

As for specific types of incentives, the Instruction provides for the following:

• state awards;
• awards on behalf of the company - these can be certificates of honor and other types of incentives;
• other types of awards that are specified in the collective labor agreement or other documents.

It is also important to understand that entries about bonuses can be included in the labor record, excluding the following cases:

• the bonus is paid regularly;
• the bonus is clearly provided for in the employment contract.

The other day I was filing for the dismissal of an employee. I prepared all the documents and asked her to come to me to look at them and pick up the work book. The employee signed everything, and when she checked what entries I had made for her in the work book, she was upset. She said that she had received quarterly awards for several years in a row, but in the “Information about awards” section nothing was said about them. I tried to explain to her that I didn’t have to enter this information, but she replied that until I wrote everything down correctly, she wouldn’t take the work book. What happens? Do I need to write down all his bonuses in the work book for each employee? And monthly too?! There simply aren’t enough pages! Help me figure out what to do in such cases.

Your doubts are understandable. There really isn’t much space in the work book for making entries about employee awards, so let’s figure out whether it’s worth filling it with information about all the bonuses awarded to the employee or not.

So, as a general rule, information about employee bonuses is entered in a special section of the work book. The old form of the work book contains a section “Information about awards”, which contains information about awards with orders and medals, conferring honorary titles, and a section “Information about incentives”, which records information about incentives related to work in the organization. The new work book form has only one section, “Information about awards,” which contains information about both awards and incentives.

There is no doubt that encouragement plays a kind of role as a “perpetual motion machine.” Recognition of the labor merits of the best employees increases the job satisfaction of the person being rewarded and has an impact on other team members, stimulating the latter to improve the results of their work. Moreover, in the legislation, encouragement is understood as a form of public recognition of achieved successes, which expresses official recognition of the employee’s merits and the provision of public honor to him.

An employer has various ways to reward employees who conscientiously perform their job duties. In accordance with the Labor Code of the Russian Federation, this can be an announcement of gratitude, the issuance of a bonus, a valuable gift, a certificate of honor, or a nomination for the title of the best in the profession. Other types of employee incentives for work are determined by a collective agreement or internal labor regulations, as well as charters and discipline regulations. For special labor services to society and the state, employees can be nominated for state awards (Article 191 of the Labor Code of the Russian Federation).

YOU SHOULD KNOW THIS

The Labor Code of the Russian Federation does not contain a ban on rewarding an employee during the period of disciplinary action.

Depending on the nature, types of incentives can be divided into material and moral. Material incentive measures include:

• issuing a bonus;
• rewarding with a valuable gift, etc.

Thus, issuing a bonus is a type of reward for an employee’s work.

Issues of bonuses are regulated by Art. 129, 135 and 191 of the Labor Code of the Russian Federation. After analyzing these norms, it becomes clear that there are two types of bonuses.

Type 1. Bonuses paid in addition to the basic part of earnings based on predetermined indicators and conditions. Such bonuses are an integral part of time-bonus or piece-rate wage systems. Their size always depends on the fulfillment of certain indicators and conditions. These bonuses are paid periodically (monthly, quarterly, etc.) based on the results of work for the corresponding period and are a variable part of the salary.

View 2. Bonuses issued on the basis of the overall assessment of the employee’s work outside the remuneration system. They are one-time in nature and are not associated with pre-established indicators and conditions. Such bonuses include bonuses for achieving high results in work or for participation in any work (development of new technologies, programs, completion of urgent important tasks, etc.).

In order to increase the effectiveness of moral and material incentives for work, bring information about the encouragement of a specific employee to the attention of the entire workforce

Now that we have figured out what kinds of bonuses there are and how they differ from each other, it’s time to move on to the main question: do all bonuses need to be recorded in the work book?

At the moment, a work book of the established form is the main document on the employee’s work activity and length of service (Part 1 of Article 66 of the Labor Code of the Russian Federation). According to the Labor Code of the Russian Federation, in addition to information about the work performed, transfers to another permanent job and dismissal, information about awards for success in work must also be entered into the work book.

NOT FORGET

Make an entry in the employee’s work book about the award based on the relevant order of the employer no later than a week.

However, attention is drawn to the discrepancy between the wording of Art. 66 and 191 of the Labor Code of the Russian Federation. Yes, Art. 66 of the Labor Code of the Russian Federation requires information about awards for success in work to be entered into the work book, while entries about other types of incentives are not provided. The aforementioned discrepancy between the concepts of “reward” and “encouragement” makes it difficult to apply labor legislation in the practice of drawing up work books.

And in this regard, there are two opposing points of view.

Opinion 1. According to Art. 66 of the Labor Code of the Russian Federation, the employer is not obliged to enter information about all the employee’s incentives into the work book, but only information about his awards.

Opinion 2. A broader interpretation of the term “reward” suggests that those incentives that are not essentially awards, but also characterize the employee on a positive side, should be reflected in the work record in his interests.

The second point of view seems more correct to us. It is necessary to take into account that in our country there is no legislative obligation to issue “recommendations” or “characteristics” upon dismissal, and therefore the presence of information about incentives in the work book can significantly increase the employee’s chances of getting the desired job in the future.

Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books” approved the Rules for maintaining and storing work books (hereinafter referred to as the Rules). Clause 24 of the Rules determines that “information about awards (incentives) for labor merits is entered into the work book.” Analysis of the content of this paragraph allows us to conclude that the term “award” is interpreted quite broadly. Moreover, the term “encouragement” has been added to this term in parentheses, from which we can conclude that in this case these words are synonyms. Among the information mentioned in paragraph 24 about awards (incentives) that are entered into the work book, there are awards made in organizations with certificates of honor, badges, badges, diplomas, the conferment of titles, as well as other types of incentives provided for both by the legislation of the Russian Federation and collective agreements, internal labor regulations, charters and discipline regulations.

YOU SHOULD KNOW THIS

In the section of the work book containing information about the award, crossing out inaccurate or incorrect entries is not allowed. Changing an entry is made by declaring it invalid and making the correct entry (clause 30 of the Rules)

Further, clause 25 of the Rules contains information about which bonuses are included in work books and which are not. According to the established norm, entries about bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books.

So your doubts were not in vain. Information about quarterly bonuses, indeed, should not be included in the “Information on awards” section of the work book.

But what about an employee who insists on making records of all bonuses paid to him? Let's look at what you can do to ensure that you don't have similar conflict situations with resigning employees in the future.

First of all, in the event of a dispute, you can always familiarize the employee with the provisions enshrined in clause 25 of the Rules.

In addition, in the collective agreement or local regulatory act establishing the remuneration system, in the section that talks about bonuses provided for by the remuneration system or paid on a regular basis, you can add a clause stating that information about such bonuses is not included in work books are being entered.

NOT FORGET!

Enter information about awards (incentives), as well as the name, date and number of the corresponding order of the employer in section VII of the employee’s personal card (form No. T-2)

It would not be amiss to mention in the local regulations that the employer can reward an outstanding employee (or employees) with a one-time personal bonus. And only information about such bonuses must be entered into the employee’s work book.

Summary

Entries about bonuses provided for by the remuneration system or paid to the employee on a regular basis are not entered into work books.

Only information about a personal award for personal contribution to the work of the organization is subject to entry into the “Information about awards” section of the work book.

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.

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 encourage 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.

What incentives are included in the work book?

The above regulations, in particular, state what incentives are recorded in the employee’s book (Article 191 of the Labor Code, clause 24 of the Rules). This could be an entry in the labor report about the award:

• certificate of honor;
• state awards/state honorary titles - on the basis of official decisions and decrees;
• certificates of honor/titles/diplomas/badges awarded at the initiative of the employer (for example, the “Best Builder” badge or the “For many years of conscientious work” diploma);
• another form of reward for labor/professional successes provided for by Russian legislation or local regulations of the company (for example, a valuable gift for a unique invention).

The work book does not include information about the employee’s monetary bonus if this type of incentive for subordinates is either paid regularly or is fixed in the remuneration system.

Information about awards in the work book: sample filling

How to correctly enter information about awards into work books is explained in the Instructions for filling them out (section 4). This is done in the following sequence:

• Column 1 – indicates the serial number of the incentive entry;
• Column 2 – the date of its entry into the work book is reported;
• Column 3 – enters who awarded the employee and for what;
• Column 4 – on the basis of which document the award was made (presidential decree, order of the enterprise, etc.).

How to make an entry about an award in a work book - a sample design:

Entry no.				Information about awards (promotions)	Name, date and number document, based on whose entry was made
				Limited Liability Company "Svetmontazh" (Svetmontazh LLC)
				Awarded a certificate of honor for success in innovative developments	Order dated September 23, 2016 No. 154
				Gratitude announced for exceeding planned performance indicators	Order dated 03/05/2018 No. 36

If the award is made at the initiative of the employer, its full and abbreviated name (if any) is indicated in the 3rd column of the document.

An entry in the labor record about rewarding an employee is a sample and example for his colleagues. And for him, this is not only recognition of his merits, but also an opportunity to move up the career ladder faster or qualify for a higher salary. Therefore, it is in the employee’s interests to ensure that the employer makes such entries in the document in a timely manner, since he is often in no hurry to do this.

It also happens that HR officers enter unnecessary information: about bonuses, gratitude without justification. In this article we will look in detail at when to make a recording. Which incentives are best left unattended, and which ones must be reflected in the work book? How reflect the award correctly? Is justification needed for recording?

What awards are recorded?

The section “Information about awards” contains all the information about human labor exploits. The entry is made on the basis of work books, which specifically state what awards should be reflected in the employee’s documents.

To the work book will certainly be included:

1. Receiving state awards.
2. Awards on behalf of the organization where the person works. Basically, they express gratitude, present certificates of honor, and award the title of the best in the profession. Various insignia, badges, and diplomas may also be awarded.
3. The organization’s internal labor regulations and collective agreement may privately establish its own awards, the receipt of which is also reflected in the work record book.

Regular bonuses and other monetary incentives provided for by the Regulations on remuneration, don't contribute.

They do not express the exclusivity of the employee’s labor feats; they are paid based on the payment system.

Departmental awards most significant for the employee.

They will allow you to apply for higher ranks in the future. But state and departmental awards always require forward movement.

That is, get Certificate of honor from the Ministry of the Russian Federation is problematic until the employee is given the same certificate or gratitude from the Ministry of the subject where he lives. And for him, in turn, the employee must be awarded at the district and city level.

It's the same with titles. Without “Honored” they won’t give “People’s”. There are exceptions, but they are rare.

When is the entry made?

Any reward has its own documentary confirmation. Usually this is an order or a letter. An entry in the work book is made only after a document is in hand, where it is written that a particular employee has been declared Gratitude, given a bonus, or awarded a Certificate of Honor.

Until the order did not reach the HR department, even though the employee has already received the award itself, the information is not entered into the labor report.

Moreover, the Instructions do not specify the deadline for making an entry. There, only a specific case related to employer awards is considered. Intelligence about incentives from the institution entered within a week after the relevant order is issued. Everything else is not regulated. But it makes more sense to record within a reasonable time, and not drag it out for too long.

Award material and reasons for contribution

Usually to receive Certificates of Honor, Gratitude, Insignia, in general any serious awards(Order of Alexander Nevsky), the HR department has to work hard.

They prepare documents:

In each specific case, a separate package of documents is drawn up. IN position for award everything that is required when nominating applicants is spelled out.

After reviewing the submitted documents, the higher-level organization decides whether the employee is worthy of the required award. She puts her verdict in the form order, which will subsequently become the basis for presenting an award, transferring a prize, or making an entry.

Instructions

How to make a recording? determines exactly how an entry is made in the employee’s work book.

Before making the inscription itself, indicate name of company. It is advisable to write down the full and abbreviated name in pen. But affixing a stamp also does not contradict the requirements.

The first column is intended for maintaining record numbering. It does not overlap with the “Job Information” section and starts with one. When you make the next entry in another organization, the numbers go up and do not stop anywhere.

Column 3 contains information about who awarded the employee, what title/award he received. You should also indicate why this or that award is given. That is, they are registered achievements employee.

There is no need to invent anything. When preparing award documents, the HR department writes a petition in which justifies his request o presenting a reward to a person for his achievements.

For example, for many years of work in the construction industry. In the order for awarding the award, justification duplicate. The HR officer can only rewrite the data from the document.

In column 4 write the name, document details, on the basis of which the recording was made. In this case, it is worth writing not just the word order, but indicating a specific organization (for example, Order of the Ministry of Health).

If there is no space

The awards section is complete. What to do?

Glue blank sheets of paper, make a note in the “Information about work”, on the cover unacceptable.

The only way out is to start one. Even if it contains only one record of the award being presented by the employer, the insert is necessary.

In practice, many personnel officers forget to make notes about incentives, or do not take them seriously. But their actions illegal.

Any encouragement, be it an announcement of Gratitude, presentation of a Certificate of Honor, must be reflected in the appropriate section of the Work Book. This is clearly stated in the relevant instructions.

You should also remember that upon dismissal, the section on awards sealed with the seal of the organization and the signature of the personnel officer similar to the section on work.

In case of omissions by the personnel officer, the employee has the right to demand that the necessary recording be made. And the employer can't refuse him without breaking the law.

Article 66 of the Labor Code of Russia states that information about his rewards for successful work is entered into the employee’s work book. Whether an employee is worthy of promotion or not, each employer decides for himself. When a positive decision is made, an entry is made in the work book about rewarding the employee.

What awards are included in the work book?

Every employee of the organization should know these cases:

How to make an entry about an award in a work book

The correct entry is as follows:

1. In column 3 of the section entitled “Information about awards”, you must indicate the full name of the organization as the title (if there is an abbreviated name of the organization, you must also indicate it).
2. Column 1 must contain the serial number of the corresponding entry (numbering should be in ascending order throughout the employee’s entire career).
3. Column 2 must indicate the exact date of the award.
4. In column 3, you must indicate who awarded the employee, what award and for what achievements (that is, make an entry in the work book about the award).
5. Column 4 must indicate the name of the document (order of awarding a certificate of honor or any other documents) on the basis of which the corresponding entry was made, indicating the date and number. Abbreviations may not be used in entries.

When an entry about incentives is made in the work book

The employer seeks to reward a diligent employee for good work and uses incentives for this. This allows you to raise the prestige of conscientious work, especially when its deadlines are tight.

Encouragement should be received by an employee who constantly strives to increase labor efficiency, improve the quality of manufactured products, long-term and impeccable work, and the use of innovative ideas in their work. The incentive may be:

• announcement of gratitude;
• issuing a bonus;
• presentation of valuable gifts;
• awarding certificates of honor;
• inclusion in the Book or on the Board of Honor and other incentives, if they are provided for by the charter, regulations on discipline or rules affecting internal labor regulations.

At the same time, the issuance of a cash bonus provided for by the wage system is not mandatory in order to make an entry about the promotion in the work book. Cash bonuses can be represented by a certain amount or a percentage of the employee’s salary or the amount of work performed by him.

For outstanding services to the Motherland and society, an employee may be nominated for a state award.

Assigning the title of best in profession to an employee as an award in the work book

The Labor Code reflects the opportunity to reward the best workers by awarding them the title of the best in their profession, but employers rarely use this opportunity. Indeed, to assign such a title, it will be necessary to hold a competition or review of professional skills, for which it is necessary to form a competition commission, develop special criteria and indicators by which the title will be awarded, establish the timing, procedure and frequency of the competition.

But such incentives can be carried out without organizing a competition, based on a summary of the achievements of all employees. To do this, surveys, observations and study of documentation are carried out.

The assignment of the title is carried out in front of the entire workforce with the presentation of a certificate or diploma and a ribbon containing the appropriate inscription, or a custom-made organization badge.

Possible wording of the title: “Best mechanic”, “Best cook by profession”. The chosen name should be indicated in the normative act, which will be reflected when recording the award.

How to record incentives

Incentives that must be included in the work book must be recorded in the “Information on Incentives.” This includes records of rewards for labor successes and achievements at an enterprise, government agency or organization, which are provided for in Art. 131 of the Labor Code of the Russian Federation, reflected in the charters and regulations on discipline, recorded in the rules in accordance with the internal labor regulations.

An outstanding employee can be rewarded as follows:

• give a valuable gift;
• express gratitude to him;
• issue a bonus;
• present a certificate of honor;
• enter into the Book of Honor;
  • place on the Honor Board.

Other incentives are also possible, which are reflected in the current legislation. This also includes incentives that employees received in other organizations for assistance provided related to the performance of a certain amount of work, as well as for discoveries made for which diplomas are issued, innovative inventions used and rationalization proposals.

Promotion in labor is not noted if it is associated with advantages and benefits in the areas of social services or housing services (for example, a trip to a sanatorium or rest home, obtaining an apartment, etc.).

The procedure for recording incentives is identical to the procedure for recording awards:

• in column 3 of the section “Information on incentives” the name of the enterprise is written as a heading;
• below, in column 1, you should indicate the serial number of the record being made (in ascending numbering during the work activity of the employee of the organization);
• in column 2 - the exact date of the incentive;
• in column 3 you need to write down who rewarded the employee, for what specific achievements and with what reward;
• Column 4 must indicate the document on the basis of which the corresponding entry was made (date, number and name of the document).

How to make a recording correctly

When an employee receives a departmental award for merit in his work, an entry must be made in the book and in his personal card. A sufficient basis for this is the corresponding award order.

You need to know how to make an entry about the award in the work book when an employee receives a departmental award. In the employee’s personal card, the corresponding entry must be reflected in section seven, “Awards (incentives), honorary titles.” It will require you to indicate the name of the award, the number and date of the award order.