Sample of filling out a work book about incentives. Information about awards in the work book
Information about awards for success in work is entered into the work book in accordance with paragraph 4 of Article 66 of the Labor Code of the Russian Federation. The basis for making an entry in the work book is the corresponding order (instruction) of the manager (clause 10 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books” ( further Rules for maintaining and storing work books)).
According to paragraph 24 of the Rules for maintaining and storing work books, the following information about awards (incentives) for labor merits is entered into the work book:
a) on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;
b) on awarding diplomas, conferring titles and awarding badges, badges, diplomas, certificates of honor, carried out by organizations;
c) on other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations of the organization, charters and regulations on discipline.
Clause 10 of the Rules for maintaining and storing work books establishes a one-week period, no later than which the employer is obliged to make appropriate entries in the work books.
Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 “On approval of instructions for filling out work books” regulates the procedure for entering information about awards into the work book. In column 3 of the “Information about awards” section of the work book, the full and abbreviated name of the organization is indicated as a heading; in column 1 - the serial number of the entry (numbering is in ascending order throughout the entire period of the employee’s work activity); in column 2 - date of award; in column 3 - by whom the employee was awarded, for what achievements and with what award; in column 4 - the name of the document on the basis of which the entry was made, with reference to its date and number.
It is mandatory that information about incentives is also entered into the employee’s personal card (unified form T-2, approved by Resolution of the State Committee on Statistics of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and remuneration”). .
Note!
The work book does not contain entries about bonuses, which are not an incentive for the employee, but are an integral part of his earnings, that is, they are provided for by the remuneration system or are paid on a regular basis (clause 25 of the Rules for maintaining and storing work books). If an employee received a so-called “personal” bonus for a specific personal contribution to work, then information about it must be entered in his work book.
Note.
Noteworthy is the discrepancy between the wording of Articles 66 and 191 of the Labor Code of the Russian Federation. Article 66 of the Labor Code of the Russian Federation requires information about awards for success in work to be entered into the work book, and the entry of entries about other types of incentives is not provided for by this article. 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. In this regard, two opposing points of view arose:
1. According to Article 66 of the Labor Code of the Russian Federation, the employer is not obliged to enter information about all employee incentives into the work book, but only information about his awards.
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.
Thus, the employee has the right to insist on making a corresponding entry in the work book about any of the types of incentives applied to him, if it has not been made.
You can find out more details regarding the specifics of documenting incentives for work, and the procedure for entering information about incentives and awards into the employee’s work book, in the book “Incentives for Labor” by the authors of JSC “ BKR-INTERCOM-AUDIT.”
What types of incentives should be reflected in the labor report?
The employment record contains information about length of service, all key stages of a career: positions held, transfers, promotions, layoffs, dismissals. The standard form of the book contains a section “ Incentive information”, which reflects the gratitude given and awards received.
An entry in the work book about the award is made in accordance with the “Rules for maintaining and storing work records.” They are approved by the Decree of the Government of the Russian Federation dated 16.0.2003 No. 225, and the “Instructions for filling out labor documents”, which is approved by the Decree of the Ministry of Labor of the Russian Federation dated 10.10.2003 No. 69 (hereinafter referred to in the article “Rules” and “Instructions”).
In accordance with the “Rules”, not every reward or incentive, material or intangible, is included in the book.
Information about the award, which is entered in the work book
- about state and departmental awards;
- on conferring state honorary titles;
- about awards with a certificate of honor, diploma, badges;
- about bonuses and other types of incentives.
Information about awards is not indicated in the work book if these are cash bonuses, which are provided for by the remuneration system, and are paid to employees on a regular basis.
If one of the employees is awarded the honorary title “Best in the Profession”, a valuable gift is given for this, this fact is reflected in the labor report. If we are talking about payments of quarterly or semi-annual bonuses, there is no need to make an entry in the book.
Employment history. Design of the section on awarding a cash prize
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On the basis of which information about awards is entered in the work book: sample
The employer independently determines the procedure for rewarding employees and enshrines it in local regulations. Information about awards based on the promotion order is entered into the work book. If an official administrative document was not issued, there is no need to reflect the incentive received in the book, since there is no reason for this.
The administrative document contains information about the employee, first name, last name, patronymic, position held, personnel number. The content part indicates the type and motive of the incentive, and briefly describes the specific achievements for which the distinguished employee should be rewarded.
The order is drawn up in form T-11 (T-11a) or on a form developed by the organization independently. The order is issued on the basis of a proposal for incentives. The awarded employee is presented with the order against receipt.
The decision to award state and departmental awards is made by authorized higher authorities. A written request is submitted by the management of the organization in which the employee works. If the employee has insignia, awards, and incentives, relevant documents confirming the presence of such awards are attached to the application.
How to record an award
When rewarding an employee, the employer makes an entry about the reward in the work book, a sample of which will be presented below, and in section VII of the personal card of the T-2 form. Information about incentives is included in the labor section “Information about awards”, where all four columns must be completed:
- indicate the serial number of the entry made;
- date of registration in the format day, month, year;
- indicate the name of the employing organization and make a direct entry about the incentive;
- give a link to the basis document (order, instruction).
The entry must be made within one week after the release of the manager’s order. This is entrusted to the personnel officer or an authorized specialist appointed by the manager. When making an entry, handwriting must be clear and neat. It is acceptable to use black, purple, and blue ink. Abbreviations are not allowed during registration.
When filling out the third column, use laconic wording: “ Awarded for...», « Awarded for...", indicate the reason for rewarding the employee. The name of the employer's organization is entered in full; a short version of the name, if any, is given in brackets. When referring to the basis document in the fourth column, it is necessary to indicate its type, for example, order, instruction, enter the registration number and the date of immediate execution.
Answers from Sistema Personnel experts to questions from practice
What mistakes to avoid when filling out the “Information about awards” section
The most common omission is the complete absence in the employee’s employment record of information about awards, insignia and irregular cash bonuses. For example, gratitude in the work book, a sample will be presented below, they forget to add it to the employee’s document. The supporting documents are often improperly prepared. When expressing gratitude, they do not issue an order on the basis of which data is entered into the “Information on awards” section.
Entry in the work book about gratitude: sample
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To reflect in the labor report in full all information about all awards and incentives received during the period of employment is not a right, but an obligation of the employer. This circumstance is especially important to take into account when it comes to state and departmental awards that provide the employee with social and material privileges:
- pension supplement
- free travel on public transport,
- a number of benefits for medical, utility services and so on.
An entry about the award in the work book is also important for those who plan to find a job in the future. When selecting applicants, many employers pay attention to the section in the book “ Information about awards».
If the work record has been lost or irrevocably damaged so that it cannot be restored, the employer, when issuing a duplicate, must restore all records of incentives on the basis of the orders that were the basis for entering information into the book.
Often in labor records you can see incorrect formatting of the records themselves. For example, the format of the date indicated in the second column is incorrect, and there is no link to the base document in the fourth column. The use of ready-made stamps may not be considered an error if the record itself reflects all the necessary information and is certified by a signature with a transcript of the person in charge.
Cheat sheet: errors in the work book
The absolute leader among the mistakes made when filling out the “Award Information” section is entering information about the work. Such an entry should be displayed if the option in the previous section is correct. Often the cause of such confusion is the inattention of the personnel officer. If any error is found, it must be quickly corrected by invalidating the previous entry. Such actions are required from the personnel officer by paragraph 1.2 of the “Instructions”. It must be taken into account that when correcting incorrect entries, you cannot use correction fluids, cross out, or clean up incorrect entries made in the section “ Information about the award».
Information about awards based on the promotion order is entered into the work book. When filling out the “Information about incentives” section, you must avoid mistakes. If they are discovered, HR must ensure that they are corrected as quickly as possible.
The work book contains a section “Information about awards”, a sample of which is often required by employers. For all professional activities a person can be noted for his merits. However, managers do not always know which awards to record and which not. Therefore, situations often arise when unnecessary information is entered, but the necessary information, on the contrary, is not mentioned. It is important to know what entries are made in the work book about the award, so that everything is correctly indicated in the employee’s document.
Awards details
If a person has accomplished a feat of labor, then a record of the award should be made. Now let’s take a closer look at what is required to be included. First of all, we are talking about state awards. This event must be recorded in the employee’s document. You should also indicate the awards issued by the organization. As a rule, in this case, gratitude is expressed, a certificate is presented, and the title of the best in one’s profession is awarded. It also happens that a diploma and a badge of honor are awarded.
Your own awards can also be established by labor regulations and the company’s collective agreement. They also must be included in the employee’s work book. But regular bonuses or other cash payments should not be recorded. Therefore, there is no need to mention this kind of encouragement. After all, they do not indicate that a person has accomplished a feat of labor. Therefore, departmental awards are more significant than when a person was rewarded by a boss with a monetary payment.
Note that gratitude and awarding a certificate of honor will be useful for a person’s career. Because in the future they will allow you to apply for higher ranks. But you need to understand that it is impossible to immediately receive a Certificate of Honor from the Ministry of the Russian Federation if gratitude has not previously been issued from the Ministry of the region in which the person lives. Therefore, the movement should be progressive: first they say “thank you” at the district level, then the city, after the subject, etc.
The employee himself must monitor whether his achievements are recorded in the work book or not. Because management does not always conscientiously provide information about the award. In this case, it is necessary to request that they review the order according to which a note of gratitude is entered in the work book.
Entry time
If the order has not yet arrived at the personnel department of the relevant organization, then no one will fill out the award form. The fact that the person has already been officially thanked is not even important.
Now let’s talk separately about the period during which information about awards must be indicated in the work book . If the person was marked by the company itself, then exactly one week will be given after the order is issued. During this period, you need to have time to make the necessary notes.
It’s a completely different matter if the person was not encouraged by the company. In this case, the specific period for which information is entered into the document is not indicated. Therefore, the organization can implement this either within a week or in a month. But, naturally, the period must be reasonable. Because if information about awards ends up in the work book, for example, after a year, then this will not be entirely fair to the person.
Reasons for making
You should know exactly what achievements are recorded in the employment document. Because there are cases when an award in the form of a bonus is announced, but this monetary payment is not indicated in the book by law. Please note that in order to receive serious awards, the participation of the HR department will be required.
You will need to prepare the following documents:
- Petition for the nomination of a candidate.
- Completed Award Sheet.
- Characteristics of a person.
- Letter to a higher authority.
Each case has its own list of official papers. The regulations for the award indicate the documents that will be required. After submitting them, a special body will review the candidacy and decide whether the person is worthy of the award. If the answer is positive, a special order will be issued, and thanks will be given according to it and entered into the work book.
Instructions
What gratitude gives at work has already become clear - a person gets the opportunity to move up the career ladder. Now you need to figure out exactly how the recording is made so that you don’t find fault with it.
Important! You need to start working with announced decisions as soon as you receive an order or a special letter. Without the appropriate document, the form cannot be filled out.
First you need to put a serial number in the first column. It has nothing to do with the “Job Information” section, so you need to start the countdown again. If a person has received his first award, then he should put the number 1. Then, when adding new notes of gratitude, he will need to write 2, 3, and so on.
In the second section, you must indicate the date when the entry is made. Then there are 3 columns, and it contains basic information about the event that occurred. There you need to indicate who awarded, what title or award the person received. In addition, it is written for what merit the person received gratitude. Here everything can be specified in a specific format.
Now let's look at a sample entry about a letter of gratitude in a work book. For example, a person received an order, and in this case it should be written like this:
“Open Joint Stock Company “Gvozdika” (JSC “Gvozdika”). Awarded the Order for Services to the Fatherland, 3rd degree."
The mark will look something like this, but, naturally, the information will change depending on the situation. As a rule, all important information can be obtained directly from the order or letter. In the fourth column you should write on the basis of which document the entry is being made. For example, on the basis of Order No. 85 of 08/11/2005. It is necessary to indicate the organization, for example, the Ministry of Health.
It is important to write everything without errors, otherwise you will have to make changes later. Under no circumstances should you cross out or cover up anything, as this is illegal. If you need to correct the record, then you will have to issue another order that will refute the erroneous one. It is also entered in the column about awards and refers to the entry where the blot was made. But, of course, it is better to write everything correctly right away, so that later there will be no difficulties due to an error. Then the HR department will not have to adjust anything, and the employee will not have to worry about the achievement mark.
Attention! Due to recent changes in legislation, the legal information in this article may be out of date!
Our lawyer can advise you free of charge - write your question in the form below:
The employer has the right to make a record of the award of the employee by the previous employer under the serial number following the number of the last available entry in the employee’s work book, based on a copy of the document confirming the fact of awarding the employee.
The procedure for maintaining and filling out work books is established by the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books” (hereinafter referred to as the Rules), and the Instructions for filling out work books , approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 (hereinafter referred to as the Instructions).
According to clause 24 of the Rules, the following information about rewards (incentives) for labor merits is entered into the work book:
- a) on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;
- b) awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor by employers;
- c) other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations, charters and discipline regulations.
According to clause 4 of the Instructions, the procedure for entering information about awards is as follows: in column 3 of the section “Information about awards” of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.
As you can see, when making an entry about an award in the work book, the date of making such an entry in the work book is not written. Only the date of award and the date of the document on the basis of which this entry was made are entered. Neither the Rules nor the Instructions stipulate that records of awards can be made only by the employer with whom the employee had an employment relationship at the time of the award. Obviously, when an employee is awarded state awards, a record of this can be made in the work book by any of the employers, who by law must maintain and store this document. The same approach, in our opinion, is applicable in the case under consideration, when the award was made by the employer at the previous place of work. Since there is no requirement to make entries in the work book with mandatory observance of the chronology of the employee’s award, an entry about the award in this case can be made by the employer with whom the employee has an employment relationship at the moment, after recording a later award. Such an entry, in our opinion, can be made after the employee provides a copy of the document confirming the fact of the award, certified by the employer at the previous place of work, the name, date of issue and number of which must be indicated in column 4 of the section of the work book “Information about the award.” This could be, for example, a copy of the order for awarding a certificate of honor, issued at the request of the employee on the basis of Part 1 of Art. 62 Labor Code of the Russian Federation. Within the meaning of this provision, the employer must issue work-related documents within three working days both to persons with whom he has existing employment contracts and to those with whom employment contracts have already been terminated.
Thus, in the case under consideration, after the last entry in the section of the work book “Information on awards” in column 3, the full, as well as abbreviated (if any) name of the organization with which the employee is in an employment relationship at the time of making the entry should be indicated as a heading; below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made (its copy), with reference to its date and number.
Answer to the question:
If the employee has a work book from 1973, then it contains 2 sections: Information about awards, where information is entered about the awarding of an employee with state awards (orders, medals, conferring honorary titles, etc.) and information about incentives, in which entries are made about rewarding an employee at the level of a specific employer. Please note that Article 191 of the Labor Code includes rewarding employees with a certificate and an announcement of gratitude. If the employee has such a work record, and the employer has expressed gratitude to him, then it must be entered in the “Information on incentives” section.
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Information about the employee is entered into his work book in accordance with the Rules approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 and Instructions for filling out work books (Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 "On approval of the Instructions for filling out work books" ).
In accordance with Art. 191 of the Labor Code of the Russian Federation, the employer has the right to reward employees who conscientiously perform their job duties ( expresses gratitude, gives a prize, awards a valuable gift, a certificate of honor, nominates for the title of the best in the profession).
Declaring gratitude is one type of encouragement.
Make an entry about the award (incentive) in the employee’s work book on the basis of the relevant order no later than a week in the following order. First, in column 3 of the section, as a heading, indicate the full and abbreviated name of the organization. Under this heading in column 1, enter the serial number of the entry (numbering that increases throughout the employee’s career). In column 2, indicate the date of the award. In column 3, write who awarded the employee, for what achievements and with what award. In column 4, indicate the name, date and number of the document on the basis of which the entry was made.
An example of filling out the “Information about awards” section of the work book. The organization awarded the employee a cash bonus
Organization employee A.S. Kondratyev was awarded a cash bonus for his long work experience and successful work.
The person responsible for maintaining personnel records made a record of promotion to Kondratiev.
Material from the KSS “System Personnel”
Ready-made solutions for personnel services at www.1kadry.ru
Copy date: 05/08/2016
With respect and wishes for comfortable work, Ekaterina Zaitseva,
HR System expert
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