Incentives give two good results at once: firstly, a diligent and hardworking employee receives a reward for the time and effort he spent in production, and at the same time, other employees, seeing a similar example before their eyes, will try to perform their duties better. One way or another, encouragement is an excellent measure that allows you to increase labor productivity in one individual organization. For example, encouragement in a driver’s work record increases his confidence on the road.
But what should a hardworking employee who is in good standing with his superiors do if he decides to change jobs? How to tell a new manager about your merits? After all, such information will increase the degree of trust of the new employer and immediately contribute to an increase in wages.
For this purpose, the Labor Code provides for a corresponding norm that allows all the merits of an individual employee, if any, to be reflected in the work book. Which one exactly – we’ll look at it later in the article.
Legislative regulation
Every person must have a work book for work. Information about awards, hiring, dismissals or transfers should be entered into this document only if numerous legal requirements are taken into account. To do this, the HR employee involved in this process must take into account the provisions of the following regulations:
- Art. 66 and art. 191 TK;
- Government Decree No. 225, containing information on the rules for maintaining and storing this documentation;
- Instructions for filling out work books, which were introduced by Resolution of the Ministry of Labor No. 69.
If in any way information about awards is entered incorrectly into the document, they can easily be invalidated.
What awards are included?
Every employee of any company should know what awards are included in the work book. Information about the employee’s various labor merits is included, so the following data must be indicated:
- issuance of any state award to a citizen;
- providing an award on behalf of the company where the citizen works, and usually for this purpose certificates of honor are issued, gratitude is given or some specific title is awarded, and diplomas or badges may also be issued;
- other types of awards that are established on the basis of internal regulations, therefore information about such awards must be included in the collective agreement and enshrined in the internal regulations of the company.
Information about different bonuses or different financial incentives is not included. Rewards should only be given based on performance when the employee exceeds the target or brings other benefits to the company.
The most significant for any employee are departmental awards. When you enter the award in your work book, you can count on more significant titles or the status of a labor veteran in the future. If a person wishes to receive a certificate of honor from any Ministry, then he must first be thanked.
Entering information into the work book
First, you need to figure out who has the right to make changes to the work book.
The generally accepted option is when an employee of the personnel department or, in his absence, the accounting department is responsible for such manipulations. When an enterprise does not have additional bodies, such powers are exercised by the director of the enterprise or, in the case of an individual entrepreneur, by the business entity itself. Changes are made to the personalized accounting act only with a pen with a blue or black tip. Color recording is unacceptable and will only spoil the employee’s document. Handwriting must be readable and neat, letters must be in capital letters only. Abbreviations or acronyms are not permitted. In this regard, the rule for filling out this section is no different from the others.
Before starting to fill out, employees who were included in the local award order must familiarize themselves with it and, if necessary, sign the familiarization form.
The personnel department then locates the employee's personal file, which should be kept in a safe, and begins the work of making an entry in the proper format in the work book. It has special pages designed for entering information about employee awards and incentives. This section is located after the job information and also has several columns.
The first of them indicates the serial number of such gratitude, then the date of the event is entered in the day-month-year format.
In the next column, the plot of the praise itself is written down - the reason (for which the citizen was awarded, for example, exceeding the plan for collecting parts) and the type of award (from issuing a certificate or a memorable prize to placing a photograph on the honor board). The source of the award should also be indicated - the organization from which the employee received the career incentive. Here it is necessary to put a company seal and the signature of the personnel officer, confirming the authenticity of the recording.
Finally, the last column is the normative basis for praise. The number, date of publication and, if available, the name of the order are indicated. In such an act they also write the basis for the award and list the merits. After this, you can give the document to the employee to visually check the compliance of the entered data and return it back to storage.
Example of a thank you note:
When the place ran out
Sometimes in practice there are cases when a particularly responsible and talented employee has so many thanks included in his personal accounting act that there is simply not enough room for new ones.
There is no particular problem with this. By analogy with the main part of the document, you can also create an insert for the awards section. It is drawn up and maintained in accordance with the general rules, and the corresponding mark and series of the form are placed on the title page. Thus, there is no need to be afraid of a large number of awards - there is enough room for everyone.
If the personnel officer does not want to enter information
Sometimes reluctance to perform official duties can violate the legitimate interests of an employee.
This also happens when the person in charge refuses to enter a line about the incentive or the note appears for too long. In the case where the act is issued by the company itself, the duration should not exceed a week. If the praise is of a state, municipal or other external nature, the process may be delayed, but the period must be reasonable. And if a reward is promised, it is worth demanding that an order be issued regarding it. Otherwise, the recipient has every right to go to court or the labor inspectorate to protect his legitimate interests. And this should be done, because sometimes the completed column can play an important role.
When is the information entered?
Information about awards is entered into the work book only on the basis of a special official document. It may be represented by a letter or an order. The rules for filling out a work book include:
- the recording is made by the responsible person, who is an employee of the HR department;
- To do this, this specialist must have a document in his hands containing information about the provision of an award to an employee of the enterprise;
- Usually information is included in the work book after the employee receives a certificate or some kind of badge;
- Various regulations do not indicate the exact period during which entries must be made in the book.
Typically, data is included in the document within one week after the award is provided to an employee of the enterprise. You should not delay this process, as otherwise the HR employee may simply forget about his responsibilities. In the future, this may lead to litigation between the employee and the employer.
Recording samples
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:
- 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.
- 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.
- Enter the full name of the company. If there is also an abbreviated version of the name, indicate that as well.
- Then the reasons for the award are formulated - for example, “for long service and successful work”
- In the last 4th column you need to write the date and number of the award order.
Unlike cases of dismissal, when specific wording must be indicated in the entry, when rewarding, you can use different phrases. In this case, the record must reflect 2 facts at once:
- Type of award (prize, valuable gift, etc.).
- 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.
Reasons
Information about awards is included in the work book if there are compelling reasons. To do this, official documents must be available. These include:
- the petition on the basis of which the candidate is nominated;
- an award sheet correctly filled out by an official with the necessary authority;
- order of the head of the company;
- letter received from a higher authority.
As soon as the necessary documentation is received by the HR employee, he enters the relevant information into the personal documentation of the employee who received the award.
Procedure for awarding departmental awards
Employee incentives are initiated by the management of an enterprise unit or the workforce, who evaluate the quality of work, attitude to work, discipline, and compliance with safety standards. The decision to reward an employee is made by the head of the enterprise, based on the regulations, rules, and regulations in force at the enterprise. An order is issued that reflects information about the employee, indicates his achievements and type of incentive.
The award is presented to the employee in a solemn atmosphere at a general meeting. In this regard, it is possible to present valuable gifts. Public recognition of the merits of distinguished employees is one of the elements of management’s educational policy. Such events have a positive impact on increasing the efficiency and quality of work of the entire team.
The company sets its own incentive procedure. It can be described in local regulations, which indicate the conditions necessary for promotion. Here is a sample entry about promotion in a work book:
Filling rules
If an employee of the HR department does not know how to indicate information in the documentation, then it is advisable to use sample entries in the work book about awards. The procedure for filling out the document is considered simple. To do this, perform the following steps:
- the first column contains the serial number of the employee’s promotion record;
- the second column is intended to indicate the date of entering information about the award;
- the third column lists the specialist’s achievements for which he receives an incentive, and also indicates who exactly issued the award;
- the fourth column contains the name and details of the document on the basis of which the award was issued.
In fact, any HR department employee can figure out how to fill out awards in a work book. In small companies, this procedure is performed by the immediate director. A sample of information about the award in the work book can be studied below.
The “award information” section is over
If an employee constantly receives incentives and, in principle, is very hardworking, then surely the page dedicated to awards and other incentives may quickly come to an end. What should a HR employee do in such a situation?
The answer to this question is simple.
Just print out a new form
about awards and incentives and place it in the labor record, putting the seal of the organization and the signature of the manager on it.
After this, you can safely make new entries of various kinds about incentives on the newly printed sheets.
Rules of procedure
If information about the award is entered into the work book, then the person in charge must understand the rules of this process. These include:
- if the award is issued by the immediate manager of the company in which the citizen works, then the name of the enterprise is given in the third column;
- if the responsible person makes any mistakes, then the inaccurate information is crossed out, and such correction is certified by the signature of the manager;
- If the employee who owns the document discovers that it contains incorrect data, he can demand that the head of the company correct specific information.
A sample entry in the work book about the award can be studied below.
How to create an order
The employer has the right to nominate absolutely any specialist for promotion: it can be a part-time worker, a conscript, or even an employee with an outstanding disciplinary sanction.
The forms of incentives adopted by the company are fixed by collective agreements and regulations, as well as by the charters of organizations. Such incentives can be applied both in relation to a specific profession (for example, “Honorary Geologist”), and act exclusively within one enterprise.
Typically, the criteria for receiving incentives, their form, and the amount of bonuses are prescribed in local regulations). At many enterprises, bonus provisions are contained in the collective agreement, which applies to all employees.
The award procedure is not specified in the law, but usually includes the following stages:
- Taking the initiative to nominate an employee for promotion.
- Issuance of an order.
- Introducing the employee to it.
- Making a mark in the work book and personal card.
An entry in the work book about awards is made on the basis of an order. When an official document on promotion was not issued, there are no grounds for making a note in the work book.
The head of the company, the head of a structural unit, a trade union or the enterprise team can nominate an employee for incentives for work achievements.
The order to reward an employee is issued both by the employer himself and by a third-party or superior organization. The order is drawn up in free form. Most often, employers use unified order forms T-11 and T-11a (the latter is used to reward several employees at once). But today the employer has the right not to use unified forms, but to use his own version of the order. The award order contains the following information:
- Information about the employee , his full name, position and personnel number.
- Information about the incentive : its type, motive for issuing.
- The employee’s labor achievements (briefly), which served as the basis for providing incentives with reference to regulations (optional).
- Amount of cash bonus paid (optional).
The order is signed by the head of the company. The date of its publication should also be indicated here.
It is important for the employer to take into account that by law he is obliged to familiarize the employee with the contents of the order under a personal signature with a transcript and indicating the date when he was familiarized with the order. But the order is drawn up in a single copy.
In addition to issuing the order, information about the incentive must be entered in the work book and the employee’s personal card in the T-2 form.
Why do you need to provide information in a document?
Information about awards according to the law must be provided in the work book. This can bring certain benefits for each employee. This includes the opportunity to advance your career or find a good and well-paid job in the future.
Additionally, the presence of such records acts as recognition of a person’s merits during the implementation of work activities. Therefore, employees usually carefully ensure that company managers take their responsibilities in filling out the book responsibly.
Privileges for the awardees
Positive recognition of achievements provides several benefits, both formal and informal. These include:
- increasing the prestige of the employee in his field;
- improving positions in a resume;
- acceleration of career advancement;
- mitigation of punishment in case of disciplinary action;
- preferential right to remain in the workplace in case of staff reduction.
It is logical that, having a large number of incentives at the old place of work, they will also be willing to take on a new one.
State and municipal awards also provide certain advantages, and often more significant ones.
For example, the title of “Veteran of Labor” allows you to ride public transport for free, reduces the cost of utilities and medical care.
Regions also provide benefits to honored workers. In St. Petersburg, such a title implies additional financial incentives.
What to do if there is no space?
Completing an award work record is a simple process. But sometimes HR specialists are faced with the fact that there is simply no free space in the document to enter mandatory information.
Under such conditions, it is not permitted to attach additional sheets or include information about the award in the lines intended to indicate the place of work. Therefore, a special insert is started.
Is information about honorary certificates included?
Any employee wants his efforts to be noticed by the employer, so for him receiving even a standard certificate is considered an excellent way of reward. But this raises the question of whether the award of the diploma was recorded in the work record book. A certificate of honor is a significant award, so in most cases it is recorded in the employee’s personal documentation.
But when resolving this issue, some determining factors are taken into account. Before filling out the work book, an order must be issued by the manager. It is on the basis of this order that any significant information is entered into the employee’s personal documentation. If a certificate is issued without the manager issuing an order, then information about such a document is not provided in the employee’s work book.
For many employers, a certificate of merit is not a significant reward, so they do not issue an official order. Therefore, for many employees and company owners, this issue is relevant and controversial. If an employee wants his work record to contain information about the diploma received, then he will have to independently contact his director with a request to issue an official order.
List of incentives
According to Article No. 191 of the Labor Code of the Russian Federation, employee incentives for labor achievements can be expressed in the form of:
- announcements of gratitude;
- presentation of certificates;
- issuing bonuses;
- giving a valuable gift;
- conferring an honorary title.
Some industries also use other forms of employee incentives. They are established by collective agreements, regulations, and charters. Employees are awarded the titles “Honorary Railway Worker”, “Honorary Marine Worker”, “Honorary Polar Explorer”. The internal regulations of the organization establish additional bonuses, benefits when issuing vouchers, and payment for employee training as incentives for achievements in work.
Employer's liability
Completing personal documentation for each employee is considered a specific and significant process. Therefore, the director of any company must take care of the correct implementation of this process. Otherwise, he will be brought to administrative responsibility. Punishment is imposed in the following situations:
- the information in the work book is unreliable;
- within the established time frame, the employer did not enter the necessary data into the documentation, although an order was issued;
- information is entered without an official order;
- The entry was made incorrectly.
If the rules for maintaining work records are violated, the following types of punishments are applied to the responsible person:
- a fine in the amount of a specialist’s salary for a period of 1 to 2 months;
- correctional labor for up to one year;
- arrest for up to 3 months.
If the procedure for handling work books is completely violated, then the punishment is imposed on the basis of Art. 5.27 Code of Administrative Offences. In this case, the organization pays a fine of 50 to 70 thousand rubles, and officials pay a fine of 10 to 20 thousand rubles, which can be replaced by disqualification for three years.
That is why the appointed responsible person must carefully study the sample entries in the work book about the award in order to avoid significant errors.
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.
Sources
- https://101million.com/dokumenty/trudovaya-knizhka/nagrazhdeniya.html
- https://potrebitel.guru/rabota/vnesenie-v-trudovuyu-knizhku-zapisi-o-nagrazhdeniyah-i-pooshchreniyah.html
- https://hr-portal.ru/article/zanesenie-zapisi-v-trudovuyu-knizhku-o-nagrazhdenii-sotrudnika
- https://urist.club/administrative/oformlenie-dokumentov/trudovaya-knizhka/zapolnenie/o-nagrazhdenii.html
- https://pravo.team/trudovoe/trudovaya-knizhka/zapis-o-nagrazdenii.html
- https://gosuchetnik.ru/kadry/instruktsiya-blagodarnost-s-zaneseniem-v-trudovuyu-knizhku
- https://2ann.ru/kak-sdelat-zapis-o-nagrazhdenii-v-trudovoj/
Consequences of repeated violation
If labor inspectorate specialists identify repeated violations by the head of the company, they apply a more severe punishment to the violator. Based on parts 2 and 3. 5.27 of the Code of Administrative Offences, a fine of 100 to 200 thousand rubles is imposed on companies, and individual entrepreneurs pay from 30 to 40 thousand rubles. Officials are disqualified for a period of 1 to 3 years.
Therefore, even incorrectly filling out a work book can result in severe penalties being applied to a company or private entrepreneur. This is due to the fact that this document is the employee’s personal documentation. Based on the information available in the work book, a person can calculate his pension or obtain the title of labor veteran.
If a company employee finds out that the employer incorrectly entered information into his work book, he can write a statement to the labor inspectorate. If necessary, a statement of claim is filed in court to recover moral compensation.
