work book in Russian Federation- the main document characterizing the labor activity of the employee. The following information is entered in the work book:
- about the employee;
- about the work performed by him;
- about transfers to another permanent job;
– on the dismissal of an employee, as well as the grounds for termination employment contract;
- About rewards and rewards for success in work.
In this article, we will consider how information about awards is entered into the work book.
According to Art. 66 Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation), a work book of the established form is the main document on labor activity and work experience of the employee.
The form, procedure for maintaining and storing work books, as well as the procedure for preparing work book forms and providing employers with them, are established by the federal executive body authorized by the Government of the Russian Federation.
Currently, the Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books” is in force, which approved the form of the work book, as well as the Rules for maintaining and storing work books (hereinafter referred to as Rules N 225), and the Decree of the Ministry of Labor of Russia dated 10 October 2003 N 69 “On approval of the Instructions for filling out work books” (hereinafter - Instruction N 69).
Employer (with the exception of employers - individuals, which are not individual entrepreneurs) maintains work books for each employee who has worked for him for more than five days, in the case when work for this employer is the main one for the employee (part 3 of article 66 of the Labor Code of the Russian Federation).
The work book contains information about the employee, the work performed by him, transfers to another permanent job and the dismissal of the employee, as well as the grounds for terminating the employment contract and information about awards for success in work. Note that information about penalties in the work book is not entered, except in cases where dismissal is a disciplinary sanction.
At the request of the employee, information about part-time work is entered in the work book at the place of main work on the basis of a document confirming part-time work.
The work book must be presented by the employee at the conclusion of the employment contract. In some cases, provided for by labor legislation, labor Relations may also arise without presenting a work book, and the absence of a work book cannot serve as a basis for refusing to conclude an employment contract. If a person applying for a job does not have a work book due to its loss, damage or for any other reason, the employer is obliged, upon a written application of this person (indicating the reason for the absence of a work book), to issue a new work book (part 5 of article 65 of the Labor Code RF).
Registration of a work book for an employee hired for the first time is carried out by the employer in the presence of the employee no later than a week from the date of employment (clause 8 of Rules N 225).
Recall that information about the award is entered in the work book of the employee.
According to clause 24 of Rules N 225, the following information about the award (encouragement) for labor merits is entered in the work book:
a) on the awarding of state awards, including the assignment of state honorary titles, on the basis of relevant decrees and other decisions;
b) on awarding certificates of honor, awarding titles and awarding badges, badges, diplomas, certificates of honor, produced by employers;
c) on other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, rules of internal work schedule statutes and regulations on discipline.
Entries about bonuses provided for by the wage system or paid on a regular basis are not entered into work books (clause 25 of Rules N 225).
The procedure for entering information about the awards is regulated by Sec. 4 Instructions N 69.
When filling in the information about the awards, the following entries are made:
- in column 3 of the section “Information on the award” of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading;
- in column 1 the serial number of the entry is put (numbering that increases throughout the entire period of the employee's labor activity);
- column 2 indicates the date of awarding;
- column 3 records who awarded the employee, for what achievements and 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.
Information about awards TK N 8655988
| N records | the date | Information about the award (encouragement) | Name, date and number of the document on the basis of which the entry was made | ||
| number | month | year | |||
| 1 | 2 | 3 | 4 | ||
| Limited | |||||
| responsibility of Atlanta | |||||
| 14 | 17 | 07 | 2014 | The management of the Company with | Order dated 17.07.2014 N 27 |
| limited liability | |||||
| "Atlanta" for exceeding the plan | |||||
| thanks | |||||
As a rule, the following documents serve as the basis for making records of rewarding (encouragement) of an employee for labor merits:
- when awarding an employee with state awards, including conferring state honorary titles, - decrees (other similar decisions) or duly executed copies thereof;
- when awarding an employee with certificates of honor, conferring titles and awarding badges, badges, diplomas, produced by the employer - resolutions, decisions, orders (other similar decisions) or their duly executed copies (extracts from them);
- when applying to an employee 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, - the relevant documents confirming the fact of the incentive, or their duly executed copies (extracts from them).
For registration and accounting of incentives for success in work, the Order (order) on the promotion of an employee (form N T-11) and the Order (order) on the promotion of employees (form N T-11a), approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004, are applied. N 1 “On approval unified forms primary accounting documentation on accounting for labor and its payment” (hereinafter referred to as Resolution No. 1). The above forms of orders are not mandatory, since in accordance with paragraph 4 of Art. 9 federal law dated December 6, 2011 N 402-FZ “On Accounting”, the form of primary accounting documents is determined by the head of the economic entity. However, they may apply.
These orders are accepted on the basis of the presentation of the head structural unit of the organization in which the employee works are signed by the head of the organization or a person authorized by him, declared to the employee (employees) against signature.
Let's bring approximate form promotion submissions:
The order (instruction) on encouraging the employee indicates the motive and type of encouragement, as well as the basis for issuing the order (for example, the presentation of the head of the structural unit).
Other necessary information may also be indicated (for example, a record of the sources of bonuses). If incentive measures do not provide for a material component, then the requisite “in the amount of ____ rubles. ______ cop.” is not filled.
It is allowed to reflect other information in unified order forms: about the time and procedure for holding the awarding event, about the responsible person, etc. The prepared order is submitted by the personnel service for signature to the head of the organization or another authorized person.
Based on the order (instruction), a corresponding entry is made in the employee's personal card (forms N N T-2 or T-2GS (MS) (approved by Resolution N 1)) and the work book of the employee.
Example. On the basis of the presentation of the head of the transport department of Atlanta LLC dated July 21, 2014 N 5, an employee of the personnel service issued an order dated July 23, 2014 N 92 to encourage the driver Antonov I.A. in the form of a bonus in the amount of 3000 rubles. for fuel economy and exemplary performance of labor duties.
Consider how the order to encourage Antonov I.A. will be issued.
Example. Based on the representation of the Deputy CEO OJSC Atlanta dated July 11, 2014, an employee of the personnel department issued an order dated July 14, 2014 N 87 on encouragement for high professionalism and achievement of high production indicators the following employees:
head of the sales department Efremov A.N. in the form of a bonus in the amount of 10,000 rubles;
Deputy Head of Department Ionin D.V. in the form of a bonus in the amount of 10,000 rubles;
system administrator Kharlamov T.S. in the form of a bonus in the amount of 8000 rubles.
Consider the documentation of incentives for the work of employees.
| Full Name | Personnel Number | Structural subdivision | Position (specialty, profession) | Amount, rub. | The employee is familiar with the order (instruction). Employee's signature. |
| 1 | 2 | 3 | 4 | 5 | 6 |
| Efremov Anton Nikolaevich | 52 | Sales department | Boss | 10 000 | Efremov |
| Ionin Dmitry Vladimirovich | 61 | Marketing department | Deputy Head of Department | 10 000 | Ionin |
| Kharlamov Timofey Sergeevich | 73 | Department automated systems management | System Administrator | 8000 | Kharlamov |
I would like to draw the attention of readers to the fact that the system of employee incentives and rewards adopted by a particular employer will work effectively if employees are aware of the principles of its functioning.
Their belief in the fairness of this system is also of great importance.
The norms that govern the entire procedure for the application of incentives for conscientious work can be documented in the internal labor regulations, but it is more expedient to do this in a special local regulatory act - the provision on encouraging employees.
Labor activity occupies an impressive part of the life of every citizen. Career success Employees need to be marked to stimulate their further activity. Unlike complaints and disciplinary action, incentives and awards in work book of the employee are reflected and saved, which can help him in further promotion through the ranks.
For the correct filling of this information, certain rules must be followed.
Regulatory basis for the introduction of incentives
- the Labor Code of the Russian Federation, which indicates directly the possibility of entering data on the award in the act of personal accounting of the employee;
- Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 "On Approval of Instructions for Completing". Article 4 of the act indicates the procedure for entering information about incentives;
- Decree of the Government of the Russian Federation, indicating general provisions for maintaining labor documents.
The above acts are binding on all organizations and corporations of the Russian Federation. However, the list of incentive options contained in the Labor Code of the Russian Federation is not closed, so some methods should be considered separately.
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Types of awards
There are various types of incentives for employees. The most common measures include:
- valuable gifts from the organization;
- issuance of a diploma, as well as gratitude or a diploma within the company;
- the issuance of a cash bonus (at the same time, such encouragement should not be systematic and systematic, since in this case the very essence approaches the usual salary);
- the symbolic presence of a photograph of an employee on the board or in the book of honor of the organization;
The awards are wide ranging. They can be:
- state or municipal sample;
- commemorative badges, including breastplates, insignia and diplomas, etc.
Naturally, this is not the whole list of possible incentives for valuable employees. A diploma or diploma can be dedicated to the participation of an employee in a corporate competition, setting a professional record, or completing an important task. Based on this, the names will also differ. Separate types commendations can be established in the company's charter, collective agreements or acts executive bodies the authority of the subject or municipality.
A common distinguishing feature for measures of this kind is their formal fixedness. This means that such events must be documented. local acts enterprises. If the award is of a state nature and there is already a corresponding decree, an internal order is also issued additionally.
An informal encouragement is not entered into the work book, the issuance of which is not stipulated by the relevant document. These include a handshake, a memorable photo, a monthly bonus.
There is an opportunity to make a record of labor and rewards during military service. However, such awards are clearly regulated by the statutes and require additional control in order to prevent forgery. In this case, the employee must provide a military ID, which also contains an additional mark and an award document (if any). Only after such checks can you safely make a reward in the appropriate column.
Entering information in the workbook
First you need to figure out who has the right to make changes to the work book. It is generally accepted that an employee is responsible for such manipulations. personnel department or, in his absence, accounting. When an enterprise does not have additional bodies, such powers are embodied by the director of the enterprise or, in the case of an individual entrepreneur, by the business entity itself.
Changes are made to the act of personalized accounting only with a pen with a blue or black stem. Color recording is unacceptable and only spoils the employee's document. Handwriting must be legible and neat, letters must be exclusively capital. Abbreviations or abbreviations are not allowed. In this, the rule for filling out this section is no different from the rest.
Before filling in, employees who were included in the local award order must familiarize themselves with it, and, if necessary, sign the familiarization form.
Then personnel service finds the personal file of the employee, which should be kept in a safe, and begins work on making an entry in the appropriate format in the work book. It has special pages for entering information about employee awards and promotions. This section is located after the information about the work 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 format day-month-year.
In the next column, the plot of praise itself is written down - the reason (for which the citizen was awarded, for example, overfulfillment of the plan for collecting details) and the type of award (from issuing a diploma or a commemorative prize to placing a photo on the honor roll). The source of the award should also be indicated - the organization in which the employee received a career promotion. Here it is also necessary to put a corporate seal and the signature of the personnel officer, confirming the authenticity of the record.
Finally, the last column is the normative basis of praise. The number, date of publication and, if available, the title of the order are indicated. In such an act, they also write the basis for the award, list the merits. After that, you can issue the document to the employee to visually check the compliance of the entered data and return it back to storage.
Thank you example:
When the place ran out
Sometimes in practice there are cases when a particularly responsible and talented employee has so many thanks in the act of personal accounting that there is simply not enough room for new ones. There is no particular problem in this. By analogy with the main part of the document, an insert can also be issued for the awards section. It is designed and maintained in accordance with general rules, and on title page the corresponding mark and series of the form are put.
Thus, you should not be afraid of a large number of awards - there is enough space for everyone.
If the recruiter does not want to enter information
Sometimes the unwillingness to perform official duties can violate the legitimate interest of the employee. This also happens in the case when responsible person a refusal to enter a line about the promotion is received, or a mark appears for too long. In the case when 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 in the case of a promise of a reward, it is worth demanding the issuance of an order about it.
Otherwise, the recipient has every right to apply to the court or the labor inspectorate to protect their legitimate interests. And this should be done, because sometimes the completed column can play an important role.
Privileges for the awarded
A positive mark of achievement provides several advantages at once, both formal and informal. These include:
- increasing the prestige of an employee in his field;
- improving positions in the resume;
- acceleration of career advancement;
- mitigation of punishment in case of disciplinary action;
- Preemptive right to leave the workplace in case of staff reduction.
It is logical that, having a large number of rewards at the old place of work, they will also be willing to take on a new one.
State and municipal awards also provide certain benefits, often more significant.
For example, the title of "Veteran of Labor" allows you to ride for free public transport, reduces the cost utilities and medical care.
The regions also give deserving workers benefits. In St. Petersburg, such a title implies additional financial incentives.
Errors while maintaining
Summarizing the above, we can confidently state the importance of correctly filling in the columns under consideration. It is worth considering the most common mistakes.
Sometimes personnel officers inattentively fill in the lines of pages, as a result of which typos appear, columns are confused, some words come out illegible. Less often, a section error may occur: for example, a dismissal record may be accidentally placed in the part of the personal accounting act in question.
The solution to all questions can be found in the instructions for filling out.
Attention! It is impossible to cross out and correct anything in the document - this entails its invalidity and subsequent disposal.
The correct algorithm of actions is as follows: after an erroneous entry, a new one is entered, which indicates the invalidity of the existing one. Further, the personnel officer writes the following, correcting inaccuracies. After that, it is supported by the seal of the organization and a personal signature.
Watch a video on how to make an employee award entry in the work book
July 14, 2018, 12:35 July 14, 2018 12:35One of the sections of the work book is called "information about awards." It contains all information about the awards and promotions of the employee. A sample letter of thanks - entries in the work book can be found below.
In the work book, it is necessary to enter information about the following types of awards:
- state awards;
- awards given by the company in which the employee works (various certificates, titles, diplomas, insignia);
- awards that are provided for by the rules of working order or the Collective Agreement of the company.
The following forms of incentives are also included in the work book:
- giving a valuable gift;
- a declaration of gratitude for something;
- cash prizes;
- placement in the book of honor or on the board of honor.
The value of gratitude in labor
Employees who have received awards are wondering: what does gratitude give in a work book?
Gratitude only increases the reputation of the employee in the eyes of employers, he will be more trusted and more willing to hire. However, on seniority she has no effect.
When to make an entry
Any award must be confirmed by an appropriate document (letter or order). If an employee is thanked, an entry in the work book is made only after the supporting document is ready. Until the order reaches the personnel department (even if the employee has already received his reward), information is not recorded in the book.
The procedure for the personnel officer
- First personnel worker must find the personal file of the employee who received the award.
- In a personal file, you need to find a work book.
- The manager of the company must issue an order to award a reward to a specific employee.
- The employee who received the award must familiarize himself with this order against signature.
- After that, the personnel officer can begin to fill out the section of the work book dedicated to awards and incentives.
- In the first column, the serial number of gratitude in the work book is written.
- The second column is intended to indicate the date of publication of the award order and to make a note.
- In the third column, it is written who awarded the employee. This may be the name of the company or its branch where the employee operates.
- In the same column, you must write information about the award received, as well as briefly describe the merits due to which the award was received.
- In the last column, you must indicate the number and date of the order, in accordance with which the award was received.
- After that, it is necessary that the manager of the company affix his signature, as well as the stamp of the company.
If gratitude was declared with entry in the work book, the procedure is the same.
What to do if there is no place to write
There are times when the section on awards in the work book is completely filled out. What should personnel officers do in such situations?
In no case should you paste additional sheets, write on the cover or in the section about work. The only way out is to insert an insert. Even if you only need to make one entry, an insert is a must.
HR should remember that when leaving an employee, they must close the awards section with their signature and company stamp, as well as the job information section.
thank you note template
Information about awards for success in work is entered in 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 head (paragraph 10 of the Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 "On work books" ( further Rules for the maintenance and storage of work books)).
According to paragraph 24 of the Rules for maintaining and storing work books, the following information about the award (encouragement) for labor merits is entered in the work book:
a) on the awarding of state awards, including the assignment of state honorary titles, on the basis of relevant decrees and other decisions;
b) on awarding certificates of honor, awarding 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 weekly period, no later than which the employer is obliged to make appropriate entries in work books.
Decree 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 the award in the work book. In column 3 of the section "Information on the award" of the work book, the full and abbreviated name of the organization is indicated in the form of a heading; in column 1 - the serial number of the entry (numbering is incremental throughout the entire period of the employee's labor activity); in column 2 - the date of awarding; in column 3 - by whom the employee was awarded, for what achievements and 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.
AT without fail information on incentives is also entered in the employee's personal card (unified form T-2, approved by the Decree 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 accounting for labor and its payment").
Note!
No entries are made in the work book about bonuses that are not an incentive for the employee, but are integral part his earnings, that is, provided for by the wage system or paid on a regular basis (paragraph 25 of the Rules for maintaining and storing work books). If the employee received the so-called "personal" bonus for a specific personal contribution to the work, then information about it should be entered in his work book.
Note.
Attention is drawn to 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 that information about awards for success in work be entered in the work book, and this article does not provide for making entries about other types of incentives. The aforementioned discrepancy between the concepts of “reward” and “encouragement” makes it difficult to apply the norms of labor legislation in the practice of issuing work books. In this regard, two opposing points of view have arisen:
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 in the work book, but only information about his awards.
2. A broader interpretation of the term "encouragement" suggests that those incentives that are not essentially rewards, but also characterize the employee from a positive side, should be reflected in the work book in his interests.
Thus, the employee has the right to insist on making an appropriate entry in the work book about any of the types of incentives applied to him, if it has not been made.
For more information on issues related to the features of documenting incentives for work, and the procedure for entering information about incentives and awards in the work book of an employee, you can find in the book “Incentives for Labor” by the authors of CJSC “ BKR-INTERCOM-AUDIT.
