Unified form No. T-11 - download form and sample

An order for bonuses is a document issued by the management of an enterprise if it is necessary to reward subordinates. The reason for issuing an order can be a variety of reasons: exceeding the plan and production standards, high labor results, quality of work performed, etc.

An important clarification: bonuses do not at all mean rewarding an outstanding employee or group of employees with monetary amounts only. The bonus can be a written thank you from management, a certificate, or some other type of material incentive.

It is difficult to overestimate the role of bonuses: this form of recognition of employees’ services to the organization is a powerful incentive for their further fruitful and effective work.

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Basic rules for placing an order

As the current law states, an order for bonuses can be issued in a free form. However, many enterprises and organizations continue to actively use previously approved and generally applicable

• Form T-11 (if one employee is nominated for a bonus)
• or form T-11a (if bonuses are intended to be given to a group of employees).

Both of these forms are quite similar in both structure and content.

The adherence to the “old” forms is quite understandable: they include all the necessary data, including information about the employer and the employees being awarded, information about the reason for the bonus and the award itself, etc.

The order can be issued in two versions: either in writing, by hand, or in printed form. But no matter which one is chosen, it must always contain the original signature of the manager and the signatures of the awarded employees.

A document is drawn up in a single copy , which serves as the basis for further actions in relation to the awarded employees.

After registration, the order must be registered in the internal document register, then transferred first to the accounting department, and then for storage in the company’s archive.

Order on monthly bonuses

Sometimes an employer, when determining the form of remuneration at an enterprise, opts for a salary-bonus system. In this case, an administrative document is issued, which sets out the conditions for payment of bonuses. To determine the grounds and procedure for bonuses, the employer has the right to adopt a separate local regulation. The regulations on bonuses define the grounds: memo, report, data on the implementation of the plan, describe the publication of an administrative act and other nuances, right down to the wording of how to write: to reward an employee with a cash bonus or pay bonuses, etc.

Example of filling out order T-11

Standard forms T-11 or T-11a are quite simple and understandable, so they should not cause any difficulties when filling out.

In the first part of document T-11, which was developed for bonuses for one employee, the full name of the company, OKPO code (in accordance with registration papers), as well as the order number for internal document flow and the date of preparation are indicated first.

Then in the form you need to enter the last name, first name, patronymic of the employee, his personnel number (if such records are kept at the enterprise), the name of the position and structural unit (site, workshop, team) in which the applicant for the award works.

In the second part of the order, you must indicate the motive, i.e. the reason for the award, then its type, and if it is a sum of money, then its exact amount (in words and figures).

In the line “ Base ”, a specific document is written on the basis of which the bonus is awarded (its date and number, if one was assigned).

Finally, the order is signed by the head of the organization, dated, and then handed over to the awarded employee for review and signature.

How does employee promotion work?

The procedure for encouraging employees is not specified in the law. It is advisable to state it in a separate document - Regulations on employee motivation. You can find out more about the procedure for drawing up this document in this article.

The employer is not obliged to draw up a Regulation and can prescribe the procedure for rewarding employees in a collective agreement or other LNA.

The procedure for rewarding an employee consists of the following stages:

• Representation of incentives (memorandum, petition).

Compiled by the employee’s immediate supervisor. In it, he evaluates his work and argues for the need for rewards.

• Issuing an incentive order.

This document specifies the basis for the incentive and its type. The order can be drawn up using a standard or independently developed form.

• Familiarization of the employee with the order.

Example of filling out order T-11a

This order form is filled out when a group of employees is expected to receive bonuses.

The first part of form T-11a almost exactly repeats the contents of form T-11 and is also filled out in the same way. The difference is that the full name and department in which a particular employee works is not indicated here, but instead the incentive motive and its type are written.

In the second part of the document, first there is a table in which the full name of each bonused employee, his personnel number, as well as the structural unit to which he belongs are entered in order (it should be noted that employees may belong to different departments of the enterprise). Then the position of the employees and the amount of bonus due to each of them is indicated (the amount of the bonus may vary).

Next, in the line below the basis , with reference to the date and document number, and the signature of the manager is also affixed. After the order is approved by the director, it is handed over to each employee for review, who must put his signature in the appropriate table opposite his last name.

Order on bonus payments to employees (form T-11 and T-11a)

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In addition to paying the basic salary, the employer can reward the employee with additional amounts of money - bonuses or valuable gifts.

All types of bonuses must be issued using an order, which is the basis for their accrual.

To process these payments, unified forms are provided: T-11 and T-11a. The first form is intended for bonuses to one employee, and the form with the letter “a” is used if two or more employees of the company are awarded bonuses.

Download form T-11 or form T-11a

Download a sample of filling out form T-11 or form T-11a

Is it necessary to use these forms?

Now the use of unified forms in personnel records management is no longer mandatory, so the employer can use forms T-11 and T-11a at will. He can develop his own form or make changes to the unified ones. The main thing is to approve the new form by order of the organization.

Also, an order for bonuses can be issued in free form on a general form for orders approved by the organization. Typically, this method of issuing bonuses is used when it is necessary to describe in detail the employee’s achievements for which he receives a bonus or when orders for incentives are posted in publicly accessible places (information corners, honor boards, etc.).

In these cases, an order issued in free form is better understood when read.

An example of the text of an incentive order in free form:

ORDER

According to the results of the “Best Production Site” competition, held from May 21 to May 30, 2021, the production site of Branch No. 4 took first place.

I ORDER:

1. Reward with a cash bonus for achieved results:

• A.A. Ivanenkov, head of the site - in the amount of 5,000 (five thousand) rubles;
• N.N. Egorov, site foreman - in the amount of 4000 (four thousand) rubles;
• V.V. Nikitin, electrician of the site - in the amount of 3000 (three thousand) rubles.

2. Pay the bonus at your own expense.

3. The order should be brought to the attention of all employees of the organization.

Order for financial assistance

In addition to various monetary bonuses, there is also such a thing as financial assistance.

For these purposes, there is no separate unified form and therefore forms T-11 and T-11a are very often used to register financial assistance, especially if the organization uses automated programs for conducting personnel records (KAMIN, HR Department PLUS, etc.) , in the standard versions of which only unified forms are included.

The unified form can be adapted by changing the name. That is, initially the order is called “On the encouragement of employee(s)”, but it needs to be replaced with “On financial assistance”, or “On the payment of financial assistance”.

You can also use a free order form. But in any case, you need to clearly indicate the type of monetary payment; you should not write statements like: “pay a sum of money in the amount of …”. The type of payment the amount of money issued will depend on:

1) Personal income tax – the premium is subject to income tax in full. In the case of material assistance, personal income tax does not apply to the amount of 4,000 rubles per year in general cases and up to 50,000 rubles for a one-time payment for the birth of a child.

Or it is not subject to taxation at all, regardless of the amount, if paid in connection with natural disasters or terrorist acts;

2) Organizational income tax – financial assistance does not reduce the tax base. A bonus can reduce the tax base only if it is awarded for the labor achievements of employees (fulfilling a plan, achieving certain indicators, making rational proposals, etc.).

Bonuses paid in connection with anniversaries and holidays do not relate to labor costs that reduce the amount of profit of the organization;

3) Insurance accruals - financial assistance is exempt from payment of insurance premiums in cases provided for by law (in the amount of up to 4,000 rubles, at the birth of a child up to 50,000 rubles, compensation payments for damage caused in connection with natural disasters, payments in connection with death of family members). The premium is subject to insurance contributions in all cases.

Grounds for issuing an order

The following documents can serve as the basis for issuing an order for bonuses (material assistance):

• Employee statement. Most often, it is written for the payment of financial assistance in the event of cases when the employer’s local documents provide for such payments.
• Service note. Written by the employee’s immediate supervisor with a request to reward him for achieved results, excellent work, etc.;
• Employer's order to pay bonuses for holidays and anniversaries;
• Local regulations of the organization, which stipulate the procedure for paying financial assistance and bonuses. Moreover, the employer himself decides what to call this or that payment. For example, some organizations may pay a bonus for an employee’s anniversary (retirement, marriage), and some may pay financial assistance. It depends on the corporate policy of the organization. In cases where bonuses and financial assistance are prescribed by law, their names do not change (material assistance for the birth of a child, in connection with the death of a family member; bonus for work results);
• Other documents on the basis of which the employer may decide to make payments in favor of the employee.

After the order is issued, a copy of it is sent to the accounting department for the calculation of the amounts specified in it. There are no specific dates set for the payment of bonuses and financial assistance. They can be issued to the employee immediately after accrual or timed to coincide with a salary or advance payment.

Instructions for filling out form T-11

Using form T-11, a bonus is issued for one employee. The procedure for filling it out is as follows:

Name of company

It should be included here in full, without abbreviations. It is allowed to enter an abbreviated name (if available) in brackets, as in the constituent documents. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art.

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into force, but it also contains the same requirement regarding the name, as a document requisite.

All the above rules fully apply to individual entrepreneurs.

OKPO code

Next to the name there is a small field reserved for OKPO; the data for filling it out is taken from the list of codes issued by statistical authorities when registering a company. But leaving this field empty will not be a serious mistake.

The employee's last name, first name and patronymic are entered in full, in the genitive case.

Personnel Number

This is an individual employee code in a given organization, which is assigned upon hiring. Since the mandatory assignment of personnel numbers is not provided for by current legislation, this field is filled in only if it is available.

Structural subdivision

If he is not present in the organization, this line is not filled in.

Employee position

The position must be entered exactly as it appears in the employment contract and staffing table, in full, without reduction.

Motive of encouragement

This indicates why the employee will be given a bonus or financial assistance. For example: “for fulfilling the plan for the month of April”, “In connection with the birth of a child”.

In this line, you can describe in detail the reason for awarding an employee a bonus if the organization does not use free-form order forms or the order is issued using a specialized program.

Type of promotion

This line explains in what form the encouragement (material assistance) will be provided: cash, a valuable gift, or simply a declaration of gratitude or presentation of a certificate of honor.

Next, the amount of the bonus is indicated, the number of rubles must be indicated in words, next to kopecks in numbers. Then the entire amount is duplicated in numbers.

Then the document that served as the basis for issuing the order is indicated (employee statement, memo, manager’s order, etc.)

The signature of the manager, as well as the signature of the employee, indicates that he has read the order.

Sample of filling out form T-11

Instructions for filling out form T-11a

Form T-11a is intended for processing payments to several employees at once. The main details of the order are drawn up in the same way as in the previous form.

Also, similarly to the T-11 form, the following lines are filled in: “Motive of encouragement” and “Type of incentive”, after which subsequent information is entered in the form of a table. This means that the motive and type of incentive must be the same for all employees listed in the order. That is, even if the same employee simultaneously receives a bonus and financial assistance, it will be necessary to issue two different orders for him.

Filling out the tabular part of the order:

1. Last name, first name and patronymic of the employee - entered in full;
2. Personnel number – if available;
3. Structural unit - if available;
4. Position – in full, without abbreviations;
5. Amount – the amount that will be paid to the employee. This form does not provide for duplication in words. If an employee is not rewarded with money, then the form of reward is indicated (gratitude, certificate of honor, valuable gift);
6. The employees' signature confirms that they have read the order.
7. Grounds for issuing the order (deadline after the table). There may be several reasons, the main thing is that the motive and type of encouragement coincide. Or, conversely, one document can serve as the basis for issuing several orders. For example, there is one memo that contains information that the employee needs to be rewarded with a certificate of honor and a cash bonus. In this case, two orders will be issued, but the basis for them will be the same - the above memo.
8. Signature of the head of the organization.

Sample of filling out form T-11a

Duration and place of storage of bonus orders

The original order is stored in the personnel order book. A copy is in the accounting department, where it is either filed in a separate file where all copies of orders are stored, or attached to the documents on awarding bonuses.

Orders for awarding bonuses to employees and providing them with financial assistance must be kept in the organization for 5 years and then must be destroyed. But in practice, it is better to destroy such documents after a tax audit has been completed.

Since during its course various questions may arise about the taxation of amounts accrued on the basis of these orders, and it will be necessary to confirm the wording, on which, as mentioned above, depends how these amounts will be reflected in the tax accounting of the organization.

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Who is receiving incentive payments?

According to Art. 191 of the Labor Code of the Russian Federation, the employer has the right to encourage the work of employees in the form of:

• gratitude for the enterprise;
• certificate of honor;
• valuable gift;
• cash bonus.

It is a mistaken belief that incentive payments, like salaries, are paid to every employee of an enterprise without fail.

The management of the enterprise evaluates the work of employees and has the right to decide that the employee did not perform the work at the level that is rewarded with a bonus (however, management must have arguments for this).

Order of encouragement: when and who needs it

An order for promotion is one of the most pleasant orders for an employee, along with such orders and instructions as “On promotion” or “On awarding the title “Best in the Profession”.” This document belongs to the group of orders for personnel.

You can get acquainted with a sample order for personnel in the article .

The order for incentives for the employer has a dual nature. On the one hand, he:

• allows you to thank an employee for certain achievements (in work, social life, sports, etc.);
• helps to stimulate the employee to further effective work;
• encourages other members of the work team to achieve the best labor and other performance indicators.

On the other hand, the employer bears a financial burden if the incentive is of a monetary nature (bonus, valuable gift).

Not every businessman is able to organize an effective incentive system in his company. Some save money by developing the company's material resources, while others refuse incentives, showing basic greed.

However, as practice shows, neither one nor the other option brings benefits to the company, since saving on personnel usually has the opposite effect.

If the company does not have a system for stimulating the work of employees, neither new items of labor nor other investments will help to achieve high production results.

For an employee, an “incentive” order always has a positive effect:

• makes it possible to understand that his work is appreciated by the employer;
• forces you to work with even greater dedication so as not to reduce the achieved level;
• allows you to feel psychologically and (or) materially satisfied with the results of your work (increase your authority in the work team, receive additional money or other bonuses).

Let's sum it up

• The basis for drawing up an order to reward an employee is the submission (petition, memo) of the employee’s immediate supervisor.
• An incentive order can be drawn up in free form or use a unified one: T-11 - if there is only one employee and T-11a - if there are several of them.
• Information about the incentive must be entered into the work book and the employee’s personal card.

Sample order for incentive payments

General Director of 000 "Furniture factory "Expromt""

____________ /Ivanov K.A./

"28" December 2007

1.1. This Regulation on bonuses for employees (hereinafter referred to as the Regulations) of 000 "Furniture Factory "Expromt" (hereinafter referred to as the organization) was developed in accordance with the Labor and Tax Codes of the Russian Federation, other legislation of the Russian Federation and establishes the procedure and conditions for material incentives for employees.

1.2. This Regulation applies to all employees holding positions in accordance with the staffing table.

1.3. In these Regulations, bonuses should be understood as payments to employees in cash.

amounts in excess of the amount of wages, which includes, in the sense given by these Regulations, the official salary.

1.4. Bonuses are aimed at providing financial incentives to increase responsibility

for the implementation of production tasks and contribute to exceeding planned targets.

1.5. Bonuses are awarded on the basis of an individual assessment of the work of each employee by the heads of the relevant departments to ensure the fulfillment of production targets.

2.1. These Regulations provide for current and one-time bonuses.

2.2. The current bonus payment to employees of the organization’s production workshop is carried out based on the results of work for the month in the amount of:

• up to 100% of the monthly salary - in case of exceeding the established

The procedure for calculating incentive payments

According to Art. 129 of the Labor Code of the Russian Federation, an employee may be paid a salary, compensation payments and incentive payments. The latter include bonuses, additional payments and allowances, and other payments.

Incentive payments represent an employee’s income paid based on the results of his work activity (Article 191 of the Labor Code of the Russian Federation). The amount and terms of payments are specified in the employee’s employment contract or collective agreement.

In current business practice, it is becoming common to compile an individual key performance indicator (KPI) map for each employee. These indicators must be measurable and achievable in order to fulfill the function of motivation. Most often, each task has an execution schedule attached to it, which is also a criterion for achieving the indicator.