An entry in the work book about rewarding an employee for achievements in work. Procedure for making an entry

Home / Labor Law / Labor book

Back

Published: 06/19/2018

Reading time: 6 min

2

380

The work book reflects not only information about the completion of work, but also information about the incentives that the employee receives for conscientious professional activities and achievements in work.

• What incentives are indicated in the work book?
• The procedure for making a record of promotion

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.

Regulatory basis for introducing incentives

Recommendations for filling out these columns are contained in various legal acts devoted to career activities. This:

1. The Labor Code of the Russian Federation, Article 66 of which directly indicates the possibility of entering data on awards into the employee’s personal registration act;
2. Resolution of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003 “On approval of the Instructions for filling out.” Article 4 of the act specifies the procedure for entering information about incentives;
3. Decree of the Government of the Russian Federation No. 225, 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 Art. 191 of the Labor Code of the Russian Federation is not closed, so some methods should be considered separately.

Download for viewing and printing:

Article 66 of the Labor Code of the Russian Federation “Labor book”

Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 “On approval of the Instructions for filling out work books”

Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”

Article 191 of the Labor Code of the Russian Federation “Incentives for work”

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.

What types of incentives are recorded in the book?

The following data is entered into the “Information about awarding” section (clause 24 of rules No. 225 of April 16, 2003):

• on the awarding of state awards, including the conferment of state honorary titles, on the basis of decrees and other decisions;
• on awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor from the employer;
• on other types of incentives provided for by the legislation of the Russian Federation, collective agreements, internal work regulations, charters and regulations on discipline (part 2 of article 191, part 4 of article 189 of the Labor Code of the Russian Federation).

Employee books, especially in the public sector and civil service, often contain records of incentives. Gratitude does not carry legal consequences for employees. Here's what the thank you note in the work book says:

• indicates the employee’s conscientious performance of his duties, successful project work and is used by the employer as a non-material incentive;
• taken into account when deciding to impose disciplinary sanctions for misconduct.

Some employee incentives are introduced by local regulations and are listed in the Labor Code (Part 1, Article 191):

• Gratitude;
• bonus;
• rewarding with a valuable gift;
• certificate of honor;
• nomination for the title of best in the profession.

An entry about the promotion is made in the employee’s personal card and employment record if it is maintained by the employer (Part 2 of Article 2 of Federal Law No. 439 of December 16, 2019).

IMPORTANT!

They do not reflect information about regular bonuses provided for by the remuneration system (clause 25 of the rules, Decree of the Government of the Russian Federation No. 225 of April 16, 2003).

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.

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.

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.

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.

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

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

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

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

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

How to record incentives

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

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

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

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

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

How to make a recording correctly

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

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

What entries do the work book provide regarding employee incentives?

Incentives in organizations come in different forms. These include:

• presentation of any valuable gift;
• announcement of gratitude to the employee for the organization;
• presenting an employee with a cash bonus;
• placement on the organizational honor board or book of honor, respectively.

If we talk about awards that can be awarded to an employee, they can also have different types . These include:

• state awards;
• certificates of honor, diplomas and badges;
• incentives in various forms.

Of course, this is not a complete list and the legislator suggests a larger number of various employee awards for merit. Many types are associated with specific activities performed by workers.

Due to such a wide variety of incentives, entries in the work book cannot be generalized, but are entered differently depending on their form.

Based on the above types of incentives, depending on the situation, an appropriate entry is made into the labor record. For example: “Awarded with a certificate for many years of conscientious work” or “Awarded with a diploma for his contribution to the development of information technology.”

As an example, you can give a record of awarding an order:
“Awarded the Order for Services to the Fatherland, 3rd degree.”
As for other types of awards and gifts, it is appropriate to give the following example: “Awarded with a valuable gift for active participation in the preparation of the exhibition. Also, awards may be present in the entry in the work book about military service.

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.

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.

We make an entry in the work book about rewards, gratitude and encouragement: how and when?

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.

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.

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.

Procedure for gratitude

Gratitude is a verbal “thank you” to an employee for his work. Gratitude can be expressed in the form of a certificate, diploma, letter or memorable gift. As a rule, gratitude is issued on a special form. Such encouragement of an employee is a whole event and must certainly be reflected in the work book.

We will tell you below how to make a corresponding entry in your employment record.

1. The HR department employee or employer must issue an order to the organization assigning gratitude to a specific employee.
2. Next, the employee’s personal file is brought up and the work book is taken out.
3. In the labor report we find a spread dedicated to entering information about employee awards.
4. We find the leftmost column and indicate the serial number in it, taking into account Arabic numbering. If there are no entries, then put the number one, if there are entries, put the next one in numerical order, after the previous one.
5. Then, in the second column on the left we put the date indicating the moment the thank-you letter was issued.
6. In the third column we write the name of the organization, and then we write information about the presentation of gratitude. It should look something like this: “Dandelion LLC. Thank you for your help in organizing the annual talent show.”
7. Now, we write the number of the order in accordance with which the citizen was awarded.
8. We put the seal of the organization and the signature of the head or deputy.

This completes the design. We show the entry in the labor report to the employee, so that if mistakes are made, the entry can be corrected without delay.

If completed correctly, we send the work report to the employee’s personal file.

Entry of gratitude in the work book - sample:

Legal basis

An entry of gratitude in the work book is made on the basis of two documents. The first is, of course, the letter of gratitude itself, which is signed by the head of the organization and given to the employee for his services.

The second document is an order, which has its own set date and number.

The letter of thanks is given much later than the order is issued.

The order provides a breakdown of the employee’s merits, and also describes in detail to whom this gratitude is awarded. As a rule, the order should be posted for public viewing, for example on a stand, so that employees can familiarize themselves with it. Based on the order, the work book is filled out, as well as the letter or letter itself.

What does gratitude give at work?

A note of gratitude in the work record is of decisive importance. Unfortunately, the methodology for calculating length of service according to a work book does not take into account gratitude, but encouragement, firstly, it increases the prestige of the employee in the eyes of his managers. The employee has acquired a good reputation, he will be trusted and other employees will want to match their hardworking colleague.

Secondly, when applying for a new job, the employee will immediately be in good standing. He will no doubt be trusted with complex tasks, and this will also contribute to rapid career advancement. That is why, even if the employer did not offer you a thank you for difficult work, hint to him that it would be nice to receive it.

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.