Instructions: draw up a memo for bonuses

When are employees given bonuses?

The issue of additional remuneration is entirely within the responsibility of the employer. He himself decides when and for what merits to reward employees. The following reasons for bonuses are common:

• special labor merits of a citizen;
• all-Russian and professional holidays;
• individual holidays and special dates of the employee, for example, anniversary, retirement, anniversary of service in the organization.

Labor merits include:

Sample memo to reward an employee with a bonus

Here is another example of a note that will allow you to better understand the structure of the document and understand what data it may contain.

to CEO

LLC "Zavod-RDK"

A.P. Vasiliev

Chief Accountant E.V. Kashitsyna

Service memo

On March 10, 2022, a fire broke out in the accounting department due to faulty electrical wiring, which was extinguished thanks to the prompt actions of senior accountant A.V. Ivanov, who quickly reacted and took all actions in his power to put out the fire.

In this regard, I ask you to pay A.V. Ivanov received a cash bonus in the amount of his official salary.

March 11, 2022

Chief accountant E.V. Kashitsyna /Kashitsyna/

***

Thus, if an employee’s immediate supervisor has decided to ask management to pay a bonus to a subordinate, he may write a memo regarding the employee’s bonus. A sample document can be downloaded from the link at the beginning of the article.

Why do you need a service letter for a bonus?

The immediate supervisor of a successful employee draws up a sample memo to encourage the employee and sends it to the head of the organization. The document states:

• what needs to be rewarded;
• for what reasons.

That is, the employee’s immediate supervisor sets out in a memo for what merits the employee should be rewarded for. There is no need for a memo about the bonus if the payment of material remuneration in addition to the salary is established by the internal acts of the organization or the employee’s employment contract.

When do you need a memo about nominating an employee for a bonus?

Regular bonuses provided for by the wage system do not require the execution of any additional documents to consider the issue of bonuses to an employee. The procedure for assigning and paying such bonuses is already provided for by the internal regulations on bonuses.

But for one-time, irregularly issued bonuses, it is necessary to clarify a number of indicators that are essential for bonuses:

• reasons for payment;
• circle of persons awarded;
• the period to which the bonus will relate;
• forms of bonuses;
• premium size.

The right to make the final decision on the payment of bonuses - both regular and irregular - still remains with the head of the organization. Only in the first case does he approve the results of the distribution of the bonus fund, and in the second must he make a decision on payment or non-payment of the bonus.

More details about award calculations can be found here.

How to register correctly

The memorandum about the bonus is drawn up in writing. The organization may adopt special forms for applications on various topics. If there are none, the text is presented in free form.

If several employees are awarded bonuses at the same time, a table is inserted into the sample memorandum on employee incentives:

The appeal is addressed directly to the head of the organization: chief, director, chairman, general director.

Claim for payment of bonus

In _____________ court Plaintiff: ____________ Address: ____________ Representative: _____ Defendant: _________ Address: ____________

CLAIM FOR PAYMENT OF PREMIUM

I, Artem Aleksandrovich Rusinov, work at the company ____ (name of the company, since when the plaintiff has been working) ______ in the position of _____________. I have not been paid a bonus (in full or its amount has been reduced) in the amount of ______________ rubles. for ______ (specify time period) _____. The administration and the labor dispute commission refused to satisfy my demands, which is confirmed by ____ (indicate what documents confirm the refusal) ______. I believe that the actions of the administration are unlawful, which is justified by the following ______ (indicate the reasons why the plaintiff considers his demands to be legitimate, and what evidence is available to support his arguments: explanations of witnesses, written evidence or other) _______.

In accordance with Art. Art. 391, 392, 395 Labor Code of the Russian Federation,

ASK:

1. To collect from the defendant a premium in the amount of ___________________ rubles.
2. In support of the claims, call and question ____ (full name, addresses) ___ as witnesses,
3. Request documents ___ (what, from whom, from where) ___.

Application:

1. A copy of the statement of claim to the defendant.
2. Other available evidence (attached by the plaintiff, and in case of their absence or the administration’s refusal to provide them, required by the court) - a copy of the order to deprive or reduce bonuses to the plaintiff; an extract from the Regulations on bonus payments to employees (or another document establishing the forms of material incentives); evidence confirming the unjustified deprivation of the bonus or reduction in its size (acts, conclusions, memos, reports, etc.).
3. A copy of the decision of the labor dispute commission (if available at the enterprise).

"___"___________ 20_

____________________ (signature)

How to write a service letter

A sample application for bonuses for employees must contain the following information:

• to whom it is addressed: Full name and the position of manager;
• from whom: Full name and the position of the compiler of the memo - the immediate superior of the citizen nominated for the award;
• FULL NAME. and the position of the employee to whom the bonus must be issued;
• justification - a list of merits that give the employee the opportunity to receive additional encouragement for his work;
• proposed bonus amount;
• date of compilation and signature.

Information is presented in free form, adhering to the rules of business correspondence. Avoid unnecessary details, but provide arguments that justify the incentive. A sample text of a service letter for an award for good work may look like this: “I ask for a bonus for dance teacher I.I. Ivanov. for his high contribution to the preparation of the annual reporting concert. Thanks to the efforts of I.I. Ivanov, the students showed a high class in all dance disciplines and delighted the commission headed by the governor of the region. As a result, the governor organized tours of our dance groups throughout the region, which brought additional profit to the budget of the educational institution and made it possible to renovate the dance halls and equip a computer class. I consider it necessary to reward Ivanov I.I. a cash bonus in the amount of 100,000 (one hundred thousand) rubles.”

Sample submission on bonuses for employees

What should be indicated in the document in question? As such, there is no generally accepted form approved by legislative acts. But some data must be present the award submission

The general structure of the award submission is as follows:

So, the submission for the award must include:

• organization data;
• surname, initials and position of the person being promoted;
• form and motives of encouragement;
• management signature.

The latter can be considered, for example:

• outstanding labor achievements;
• introduction of new methods and technologies into the work process;
• exceeding the set plan;
• memorable dates (anniversaries, professional holidays).

In addition, the document may contain characteristics of the employee: a description of his work or even personal qualities. In addition, HR officers can provide information about the employee’s absence of fines and penalties and about his length of service.

Also see “Drafting a petition for employee bonuses: sample.”

Sample memo for issuing a bonus

To the director

GBOU DOD SDYUSSHOR "ALLUR"

Ivanov I.I.

from the head of the teaching department Sidorov S.S.

SERVICE NOTE

I ask you to give a bonus to the riding teacher Petrov P.P. for conscientious work and excellent success at work. For the past quarter Petrov P.P. An innovative system of teaching the basics of horse riding for children aged 5-7 years was successfully introduced, which led to an increase in the number of school students.

Considering the above, I consider it necessary to pay Petrov P.P. a bonus in the amount of 20,000 (twenty thousand) rubles 00 kopecks.

07/23/2019 _______________/Sidorov S.S.

Application for employee bonuses - sample

To the Director of Veres LLC

Ivanov Ivan Ivanovich

from the head of the legal department of Veres LLC

Petrov Ivan Ivanovich

Dear Ivan Ivanovich!

In connection with the successful completion of the trial in the case of the claim of LLC "Veres" against LLC "Ladoga" for the recovery of unjust enrichment, as a result of which the claims of LLC "Veres" were satisfied in full, recovered in favor of LLC "Veres" from LLC " Ladoga" unjust enrichment in the amount of 350,000 rubles 00 kopecks, I ask:

1. Give a bonus to the lawyer of Veres LLC, Stanislav Semenovich Sidorov, who drew up the statement of claim, filed it on behalf of Veres LLC to the Arbitration Court, and participated in all court hearings. Thanks to the actions of Sidorov S.S. managed to tip the scales of justice on the side of the plaintiff and receive a significant amount of funds.
2. I ask you to set the amount of the bonus at your discretion.

Appendix: Copy of the Decision of the Seventeenth Arbitration Court of Appeal dated March 12, 2018 in case No. AP-1235125/18.

dd.mm.yyyy Petrov I.I. /Petrov/

Useful: how to keep track of service notes

A unified record of official memos in the organization’s internal document flow allows, among other things, to: quickly find information on a particular case;
track the execution of the memo by date; identify the responsible person; if necessary, promptly extend the deadline for executing an order on the basis of a memo; The journal can also be used in court as evidence, etc. The list of possibilities directly depends on the accounting method. The more information is specified, the more complex the form, the more tools accounting provides. In this case, the best option is the accounting form - a journal. Read more

How to write a memo for an award?

The document is quite simple to draw up. A sample memo to reward an employee with a bonus is available at the link at the beginning of the article, and you can use it.

The legislation does not impose requirements for the content of the document and its form. It is recommended to reflect the following data:

1. Full name, position of the head of the organization to whom the document is addressed.
2. Information about full name and the position of the person filing the note.
3. Document's name.
4. A description of the basis on which the applicant came to the conclusion that an employee of the organization is entitled to receive a bonus.
5. The amount of the bonus and the period of its payment.
6. Date of preparation of the document.
7. Applicant's signature.

It is possible to attach to the note a list of documents confirming the fact that the employee has earned a bonus. For example, if a bonus is given for good work, you must attach a document confirming its qualitative, quantitative, and other characteristics.

It is important not to confuse bonuses and financial assistance. Financial assistance is paid not for production indicators, but due to the occurrence of certain events in the employee’s life, for example, the birth of children, a wedding, the death of loved ones, etc.