Information about the award in the work book: sample entry

The work book records all important events in a person’s professional activity. It records information about hiring, dismissal, moving to a new position, reflects transfer to another job, transition to public service. One of the sections of the work book is devoted to the employee’s production successes. Managers value good employees and try to encourage their work achievements. Information about rewards for conscientious work is reflected in the “Information about awards” section of the work book. How to make a recording correctly? Let's give a sample.

Regulations

To correctly enter information into the work book, you should familiarize yourself with the documents approved by the Government of the Russian Federation. These include:

1. Rules for maintaining and storing work records, producing work record forms and providing them to employers. The document was approved on April 16, 2003 by Decree of the Government of the Russian Federation No. 225.
2. Instructions for filling out work books. Approved on October 10, 2003 by Decree of the Government of the Russian Federation No. 69.

These documents are mandatory for use by all organizations, enterprises and individual entrepreneurs in the country.

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.

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:

Procedure

Step 1. The manager’s idea of ​​employee incentives is drawn up. It is prepared in any form, unless otherwise provided by the local act of the organization (Part 2 of Article 22 of the Labor Code).

Often employees are rewarded for social activities, for example, an address, a certificate, a “thank you” from the executive authorities. In response to the practical question of the personnel officer that arises in this case about whether letters of gratitude are included in the work book, the recommendation is unequivocal - no. Such achievements and letters are not considered a submission for reflection in the Labor Code. They are not related to the performance of basic professional functions.

Step 2. Fill out the order based on the submission of the head of the department (other structural unit) in which the employee works. The order form was approved by State Statistics Committee Resolution No. 1 of January 5, 2004, but since 2013 it has been used in a recommendatory format.

Step 3. After signing with the manager (or another person authorized by him), familiarize the employee with the order for signature.

Official thanks:

• they are designed in a special way - they prepare a name plate in which they describe why it was announced;
• coincide with an event;
• combined with financial incentives.

Step 4. Within a week, based on the order, record a note of gratitude in the work book (if it is maintained) (part 4 of article 66 of the Labor Code of the Russian Federation; part 2 of article 2 of Federal Law 439 of December 16, 2019, clauses 4, 10 Decree of the Government of the Russian Federation No. 225 of April 16, 2003)..

Types of awards

The list of incentives that are noted in the work book includes:

• awards, honorary titles for services to the state;
• certificates of honor, badges, badges, diplomas, employer certificates;
• other types of incentives, in accordance with the laws of the Russian Federation, collective agreements and other internal documents of the enterprise or organization.

Only incentives reflected in official documents are recorded in the work book. For example, an entry in the labor record about awarding a certificate of honor can be made only after the manager has signed the corresponding order. You can encourage an employee with good words at a general meeting, a laudatory article in the newspaper, or simply applause. But these incentives will not be grounds for inclusion in the work book.

Entries about penalties and punishments are not entered in the work book. Information about bonuses included in wages is also not reflected.

Registration of awards and encouragement

For success in their work, employees of budgetary organizations (hereinafter referred to as the organization), including healthcare, education, culture, sports, etc., are often awarded state awards, diplomas, and valuable gifts. They are awarded honorary titles and other forms of encouragement are applied, for example, thanks. Let's consider what documents the organization's personnel service draws up when rewarding (promoting) an employee.

Types of awards (incentives)

1. In accordance with regulatory legal acts (LLA). In particular, employees of organizations can be awarded: - state awards (orders, medals and honorary titles of the Republic of Belarus, the title “Hero of Belarus”) <*>;

Note: Workers in the fields of science, culture, education, healthcare, and sports may be awarded, in particular, the following honorary titles <*>: “Honored Scientist of the Republic of Belarus”; “Honored Worker of Culture of the Republic of Belarus”; “Honored Teacher of the Republic of Belarus”; “Honored Health Worker of the Republic of Belarus”; “Honored Trainer of the Republic of Belarus”, etc.

- diplomas of honor , for example, from the Council of Ministers, the Ministry of Culture, the Ministry of Education <*>; - badges , for example, the Ministry of Education “Identifier of Adukatsy”, the Ministry of Health “Identifier of the Akhova Health of the Republic of Belarus” <*>.

Note! If an employee is awarded in accordance with the legal acts, then the decision on the award is formalized in accordance with the law.

Example 1 The awarding of the Certificate of Honor of the Council of Ministers of the Republic of Belarus is carried out by a resolution of the Council of Ministers of the Republic of Belarus <*>.

Example 2 The decision to award the badge “Issuer of the Akhova Health of the Republic of Belarus” is formalized by order of the Minister of Health <*>.

2. In accordance with local regulatory legal acts (LNLA) of the organization. The types and procedure for rewarding employees for their work can be determined, in particular, by a collective agreement, agreement or internal labor regulations (ILR) <*>.

Note : In the PVTR, it is advisable to establish: - types of incentives (for example, awarding an employee with a certificate of honor from the organization, a valuable gift, declaring gratitude, entering in the book of honor, on the honor board); — what merits are rewarded for; - what administrative document (for example, an order or instruction) is used to formalize the decision on promotion; - the basis for issuing an order (instruction) on promotion (for example, a memorandum, a presentation from the head of a structural unit); - and other questions.

Note: The standard internal labor regulations were approved by Resolution of the Ministry of Labor dated 04/05/2000 N 46.

Note! One of the forms of material incentives for employees is bonuses. Bonus issues are not discussed in this article.

Order of encouragement

Incentives provided for by the LLA may be announced to the employee by order or instruction of the employer. In the order (instruction) on incentives, it is advisable to indicate: - for what achievements the employee is rewarded; - type of incentive; — the basis for issuing an order (instruction).

Note: Recommended forms of orders and instructions for incentives are contained in the subsystem “Documentation for registration of incentives” of the Unified System of Organizational and Administrative Documentation, approved. by order of the director of the Department of Archives and Records Management of the Ministry of Justice dated May 14, 2007 N 25.

Note! The order (instruction) on promotion refers to orders (instructions) regarding personnel <*>. The shelf life of such a document is 75 years, the registration number of the order (instruction) is supplemented with the letter “k” <*>.

Usually, the employer issues an order regarding employee incentives.

An example of the wording of an order:

Note: An order (instruction) on incentives is the basis for making a corresponding entry in the employee’s work book <*>.

Making an entry in the work book

The employee’s work record book includes, among other things, information about awards and incentives for success in work <*>: - provided for by legal regulations (for example, about awarding state awards, certificates of honor from government agencies, badges) (sample 1); — certain legal acts (announcement of gratitude, awarding a certificate of honor from the organization, a valuable gift, etc.) (sample 2).

Note! The specified information is entered in the section “Information on awards and incentives” of the work book <*>.

Sample 1

Sample 2

Note: The work book does not contain entries on the payment of bonuses and (or) remunerations provided for by the LLA * (clause 46 of the Instructions on work books).

Including a copy (extract) of the order in your personal file

As a general rule, an employee’s personal file includes documents that characterize the employee’s business, socio-political, scientific and personal qualities. These include, in particular, a copy (extract) of the order (instruction) on rewarding the employee <*>.

An order to reward an employee also characterizes the employee. In addition, this document has a shelf life of 75 years <*>. In this regard, it is advisable to include a copy (extract) of the order to encourage the employee in his personal file <*>.

Note: A copy (extract) of the order is drawn up in accordance with the requirements of office work <*>.

The inclusion in the personal file of a copy (extract) of the order of encouragement (award) is reflected in the internal inventory of documents in the personal file <*> (sample 3).

Sample 3

Making an entry in addition to the personal personnel record sheet

The addition to the personal personnel record sheet reflects information about changes in the employee’s accounting information after filling out the personal sheet. In particular, a note is made about the awarding of state awards, including the conferment of honorary titles <*> (sample 4).

Sample 4

We believe that in addition to the personal personnel record sheet, it is also advisable to indicate information: - about other forms of awarding the employee in accordance with the regulatory legal acts (for example, a diploma of the Council of Ministers, a badge “Identified Adukatsi”); — on rewarding an employee in accordance with the organization’s legal regulations (for example, a certificate of honor from the organization).

Entry into the work book about the award

Information about awards is recorded in the “Information about awards” section in the prescribed manner:

1. On the top line, as a heading in column 3, the full name of the organization is indicated. If there is an abbreviated name, it must also be indicated in column 3.
2. The line below in column 1 indicates the serial number of the entry. This numbering is maintained throughout the person’s career and is not interrupted when rewards are awarded in other organizations.
3. Column 2 indicates the date of award.
4. Column 3 indicates the organization that awarded the employee, the merits of the recipient and the type of remuneration.
5. In column 4 of the section, the number and date of the document on the basis of which the award is made is recorded.

Information is entered with a blue, purple or black pen. Instead of recording the name of the organization, you can use a stamp. Abbreviations are not allowed. Entries about awards must be made within a week from the moment the order is signed. If an employee is dismissed, all necessary information is entered into the work book on the day of dismissal.

In addition to the entry about the award in the work book, information about the promotion is noted in the employee’s personal card, form T-2. This document stores information about the employee and his work activity at the enterprise.

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.

Record value

Persons who have earned state awards receive material and social privileges in accordance with the law. This could be supplements to pension payments, benefits for utilities, medical care, free travel.

Awards from individual departments are required when receiving the title “veteran of labor.” Citizens who have this title receive social benefits in accordance with the laws of the constituent entities of the Russian Federation.

A record of encouragement may influence decisions about hiring and liability for disciplinary offenses. When moving up the career ladder, success comes from the little things.

Personnel department employees must enter into their work books all information about awards and incentives reflected in the orders of the manager. In addition to the need to comply with legal requirements, this is important for generating data about a person’s professional qualities. Therefore, upon dismissal, an employee should check whether the entry on awards was made correctly in the employment record.