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.
Regulatory documents
In the field of labor relations between the employee and, accordingly, the employer, there are many regulations and legal acts. For example, the most important legislative act on labor, namely, the labor code, in its articles also mentions the possibility of rewarding an employee, as well as entering this fact in the work book. This is stated in Article 66, namely in paragraph four.
The instructions on maintaining and storing labor books, approved by the government of our country, also mention the possibility of entering this fact into the labor form. This is stated in article 1 of part 4.
In the instructions on maintaining books for personnel officers, the so-called internal instructions, at various points full information is given on exactly how to make entries in the document.
Based on all the listed acts, it is very easy to imagine exactly how to make an entry about the promotion in the work book.
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.
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).
Step-by-step instructions in case of awards
Every personnel officer should know how to enter such information into a work book. This is written both in the instructions on storing and maintaining work records, and in the internal instructions of personnel officers.
In order to repeat long-studied information or learn something new, we will once again remind you how to enter information about an employee’s award into his employment document, which contains information about length of service and places of work.
The main thing in the matter of correct registration is the ability to carry out the work in stages - this guarantees the correct result based on the results of making an entry.
- First of all, the personnel officer must raise the employee’s personal file.
- His work record should be found there.
- An order must be issued to the organization, which would already state that a certain employee or employees have been announced for a reward.
- The order must be handed over for review to the employee or employees assigned to the awards.
- Next, the personnel officer opens a section in the work book dedicated to information about awards.
- The first column contains a specific serial number, which corresponds to Arabic numbering.
- The second column provides information about the date on which the decision to award was made and, accordingly, an entry was made in the work book.
- The third column provides information about who awarded the employee. As a rule, this is the name of the relevant organization or division within it in which the employee operates.
- In the same third paragraph , from a new line, information about the award is given, as well as a brief description of the merits that contributed to its issuance. Examples are given in the paragraph above.
- The finishing touch is the placement of the order number in the fourth column, in accordance with which the entry is made. Both the order number and the date of its issue are written. Then the seal of the organization and the signature of the head or his deputy are affixed. At this point, filling out the worksheet can be considered complete.
It must be remembered that the recording must be made very carefully . In this case, grammatical errors are unacceptable.
You need to fill out the fields only with a black or blue pen and, if possible, in legible handwriting.
If there are disciplinary sanctions, a record of them is made in accordance with the rules described here.
Information about awards in the work book - sample:
On what basis?
The basis for making an entry in the work book about the award, in addition to the fact of the award itself, is an order. This document is published by the organization in the form of a local regulatory act on behalf of the head or deputy head.
The order must be posted in a public place to familiarize employees with its contents.
If the employee has been issued a certificate, then its text is also necessary for keeping an entry in the work book. The text of the certificate is briefly retold in the information column about the award.
Reasons for entry
The basis and rule for reflecting any incentives in the work book:
- the entry is entered into the employee’s book on the basis of an order;
- the sample entry corresponds to the wording used in the order.
Clauses 24 and 25 of the rules for maintaining and storing books (approved by Resolution No. 225 of April 16, 2003) clarify whether all thanks are entered in the work book: not all, only about incentives for success in work (Part 4 of Article 66 of the Labor Code). For example, the gratitude of the city mayor should not be submitted if the employee is not an employee of the city administration. It cannot be considered as an assessment of labor investments in a particular organization.
Legal basis
The Labor Code of the Russian Federation states that for the high-quality performance of his immediate duties, an employee can be rewarded in any way, including gratitude. The fact that such an act of encouragement on the part of the employer can be used to improve the employee’s motivation for further productive work in one direction or another is stated in Article 66 of this regulatory act.
The form in which a note of gratitude must be entered into the work book is not contained in any of the existing regulations governing the sphere of labor relations. This is also evidenced by the Instructions for filling out work books, which were approved in 2003 by the Russian Ministry of Labor and are still used to this day for the preparation of this personnel document.
It only contains an indication that this document can be filled out in the appropriate section with information that gratitude was expressed to the employee.
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)..
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.
how to make a corresponding entry in your labor record .
- The HR department employee or employer must issue an order to the organization assigning gratitude to a specific employee.
- Next, the employee’s personal file is raised and the work book is taken out.
- In the labor report we find a spread dedicated to entering information about employee awards.
- 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.
- Then , in the second column on the left we put the date indicating the moment the thank-you letter was issued.
- 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.”
- Now , we write the number of the order in accordance with which the citizen was awarded.
- 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 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.
What does gratitude give in a work book?
A note that an employee has been recognized by management for his achievements can ultimately affect career growth and the size of his pension. And when changing jobs, such records sometimes play a decisive role if management selects a future employee from among several candidates.
In addition, the psychological factor deserves attention. Motivating employees is one of the most important tasks facing managers. An employee who is appreciated by his superiors strives to further increase labor productivity and improve the results of his work. The spirit of competition encourages his colleagues to work better in order to also receive well-deserved encouragement and be recognized for their successes.
Also see “Entry in the work book of the general director: sample.”
How do I make other employee benefit records?
If the employee was encouraged in a way other than gratitude or reward, then this should also be indicated in the work book. Labor practice knows many cases when records of various kinds about awards were interpreted incorrectly in the labor record.
That is why, in order to independently make a new entry into the labor record, you need to remember a number of basic rules.
Firstly, we must not forget about numbering. In any case, place it in the required order.
Next, keep the date in mind. It must follow the next date after the day the order was issued, excluding weekends.
Also, do not forget that the information about the award should contain information regarding the name of the organization, the type of award and information about what exactly it was awarded for. Don't forget to indicate the date and order number. Only after you have completed all the points of this article will the entry you made in your employment record be considered valid.
Entry of promotion in the work book - sample:
Additional information on video:
What kind of gratitude is included in the work book?
When registering, it is important to understand:
- what exactly the employee was recognized for;
- what were the reasons that prompted his superiors to encourage him.
The following reasons for gratitude for work are usually identified:
- significant increase in labor productivity;
- successful participation in responsible events;
- productive work on a major project;
- making innovative proposals;
- improving the quality and organization of work;
- mentoring, training of young specialists.
The “award information” section is over
If an employee constantly receives incentives and, in principle, is very hardworking, then surely the page dedicated to awards and other incentives may quickly come to an end. What should a HR employee do in such a situation?
The answer to this question is simple.
Just print out a new form
about awards and incentives and place it in the labor record, putting the seal of the organization and the signature of the manager on it.
After this, you can safely make new entries of various kinds about incentives on the newly printed sheets.
Is a certificate of honor included?
A certificate of honor is a type of award, therefore, if there are determining factors, it should be mentioned in the work book. What are these determining factors? The fact is that before you enter any data about awards into the work book, an order is issued. If the order was not issued, information about the literacy is not desirable for inclusion in the labor report.
Many employers do not consider a certificate of honor a reward, and therefore, as a result, they do not issue orders.
That is why the question with a certificate of honor is often controversial, but now you know exactly how to answer it correctly.
Entry in the work book about awarding a diploma of honor - sample:
Penalty for depositing
An organization may be fined if:
- information about the promotion is not true;
- information was not entered despite the existence of an order;
- the information was entered despite the fact that the order was not issued;
- the information was entered incorrectly.
As a rule, all these cases are grounds for an administrative fine against the organization as a whole. The fine is imposed in the amount of three hundred to five hundred rubles.
