What awards are included in the work book? How to make an entry in an employee’s work book about awarding a certificate of honor

The work book includes information about important events in the employee’s working life. Such events are employment, dismissal, transfer to another job. In addition, the employer reflects information about awards in the work book. If the employer has decided to reward the employee (for example, with a certificate), the relevant information must be indicated in the work book in the manner prescribed by the norms of the labor legislation of the Russian Federation. Let's look at this order.

Employment history

Labor legislation provides for the need for organizations and individual entrepreneurs to include in a special document information about the length of service and work activities of their employees.

This document is called a “work book” and is a multi-page document that includes several sections. Its form has been approved by the competent authorities and is mandatory for use throughout Russia.

The form and procedure for maintaining work books are approved in two regulatory legal acts:

Rules of conduct approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 (hereinafter referred to as the Rules);
Instructions for filling out, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69 (hereinafter referred to as the Instructions).

These by-laws contain, among other things, information about which incentives are entered in the work book and which are not (paragraphs 24, 25 of the Rules).

Incentives from the employer

Labor legislation requires an employee to:

show conscientiousness when performing your official duties;
know and comply with work procedures;
properly comply with the relevant requirements of labor discipline, labor safety, etc.

The employer, assessing the quality of performance of labor duties by employees, has the right to both encourage them and apply certain negative disciplinary measures to them (remark, reprimand, etc.).

It is important to take into account that entries in the work book should only include awards. Information about disciplinary sanctions is not indicated in this document.

The list of incentives provided for by law is specified in Article 191 of the Labor Code of the Russian Federation:

Gratitude;
bonuses;
valuable gift;
diploma;
honorary title “best in the profession.”

The employer can reward employees in other ways if they are provided for in the collective agreement or local regulations.

Entry of the award in the work book. Sample

The head of the organization signs the order.

The personnel department issues a valuable gift and makes an entry in the work book about rewarding the employee.

Types of awards indicated in the work book

Paragraph 24 of the Rules clearly states which incentives are to be included in the work book:

State awards (including state honorary titles);

Certificates of honor, titles, other awards on behalf of the employer;

Other types of incentives provided for by law or internal regulations of the employer.

Clause 25 of the Rules contains an indication of the types of incentives that should not be indicated in the work book. These include, for example, quarterly bonuses and other regular payments.

Meaning of Award Record

As a rule, the personnel department is reluctant to enter entries into the employee’s work book, because doesn't consider them important. However, such inaction is contrary to labor legislation.

Both the employee and the personnel service should not forget that the presence of incentives indicates the conscientious performance by the employee of his duties, which can be taken into account, for example, when deciding whether to bring him to disciplinary liability for the relevant offense. In addition, the presence of such incentives for an employee may be taken into account by the employer as one of the incentives for advancement along the “job ladder”.

The information recorded in the work book provides useful information about the worker and his activities. Any entry in this document must have its own specific place. The citizen’s basic personal data is written on the title page; the following pages contain information about employment or dismissal. But where is the place for incentives? How to make an entry in the work book about awarding a certificate of honor?

Employee incentives and types of incentives

In organizations there are two measures that can stimulate production or influence workers:

encouragement;
punishment.

Punishment - certain penalties, deprivations, reprimands, and so on. But the most popular is the incentive measure.

Promotion is a specific reward for an employee, which is given to him as gratitude for diligence, love of work, perseverance and high productivity. It is of a public nature. Typically, the employer rewards workers in order to encourage them to work even more efficiently and better. The production manager decides which incentive method to choose. At the same time, he is guided by his financial capabilities. Awards are classified according to three indicators:

impact on workers;
subject composition;
eigenvalue

Rewards are of a moral or material nature. They belong to the influencing species. Moral rewards allow you to provide moral support to the worker (now very rarely used), while material rewards can include the issuance of cash.

The type of subject composition includes individuality or collectivity of encouragement. The leader offers rewards that have their own meaning (for certain successes). Any encouragement has its own way of implementation. Its forms are varied.

verbal gratitude;
gratitude in a written order;
bonuses;
gratitude in the form of a gift;
assignment of titles;
issuance of an honorary badge;
issuance of a certificate of honor;
entry in the book of honor or on the honor board.

Some more types can be added to this list, since the employer independently decides or comes up with incentives that will help him stimulate the work process. At the request of management, one person may receive several awards (for example, gratitude and a bonus). The conditions for their issuance are stated:

in a collective agreement;
in the agreement;
in the rules of routine;
in the charters;
in promotion provisions and so on.

The law stipulates that incentives can be given to an employee for two reasons:

for successes in labor activity in the organization;
for labor services to the state and society.

These reasons are very different. Success in work is encouraged by the company's management, without going beyond its boundaries. Merits of a state nature are awarded by relevant bodies outside the organization.

Certificate of honor

A certificate of honor is a way of rewarding a worker, a written document presented on a special sheet (form). There is also a certificate, gratitude, and diploma. This type of encouragement is given for an event:

Public Holiday;
special date (significant);
worker's birthday;
date associated with the anniversary.

The certificate is issued:

for excellent achievements in work;
for contribution to production activities;
for many years of work in the company;
for conscientiousness and impeccability of production.

To receive such a certificate, an employee must work for the company for three years or more. Re-awarding can only take place after two years have passed. The condition for receiving a certificate of honor is gratitude from the company.

Who and how is the certificate of honor issued?

When deciding whether to reward a worker, the first fundamental role is assigned to the director of the unit or personnel employees where the person being awarded works. Having correlated all the facts, they conclude that it is possible to award him a certificate of honor. The manager is provided with this information with an explanation (report). That is, you need to inform the manager about what kind of incentive and on the basis of what facts and documents the employee can be awarded.

The manager, having reviewed the document provided, makes an objective (positive or negative) decision on rewarding the employee with a certificate. If the decision is positive, the director issues an order and informs the team about it. The text written in the order is included in the certificate of honor. The form is signed by the head of the organization or an authorized deputy.

How to make an entry in the work book about awarding a diploma of honor

The certificate is presented to the worker by the employer at a ceremonial moment. The final part of issuing a certificate of honor is the recording of this award:

in a personal matter;
in the work book.

A record of encouragement is entered into the personal file in form No. T-2. The entry in the work book about the award of a diploma of honor is made after.

Not all types of incentives are recorded in the work book. An entry in this document is made for the merits of the work:

state awards (assignment of state titles in the presence of a decree and other document);
certificates of honor;
assignment of titles;
awarding with badges or badges;
diplomas;
certificates of honor belonging to organizations and other incentives under Russian legislation.

In connection with the above, it is necessary to note in the employee’s book information that he was awarded a certificate of honor. This must be done by the manager. Another official may also make a similar entry if he has the authority to do so.

On the “Information about awards” page, in the largest column (column three), first write the full name of the enterprise. An abbreviated version of the company name is also noted here. In the first column you must put the number of the recorded information. Each new entry has its own license plate. Columns number two, three, four - for writing the date of issue of the letter (the year is not abbreviated). Under the name of the organization, information is written about by whom, for what and what type of incentive the employee was awarded (“The Ministry ... awarded a certificate of honor for ...”). After this, in the fourth column an indication is made of the document that establishes the incentive, the date of its preparation and the license plate number.

The employee’s departure from the organization must be accompanied by certification of information about awards. The position of the person in the company who certifies the recording data is written, then his signature with a transcript. The employee signs last. The document is certified by the employer's seal.

To summarize, it should be noted that certificates of honor are a written award in honor of a major event or for some merit. Such incentives must be recorded in the work book in the section on awards. It is certified by the signature of the employer and employee, and then by a seal - before the latter leaves the organization.

A work book in the Russian Federation is the main document characterizing the employee’s work activity. The following information is entered into the work book:

– about the employee;

– about the work he performs;

– about transfers to another permanent job;

– on the dismissal of an employee, as well as the grounds for termination of the employment contract;

– about incentives and rewards for success in work.

In this article we will look at how information about awards is entered into the work book.

According to Art. 66 of the Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation), a work book of the established form is the main document about the employee’s work activity and length of service.

The form, procedure for maintaining and storing work records, as well as the procedure for producing work record forms and providing them to employers are established by the federal executive body authorized by the Government of the Russian Federation.

Currently, Resolution of the Government of the Russian Federation dated April 16, 2003 N 225 “On work books” is in force, which approves the form of the work book, as well as the Rules for maintaining and storing work books (hereinafter referred to as Rules N 225), and the Resolution of the Ministry of Labor of Russia dated 10 October 2003 N 69 “On approval of the Instructions for filling out work books” (hereinafter referred to as Instruction N 69).

The employer (with the exception of employers - individuals who are not individual entrepreneurs) maintains work books for each employee who has worked for him for more than five days, in the case where work for this employer is the main one for the employee (Part 3 of Article 66 of the Labor Code of the Russian Federation) .

The work book contains information about the employee, the work he performs, transfers to another permanent job and the dismissal of the employee, as well as the grounds for termination of the employment contract and information about awards for success in work. Please note that information about penalties is not entered into the work book, except in cases where the disciplinary sanction is dismissal.

At the request of the employee, information about part-time work is entered into the work book at the place of main work on the basis of a document confirming part-time work.

The work record book must be presented by the employee when concluding an employment contract. In some cases, provided for by labor legislation, labor relations may arise without presenting a work book, and the absence of a work book cannot serve as a basis for refusal to conclude an employment contract. If a person applying for work does not have a work book due to its loss, damage or for any other reason, the employer is obliged, at the written request of this person (indicating the reason for the absence of a work book), to issue a new work book (Part 5 of Article 65 of the Labor Code RF).

The registration of a work book for an employee hired for the first time is carried out by the employer in the presence of the employee no later than a week from the date of hiring (clause 8 of Rules No. 225).

Let us remind you that information about the award is entered into the employee’s work book.

According to clause 24 of Rules No. 225, the following information about rewards (incentives) for labor merits is entered into the work book:

a) on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;

b) on awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor by employers;

c) on other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations, charters and regulations on discipline.

Entries about bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books (clause 25 of Rules No. 225).

The procedure for entering information about awards is regulated by Section. 4 Instructions No. 69.

When filling out information about awards, the following entries are made:

– in column 3 of the “Information about awarding” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any);

– in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity);

– Column 2 indicates the date of award;

– in column 3 it is written down who awarded the employee, for what achievements and with what award;

– Column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.

Information about awards TC N 8655988

N entries	date			Information about awards (promotions)	Name, date and number of the document on the basis of which the entry was made
N entries	number	month	year	Information about awards (promotions)
1	2			3	4
				Society with limited
				responsibility of “Atlanta”
14	17	07	2014	Management of the Company with	Order dated July 17, 2014 N 27
				limited liability
				“Atlanta” for exceeding the plan
				gratitude declared

As a rule, the following documents serve as the basis for making entries about rewarding (incentivizing) an employee for labor merits:

– when awarding an employee with state awards, including the conferment of state honorary titles, - decrees (other similar decisions) or their duly executed copies;

- when awarding an employee with certificates of honor, conferring titles and awarding badges, badges, diplomas by the employer - resolutions, decisions, orders (other similar decisions) or their properly executed copies (extracts from them);

- when applying to an employee other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations, charters and discipline regulations, - relevant documents confirming the fact of incentives, or their properly executed copies (extracts from them).

To register and record incentives for success in work, the Order (instruction) on rewarding an employee (form N T-11) and the Order (instruction) on rewarding employees (form N T-11a), approved by the Resolution of the State Statistics Committee of Russia dated January 5, 2004, are used. N 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment” (hereinafter referred to as Resolution N 1). The given forms of orders are not mandatory, since in accordance with paragraph 4 of Art. 9 of the Federal Law of December 6, 2011 N 402-FZ “On Accounting”, the forms of primary accounting documents are determined by the head of the economic entity. However, they can be used.

These orders are accepted on the basis of a proposal from the head of the structural unit of the organization in which the employee works, signed by the head of the organization or a person authorized by him, and announced to the employee (employees) against signature.

Here is an example form for submitting a promotion:

The order (instruction) to reward an employee indicates the motive and type of incentive, as well as the basis for issuing the order (for example, a proposal from the head of a structural unit).

Other necessary information may also be indicated (for example, a record of the sources of bonuses). If incentive measures do not provide for a material component, then the requisite “in the amount of ____ rub. _____ cop.” not filled in.

It is allowed to reflect other information in the unified order forms: about the time and procedure for the awarding event, about the person in charge, etc. The prepared order is submitted by the personnel service for signature to the head of the organization or another authorized person.

Based on the order (instruction), a corresponding entry is made in the employee’s personal card (form N N T-2 or T-2GS (MS) (approved by Resolution No. 1)) and the employee’s work book.

Example. Based on the presentation of the head of the transport department of Atlanta LLC dated July 21, 2014 No. 5, the HR employee issued an order dated July 23, 2014 No. 92 to reward the driver Antonov I.A. in the form of a bonus in the amount of 3,000 rubles. for fuel economy and exemplary performance of work duties.

Let's consider how the order to encourage I.A. Antonov will be issued.

Example. Based on the presentation of the Deputy General Director of Atlanta OJSC dated July 11, 2014, the HR employee issued an order dated July 14, 2014 N 87 on rewarding the following employees for high professionalism and achievement of high production indicators:

Head of the Sales Department Efremov A.N. in the form of a bonus in the amount of 10,000 rubles;

Deputy Head of Department Ionin D.V. in the form of a bonus in the amount of 10,000 rubles;

system administrator Kharlamov T.S. in the form of a bonus in the amount of 8,000 rubles.

Let's consider documenting incentives for employees' work.

Full Name	Personnel Number	Structural subdivision	Position (specialty, profession)	Amount, rub.	The employee is familiar with the order (instruction). Personal signature of the employee.
1	2	3	4	5	6
Efremov Anton Nikolaevich	52	Sales department	Boss	10 000	Efremov
Ionin Dmitry Vladimirovich	61	Marketing department	Deputy Head of Department	10 000	Ionin
Kharlamov Timofey Sergeevich	73	Department of Automated Control Systems	System Administrator	8000	Kharlamov

I would like to draw the attention of readers to the fact that the system of employee incentives and rewards adopted by a particular employer will operate effectively if employees are aware of the principles of its functioning.

Their conviction in the fairness of this system is also of great importance.

The rules that regulate the entire procedure for applying incentives for conscientious work can be documented in the internal labor regulations, but it is more advisable to do this in a special local regulatory act - a regulation on employee incentives.

The work book contains a section in which records are made of all the employee’s labor achievements. It is very important from the point of view of determining the status of an employee and his contribution to the development of the enterprise. Since there is no standard for filling out as such, we will tell you in this article how to correctly enter an entry about the award in the work book.

What are records made about?

What awards are included in the work book are clearly stated in the Rules for maintaining and storing work books. They provide that the book contains information about the employee’s awards:

State awards.
Awards received for contribution to the activities of this organization (gratitude, certificate of honor or badge, diploma, etc.).
Personal cash bonuses established in accordance with the collective agreement.
Departmental awards.

Regular bonuses, which are awarded to employees on the basis of the regulatory act on remuneration adopted by the organization, are not included in the work book.

This section also includes information about awarding honorary titles to employees. This is especially important from the point of view that their assignment, as well as the awarding of some departmental awards, occurs sequentially: from less significant to more honorable. Therefore, information about any such incentive requires documentary confirmation. An example is the awarding of diplomas to local, regional and central authorities.

Filling out the work book must be completed only after the personnel service receives an official document indicating the promotion of this particular employee.

The instructions do not provide for exact deadlines for making entries about incentives in work books, with the exception of cases with state awards. Records of incentives received by an employee in a given institution (organization) must be made no later than one week after signing the order.

Reasons for making entries

As a rule, award material for employees who are nominated for awards with orders, medals, badges of honor and other serious awards is prepared in personnel services. They prepare appropriate petitions, fill out award sheets, and prepare testimonials and other documents reflecting the employee’s achievements for submission to higher organizations. On their basis, the final decision on awarding is made, as reported in a specially issued order.

How is recording done?

The instructions determine how to record an award in the employee’s work book. Let's consider the algorithm for this action:

We write the full name of the institution (organization), you can also use a stamp for this.
In the 1st column we enter the serial number of the record on the accrual account only for the “Information about awards” section.
In the 3rd column we indicate who awarded the employee and enter specific information about the awards. Here it is necessary to briefly indicate what exactly the employee was awarded for (you can use the text from the petition or order).
In the 4th column, you should accurately indicate the name and details of the document, which is the basis for making this entry in the work book. As a rule, this is an order from the organization.

If there is no space for entries in the “Information about awards” section, it is strictly forbidden to add blank sheets of paper to the book. If the section is completely filled out, an insert may be made. It has the same legal force as the entire document, and it can reflect all types of incentives (awarding a medal or order, declaring gratitude, presenting a bonus, etc.) that the employee was awarded.

Article 66 of the Labor Code of Russia states that information about his rewards for successful work is entered into the employee’s work book. Whether an employee is worthy of promotion or not, each employer decides for himself. When a positive decision is made, an entry is made in the work book about rewarding the employee.

What awards are included in the work book?

Every employee of the organization should know these cases:

How to make an entry about an award in a work book

The correct entry is as follows:

In column 3 of the section entitled “Information about awards”, you must indicate the full name of the organization as the title (if there is an abbreviated name of the organization, you must also indicate it).
Column 1 must contain the serial number of the corresponding entry (numbering should be in ascending order throughout the employee’s entire career).
Column 2 must indicate the exact date of the award.
In column 3, you must indicate who awarded the employee, what award and for what achievements (that is, make an entry in the work book about the award).
Column 4 must indicate the name of the document (order of awarding a certificate of honor or any other documents) on the basis of which the corresponding entry was made, indicating the date and number. Abbreviations may not be used in entries.

When an entry about incentives is made in the work book

The employer seeks to reward a diligent employee for good work and uses incentives for this. This allows you to raise the prestige of conscientious work, especially when its deadlines are tight.

Encouragement should be received by an employee who constantly strives to increase labor efficiency, improve the quality of manufactured products, long-term and impeccable work, and the use of innovative ideas in their work. The incentive may be:

announcement of gratitude;
issuing a bonus;
presentation of valuable gifts;
awarding certificates of honor;
inclusion in the Book or on the Board of Honor and other incentives, if they are provided for by the charter, regulations on discipline or rules affecting internal labor regulations.

At the same time, the issuance of a cash bonus provided for by the wage system is not mandatory in order to make an entry about the promotion in the work book. Cash bonuses can be represented by a certain amount or a percentage of the employee’s salary or the amount of work performed by him.

For outstanding services to the Motherland and society, an employee may be nominated for a state award.

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.

An outstanding employee can be rewarded as follows:

give a valuable gift;
express gratitude to him;
issue a bonus;
present a certificate of honor;
enter into the Book of Honor;
- place on the Honor Board.

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 record being made (in ascending numbering during the work activity of the employee of the organization);
in column 2 - the exact date of the incentive;
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.