Gratitude in the work book (sample). Making a note of gratitude in the work book: correct entry
06.09.2017, 23:18
It was decided to express gratitude to one of the organization’s employees for success in their work and include it in their work book. Now the personnel officer is faced with the task of entering gratitude into the work book correctly. To do everything without errors, you need a sample.
Employee incentives can also be non-material
The Labor Code of the Russian Federation provides various ways personnel incentives, both material and non-material (Article 191 of the Labor Code of the Russian Federation). We list the main ones:
- Gratitude;
- bonus;
- valuable gift;
- certificate of honor;
- nomination for the title of the best in the profession;
- nomination for a state award (for special services to society and the state).
We fill out the labor
Based on the order, a record of gratitude can be made in the employee’s work book. This is the so-called gratitude with entry into the work book (clause 4 of the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69).
To avoid mistakes, we suggest step by step order adding gratitude to the work book:
- Column 3 indicates the full and abbreviated (if any) name of the organization;
- Column 1 indicates the serial number of the entry made;
- in column 2 – the date of award is indicated;
- in column 3 - information about the award (incentive);
- in column 4 - the name and details of the document (for example, an order) on the basis of which the note of gratitude was made.
Especially for our readers, our specialists have prepared a sample of how to enter gratitude into a work book.
Gratitude for work is one of the methods of non-material stimulation of employees, therefore the practice of declaring gratitude is actively used by employers.
What is gratitude expressed for?
The reason for the incentive must be justified, otherwise the incentive will not work, that is, it must be some kind of achievement in work, for example, the introduction of a new method.
Summing up the results of a particular period showed that the employee showed the highest results. Perhaps there will be rewards for fulfilling or exceeding the plan.
The reward can be timed to coincide with the employee’s anniversary, especially if the person has worked at the company for a long time.
Others possible reasons incentives, including those specified in labor and collective agreements, wage regulations and other internal documents.
Forms of declaration of gratitude
oral (without issuing an order);
written (with an order to declare gratitude and an entry in the labor record).
How to write an order of gratitude
The decision to issue a commendation is usually made on the basis of the relevant submission. In general, each specific enterprise draws up a procedure for rewarding employees and prescribes it in its internal regulations. In general, the head of the department where the distinguished employee works makes a presentation. The head of the enterprise can do the same and apply for an award to higher management.
When a positive decision is made, an order of gratitude is drawn up, sample HERE. The order header is common to all orders at the enterprise. Directly in the text of the order it is formulated for what specific merits gratitude is declared. Be sure to indicate the employee(s) being awarded.
After the order is issued, the employee must be familiarized with it against signature. A copy of the document must be placed in your personal file. The further procedure depends on the internal etiquette of the company. Usually the document is placed in the most visible place on the bulletin board or on a special honor board. In addition, the text of the order may be announced at a meeting, conference, etc.
Making an entry in the work book
Awards and incentives given to an employee are a definite plus for his reputation. Therefore, if an employee compiles his portfolio, a copy of this order can be placed there. True, this is a rather rare case. But every employee has a work book. So making an entry in it will be a definite plus for your reputation.
The text that is entered into the labor document must completely copy the entry in the order. Next, enter the number and date of the order and certify all this with the seal of the company. The stamp can also be placed when the employee quits, retires, etc.
Below is located standard sample and a gratitude order form, a version of which can be downloaded for free.
An employer can express gratitude to an employee for successful work, achievement of certain performance indicators, and conscientious performance of duties.
The declaration of gratitude is formalized by order of the director; you can use the standard form T-11 or draw up an order in free form.
To issue an order, you must have an idea for the award, usually it is drawn up by the head of the department where the employee to be awarded works. An employee of the HR service (HR department) can also provide an idea. The presentation must contain a motive - for what the employee should be thanked, for what successes and achievements.
Gratitude is one of the types of rewards that can be applied to employees in order to increase their loyalty to the employer, as well as recognition of the employee’s merits. This is always formalized by order.
Often a cash bonus () or a material gift is also added to this, which further encourages the employee to increase the return on his work. labor activity.
Such types of incentives significantly improve the work process at the enterprise, reduce staff attrition, and increase productivity and quality of work.
Organizations that want to use incentives to stimulate work must develop a special Regulation that will stipulate for what and how the employee will be rewarded.
A declaration of gratitude usually takes the form thank you letter or, which are served on the basis of an approved order. The law does not establish any strict requirements regarding the form.
How to fill out form T-11?
It is recommended to use the unified form T-11 to express gratitude to one employee and T-11a for a group of employees. To apply, you must have a petition or submission for promotion. The head of the organization marks it “for execution”, after which the HR department prepares a corresponding order with subsequent approval by the director of the company.
Filling out the T-11 form is discussed in. If incentives in the form of gratitude are used, then in the corresponding line of the order you should indicate wording like “declare gratitude.”
If an additional bonus is paid, its amount is entered in the field below. If the monetary component is not provided for the employee, then the field indicating the amount is not filled in.
Be sure to fill out the “motive for encouragement” field, where the wording from the presentation to the announcement of gratitude to the employee is entered - the employee’s achievements and successes.
The incentive clause can determine how the employee will be rewarded. For example, this could be a formal occasion, a meeting of employees.
Once completed, Order T-11 is submitted to the manager for approval. Next, the awarded employee gets to know him.
Do I need to make an entry in the work book?
A work book is a document that indicates the work experience of its owner. It contains records of hiring, transfers, and dismissals. This may include making a record of imposing a disciplinary sanction or expressing gratitude to the employee. However, this is not always done; the decision to record an award is made taking into account the opinion of the employee to be awarded.
According to the Rules for maintaining work books (clause 24), making an entry about promotion in the work book is mandatory.
An entry in the work book is made on the basis of an order.
What does such a record give to an employee? In fact, the employee does not receive any special privileges from the appearance of a thank-you note in work book. However, this may serve as a good signal for future employers to hire such a person. Such records indicate a conscientious attitude towards the labor process.
An employee can be deprived of a bonus under certain circumstances, and an order for deprivation of the bonus is issued.
Very often, disciplinary measures are applied to employees who perform their job duties in bad faith. But the employer must not forget that moral and material encouragement of employees plays an important role in stimulating high-quality work. In Chapter 44 of the Labor Code of the Russian Federation, which contains provisions on labor discipline, there is only one article related not to disciplinary sanctions, and with rewards for conscientious work. In this article we will look at how you can encourage an employee and what documents are drawn up.
Types and reasons for incentives
For conscientious performance by employees of their labor responsibilities Art. 191 Labor Code of the Russian Federation The following types of incentives are established:- Gratitude;
- bonus;
- valuable gift;
- certificate of honor;
- title "Best in Profession".
For the impeccable and effective service of civil servants, for example, the following types of incentives and awards are simultaneously applied:
- announcement of gratitude with payment of a one-time incentive;
- awarding a certificate of honor from a state body with the payment of a one-time incentive or with the presentation of a valuable gift;
- other types of incentives and awards adopted by the state body;
- payment of a one-time incentive in connection with retirement from a state pension for long service, etc. ( Art. 55 Federal Law dated July 27, 2004 No. 79-FZ “On the State Civil Service Russian Federation» ).
- entering the employee's name in the book of honor or on the honor board of the Ministry of Internal Affairs, its territorial body or unit;
- awarding departmental awards;
- early assignment of the next special rank;
- assignment of the next special rank one step higher than the special rank provided for the position being filled in the internal affairs bodies;
- rewarding with firearms or bladed weapons;
- early removal of a disciplinary sanction previously imposed on an employee.
State awards
For special labor services to society and the state, employees can be nominated for state awards. The order of presentation and types of awards are established 1099 “On measures to improve the state award system of the Russian Federation”. There are the following types of state awards:- title of Hero of the Russian Federation, Hero of Labor of the Russian Federation;
- Order of the Russian Federation;
- insignia of the Russian Federation;
- medals of the Russian Federation;
- honorary titles of the Russian Federation.
Those awarded state awards are also provided with measures social support, installed By Decree of the President of the Russian Federation dated September 7, 2010 No. 1099 (treatment in hospitals, hospitals, hospitals, free provision of medicines, exemption from housing costs, etc.).
One of the forms of rewarding citizens of the Russian Federation for services to the state, military valor, achievements in the field of ensuring the rule of law, law and order, public safety, protection of human and civil rights and freedoms is the awarding of weapons.
Yes, according to Regulations on the Ministry of Internal Affairs of the Russian Federation, approved By Decree of the President of the Russian Federation dated March 1, 2011 No. 248 , in the Ministry of Internal Affairs system, special funds of firearms and bladed weapons are being created to reward police officers and military personnel internal troops, federal civil servants and employees of the Ministry of Internal Affairs, employees, federal civil servants and employees of the Federal Migration Service, as well as other persons assisting in the implementation of tasks and the exercise of powers assigned to the Ministry of Internal Affairs and the Federal Migration Service.
The decision to award a state award is made by the President of the Russian Federation based on the submission and proposal of the Commission under the President of the Russian Federation for State Awards. A petition for a state award is initiated at the place of main (permanent) work of the person nominated for the state award by teams of organizations, government agencies or organs local government.
Premium payments
Incentives in any form will motivate an employee to continue fruitful work, but the most effective and widespread, of course, is incentives given in monetary form - a bonus. The bonus refers to incentive payments - a component wages (Art. 129 Labor Code of the Russian Federation). These payments are aimed at stimulating the employee to achieve high labor results, as well as rewards for the work performed.By order of the Ministry of Health and Social Development of the Russian Federation dated December 29, 2007 No. 818 incentive payments include:
- for intensity and high results of work;
- for the quality of work performed;
- for continuous work experience, length of service;
- bonus payments based on performance results.
The specific amount of the bonus can be determined either as a percentage of the employee’s salary or as an absolute amount.
According to Part 2 Art. 135 Labor Code of the Russian Federation incentive payments are established by collective agreements, agreements, local regulations in accordance with labor legislation and other acts containing labor law norms. At the same time, a local regulatory act providing for incentive payments must be adopted taking into account the opinion of the representative body of employees ( Part 4 Art. 135). Such a document, as a rule, is a provision on remuneration or bonuses for employees. In this case, employees must be familiar with this document before signing an employment contract.
Please note that from 01/01/2013, according to the changes clause 5 of the Regulations on the establishment of remuneration systems for employees of federal budgetary and government institutions, approved By Decree of the Government of the Russian Federation dated 05.08.2008 No. 583 , the size and conditions for making incentive payments are established taking into account the indicators and criteria for assessing the labor efficiency of employees developed in the institution.
note
To date, methodological recommendations for the development of performance indicators have been approved by orders of the Ministry of Labor of the Russian Federation dated July 1, 2013 No. 287 , Ministry of Health of the Russian Federation dated June 28, 2013 No. 421 And Ministry of Culture of the Russian Federation dated June 28, 2013 No. 920 .
Payment of bonuses to employees for conscientious work is carried out on the basis of an order from the manager. The manager can make a decision on bonuses either independently or on the basis of a proposal from the head of a structural unit. An order can be issued to award bonuses to one employee or several, and is announced to employees upon signature.
Here the question arises: if all employees of an organization are paid, for example, a quarterly or annual bonus based on work results, provided for by the regulations on remuneration, is it necessary to familiarize all employees with the order and how? Although Instructions for use and filling out primary forms accounting documentation on labor accounting and payment, approved Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 , an obligation has been established to familiarize employees with the bonus order against signature, we believe that in such situations it is not necessary to do this, since due to Art. 136 Labor Code of the Russian Federation the employer notifies all employees in writing about all components wages.
Gifts for employees
Giving gifts is also one of the effective incentives for employees. It's about not only about valuable gifts awarded personally for labor merits, but also about gifts dedicated to holidays on March 8, February 23, anniversary, retirement, etc. When applying such encouragement, you should remember: due to clause 28 art. 217 Tax Code of the Russian Federation, if the value of a gift received once during the year is more than 4,000 rubles, the employee will have to pay personal income tax on the part that exceeds this amount ( Letter from the Ministry of Finance of the Russian Federation dated November 22, 2012 No. 03‑04‑06/6‑329 And dated March 13, 2009 No. 03‑04‑06‑01/59). The employer withholds this amount from the employee’s salary ( clause 4 art. 226 Tax Code of the Russian Federation).So that the costs of purchasing gifts for staff related not to holidays, but to production results, high achievements in work, and other similar payments are taken into account in income tax expenses, in employment contracts There must be a condition with employees that they are covered by the incentive system in force in the organization. This clarification is given by the Ministry of Finance in Letter dated April 22, 2010 No. 03‑03‑06/2/79 .
As for gifts on holidays, the Ministry of Finance has repeatedly explained that such expenses cannot be taken into account when calculating income tax, since they are not related to the production results of employees (see, for example, Letter dated 02/21/2011 No. 03‑03‑06‑01/59 ).
The issuance of gifts is also formalized by an order to reward the employee (employees) in the form T-11 or T-11a and a statement for the issuance of gifts. Since there is no unified form for such a statement, you can develop it yourself. Let's give an example (see page).
Other incentives
Also quite common types of encouragement are the announcement of gratitude, the awarding of a certificate of honor or a badge of honor. These incentives do not require any material costs from the organization; they not only motivate the employee to continue working, but also contribute to his career advancement.Gratitude is declared to the employee by issuing an administrative act (order, instruction, decision) of the employer, usually in a solemn atmosphere. In the same way, the employee is awarded a certificate or badge, etc.
Particularly distinguished employees may be awarded the title “Best in the Profession” based on the results of an announced competition. In this case, the employee must have appropriate work experience. Certain executive authorities are involved in holding such competitions, for example, a competition for the best in profession among medical workers organized by the Ministry of Health of the subject, among internal affairs bodies employees - by the Ministry of Internal Affairs, etc.
The title “Best in the Profession” may be accompanied by the presentation of a diploma, badges, gifts, etc.
Municipal medical and preventive institution
"Regional clinic"
08/28/2013 Kirov
Statement No. 9
issuing a gift for the anniversary date
The statement was compiled by accountant S.V. Kopeikina. Kopeikina
We prepare documents
Let's look at the procedure for issuing incentives. It begins with the submission of a presentation by the head of a structural unit or another authorized official (head of the personnel department). The form and content of the submission are arbitrary and can be established by local regulations. The submission is sent to the head of the organization or another person authorized to reward employees.The submission shall indicate the surname, first name, patronymic, position and place of work ( structural subdivision) nominated for incentives, level of qualifications, reasons for applying the incentive and its type. If necessary, the length of service in a specific organization and general professional experience are indicated. The presentation can provide for the composition of officials who agree on employee incentives and the sequence of such approval. For example, Chief Accountant can confirm availability Money for promotion, and the personnel officer - information about the employee. The approval procedure may be established by local regulations. Let's give an example of a presentation for encouragement.
GU NPO "Fakel" to the Director
V. M. Markin
Performance HR department
dated 08/26/2013 No. 14 prepare an order by 08/30/2013,
Volgograd accounting department to process and accrue
bonus in the amount10 000 rub.
About promotion
28.08.2013, Markin
Viktor Ivanovich Mikhailov has held the position of chief designer since January 12, 2008. During his work, he proved himself to be a competent specialist. During his work, he underwent advanced training twice, which is confirmed by documents of the established form.
Mikhailov V.I. is a responsible employee, a qualified specialist, proactive and executive. Performs job duties in full, no comments or violations labor discipline does not have.
For impeccable work, high professionalism and in connection with the anniversary, I ask you to express gratitude to V.I. Mikhailov and give a cash bonus.
Deputy Director
on personnel issues Kovaleva/M. N. Kovaleva/
Chief Accountant Maksimova,/IN. A. Maksimova/
27.08.2013
Based on the positive resolution, the personnel service is preparing a draft order for promotion in the unified form T-11. The order indicates the last name, first name and patronymic of the employee, his personnel number, position (profession), structural unit, then the motive for encouragement (awarding orders and medals, conferring honorary titles, performing particularly significant tasks, conscientious work, anniversary, etc.). ) and type of encouragement (gratitude, valuable gift, certificate of honor, bonus, etc.). The employee is introduced to the order against signature. The contents of the order can be brought to the attention of the entire team.
Based on the order, information about the incentive is entered into the work book and personal card of the employee in the unified form T-2 .
Clause 24 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers approved By Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “About work books”(Further - Rules), it is established that the following information is entered into work books:
On the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;
On the awarding of certificates of honor, badges, badges, diplomas, certificates of honor by organizations, and the conferment of titles;
On other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations of the organization, charters and regulations on discipline.
note
Entries about bonuses provided for by the remuneration system or paid on a regular basis are not entered into work books ( clause 25 of the Rules).
According to clause 10 of the Rules the basis for recording an award made by the employer in the work book is a special order (instruction). The entry is made no later than a week and must exactly correspond to the text of the order (instruction). Let's give a sample.
| №
records | date | Information about awards (promotions) | Name, date and number of the document on the basis of which the entry was made | ||
| number | month | year | |||
| 1 | 2 | 3 | 4 | ||
| Government agency | |||||
| research and production | |||||
| Association "Fakel" | |||||
| (State Scientific and Production Association “Fakel”) | |||||
| 1 | 02 | 09 | 2013 | Thanks declared | Order |
Director of State Research and Production Association "Fakel" | from 08/30/2013 | ||||
and a reward was given for conscientious | No. 31-k | ||||
performance of labor duties | |||||
and high professionalism. | |||||
- “On approval of the List of types of incentive payments in federal budgetary, autonomous, government institutions and clarification on the procedure for establishing incentive payments in these institutions.”
- “On Methodological Recommendations for the Development of Authorities state power subjects of the Russian Federation and local government bodies of performance indicators of subordinate state (municipal) institutions of social services for the population, their managers and employees by type of institution and main categories of employees.”
- "About approval Methodological recommendations on the development by government bodies of the constituent entities of the Russian Federation and local government bodies of performance indicators for subordinate state (municipal) institutions, their managers and employees by type of institution and main categories of employees.”
- “On approval of Methodological Recommendations for the development by public authorities of the constituent entities of the Russian Federation and local self-government bodies of performance indicators for subordinate cultural institutions, their managers and employees by type of institution and main categories of employees.”
In article No. 191 Labor Code it is said that employees who conscientiously fulfill all their job responsibilities, have every right to encouragement. This encouragement can be both material and intangible. So, how to correctly make an entry in the work book about expressing gratitude?
Non-material reward for employee merits
Today it has become unpopular to use simple way stimulating employees through public recognition of their merits, although this method is very effective. At least get some encouragement in the form of material goods and nice, but it will take a lot positive emotions and an approving word from the manager in the presence of the work team. This is the same effective way as the others in promoting an employee to new achievements.
Therefore, recording gratitude in the work book will help the employee to be recognized by both managers and the team, as well as open up more opportunities in further career in the form of bonuses and career growth. This can also provide advantages when obtaining loans and will expand the social package.
How to correctly make an entry in the work book about declaring gratitude
If you follow the procedure for rewarding employees, then this should be prescribed in the regulations of the organization. This document may be a separate form, or may be general character and include all types of employee incentives and regulate the procedure for their application. The law does not prohibit the provision of employee incentives in collective labor agreements. Since rewards in the form of gratitude are announced for certain specific actions of the employee, then in the local normative act The enterprise must indicate exactly what actions and successes were thanked for.
Before writing a text of gratitude in the work book, you need to decide for what achievements the employee is being thanked. Most often, this is:
- significant increase in labor productivity)
- successful participation in events significant to the organization)
- improving the performance of similar periods and thereby increasing production capacity)
- successful implementation of large projects)
- effective proposals in various areas)
- improvement of work organization)
- mentoring of young professionals.
Special case
Sometimes the question arises whether it is possible to make an entry in the work book about gratitude without an order. If we turn to the legislation, it clearly states that an employee who has received remuneration in the form of an incentive is entered into the work book on the basis of an order.
The entry must strictly comply with the text of the order. The registration of a record of such an employee incentive, including a declaration of gratitude, is regulated by special instructions approved by Resolution of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003.
Formulation of gratitude in a work book
Let's look at how to correctly fill out a letter of gratitude in a work book. To do this, use the following registration procedure (each item is a separate column):
In column 3, in addition to the specified data, the full name of the organization is entered as a heading.
How to correctly make an entry in a work book: gratitude
According to the Decree of the Government of the Russian Federation No. 225 of April 16, 2003 on the introduction of a new type of books, other rules for filling them out were introduced. When entering information about incentives, the following types should be included:
- incentives on the occasion of success in work, used in the work collective)
- incentives on the occasion of successes in the work of the organization, which are provided for by the regulations and charter.
In addition to the listed incentives, the following information about awards is also included:
- awarding state awards, including state honorary titles, the basis of which are decrees and other decisions)
- awarding diplomas, or in the case of awarding titles and badges - diplomas)
- other types of incentives that are provided for by Russian legislation.
Having figured out how to correctly make an entry in the work book when declaring gratitude, you can make such entries in the work book without errors. It is worth keeping in mind that there is a special section in the work book for this. Thus, taking into account the decree of the Government of the Russian Federation, according to paragraph 24 of April 16, 2003, gratitude is included in the information section on incentives, since this is not a reward, but an encouragement. Gratitude is not entered without a corresponding order, and the text of the order must correspond to the entry on gratitude.