The nuances of drawing up an application for bonuses in 2020

Reasons for writing a petition

The reason for writing a petition for awarding a diploma of honor can be a variety of circumstances. It is not necessary to perform some kind of global labor feat, it can simply be an excellent performance of one’s job duties, coupled with strict adherence to labor discipline. However, more often than not, employees are rewarded for

• exceeding sales or production plans,
• achieving a certain length of service at the enterprise (usually over 10 years),
• special labor merits.

As a rule, the awarding of certificates of honor is timed to coincide with some important or festive event and takes place in a solemn atmosphere with a full meeting of the company’s employees.

Algorithm of actions preceding the award

The procedure for awarding, as well as the grounds for it, must be prescribed in the internal regulations of the company. They clearly regulate how, when and to whom certificates of honor should be awarded. Once the employee for the award has been identified, you need to draw up the text of the petition. If it is approved by the head of the enterprise, a corresponding order is issued based on it. Then a form of certificate of honor is purchased or developed, which should look as respectable and dignified as possible, and after entering all the necessary information into it, the certificate is presented to the employee in a solemn atmosphere.

It should be noted that the consent of the trade union committee is not required for this type of procedure - this is the absolute prerogative of management.

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Who draws up the petition

Typically, this document is written by the head of a structural unit or the immediate superior of a distinguished employee. The petition is drawn up in the name of the head of the company, who makes the final decision on the award. It must be said that most often this procedure is of a purely formal nature, since the awarding of a certificate of honor, being certainly an effective non-material incentive, does not require any special costs on the part of the organization (except for those cases when the certificate of honor accompanies the presentation of a material prize).

The application must be submitted to the manager in advance. Usually the period is indicated in the internal “Regulations on employee incentives”, but if not, then at least two weeks before the expected award.

Nuances about bonuses

Whatever the memo for a bonus for good work, the decision on reward is made solely by the manager. And if he says “refuse” the visa, it’s hard to argue. But such a decision still needs to be justified.

We must understand that achieving high results is not always the merit of one person or department. All employees must be indicated in the note, and everyone must receive payments: advertising department employees, lawyers, and accountants. Amounts may vary unless the entity has set fixed amounts. If employees perform the same functions and occupy the same positions, the size of the bonus for them should be the same. Otherwise, it is easy to prove discrimination and hold the employer liable.

Pay attention to the payment deadlines in which bonuses are transferred. They don’t talk about this in the reports, because the deadlines are usually indicated in the LNA, for example, based on the results of the past year - until February 28 (29) of the next year. If we are talking about irregular payments, for example, in connection with the conclusion of a major transaction, then it is worth stipulating when the person will receive what was promised. Usually the bonus is issued along with the next salary or within the time period specified in the order for the payment of money. And here it is important that the established deadlines are not violated, since the employer faces a fine for delaying mandatory payments.

Rules for drawing up a document

There is no single, mandatory, unified sample application, therefore employees of enterprises have the right to write it in any form or draw it up in accordance with a template developed and approved in the company’s accounting policy. In any case, this document must include

• information about the company,
• personal data about the employee nominated for the award,
• reasons and circumstances that prompted his immediate supervisor to write a petition
• and the date of the document.

Any additional documents may be added to the application (characteristics, an extract from their work record about work experience, certificates of special achievements, etc.), which must also be included as an appendix as a separate item.

We must not forget that the application may contain information not about one, but about several employees nominated for award.

Important information

Drawing up an application for incentives involves many nuances that are directly related to who exactly is planned to be rewarded - an employee or a manager.

To minimize the risk of misunderstanding, it is recommended to initially study basic issues and Russian legislation.

Basic Concepts

A petition implies an appeal to senior management in order to resolve the issue of allocating additional monetary incentives to an employee or providing assistance.

In this situation, the application for a bonus must be submitted to the immediate management or the employee’s boss in order to provide monetary incentives in a situation that goes beyond the scope of the collective agreement approved by the employer.

In order to formulate the appropriate Order for calculating bonuses in accordance with Russian legislation, there must be a reason, which is the petition provided in the form of an internal memo.

What is his role

The main purpose of drawing up this type of petition is to give the employer a clear understanding of what personal achievements an employee, for example, a forklift driver, should be rewarded for.

Unlike the strict form that is provided for the application, the petition implies a relatively detailed justification, which includes:

• personal qualities of the hired worker;
• special conditions under which work was carried out.

In other words, a petition is a way to increase employee interest in achieving the company’s goals.

The legislative framework

The main regulatory document is considered to be the Labor Code of Russia. In particular, in Art. 191 provides an approximate list of options that can be used to encourage hired staff.

The specified list of options in the article is not exhaustive, and if the employer wishes, it can be supplemented by any other methods that, in his opinion, will be effective.

They must be approved by the company’s internal documentation, in particular the collective agreement.

How to apply for a certificate of honor

The petition can be written by hand or printed on a computer, either on a regular A4 sheet or on the organization’s letterhead. It must contain the original signature of the responsible person (i.e., the immediate supervisor of the employee for whom the petition is being written). The document is drawn up in a single copy and endorsed by the secretary of the organization. Then it serves as the basis for issuing an order on behalf of the director of the company about the award, after which it is sent to the archive of the enterprise.

It should be remembered that a record of awarding a certificate of honor must be made in the personal file, as well as the employee’s work book.

Design features

The petition has a number of features. They must be studied before proceeding to drawing up the document. Therefore, it is better for the organization to have a sample application for payment of a bonus so that you can always see how and what needs to be written. The original document itself is filed in a personal file. There are also specific storage periods for such documentation depending on the status of employees (see table):

An example of drawing up a request to reward an employee

1. At the beginning of the document on the left or right, several lines are reserved for information about addressee and author petitions. Here it is indicated
   • Company name,

   its director (his position, surname, initials),

and in a similar way, information is entered about on behalf of whom the document is being written.

2. Next, it fits into the main part
   job title,
3. surname, first name and patronymic of the employee who is nominated for the award,
4. reason for encouragement
5. as well as the event to which it is dedicated.
6. Below, in a separate paragraph, you need to enter a list of additional documents attached to the application.
7. At the end, if necessary, it must be agreed upon with the responsible employee, and also signed by the direct compiler.

Sample application from an employee for a monetary incentive for gratitude

So, one or more employees of the organization particularly distinguished themselves in their work. In this case, their immediate supervisor draws up a petition to nominate them for promotion. If the employees who have proven themselves are themselves heads of departments, it is not necessary to file an application; an order from the head of the organization is sufficient.

The petition is drawn up in any form. It should reflect the following data:

• last name, first name, patronymic of the employee;
• position held;
• structural subdivision;
• basis for presentation for promotion (achievement).

In some cases, if necessary, additional information is indicated, such as length of service, date of birth (if the announcement of gratitude is timed, for example, to coincide with an anniversary), education, etc.

In a number of organizations, it is customary to attach documents confirming the employees’ achievements to the application. These can be reports, statements, graphs, diagrams that reflect the numerical indicators of a specialist’s work activity. If it is impossible to express labor efficiency in digital terms, a description of the employee’s success by his immediate supervisor is sufficient. In addition, the document can be supplemented with employee characteristics if desired.

We invite you to read: An employee broke his arms on the way to work

The petition can be completed as shown on p. 123.

After the application is approved by the head of the organization, it is usually transferred to the personnel department, where a draft order on promotion is prepared. In this case, you can use order forms N T-11 or N T-11a, which are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1 (sample on p. 124). The employee being encouraged must be familiarized with the order against signature.

Unified form N T-11

———¬¦ Code ¦ ——- Company with limited liability Form according to OKUD ¦0301026¦ “Magic Lantern” ——- ———————————————— according to OKPO ¦ ¦name of organization L ——————T————¬¦ Number ¦ Date of ¦¦document¦of compilation¦ ——— ———— ¦ 15th ¦ 01/17/2011¦ORDER L——— ———— (instruction) on employee incentives—————-¬¦Personnel number¦ ————— Egor Svyatoslavovich Potemkin ¦ 152 ¦————————————————- —————-last name, name, patronymic technical department——————————————————————structural unit electrical engineer———————————————————— ——position (specialty, profession) Active organization of measures to eliminate the consequences of the accident——————————————————————motive for encouragement at power plant No. 2, implementation of innovative proposals,——— ———————————————————positively impacted on the performance indicators of workshop No. 1——————————————————————________________________________________________________________________________gratitude ——————————————————————type of encouragement (gratitude, valuable gift, bonus, etc. - specify)__________________________________________________________________-in total —————————— —————————-in words- ————————————————— rub. —— kop.- -(——— rub. —- kop.) in numbers Basis: submission of petition——————————————————————________________________________________________________________________________ General Director Svetlichny A.P. SvetlichnyHead of the organization ———— ———- ——————position personal transcript signature signature Employee Potemkin was familiarized with the order (instruction) on January 17, 11 ——————— “—” —— 20— personal signature

Recognition of the employee's services to the company will most likely be expressed in writing. There is no established form of the document; it is developed by the enterprise independently, so the appearance of the form depends only on the imagination of the employer. This can be the organization’s letterhead, a special “Thank You” form printed in a printing house, a postcard, or a framed letter.

The text is compiled depending on the circumstances and in relation to a specific employee. The form indicates to whom gratitude is being expressed and for what. The document must be signed by the head of the organization. Additionally, members of the board of directors or honored employees of the company, for example veterans, mentors (sample on page 127) can add their signatures.

—————————————————————————¬¦ Thank you letter ¦¦ ¦¦ Dear Yegor Svyatoslavovich! ¦¦ ¦¦ The management of Magic Lantern LLC expresses its gratitude and¦¦declares gratitude for your energetic contribution to the company’s activities.¦¦Your constructive proposals for improving the technology¦¦electrothermal processes allowed us to increase the efficiency of the boiler-turbine shop N in just a month 1 to 1.75%. We wish you creative success and interesting innovative ideas. “We would also like to especially note your active participation in the elimination of the consequences of the accident in boiler-turbine shop No. 2 of power plant No. 2. Thank you for the courage, composure and professionalism shown on the night of the man-made disaster. ¦¦ We hope for our further productive cooperation. ¦¦ ¦¦ General Director Seal ¦¦ Magic Lantern LLC of the company ¦¦ A.P. Svetlichny with limited Svetlichny ¦¦ liability ¦¦ “Magic Lantern” ¦L—————————————————————————

Most often, gratitude is expressed to an employee in the presence of the entire company team or employees of a structural unit. Often he is given a gift or monetary reward. It all depends on what is specified in the employee incentive regulations. We will talk about financial incentives for employees on the pages of the upcoming issues of the magazine “Salary”.

I.A.Gavrikova

Senior Scientific Editor

https://www.youtube.com/watch{q}v=EgCQB1SsA9w

magazine "Salary"

There is no standard template for drawing up an application that must be used. For this reason, businesses can develop the document template themselves.

Despite the fact that the petition is written in free form, it must contain the following mandatory points:

• information about the organization;
• personal data of the employee who is nominated for the award;
• why the company’s management decided to file a petition against the employee;
• date of writing the petition.

If additional documentation is attached to the petition, for example, a reference for an employee, documents on special merits, an extract from the work record book on work experience, etc., a list of them should be attached as a separate item to the petition itself.

Sometimes management requests awards for several employees at the same time. Therefore, information about all employees is entered into one petition.

There are no requirements for the method of writing the document. It can be compiled by hand or typed on a computer. An A4 sheet or company letterhead is used. The already completed document must be signed by the immediate supervisor of the employee nominated for the award.

Only one copy is issued, which is endorsed by the secretary of the enterprise. Further, on the basis of it, an award order is issued on behalf of the organization’s management. After this, the application is transferred to the archive for storage.

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Note! If an employee has been awarded a certificate of honor, this fact must be reflected in his personal file and work record book.

There is a certain scheme for how to correctly draw up a petition. At the top of the sheet (right or left) information about who is being addressed and who is being addressed is written down.

In particular it is written:

• name of company;
• information about the manager (position, full name). The information about the applicant is recorded in the same way.

The main part contains the following information:

• position of the employee nominated for the award;
• Full name of the employee;
• basis for promotion;
• what event the award ceremony is dedicated to?

Additional payment for an honorary worker of general education.

Since the application is accompanied by additional papers, their list is given below, in a separate paragraph. Next, the document is agreed upon with the responsible employee and signed by the person responsible for its preparation.

Most institutions have their own rules related to office work and other aspects of their functioning. That is why organizations that prepare documents to reward employees must take these features into account.

Watch the video. How to make an entry about the award in the work book:

• Encouraging employees of enterprises who honestly perform their job duties is provided for by the Labor Code of the Russian Federation.
• According to Art. 191 of the Labor Code of the Russian Federation, the following types of incentives are provided:

• presentation of a letter of gratitude;
• awarding a certificate of honor;
• presentation for an honorary title;
• presentation of valuable gifts;
• presentation of cash prizes.

Employee incentives are drawn up according to the standard form T-11 (approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of 01/05/2004).

If we are talking about awarding teachers, the application is sent to the Office of the Ministry of Education.