Each official working person must have a work record book. It includes information about all places of work of a citizen. The data on the date of admission or dismissal from any company. Additionally, information on various awards received by a citizen at the place of work for various achievements is necessarily included. Information is entered by personnel officers. To avoid making a mistake, they should use sample records in the workbook on the award. The employee of the company himself can make sure that the necessary information is taken out in his personal document. Thanks to such records in the future, you can expect to receive a well-paid position in another company.
Legislative regulation
Each person must have a work book for work. Information on awards, hiring, dismissals or transfers should be entered in this document exclusively when taking into account the numerous requirements of the law. To do this, the personnel officer involved in this process must take into account the provisions of the following regulations:
- Art. 66 and Art. 191 TC;
- Government Decision No. 225, containing information on the rules for maintaining and storing this documentation;
- Instructions for filling out work books, which was introduced by the Decree of the Ministry of Labor No. 69.
If in any way information about the awards is entered incorrectly in the document, then they are easily recognized as invalid.
What awards fit in?
Every employee of any company should know what awards are entered in the workbook. Information on the various labor merits of the employee is included, therefore the following data must be indicated:
- issuance of a state award to a citizen;
- the provision of awards on behalf of the company where the citizen works, and usually diplomas are issued for this, thanks are given or some specific title is awarded, and diplomas or badges may also be issued;
- other types of awards, which are established on the basis of internal regulations, therefore, information about such awards must be included in the collective agreement and secured by the internal regulatory act of the company.
Information about different bonuses or different financial rewards is not included. The award should only be awarded based on the results of the work when the employee overfulfills the plan or brings other benefits to the company.
The most significant for any employee are departmental awards. When making awards in the workbook, one can count on more significant titles or registration of the status of a labor veteran in the future. If a person wishes to receive an honorary diploma from any Ministry, then he must first be given thanks.
When is the information entered?
Information about the awards in the work book is entered only on the basis of a special official document. It may be submitted by letter or order. The rules for filling out a work book include:
- the record is made by the responsible person who is an employee of the personnel department;
- for this, this specialist should have a document in his hands containing information on the provision of the award to the employee of the enterprise;
- usually the information is included in the work book after the employee receives a letter or a badge;
- different normative acts do not indicate the exact period during which entries must be made in the book.
By default, data is included in the document within one week after the award to the employee of the enterprise. This process should not be delayed, as otherwise the human resources officer may simply forget about his duties. In the future, this may lead to the start of legal proceedings between the employee and the employer.
Grounds
Information about the awards in the work book is included if there are good reasons. For this, official documents must be available. These include:
- an application on the basis of which a candidate is nominated;
- Award sheet correctly filled in by an official with the necessary authority;
- order of the head of the company;
- a letter received from a higher authority.
As soon as the necessary documentation is received by the personnel officer, he will enter the relevant information into the personal documentation of the employee who received the award.
Filling Rules
If an employee of the personnel department does not know how to indicate information in the documentation, then it is advisable to use sample records in the work book about the award. The procedure for filling out a document is considered simple. To do this, the following actions are performed:
- the first column shows the serial number of the employee incentive record;
- the second column is intended to indicate the date of entering information about the award;
- in the third column the achievements of the specialist for which he receives a promotion are given, as well as who exactly issued the award;
- the fourth column contains the name and details of the document on the basis of which the award was issued.
In fact, any employee in the human resources department can figure out how to fill out awards in the workbook. In small companies, this procedure is performed by the direct director. A sample reward information in the workbook can be studied below.
Rules of Procedure
If data on rewarding is entered in the work book, the person responsible must understand the rules of this process. These include:
- if the award is issued by the direct manager of the company in which the citizen works, then the name of the enterprise is given in the third column;
- if the responsible person makes any mistakes, then the false information is crossed out, and such a correction is certified by the signature of the head;
- if the employee who owns the document reveals that it contains incorrect data, then he may require the head of the company to correct specific information.
A sample entry in the employment record book can be studied below.
Why do I need to provide information in a document?
Information on awards under the law should be given in the work book. For each employee, this can bring certain benefits. This includes the opportunity to move up the career ladder or to find a good and well-paid job in the future.
Additionally, the presence of such records acts as a recognition of the merits of a person during the implementation of labor activity. Therefore, employees usually carefully monitor that company executives are responsible for their responsibilities in completing the book.
What to do if there is no place?
Filling out an awards book is a simple process. But sometimes HR specialists are faced with the fact that the document simply does not have free space for entering the required information.
Under such conditions, it is not permitted to stick additional sheets or include information about the award in the lines intended to indicate the place of work. Therefore, a special insert is started.
Are certificates of honor indicated?
Any employee wants his efforts to be noticed by the employer, so for him to receive even a standard certificate is considered a great way to reward. But this raises the question of whether the rewarding of the diploma was entered in the work book. The certificate of honor is represented by a significant award, so in most cases it is recorded in the personal documentation of the employee.
But when solving this issue, some determining factors are taken into account. Before filling out the work book, an order must be issued by the head. It is on the basis of this order that any significant information is entered into the personal documentation of the employee. If the letter is issued without publication by the head of the order, then information about such a document is not given in the employee’s work book.
For many employers, a certificate of honor is not a significant award, so they do not issue an official order. Therefore, for many employees and owners of companies, this issue is relevant and controversial. If the employee wants his work book to contain data on the received diploma, then he will have to independently contact his director with a request to issue an official order.
Employer Responsibility
Filling out the personal documentation of each employee is considered a specific and significant process. Therefore, the director of any company should take care of the correct implementation of this process. Otherwise, he will be held administratively liable. Punishment is prescribed in the following situations:
- information in the work book is false;
- within the established time period, the employer did not enter the necessary data into the documentation, although an order was issued;
- information is entered without an official order;
- Record is incorrect.
If the rules for maintaining work books are violated, then the following types of punishments apply to the person in charge:
- a fine in the amount of a specialist’s salary for a period of 1 to 2 months;
- correctional labor for up to one year;
- arrest for up to 3 months.
If the procedure for handling labor books is violated at all, the punishment shall be imposed on the basis of Art. 5.27 of the Code of Administrative Offenses. In this case, the organization pays a fine of 50 to 70 thousand rubles, and officials pay a fine of 10 to 20 thousand rubles, which can be replaced by a disqualification of three years.
That is why the designated person in charge should study well the sample entries in the work book of the award in order to prevent significant errors.
The consequences of a repeated violation
If specialists of the labor inspectorate reveal repeated violations by the head of the company, they will apply a more severe punishment to the offender. Based on 2 and 3 hours of Art. 5.27 of the Code of Administrative Offenses a fine is imposed on firms from 100 to 200 thousand rubles, and entrepreneurs pay from 30 to 40 thousand rubles. Officials are disqualified for a period of 1 to 3 years.
Therefore, even the incorrect filling out of the work book can cause the application of harsh penalties to the company or private entrepreneur. This is due to the fact that this document is the personal documentation of the employee. Based on the information available in the work book, a person can calculate his pension or apply for the title of a labor veteran.
If an employee of the company finds out that the employer incorrectly enters information in his work book, then he can write a statement to the labor inspectorate. If necessary, a statement of claim is filed with the court to recover moral compensation.
Conclusion
Work books are personal documents of employees. They must include information about the awards. As the basis for the creation of any record are official documents submitted by decisions or orders.
If the employer incorrectly enters data in this document, then he will be held liable. An employee may seek help from a labor inspectorate or court.