Unified form t 11a sample filling. Employee bonus notice. on employee incentives

In addition to paying the basic salary, the employer can encourage the employee with additional amounts of money - bonuses or valuable gifts.

All types of bonuses must be issued using an order, which is the basis for their accrual.

For registration of these payments, unified forms are provided: T-11 and T-11a. The first form is designed to reward one employee, and the form with the letter “a” is used if two or more employees of the company are rewarded.

Are these forms required?

Now the use of unified forms in personnel records management is no longer mandatory, therefore, the employer can use the T-11 and T-11a forms at will. He can develop his own form or make changes to the unified ones. The main thing is to approve the new form by order of the organization.

Also, an order for bonuses can be issued in free form on a common form for orders approved by the organization. Typically, this method of issuing bonuses is used when it is necessary to describe in detail the achievements of an employee for which he receives a bonus, or when orders for incentives are posted in public places (information corners, honor boards, etc.).

In these cases, an order issued in free form is better perceived when read.

An example of the text of an order for promotion in free form:

According to the results of the competition "The Best Production Site", held from May 21 to May 30, 2020, the production site of Branch No. 4 took first place.

I ORDER:

1. Encourage with a cash bonus for the results achieved:

A.A. Ivanenkov, head of the section - in the amount of 5000 (five thousand) rubles;
N.N. Egorov, foreman of the site - in the amount of 4000 (four thousand) rubles;
V.V. Nikitin, electrician of the site - in the amount of 3000 (three thousand) rubles.

2. Pay the premium at your own expense.

3. Order to bring to the attention of all employees of the organization.

Order for financial assistance

In addition to various monetary awards, there is also such a thing as material assistance.

For these purposes, there is no separate unified form, and therefore, forms T-11 and T-11a are very often used to process material assistance, especially if the organization uses automated programs for conducting personnel records management (FIREPLACE, HR Department PLUS, etc.) , in the standard versions of which only unified forms are included.

The uniform form can be adapted by changing the name. That is, initially the order is called “On the promotion of the employee (s)”, but you need to replace it with “On material assistance”, or “On the payment of material assistance”.

You can also use the free form of the order. But in any case, you need to clearly indicate the type of cash payment, you should not write wording like: "pay a sum of money in the amount of ...". Depending on the type of payment you receive will depend on:

1) personal income tax- the premium is taxed in full. In the case of material assistance, personal income tax is not taxed on the amount of 4,000 rubles per year in general cases and up to 50,000 rubles with a lump sum payment for the birth of a child.

Or it is not subject to taxation at all, regardless of the amount, if paid in connection with natural disasters or terrorist acts;

2) Income tax organizations - material assistance does not reduce the taxable base. The bonus can reduce the taxable base only if it is accrued for the labor achievements of employees (fulfillment of the plan, achievement of certain indicators, making rational proposals, etc.).

Bonuses paid in connection with anniversaries and holidays do not relate to labor costs that reduce the amount of the organization's profit;

3) Insurance accruals- material assistance is exempted from payment in cases provided for by law (in the amount of up to 4,000 rubles, at the birth of a child up to 50,000 rubles, compensation payments for damage caused by natural disasters, payments in connection with the death of family members). The premium is subject to insurance premiums in all cases.

Grounds for issuing an order

The following documents can serve as the basis for issuing an order for bonuses (material assistance):

Employee statement. Most often, it is written for the payment of material assistance in the event of cases when such payments are provided for in the local documents of the employer.
Service note. Written by the immediate supervisor of the employee with a request to reward him for the results achieved, excellent work, etc.;
Employer's order on the payment of bonuses for holidays and anniversaries;
Local regulations of the organization, where the procedure for the payment of material assistance and bonuses is prescribed. Moreover, the employer himself decides how to call this or that payment. For example, in some organizations a bonus may be paid on the anniversary of an employee (retirement, marriage), and in some - material assistance. It depends on the corporate policy of the organization. In cases where bonuses and financial assistance are prescribed by law, their names do not change (material assistance for the birth of a child, in connection with the death of a family member; bonus for performance);
Other documents on the basis of which the employer may decide to make payments in favor of the employee.

After the order is issued, a copy of it is sent to the accounting department for the calculation of the amounts indicated in it. No specific dates have been set for the payment of bonuses and material assistance. They can be issued to the employee immediately after accrual or timed to coincide with the salary or advance payment.

Instructions for filling out the T-11 form

Using the T-11 form, a bonus is issued for one employee. The order in which it is filled is as follows:

Name of company

Here it must be entered in full, without abbreviations. It is allowed to enter the abbreviated name in brackets (if any), as in the constituent documents. This procedure is established by the Decree of the State Standard of the Russian Federation dated 03.03.2003 No. 65-st.

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into effect, but it also contains the same requirement regarding the name, as a requisite of the document.

All of the above rules apply to individual entrepreneurs in full.

Next to the name there is a small field reserved for OKPO, the data for filling it out are taken from the list of codes issued by the statistical authorities during the registration of the company. But leaving this field blank will not be a blunder.

The surname, name and patronymic of the employee is entered in full, in the genitive case.

Personnel Number

Structural subdivision

If it is absent in the organization, this line is not filled.

Encouragement motive

In this line, you can describe in detail the reason for rewarding an employee if the organization does not use free-form order forms or the order is issued using a specialized program.

Type of promotion

This line explains in what form the encouragement (material assistance) will be made: cash, a valuable gift, or simply an announcement of gratitude or a certificate of honor.

Then the document is indicated that served as the basis for issuing the order (employee's statement, memo, manager's order, etc.)

The signature of the manager, as well as the signature of the employee that he is familiar with the order.

Instructions for filling out the T-11a form

Form T-11a is intended for processing payments to several employees at once. The main details of the order are drawn up in the same way as in the previous form.

Also, similarly to the T-11 form, the lines are filled in: “Motive of encouragement” and “Type of encouragement”, after which the subsequent information is entered in the form of a table. This means that the motive and type of incentive must be the same for all employees listed in the order. That is, even if the same employee simultaneously receives a bonus and financial assistance, it will be necessary to issue two different orders for him.

Filling in the tabular part of the order:

Last name, first name and patronymic of the employee - is entered in full;
Personnel number - if any;
Structural unit - if any;
Position - in full, without abbreviations;
Amount - the amount to be paid to the employee. This form does not provide for its duplication in words. If the employee is encouraged not in cash, then the form of encouragement is indicated (gratitude, certificate of honor, valuable gift);
The signature of the employees is that they are familiar with the order.
The basis for issuing the order (the period after the table). There may be several reasons, the main thing is that the motive and type of encouragement coincide in them. Or, conversely, one document can serve as the basis for issuing several orders. For example, there is one memo that contains information that the employee must be encouraged with a certificate of honor and a cash bonus. In this case, two orders will be issued, but the basis for them will be the same - the above memo.
Signature of the head of the organization.

The term and place of storage of orders for bonuses

The original order is stored in the book of orders for personnel. A copy in the accounting department, where it is either filed in a separate file, where all copies of orders are stored, or pinned to documents on the accrual of bonuses.

Orders on bonuses to employees and the issuance of material assistance to them must be stored in the organization for 5 years, and then subject to destruction. But in practice, it is better to destroy such documents after the tax audit has passed.

Since in its course various questions may arise about the taxation of the amounts accrued on the basis of these orders, and it will be necessary to confirm the wording, on which, as mentioned above, how these amounts will be reflected in the tax accounting of the organization depends.

Personal account of the employee (form T-54)
Case certification sheet

According to the unified form T-11, the provision on employee bonuses is filled out. You do not have to fill out a document on encouraging an employee in a unified form T-11, you can develop a form yourself and fill out an order in the form that you approve in your company's accounting policy. However, keep in mind that the forms you develop must contain all the necessary details (name of the organization that prepared the document, date of compilation, etc.) You can find a complete list of requirements in Part 2 of Article 9 of the Federal Law of December 6, 2011 No. .

Depending on what forms of documents you decide to use in your work, you have the right to both develop your own procedure for filling them out, and be guided by the instructions that apply to the unified forms developed by the State Statistics Committee of Russia. If you still decide to use the forms developed by the State Statistics Committee, then you will have to draw up the provision for bonuses in the form No. T-11.

The provision must be drawn up not only in the case when you decide to reward the employee with money. When issuing a bonus in kind, when issuing a gift, filling out this form T 11 is also required. In addition, if you decide to give the employee a gift, you must draw up a donation agreement. As a general rule, the company may conclude it orally or in writing. However, in some cases it is necessary to draw up an agreement in writing: when the value of the property you want to donate is more than 3,000 rubles. or real estate acts as a gift.

A sample of filling out a unified form T-11

The order for bonuses, as a rule, is usually drawn up by an employee of the personnel department. If the company does not have such a department, then the responsibility for filling out the order is assigned to the employee who is responsible for maintaining personnel records (for example, a secretary).

In the header, you need to fill in the name of the company, the form for OKUD, OKPO, the serial number of the order and the date it was drawn up. The main part of the order consists of the following items:

Full name of the employee and personnel number;
Structural unit, position of the employee;
The reason for the award;
Type of award (money, valuable gift);
Incentive amount;
Reason for promotion;
Signature of the head of the company;
Employee's signature and date.

The bonus order is filled out on the basis of a presentation or memo from the head of the structural unit of the company in which the employee works. If you issue an order in a unified form, but not a monetary reward (premium), but, for example, a gift, acts as an incentive, then it is allowed to exclude the requisite “in the amount of ____ rub. ____ kop.

The order on encouragement in the unified form T-11 must be signed by the head of the organization or a person authorized by him. If in your work you use a self-composed and approved form of an incentive order, then the document must be signed by the responsible persons indicating their surnames and initials (or other details that allow the responsible persons to be identified).

Check out the sample form to fill out the form correctly and avoid mistakes.

A sample of filling out the unified form T-11 is given below.

An order to encourage an employee is issued when the management has a desire to note the conscientious work of its employee. For your convenience, we have collected in one article completed samples of such orders on forms T-11 and T-11a.

Sample and form of the order to encourage the employee. Form T-11

Filled out sample of the order to encourage the employee

Form

Sample and form of the order on the promotion of employees. Form T-11a

Sample

Form

Such an order is drawn up on the basis of a presentation, petition or memo from the immediate supervisor of the employee.

As an encouragement, a cash prize, a valuable gift, a gratitude letter, a certificate of honor, etc. can be issued.

The incentive order can be issued in free form on the letterhead of the enterprise, or the secretariat employee can use the unified form T-11 and T-11a (to encourage a group of employees).

Rules for filling out an order to encourage employees

The form of the order to encourage one employee (form T-11) contains:

"Header", which indicates the name of the organization, its OKPO code, document number and date of issue.
the actual text of the order, which indicates the full name, personnel number (if assigned), position, structural unit in which the employee is employed; the motive of the award (for what - for conscientious work, high performance, in connection with the anniversary, for work experience, etc.), type of award, amount indicated in words and numbers, if this is a monetary reward; the basis for issuing an order is a petition, presentation, memo, etc.

The order is signed by the head of the enterprise.
The employee to whom the promotion is assigned also signs the order, confirming that he is familiar with the document.

The bonus is one of the main types of employee incentives. On the other hand, this is a type of financial transaction, which must be documented, for example, in an order for bonuses to employees. A sample and instructions for compiling are in this article.

The specificity of the bonus is determined by 2 points:

This is a voluntary act of the employer, i.e. it is his right, not his duty. As a rule, the employment contract stipulates that the company can reward the employee, which in practice implies only one possible case - the employer's initiative.
On the other hand, there are no uniform norms for calculating bonuses: i.e. the legislation does not provide for the mode, amount and features of payment (on the day of salary or advance payment).

Thus, as regards the very fact of paying the bonus, the procedure for this procedure, all this is the good will of the company, and specifically, the authorized persons who have the right to make the appropriate decision. That's why responsibility arises only for the correct execution of this financial transaction in the documentation. Exceptions are those cases when the amount of the bonus and the procedure for its payment to the employee were initially indicated in the employment contract.

NOTE. The bonus according to labor legislation is an integral part of the salary. Accordingly, it can only be issued on the days specified in the employment contract.

The procedure for drawing up an order largely depends on the size of the enterprise and the number of its staff: if bonuses for employees in a small company can be organized literally in 1 day, then in a large division the procedure is much more complicated. In general, the order is as follows:

All heads of branches, separate divisions are notified of the need to prepare for bonuses and, in response, draw up initial lists of employees indicating the position, full name and grounds for the possible accrual of bonuses.
According to the declared employees, authorized persons study the possibility of bonuses in each specific case in accordance with the internal regulations of the companies (implementation of the plan, performance indicators, etc.).
Based on this analysis, the list is adjusted or left unchanged and distributed to all departments.
The version in the final version goes into the draft order, after which the final approved document on bonuses to employees is printed.
Each employee included in the list, familiarizes himself with the document and must put his signature.

If some types of bonuses are accrued annually, quarterly and even monthly, then others can be allocated on an extraordinary basis. That's why order classification depends on the order in which awards are given.

mass and isolated cases - i.e. immediately to the whole team (or department) or to individual colleagues for individual success;
planned (periodic) and unscheduled (irregular) - depending on the financial capabilities of the company, bonuses can be issued constantly or only in individual cases.

These payments are classified and depending on the reason for the award:

Festive - often this includes corporate gifts in the form of additional payments for the New Year, March 8, as well as for a professional holiday.
Production - i.e. for the merits that are associated with the implementation of the plan, the implementation of effective measures that improve the workflow, optimize production, contribute to saving resources, etc.
Organizational nature - i.e. awards for the successful preparation and holding of certain events in the interests of the company. For example, a seminar, a round table on a problem, meeting clients or guests from abroad, organizing a corporate party, etc.

NOTE. The bonus can be accrued not only in connection with labor successes, but also in connection with holidays, i.e. the employer has the right to choose the basis. However, such payments are not relied upon as assistance to an employee in a difficult life situation. Then there is the issue of financial assistance. Therefore, most often the bonus is understood as an additional payment solely for labor achievements, which, at the same time, can be timed to coincide with the holidays.

Sample and examples of filling out an order 2020

Form T-11.

Form T-11a.

The employer has the right to use any form or develop an independent design option. The main thing is to correctly reflect the operation in accounting documents and other financial papers. The main requirement for the content is to whom the premium is accrued, in what exact amount and on what basis. Usually, the order also reflects the full name and position of the person who is responsible for its implementation.

An example of a bonus order (in the case of payment to two employees) may be as follows.

Thus, the document includes:

Title - a header with the usual information: the full name of the company, number, date and name of the order.
The main part, in which the list of awarded persons is listed (full name, position, personnel number), the basis for issuing and the amount of the amount. In this case, the size can be indicated both usually in numbers and as a percentage (for example, 10% of the salary). It also states here, on the proposal of which employee the bonus is accrued, if there was a business recommendation.
Signature of the head, date and application with signatures of all bonus employees on the fact of their familiarization with the bonus.

Which is better - ready-made form or your own

As a rule, it is more comfortable to use a ready-made form, since this provides:

convenience in terms of design - no need to waste time developing your own sample;
ease of working with a document in the accounting department - all key details are already registered;
and most importantly, due to the indication of the details, the inspectors will have fewer questions about bonus payments, which in large companies can amount to large amounts - about hundreds of millions of rubles.

Employee bonuses: 6 risks for the employer

Since the issuance of a bonus is a financial transaction, there are certain risks on the part of the checking inspectors. They concern, first of all, tax controllers, but often come from representatives of the labor inspectorate.

Risk 1. Incorrect wording in the employment contract

Often, the employer indicates that his employee, with whom the contract is concluded, is entitled to a monthly or quarterly bonus in the prescribed amount, for example, 15% of his salary. In this case, the bonus actually becomes an integral part of the salary, since the employer pays it on time and in the prescribed amounts, the obligations of which he himself took upon himself. It is more correct to reflect the fact of payment in the category “right”, and not the “obligation” of the employer - otherwise, in fact, this is no longer a bonus, but a salary.

Risk 2. Payments "13 salaries"

The bonus at the end of the year in the amount of the entire average salary or a significant part of it is traditionally called the “13th salary”. There is no such concept in the law, respectively, such a bonus is the exclusive goodwill of the employer. But again, it is important to correctly reflect it in the employment contract (individual and collective), as well as in the local internal acts of the enterprise. At the same time, only references to these acts can be indicated in the contracts, and the payment procedure should be specified in the acts in as much detail as possible:

connection between the payment of 13 salaries and indicators of the quality of work of an employee;
the possibility of non-payment of this type of bonus with a detailed description of the entire list of reasons, including in connection with an economically unfavorable situation;
it is especially important to pay attention to the order of payment upon dismissal: should the employee work the whole year or not, how to pay if the dismissal occurs in connection with the reduction, liquidation of the company, etc.

Risk 3. Holiday bonuses

Such payments are considered by most managers as symbolic gifts in the amount of 500-1000 rubles. Therefore, attention is often not paid to this item, but it all comes down to the wording "The employer pays each employee a bonus of 1,000 rubles annually by March 22 - the Company's Foundation Day." In this case, it is better to protect yourself from financial risks and indicate that the company undertakes to do this only if possible, and also reserves the right not to pay a bonus if the employee has grossly violated the labor schedule, etc.

Risk 4. Bonus amount and working hours

It is also necessary to foresee the important point that not all employees work out the finished / quarterly / monthly norm of hours due to various circumstances - vacations at their own expense, sick leave, maternity or parental leave, etc. Therefore, the amount of the premium, as well as the very possibility of paying it, should be closely and unambiguously associated with a certain norm: for example, at least 180 working days.

Risk 5. Deprivation of bonuses and deprivation of the right to a bonus

These concepts are widely present in real labor practice, however, there is often confusion with the interpretation both in documents and at the level of oral explanation by management of the company's norms for employees. In the labor, collective agreement and other documents, it is important to clearly separate both concepts. If deprivation of bonuses is a measure that is legally taken by the employer in the event of a significant error by the employee in the performance of duties, then the deprivation of the right to a bonus may also have purely economic, objective reasons. Usually all these nuances are prescribed in detail in local acts.

Risk 6. How to properly develop mechanisms for reducing the premium

Both the grounds for the accrual / non-accrual of the premium, and the grounds for its reasonable reduction should be prescribed in the local act in great detail. It is best to give not specific figures (a decrease of 500 rubles, etc.), but percentages - for example, “in case of an error in servicing the client, which led to his refusal to cooperate, the monthly premium is reduced by 10% of the originally established sums." Most often, the size of the reduction is set according to a simple formula - in proportion to how the plan was fulfilled, and it is important to take into account not only individual indicators, but also the relationship with the performance of the department and the entire unit. This is especially true for large companies.

Thus, it is better to foresee all the above key points in advance. The main criterion for the correct procedure for rewarding an employee is to draw up an order and contracts in such a way that he himself can calculate the amount of payment at any time. Those. the calculation of the premium should be extremely transparent, and the grounds for payment or non-payment should be extremely unambiguous.

Regulations on bonuses

You can reflect the features of the procedure in the following documents:

Award Regulations.
Individual and collective labor contracts.
Relevant local acts.

At the same time, the contracts do not need to prescribe in detail the entire procedure, which in itself should take several printed pages, but only refer to a document that contains the relevant information. Wherein it is important to familiarize each employee with the Regulations on bonuses under the signature.

Thus, the scheme for establishing a bonus order may look like this.

The current legislation gives the right to draw up an order for bonuses in a free presentation. but many firms and organizations still use the long accepted and applied:

form T-11 (in case of promotion of one employee);
form T-11a (when a certain group of employees is rewarded).

Other types of material gratitude

Both the T-11 form and the T-11a form are very similar in structure and content.

The habit of the old design is quite natural, since they contain everything that is needed when compiling (here is information about the employer and employees being rewarded, and information about the motives for rewarding, etc.).

The document can be drawn up in two ways: in writing (by hand) or in printed form. In principle, this does not matter, the main thing is that the order contains the original signatures of the head and the awarded employees.

A single copy is required for the preparation of the document. It will serve as a basis for further actions in the situation with rewarding employees.

Important! Upon completion of the preparation of the order, it is necessary to register it in the internal register of documents, then transfer it to the accounting department, then - for safekeeping in the archive of the organization.

Financial gratitude, in addition to the payment of bonuses, implies other things:

a small supply of paid vacation days;
compensation for health trips and vacation vouchers;
personal allowances for long-term employees;
lending money without interest to buy a home;
payment for profiling classes, conferences, exhibitions.

An employee may be offered training paid for by the employer's company as an incentive. However, the tuition fee is not a bonus. This is the duty of the employer, but not his right, of course, in case of compliance with the requirements of the law (the educational institution has state accreditation, and such education is mastered for the first time).

Where and how can I get forms?

The personnel department is engaged in the design of promotion. If there is a local regulatory act, where all the nuances of the promotion are spelled out, the drafting is faster. In its absence, PWTR (internal labor regulations) is usually used.

Each company can develop its own way of issuing incentive orders. Nevertheless, it is similar to the established workflow scheme, but differs slightly in relation to submissions for promotion. The head of the organization, or another authorized person, makes a verdict on the promotion of the employee.

Attention! The document containing the request for encouragement follows from the personnel department to the directorate, where the proposed decision is implemented through a resolution.

As usual, before the decision, the submission is endorsed by a representative of personnel officers. In the case of material remuneration - the chief accountant of the organization.

What sections do they consist of?

Title

At the beginning of the document, information about the organization (its compiler) and initial information about the order are included.

The name of the organization is written in all official documents (and in the order on encouragement, too), according to the designation enshrined in the constituent documents (including foreign names and abbreviations).

In the presence of abbreviations, the full name comes first, in brackets - the abbreviation.

It is the main section of the document, which contains the whole meaning and application:

Who is compiling?

Registration is the responsibility of a legal adviser, personnel specialist, head of a structural unit or (rarely) company secretary. All of them are obliged to submit the document for approval to the director of the enterprise.

Instructions for filling out forms

There are two cases for filling out a bonus order:

unified forms T-11 and T-11a, approved by the State Committee for Statistics of the Russian Federation on May 5, 2004;
a form written at one's own discretion, built and secured by a certain organization.

All of them have legal force (because from October 1, 2013 the use of exclusively accurate design has been canceled) and must contain specific information:

Document name.
Date of preparation.
Name of company.
Testimony:

Full name of the employee;
his position and structural unit;
the basis of the promotion;
its form;
payment amounts;
conducive to encouragement.

Job title, full name and signature of the person responsible for the event.

Leader's signature.

T-11

At the beginning you need to write:

Name of the organization;
unique OKPO code (corresponding to the registration document);
unique number (according to the rules for writing document flow).

Name of the employee.
His payroll number.
Position and department.

The second part contains the type of promotion, its size. In the "Basic" section, it says:

The document on which the award is drawn up.
Date of compilation of this document and number (if present).

At the end, the signature of the head with the number and the signature of the employee himself.

T-11a

Now about the issuance of orders-orders to encourage employees:

The beginning is almost the same as in T-11, the exception will be the omission of the employee's full name with his information about the work (reasons and type are immediately written).
The next section of the order contains tables with the full names of employees, their personnel numbers and structure. divisions.
Next, the corresponding positions are written, the amount of bonuses for each.
At the end, the basis is indicated with a link to the date when it was issued, a unique document number, the signature of the head, familiarization of employees and their signatures.

Note! For a small business, it is best to use a free form to issue an order to encourage an employee and not spend important resources on studying this issue.

But if the organization is engaged in medium, large business, or wants everything to be done according to the standards, then in this case, forms T11 and T-11a are an excellent choice.