We draw up a request for bonuses for employees: sample

Registration procedure

The procedure for maintaining the necessary documents for awarding bonuses to employees must be strictly regulated. It can be settled:

• partly - by legislation;
• mainly by the rules established in the organization.

The process of rewarding employees at an enterprise usually goes as follows.

1. First, an application for bonuses is drawn up for the employee, a sample of which is best studied in advance to avoid inaccuracies and errors. Such a document is also called a presentation. The paper is written addressed to the head of the organization, the head of the personnel department or another person with authority in terms of bonuses.
2. The manager makes an inscription on the specified document in the form of an order to satisfy the request.
3. A corresponding order is drawn up.
4. A record of remuneration must be made in the employee’s personal card and work book. This must be done no later than a week after the order is issued.

The work book does not include data only on those bonuses that:

1. relate to wages;
2. are issued systematically.

Sample memo for issuing a bonus

GBOU DOD SDYUSSHOR "ALLUR"

from the head of the teaching department Sidorov S.S.

I ask you to give a bonus to the riding teacher Petrov P.P. for conscientious work and excellent success at work.

Expert opinion

Ilyin Ivan Pavlovich

Legal consultant with 6 years of experience. Specializes in the field of civil law. Recognized legal expert.

For the past quarter Petrov P.P. An innovative system of teaching the basics of horse riding for children aged 5-7 years was successfully introduced, which led to an increase in the number of school students.

07/23/2019 _______________/Sidorov S.S.

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):

The document is printed on the company’s letterhead, but can also be issued on a regular sheet of paper. Usually one of the required details is a seal (if the company has one).

Also see “Annual bonus for 2021: how to apply.”

When are employees rewarded?

A cash bonus can be given for any merits of the worker that, in the opinion of the boss, deserve it. Each organization independently determines whether to pay a bonus or not and in what amount. This is prescribed in the internal regulations of the legal entity. The main reasons for writing a letter for an award may be:

• fulfillment or exceeding the standards established in the plan;
• good quality of work done;
• high labor achievements;
• individual merits of the worker or his successful work in a team;
• achieving results in a short time;
• optimal allocation of time and resources.

All these grounds are determined individually by the enterprise. In general, they can all be divided into several groups:

• quantitative data (increasing production volumes, reducing the time spent on performing certain functions, using a smaller workforce, etc.);
• quality indicators (improving the quality of manufactured products or services provided);
• saving resources (reducing equipment maintenance costs, reducing the amount of raw materials used);
• rationality (prompt development of new technologies, their implementation, increasing equipment load).

In some organizations, bonuses may be provided for the absence of shortcomings in work, failures in the work process and disciplinary violations. They can be determined as a percentage of the salary or as a fixed amount.

Many legal entities also pay similar cash incentives in honor of certain dates or events. These include:

• birthdays or anniversaries;
• wedding;
• birth of a child;
• long service, etc.

Memo for the award

An official memo is a type of internal document of an organization, with the help of which you can quickly resolve official matters. Its purpose is to notify a person about a problem, event or proposal.

An internal memorandum on employee incentives is drawn up according to the internal rules of a particular company, since there is no single unified template for such a document.

So, it should display the following statements:

• addressee indicating the person’s full name, as well as his position;
• paper originator details;
• name of the document, its number and date of preparation;
• essence of the question;
• proposal or expected actions of the addressee;
• compiler's signature.

Importance of the document

A bonus is an effective motivational tool in the hands of any boss. All employees are entitled to this kind of additional payments, regardless of the nature of the duties performed.

So, for example, the same lawyers or accounting employees may not bring visible income to the enterprise, however, thanks to their work, the organization functions properly and all documents are in order.

A memo for an employee’s bonus is confirmation of the fact of his reward. It is in it that the reason for such an event in a person’s life is explained. A reasoned document can subsequently protect the employer from various disputes and litigation on this issue.

It is important for managers to understand that just as a bonus is a powerful motivator for a worker, its absence or unfair distribution can serve as a basis for tension in the team and its dissatisfaction.

What is its need?

Such an official document is drawn up in order to convey some fact to a certain person. In our case, this is an incentive payment. However, there are cases when it is not necessary to prepare this kind of paper. These include:

• the bonus is mandatory and is considered part of the salary;
• the amount of monetary incentives and the grounds for issuing them are directly prescribed by the company’s internal regulations.

Is there a difference when making payments for yourself and for an employee?

A memo for bonus payments to employees is drawn up by the immediate supervisor or supervisor. Only a higher authority has the right to consider it. The worker draws up a note on bonuses for himself. In it, he asks the employer to pay him a bonus, setting out the appropriate reasoning.

It is still advisable to have a paper written by yourself endorsed by your immediate superior, as well as registered in the journal of incoming documentation.

Special points

The bonus service may have its own characteristics.

About the reward

When an award is issued, the document must include:

• what merits are rewarded for?
• the amount of the additional payment charged;
• for what period are bonuses paid?

About deprivation of the award

The following information should be included in the depreciation notice:

• reasons for what is happening;
• offer or request for deprivation of additional payment;
• a visa from the originator, and sometimes from a group of workers who can confirm the fact of a person’s improper performance of his duties.

Attached to such a document are acts confirming certain facts, as well as an explanatory statement from the employee on this matter.

Structure and content of the service

It was mentioned above that there is no single form for such a document. However, when determining how to write a memo for employee bonuses, it is advisable to use the recommendations listed below.

About the reward

The service form must be written. The structure of the paper should be approximately as follows:

• in the upper right corner it is written to whom and from whom the note was drawn up (full name, position and place of work of the indicated persons);
• in the middle is the name of the document, which indicates who will be awarded;
• the text specifies the request or offer of incentives, the reasons for its implementation, as well as the amount of the expected additional payment;
• Date of preparation;
• position and signature of the author of the note.

Compilation

At the moment, there is no law that would approve a standard form of submission ( application for bonus ). In any case, there must be a certain structure. We advise you to adhere to the following content:

Additionally, the presentation can mention the personal and professional qualities of the employee and justify the need to use incentives in relation to him.
The petition may contain personnel records information: length of service, professional category, information about other incentives or penalties, etc.

The main purpose of an application for bonuses to employees is a reasoned incentive for the employer to pay remuneration to the employee for whom the paper is submitted. To do everything as correctly as possible, you can use a sample application for a bonus .

Below is a sample application for employee bonuses :

Sample memo to reward an employee with a bonus

Here is another example of a note that will allow you to better understand the structure of the document and understand what data it may contain.

Chief Accountant E.V. Kashitsyna

On March 10, 2021, a fire broke out in the accounting department due to faulty electrical wiring, which was extinguished thanks to the prompt actions of senior accountant A.V. Ivanov, who quickly reacted and took all actions in his power to put out the fire.

In this regard, I ask you to pay A.V. Ivanov received a cash bonus in the amount of his official salary.

Chief accountant E.V. Kashitsyna /Kashitsyna/

A bonus notice is a document by which a manager asks his superiors to assign an additional monetary reward to a subordinate, or, in simple terms, a bonus.

Other types of incentives

Management can use not only cash bonuses as incentives for their employees. Moreover, the procedure for completing documents in this case is the same as when issuing bonus money. The main feature is essentially the same: a different type of incentive will be indicated.

The head of the organization chooses the method of remuneration for his employees himself. These can be not only those types that are enshrined in the Labor Code (Article 191), but also those that are included in the list of possible incentive options. They are prescribed in internal documents. Namely:

• collective agreement (in a separate section);
• employment contract;
• internal labor regulations;
• bonus regulations.

Regardless of the way the terms of incentives used at the enterprise are presented, the document must contain answers to the following questions:

1. who has the right to reward employees;
2. what types of incentives can be used, what they are for;
3. is it possible to use several incentives for one employee at once;
4. how to calculate the amount of bonus due to an employee;
5. what documents and how should be prepared.

Also see “How to Calculate Quarterly Bonus: Rules.”

When drawing up local acts that display information about possible methods of bonus payment, the employer himself must be present (he approves these documents) and a representative from the workers (in accordance with Article 135 of the Labor Code of the Russian Federation).

If the company uses a certain bonus system, then it is better to include data on possible incentives in employment contracts with employees.

Remember that drawing up an application for a bonus is the responsibility of the person’s immediate supervisor (if, of course, the employee deserves it). If necessary, such a submission may be replaced by a similar memo.

Also see “Time limits for payment of bonuses under the new wage law.”

Read also

13.11.2017

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.