Registration of a work book: sample. Registration of a work book upon hiring. Correctly filling out a work book: filling procedure, basic rules, sample

The employer must provide a correctly completed work book for each employee who has worked for him for more than 5 days, including seasonal, temporary or freelance employees. The exception is those with whom the organization has a civil contract. For such employees, nothing is written down in the labor record, since the provisions of the Labor Code of the Russian Federation do not apply to contracts of the mentioned form.

If an employee is just starting his career and does not yet have a work permit, you need to take a blank form and fill it out in the presence of the employee within a week from the date of hiring.

It happens that an employee brings several books at the time of employment. In this case, there is no need to get lost. Data about the current place of work should be entered into any work record of the employee’s choice, and other books should be placed in a safe along with the main one, because they can be useful for calculating work experience.

Rules for filling out work books

It doesn’t matter what type of information is entered into work books, you must follow the basic rules for maintaining them:

• all data must be in Russian, and if the employer operates on the territory of a republic within the Russian Federation that has its own official language, then data in Russian can be duplicated by records in this language;
• information must be entered into the book using a black, blue or purple gel, ballpoint or fountain pen;
• the information entered must be without abbreviations (even generally accepted ones, like “st.” instead of “article”), numbers must be Arabic, and dates must be in the format DD.MM.YYYY, without the abbreviation “g.” after specifying the year;
• At the moment, changes are being prepared to the rules for filling out work books, one of which will allow the employer not to put a stamp in the work book if he does not have a seal in principle (since 2015, organizations have been allowed not to have a round seal).

Important! Despite this rule, dates are often given in mixed alphanumeric form. This is due to the peculiarities of the typographical printing of forms, in which the place for the number is highlighted in quotation marks, and the year is indicated in abbreviation. Since this contradiction is not regulated by law, the employer does not bear any risks when filling out the employment form in this way.

• Entries in the book must be numbered consecutively, with the exception of those whose numbering is not provided for by the rules (for example, information about the employer).

Important! The same procedure applies to the design of the insert for the book as to filling out the work report itself.

Information about the employee in the work book

In most cases, the person filling out the employment forms is not required to enter information about the employee. It is contained on the title page and must completely coincide with the contents of the documents that the employee provides when applying for a job. The information is a list of the following information:

• last name, first name, patronymic (as in the passport, including the accuracy of the letter “Y”);
• date of birth (in the format DD.MM.YYYY in Arabic numerals);
• education (as in a diploma or certificate);
• specialty (from the education document, in the nominative case).

When concluding an employment contract with an employee, you must check the correctness of his personal data, as well as the mandatory presence of:

• the employee’s signature, which certifies his personal verification of the authenticity of information about himself;
• signatures of the person in charge with a transcript;
• date of completion corresponding to a five-day period from the date of hiring;
• seal of the organization.

Important! Rostrud in its letters reports that the instructions on filling out work books (regarding the need for an official stamp of the organization) can be interpreted less literally and expresses the opinion that the internal seal of the personnel service or a branch of the campaign is sufficient if they contain complete information about the employer.

Filling out the title page may be required only if an insert is created in the book or a new work record - for the first time for a specific employee, after the loss of the previous one, or in the form of a duplicate.

If an employee’s personal data changes (for example, last name after marriage), then the changes are recorded by entering new data above the old data, crossed out with one thin line. The details of the supporting document are written on the inside cover of the book and are confirmed by the signature and seal of the employer.

Employer information

According to the rules, information about the employer is entered in the form of a heading before the main records of the employee’s work without assigning a serial number and contains the full and abbreviated name of the organization.

If the employer changes its name or undergoes reorganization, this fact must be entered into the workers’ work books so that the records of hiring and dismissal correspond to each other. The information is entered on a separate line indicating the document on the basis of which the changes occurred and the date of the event.

Important! The date of change in the name of the employer is indicated not in column 2, but directly in the text of the entry in column 3 of the “Work Information” section. The record of renaming the employer, as well as entering primary information about him, does not need to be numbered.

Making an entry in the work book

The work book must reflect all important events that occur with the employee during his work activity, which are provided for by the Rules for maintaining and storing work books and the Instructions for filling out work books. The most common cases include:

• recruitment;
• military service record;
• changes in work activity;
• rewards and penalties;
• dismissal;
• reinstatement and cancellation of the court decision on reinstatement;
• the occurrence of a period not included in the continuous work experience.

The entry line in the work book is a list of data entered immediately after the line with information about the employer or seal with all his data (for an employment record) or on the next line below the last entry made (for all other events) according to the following unified columns forms:

• Column 1 “Record number”– a number assigned to the current record, end-to-end, in order, starting from the first record of the block to the last. Must be completed for any type of entry other than an employer information line entered in subheading form without a serial number.

• Column 2 “Date”– consists of three columns: day, month, year. It is filled in with Arabic numerals, the first two columns have two digits, the third column has four digits. The date of the event that occurred is entered here, not the date the book was filled out. In most cases, it coincides with the date of the document confirming the entry. When filling out information about dismissal, it contains the date of the employee's last working day.

• Column 3 “Information about hiring, about transfers to another job and about dismissal” - the main part of the record, which contains a description of the event and its reasons (hired to a position, transferred, fired). It is entered without abbreviations, includes wording that exactly matches the text of the manager’s order (or other document confirming the event), and contains a link to legislation (most often, an article of the Labor Code). When registering the dismissal of an employee, in the same column after the text there is a signature of the person in charge and a seal imprint.

• Column 4 “Name, date and number of document, on the basis of which the entry was made” - exact details in the specified order of the document confirming the event that occurred (order, shareholder resolution, act, protocol, etc.)

Record of employment in labor

Information about hiring is entered at the time of registration of the employee at the main place of work on the basis of a written employer. The entry must contain the name of the structural unit, position and order details.

IMPORTANT: When entering information about hiring a manager, the basis for the entry can be either an order or another document on the basis of which the manager was elected to this position.

Conditions regarding the probationary period and the nature of the work are not mentioned. However, when hiring on a rotational basis, a separate indication of the rotation work schedule is required.

IMPORTANT: Before entering information about an employee’s hiring, make sure that the work book contains a record of dismissal from the previous place of work. Otherwise, there can be no certainty about the fact of termination of the employee’s previous work and a certified copy of the dismissal order from the previous employer is required to enter the relevant information into the book.

Information about part-time work are not required to be recorded and are entered into the labor record at the request and application of the employee and only at the place of main work. The basis may be a duly certified copy of the order or a certificate from another place of work. In the text of the entry, instead of “accepted,” it is written “appointed as part-time worker.”

When registering an employee for remote work the entry is made in the usual manner, although this nature of cooperation allows not to include information about such work in the work book. Then the employment contract includes the text of an agreement on not making an entry in the employment record. In this case, the employer is officially released from the obligation to make an entry, and the employee in the future will be able to confirm the period of his work experience at this place of work with copies of the contract and employment order.

Military service record

Entering information about completed military service is done to correctly record work time, because this period is included in the employee’s continuous work experience. The entry is made on the basis of a military ID and contains in the text an indication of the exact period of stay in the ranks of the Russian Army.

Changes in work activity

This broad formulation implies many possible situations, which are drawn up in a standard manner indicating the serial number and date of recording, the text of the event, a link to the Labor Code and details of the justification document:

• the employee may be transferred to another position or to another department;
• the staffing table may rename the employee's position;
• During training, an employee may be assigned a new rank or other qualification.

Important! Training in courses and advanced training schools is recorded in the labor report in the usual manner, indicating the place and period of training. However, records about the time of obtaining higher education are no longer made in the books since December 2013.

If there are changes in the terms of the employment contract with the employee, and they do not directly relate to his labor function (for example, the work schedule or salary changes), then such data is not entered into the labor report. Combination of positions, expansion of the service area or increase in the volume of work in the current position, temporary transfers or temporary performance of the duties of another employee are also not recorded, except for cases for which a fixed-term employment contract is drawn up.

Record of awards and penalties in labor

Information about rewarding or encouraging an employee is entered into the work book within a week from the moment the corresponding order is issued, drawn up or in the form provided for by the organization’s accounting policy. The entry refers to the date and number of the order and, fully consistent with the text of the document, contains information:

• about awarding a state award;
• on the assignment of various titles;
• on receiving certificates of honor and badges;
• on other awards provided for by the legislation of the Russian Federation, the employer’s charter or a collective agreement.

Important! Receipt of bonuses, which are provided for by the remuneration system or are paid on a regular basis, is not recorded in the work book.

Disciplinary sanctions are not reflected in employee work books, with the exception of measures in the form of termination of the employment contract with the employee.

Record of dismissal in the work book

Information about dismissal is entered into the work book after the execution of the manager’s order, issued in Form No. T-8 or other form required by the organization’s accounting policy.

The text of the entry must fully comply with the data of the order and the information entered in the employee’s personal card, and also quote as accurately as possible the clause of the Labor Code, according to which the employment contract with the employee is terminated. At the same time, the dismissal of a manager provides for the possibility of indicating in column 4 both the dismissal order and another document containing information about the termination of the employee’s employment as a manager.

Important! In the case when an employee is granted leave before dismissal, the day of termination of his work is considered the last day of leave, however, the work book, like the paycheck, must be issued to him on the last day of appearance at work before the start of the leave.

Established practice suggests the use of several formulations: “dismissed”, “employment contract terminated”, “employment contract terminated”. None of them contradict the rules and can be used without risk to the employer.

Upon dismissal, all entries that were made in the employee’s work book for the entire period of his work must be confirmed by his personal signature, the signature of an authorized person or manager, and certified by the seal of the organization.

Reinstatement

It happens that a dismissed employee goes to court and proves that the employer terminated the employment contract with him illegally. The issued court order or court decision must be immediately put into effect, and the employee reinstated in his previous position.

At the time of reinstatement, the work book already contains an entry about dismissal from this employer, which means that by default it is assumed that the next entry will be made by the new employer. To indicate who is entering the data, information about the employer is again entered into the employee’s book - in the form of a heading, without a serial number of the entry. But the next entry, numbered in the usual manner, cancels the dismissal entry (“The entry for No. __ is invalid, reinstated to the previous position”)

However, after the employee is reinstated, there are often cases when the employer is able to appeal the court decision and fire the employee again. In this case, a dismissal entry is made in the work book in the usual manner, referring to clause 11, part 1, art. 83 Labor Code of the Russian Federation.

The occurrence of a period not included in continuous work experience

In a number of cases - for example, when an employee is assigned corrective labor through a judicial procedure - information about the period must be entered into the work book, which will not be taken into account when calculating the length of service. The information entered in the book is confirmed by an order issued by the manager on the basis of a court decision, and contains an indication of the exact period not included in the length of service.

How to correct an entry in the work book?

No matter how carefully and carefully the documents are filled out, no one is immune from errors and blunders during the work process. The method for correcting data depends on the type of error and the location where it is contained:

In the block of personal information about the employee on the title page, the following may be incorrectly indicated:

• Full Name- erroneous information is crossed out with a thin line, correct information is written next to it, and the details of the document confirming the new information - for example, a passport of a citizen of the Russian Federation - are entered on the inside cover with the data certified by the seal of the organization and the signature of the head. In this case, any deviation from the information contained in the employee’s personal documents (for example, “b” instead of “I” in the name “Natalia” or the letter “E” in the name “Artem”) is considered an error.

IMPORTANT: If an error is made when initially entering data on the title page, including information about education, instead of correcting the form, it must be destroyed and the corresponding act must be drawn up.

• Date of Birth– if the error is factual (in the date itself), then it is corrected in the same way as the error in the full name. If the question is that the date contains the letter name of the month instead of numbers, then this is not considered an error and cannot be corrected. A similar contradiction, found on books issued earlier than 2003, is caused by the fact that in the typographic form of the old-style work book, the place to indicate the month was highlighted in quotation marks and assumed an alphabetic entry. This discrepancy is not regulated by law, and this type of recording will not entail risks for both parties to the employment contract.

• Information about educational level– if the first page of the book does not contain information about the employee’s education or specialty, then this information can simply be carefully entered into the required lines. If there is data about a new level of education or acquired qualifications, then they are entered into the labor record as an addition to existing information and do not cancel the previous information, i.e. There is no need to cross out old data.

• Certification details authenticity of information - if there are no signatures of responsible persons, an employee or a seal imprint, then such a work book is invalid. The easiest way is for the employee to contact the employer who opened the employment record with a request to retroactively fill in the missing details.

In the blocks “Information about work” or “Information about awards” may contain the following errors:

• incorrect numbering of records;
• indication of the event in wording that does not correspond to the content of the supporting document;
• incorrect order of specifying the details of the base document;
• absence after information about dismissal of the employee’s signature confirming familiarization with the record;
• entering data in the wrong section of the book (for example, about an award - in the work information block).

Incorrect information in all blocks except the title page cannot be crossed out. Corrections and edits are made by invalidating erroneous information.

A reversal entry can be made either by the employer who made the inaccuracy or by another, later employer who discovered the inconsistencies. In the latter case, the organization that made the mistake is required to provide a document containing correct information, and it will be the basis for the entry in the work book and indicated in column 4.

In this way, not only factual inaccuracies can be corrected, but also errors in the numbering of records. The entire entry made under the wrong number is considered invalid, and then this information is duplicated under the correct number.

Issuance of an insert and a duplicate of the work book

An insert for a work book is issued when there is no space left in the book itself to enter information. Without the main book, the insert is considered invalid, so it is sewn into the last spread of the work document, must be certified on the title page with the seal of the organization and recorded with the stamp “Insert No. __ issued.”

The law provides for cases when an employer can issue a duplicate to an employee. Regardless of the reasons for issuing a duplicate, the information that is included in it must exactly correspond to the documents on the basis of which it is filled out. In cases where the old work book has been preserved, it will be a supporting document for transferring information to a duplicate. In cases of loss of an old document, a duplicate is issued on the basis of certificates or acts indicating the loss.

Important! Only the information contained in the supporting documents can be transferred to a duplicate. The person responsible for filling out the work book does not have the right to enter any other, even verified, information.

An indication that the book is a duplicate is located in the upper right corner of the first page of the work record. Personal information about the employee is also recorded there.

1. If an employee loses his job, then he needs to apply for a duplicate at his last place of work. Within 15 days after accepting the application, the organization must issue a duplicate work book for the former employee. In the “Work Information” section, without specifying information about the employers, information about the total total length of service of the employee before working for this employer is entered, and then all records that were made at the last place of work, up to dismissal, are restored.

1. A duplicate work permit can be issued instead of canceling entries when information about dismissal or transfer to another job is invalid. This is also done at the request of the employee. The employer filling out the book must transfer all entries relating to the employee’s work for him to the duplicate, with the exception of the last invalid one.

1. If the work book is unsuitable for further use, for example, it is burnt or torn, then the employer can issue a duplicate to replace the damaged book. In this case, after completing the title page and marking “Duplicate,” you just need to carefully rewrite all the information from the book that has become unusable.

1. If work books have disappeared en masse the employer due to an emergency situation, then all employees are issued duplicates. This is done on the basis of an act of a commission of executive authorities, drawn up with the participation of all interested parties.

An organization issuing a duplicate or insert for a work record must necessarily record the fact of issuing work books and inserts for them in the Accounting Book.

The preparation of work books is based on a number of legislative documents that provide detailed instructions for their maintenance and storage. Compliance with all labor regulations must be closely monitored by both the employer and the employee.

In case of violations, the organization faces prosecution under the Code of Administrative Offences, in the form of fines or suspension of activities.

And an employee who does not notice the absence of any details in the texts of the records may not confirm the length of his work experience and may not receive the due amount of temporary disability benefits, and subsequently a pension.

Work book (filling out) -Issues related to this part of office work are of interest to every employer. In this article we will look at general questionsfilling out a work book, including the main onesrules for maintaining work books, their legal basis, as well asrules for filling out work booksupon hiring and dismissal.

Work book: how to get it

A work book is an important document that certifies the length of service and work activity of an employee. This information is necessary not only for the applicant when applying for a job, but also for the citizen to receive certain social guarantees, benefits, pensions, etc. Filling out a work book, as well as the procedure for its establishment, storage and recording are regulated, in addition to the Labor Code, by relevant government regulations and the Ministry of Labor.

The type of work book and its insert, as well as the Rules for maintaining and storing work books, producing work book forms and providing them to employers, were approved by the Decree of the Government of the Russian Federation “On work books” No. 225 of 04/16/2003 (entered into force on 01/01/2004). From this document you can find out what the current work book form looks like, but you won’t find a sample of filling out a 2017 work book there, only certain rules regarding filling it out.

By the way, work books of the previous sample are valid to this day and cannot be exchanged for a new sample.

The procedure for filling out a work book, an example of correct completion (sample 2017)

When applying for a job, the future employee presents his work record book to formalize labor relations with the employer. If a worker gets a job for the first time, then upon application, the employing organization (or individual entrepreneur) issues a new book for the worker. The employer makes an entry in the work book for everyone who worked for him for more than 5 days (not part-time, but at the main place).

The employer, according to the procedure for filling out the work book, must make the following entries in it:

• about the worker;
• the work itself;
• internal and external translations;
• about dismissal;
• awards and merits of the employee.

Important: information about penalties is not entered into the work book; an exception may be a penalty in the form of dismissal of an employee.

If a worker has not only his main job, but also a part-time job, the main employer can, on the initiative of the employee himself and with a certificate confirming such a part-time job, make an entry in the work book about the part-time job as well.

The responsibility for organizing the work of storing, maintaining and recording work books is assigned to the employer, and the responsibility for direct storage, recording and maintaining the work book is assigned by the employer to the employee appointed or by order. The designated employee (in different organizations this can be HR specialists, HR clerks, accountants, managers, etc.) has the right to fill out work books and certify the entries in them with his signature and seal of the organization. Orders on the appointment of authorized persons are usually checked by the labor inspectorate.

Important: only an employee who has such responsibilities provided for in an employment contract or job description can be appointed responsible for filling out a work record book. If the head of an organization or an individual entrepreneur maintains personnel records independently, then he must issue an order assigning the functions of carrying out personnel records to himself. An example of filling out a work book can be found on the Internet without any problems.

General rules for filling out a work book according to the Labor Code of the Russian Federation

How to correctly fill out a work book when hiring or leaving? Here are the basic rules for filling out work books for 2017:

1. Work books are filled out with fountain pens, gel or roller pens, and black, blue or purple ink.
2. When filling out a work book, the numbers used are Arabic, with the date and month consisting of 2 characters, and the year consisting of 4 characters. For example: 01/20/2017.
3. When registering, the state language of Russia is used, i.e. Russian. If an additional state language has been introduced in the regions of our country, you can use it when filling out a work book.
4. Abbreviations cannot be used in the work book, including in the names of positions, orders, instructions, etc. All words must be written in full.
5. Any data is entered into the work book on the basis of the relevant order (order) and must coincide exactly with it.
6. Entries are made no later than 7 days from the date of the event, with the exception of entries on hiring (no later than 5 days) and dismissal (on the day of dismissal).
7. Each entry in the work book must have its own serial number. The following exceptions to this rule exist:

• a serial number is not given when renaming an employer;
• when filling out a duplicate work book, the serial number is not written in the case of a record of work experience;
• Headings in the “Work Details” section are not numbered.

Is it possible to have two work books at the same time?

According to labor legislation, an employee must have one work book, in which the employer makes all the necessary entries. However, sometimes, due to various life circumstances, it may happen that an employee has a second work book.

This can happen, for example, if an employee quit, lost his work book, and when he was hired for a new job, he was issued a new work book (Part 5 of Article 65 of the Labor Code of the Russian Federation, letter of the Federal Service for Labor and Employment dated April 30, 2008 No. 1026-6 ). Subsequently, the employee found the lost book. So he turned out to have 2 documents at the same time.

In this case, the legislation does not stipulate any sanctions for the employee having 2 work books. The employer also does not have the right to fine an employee in any way or refuse to hire him on this basis (Part 1 of Article 64 of the Labor Code of the Russian Federation).

In this case, the employer must enter information about work and other necessary entries in only one of the work books, since the law does not provide for maintaining several books for one employee.

Use of samples for filling out a work book upon dismissal and when hiring

As already mentioned above, when applying for a job, the employer, according to the rules for drawing up a work book, makes an entry in it no more than 5 days later about his hiring on the basis of an order. If a citizen is hired for the first time, he signs on the title page of the work book kept by the employer, thereby confirming the correctness of the information entered in it (but he is not responsible for the correct filling out of the work book).

Important: if the employer is an individual who is not an entrepreneur, then he cannot create new work books and make notes (entries) in the work books provided to him. Confirmation of the time of work and experience in this situation for the worker will be an employment contract, which is concluded in writing.

On the day the employment relationship ends (the last day of work), the employer must give the employee a work book and other documents related to work activity, as well as pay the employee.

When it is not possible to return the work book for various reasons, the employer notifies the worker in writing that it is necessary to pick up the work book or send him consent to send the work book by mail. From the moment such a message is sent, the employer is not responsible for the delay in issuing the work book. In addition to the above, liability is removed if the last day of the employee’s work does not coincide with the end date of the employment contract.

In order to avoid mistakes, it makes sense for the person responsible for managing personnel affairs to familiarize themselves with samples of filling out work books, which indicate various reasons for hiring and dismissal. This will make it easier to understand what language may be used depending on the situation.

When making a record of dismissal, it should be borne in mind that the basis for dismissal, as well as its reason, must exactly comply with the wording of the law. In addition, the employer and the employee himself sign the notice of dismissal. The record is certified by the seal of the organization.

This article reveals generalized concepts about maintaining work books and general rules for filling them out. Information about special cases, for example, about making an entry in connection with a change of surname or about correcting an entry, as well as about the procedure for certifying a copy of a work book, can be found in separate articles in the corresponding section of our website.

Labor relations develop between employees and employers. Cooperation between both parties is regulated by law. Partnership relations, rights and responsibilities in the labor sphere, and the nature of work activities are documented.

Work book - what is it and what is it for?

A work book is a personal document that reflects the length of service, quality, duration of work at each place of employment, and information about the nature of a person’s activity.

Valid samples are from 1938, 1973, 2003, 2004; they fully participate in working circulation and do not need to be replaced.

The document is required for:

• actual display of work activity;
• informing the employer about the reasons for the employee’s dismissal, the length of his service, awards, reprimands, etc.;
• realization of rights to pension provision in the future.

Review of legislation

Legislative acts regulate the norms and rules in accordance with which the work book is drawn up, these include:

• Labor Code of the Russian Federation. The provisions of the Labor Code of the Russian Federation clarify the concept of “work book”, define the employer’s responsibilities for maintaining and storing personal documents, and regulate the procedure and principles for their preparation. The Labor Code is a reference book for a good personnel officer.
• Code of the Russian Federation ( Code of Administrative Offenses) about administrative offenses. The document contains rules that make it possible to determine the level of responsibility for non-compliance with the rules for handling work books. The inspector of the personnel department or personnel service is guided by the latest version of the law dated December 30. 2001 No. 195-FZ, as amended. dated June 23, 2014.
• Government decree " About work books» dated 04/16/2003 No. 225 as amended. dated March 25, 2013. Approves the form and sample of a personal labor document, insert, regulates maintenance and appropriate storage.
• The Ministry of Labor initiated the development of the following document. Resolution " On approval of instructions for filling out the TC» dated 10.10.2003 No. 69 defines a strict procedure for filling out sections of work books and an algorithm for correcting errors.

Rules for storing and maintaining work books

Maintaining

Dates

• Entries of absolutely all dates are made strictly in Arabic numerals. Format XX – month, day; in format XXXX - year. If a person was hired for a position on July 10, 1990, the entry will be corresponding - “07/10/1990”;

Ink colors

• Records are made carefully by the HR inspector using a fountain pen, ballpoint pen, rollerball pen, with ink that is resistant to light and humidity, purple, blue or black. Ink must be presented exclusively in paste form. The opinion about the permissibility of using gel pens is wrong;

Abbreviations are not allowed

• Abbreviations in the work book are unacceptable. Records are entered accurately, correctly and in full;

Composition of information

The standards are regulated by the Labor Code:

• information about the employee;
• the nature of the work performed;
• transfer to another place of permanent activity;
• dismissal;
• grounds for termination of the employment contract;
• information about remunerations and incentives.

According to Article IV of the Labor Code, penalties are not included in the document, with the exception of precedents when the main disciplinary sanction is dismissal.

Language

• state language of the Russian Federation;
• state the language of the republic within the Russian Federation, if this language is officially established.

Compliance with the order

Based on the employer’s order, the following information is entered into the document:

• about the activities performed;
• about transfer to another type of activity/job;
• about the employee’s qualifications;
• about dismissal;
• about the award.

Deadlines for depositing

• the document must be completed and maintained for each employee employed in the organization for more than five days (with the exception of employers who are individuals), if this place of employment is the main one;
• all data is entered no later than seven days, in case of dismissal - on the same day;

The responsible person - the HR department inspector - is obliged to meet the deadlines established by law.

Serial number

• all entries are without abbreviations, within one section they have their own serial number;

Exceptions

• when renaming an organization, columns ӀӀӀ and IV of the document must be filled out. In the section under the heading “Information about work”, in column III, the following entry is made: “Organization X has been renamed X since the date of XX.” The fourth column contains the grounds for renaming - an order, indicating the date and number;
• the record of continuous service is not numbered when filling out a duplicate. According to the law, when working with a duplicate document, information about the employee’s continuous experience before entering the current place of work is entered in the section under the heading “Information about work” in Column III. This is true if the person has already worked before joining this employer. This employment record is not numbered;
• The names of employers are not subject to numbering (in the columns “Information about work books”, “Information about work”).

Familiarization of employees with records

• the employer is obliged to familiarize the employee working in the organization with each record that relates to the nature of the activity performed, transfer to another position with permanent employment, or dismissal. The owner of the document must sign his personal card, where the entry made in the Labor Code is repeated;
• when the employment contract has expired, all entries made in the document during the work activity in this organization are certified. The employer himself or the person responsible for office work and personnel can act as a witness. The document is stamped, signed by the manager, and signed by the employee;
• After filling out the title, the employee signs on it in the appropriate line, thereby certifying the correctness of the information entered. Similarly, the signature is affixed to the title of the duplicate, insert.

Persons responsible for maintaining the document

• The employer bears the full range of responsibility. An order or instruction from an employer provides grounds for the appointment of an authorized person to whom all powers and responsibilities for storage, maintenance, accounting and issuance of technical documentation are delegated. This person's signature authority allows all records to be certified;
• these persons bear liability regulated by law;
• When carrying out inspections, orders and instructions for the appointment of a responsible person are always checked by the State Labor Inspectorate.

Storage

The storage of work records must be organized in a specially designated place, inaccessible to third parties. In almost any organization it is a safe or an iron cabinet with a lock. A special tray or box should be provided for the books themselves.

If documents are damaged during storage, the organization may be subject to penalties. The storage period and accounting of work books is regulated by the following standard documents:

• unclaimed TC – 75 years;
• TC traffic record book – 75 years old. The book is filled out in the personnel department, by the personnel service, depending on the procedure established in the company. It contains data on TCs accepted for storage and issued;
• receipt and expenditure book for accounting of TC forms – 5 years. The document takes into account the number of TCs and inserts for them. The book is issued by the accounting department and displays the consumption of these document forms with the number and series of each. Today, the standard document is losing its relevance, since employees have received the right to purchase work books with their own hands.

Books must be presented in a single, state-approved form. Upon receipt of the technical documentation, the employee leaves a signature on the personal card and logbook. Books are strict reporting forms; they are numbered and endorsed with the signature and seal of the employer.

Video - how to certify the work record book:

How to fill out a work book correctly

Title page

• According to the passport data, the employee’s full name is entered without abbreviations. If a change in surname occurs during work, the authorized person makes the correction on the basis of a passport and a certificate of change of surname. The previous data is crossed out with one line, the new data is added. The personnel officer writes on the cover a link to the document that served as the basis for the change, certifies the entry with a signature and seal. In some cases, instead of a passport, the personnel officer may be guided by another identification document.
• Date of birth – the value is written according to the formula day.month.year.
• Education. Data is entered based on the document provided by the employee, without abbreviations. If the employee has increased the level of education or received additional education, the data is replenished without crossing out.
• The specialty is registered strictly in the nominative case, on the basis of an education document - for example, “salesman”. If an employee enters a place of employment that requires special knowledge or special training, additional documents confirming this knowledge must be present.
• Date of completion. After hiring, completion must be completed within five days.
• Signature and transcript of the responsible person and employee.
• Seal of the organization.

A video that describes how to fill out the cover page of a work book:

Information about hiring

• Seal of the organization, details in words. If there is one, its abbreviated name is indicated.
• I column. Serial number of the entry. If this is the first entry, put the number “1”, etc.
• II column. The date the employee was hired.
• Recruited/accepted into “department name” for position “X”. Information is entered in accordance with the staffing schedule. Fits on the same level as the date of admission in column III.
• Column IV contains the number and date of the document that became the basis for hiring, usually an order.

Video - how to make notes about work in a work book:

This section displays information about the establishment of an additional profession, assignment of a new category, rank, change of name by the employing organization during reorganization, and part-time work.

Transfer records

• If a person is transferred from an external organization, records of dismissal are made in column III “Information about work”, indicating information about the employee’s initiative (if any). Next is a record of admission to a new place of employment, with a note about the implementation of the transfer procedure.
• For an internal transfer, it is sufficient to indicate the new place of employment and the basis for the transfer.

Algorithm for making transfer entries

• Column I - entry number - the serial number is entered;
• II column. The calendar date is indicated in Arabic numerals;
• Column III – record of transfer;
• Column IV – number and date of the document that served as the basis for the transfer.

Dismissal

Algorithm for making records of dismissal:

• Column I is indicated by the serial number of the entry;
• Column II – the calendar date of dismissal is indicated in Arabic numerals;
• Column III – record of dismissal with reference to Art. Labor Code (in full accordance with the wording of the law);
• Column IV - No. and date of the document that served as the basis for dismissal.
• seal and signature of the manager or authorized person. Employee signature.

Exceptions: if the employee does not appear to receive the document in hand, the employer sends him a notice of the need to appear and receive the technical documentation or provide consent to its sending by post. Starting from the date of filing the notice, the employer is relieved of responsibility for storing the document.

Part-time job

If the employee shows initiative, a record of part-time work is entered into a document in the personnel department of the main place of employment. The employee must bring the following documents to the HR department:

• a copy of the employment agreement certified by the director of the part-time company;
• request to make an entry in writing.

How to properly certify a copy

• the authorized person makes copies of all pages of the document that contain entries;
• the copy sheets are stamped with a stamp, the current date, a resolution “the copy is correct”, and the signature of the HR department inspector or other authorized person. The document must contain a note indicating that the employee is currently working in this position.

A copy of the work book is accepted at the place of request as a document confirming the person’s employment.

Duplicate

In the event that a document is lost due to the fault of an employee, he must notify the employer about this by filing a statement “about the loss of a work book.” Within 15 working days from the date of submission of the application, the employer provides a duplicate.

Information contained in the duplicate

• the total length of service of the employee before entering this place of employment. The length of service must be indicated in summary, without specification;
• specific information about activities in this organization.

Grounds for issuing a duplicate

• TC is unsuitable for use;
• loss of TC;
• a court decision declaring an entry in the Labor Code invalid. The employer provides the employee with a duplicate containing all records except the unusable one.

Liner

An insert is required when it is not possible to make new entries in a document. This is a legal continuation of the Labor Code, which is issued and subject to registration in the general manner. The insert without labor is invalid. The book itself must contain a note indicating the attachment of an additional document.

Errors

• On the title page, erroneous information is crossed out with one line, and the correct information is entered. On the back cover there must be a link to the relevant document confirming the correctness of the new data.
• Section corrections do not allow strikethroughs. The new entry is considered invalid, which must be registered. Then the specialist enters the correct information.
• Errors are corrected only by the actual employer. If adjustments are made at a new place of work, there must be a basis in the form of a document from the previous employer who made the inaccuracy.

Algorithm for recording errors

• Column I - serial number of the entry;
• Column II - the date on which the entry was declared invalid, that is, the actual date of the corrections;
• Column III verbatim: “The entry under No. X is invalid”;
• Column II – the date of the new correct entry is indicated;
• Column III – a new entry is made;
• Column IV – number and date of the document that became the basis for entering the correct data.

Filling out a work book by an individual entrepreneur

Carries out personnel records according to the same scheme as all employers, but can use a simplified scheme.

Algorithm for recording employment records for individual entrepreneurs

• Column III - indicate the name of the employer - “Individual entrepreneur XXX”;
• Column I – serial number of the entry;
• Column II – date of admission to the staff;
• Column III - at the same level as the date - information about hiring, indicating the position;
• Column IV – number and date of the order, which is the basis for enrolling the employee on the staff.

Sample of filling out a work book by an individual entrepreneur:

If the employer is an individual

In this case, the employer does not have the legal right to make entries in the labor code of employees. An individual acting as an employer does not have the right to issue a document to those employees who are starting work for the first time.

Additional instructions

• Records of the appointment/election of the general director of the company: in the wording on the employment of a director of the company, you can use the word “elected” instead of “appointed” if the director is elected by the general meeting. Column IV should indicate the minutes of the general meeting, the order, with the corresponding numbers and dates.
• Recruitment to a branch. If an employee is hired by a branch, in practice it is legal to use two options for indicating the branch: in the entry for the position itself and in the header, after indicating the name of the organization - both entries are kept in Column III.

If the employer treats his employees with respect, the accounting and maintenance of work books will be carried out correctly and in accordance with the law. This is one of the foundations of a successful and prosperous business.

Column No. 3 – name of the company, division, position. It also states here why the employee. All this data is taken from documents, brought by the employee.

Examples:

03/02/2000. Limited Liability Company "Zvonok Plus".

Hired to the position of senior administrator of the city networks department.

04/16/2002. Transferred to the position of chief specialist of the long-distance communications department.

Book for recording the movement of work books and inserts includes entries about all these documents.

This book contains column No. 13, which is needed for signatures workers.

The signature is put by a person when he picks him up your work book, .

Not everyone is taken their books when they leave the organization.

This happens for various reasons.

But the book must be kept in a safe or in a special room for as long as necessary, that is, until the former employee claims it.

Liner

The insert opens when the work book is completely filled in one section or another and there is nowhere to make further entries. The insert should be carefully sew in in a book.

He is no less important document than a work book, and therefore is drawn up in accordance with the same rules.

When it is handed over to the employee, in the book put a stamp“The insert has been issued”, there must also be one number. Enter this phrase manually it is forbidden. The stamp is allowed to be placed in one of two places in the work book - either on the title page or on the spread.

If the work book is not available, then the stamp loses its power like a document. Sew it in at the end of the book, between the very last page and the cover. However, this is only a recommendation, since not a single regulatory act specifies specific place for sewing in the liner.

Pages in it must not start from the first- they go in order, from the beginning of the work book. The title card of the insert must have a stamp seal companies.

The procedure for filling out a work book is the sequence of actions for making entries in the employee’s main document, which reflects the fact of employment and confirms his work experience. Pension payments are calculated based on the entries in this document, so it is important to correctly enter all entries into this document. The employer is responsible for errors made when entering data. We'll tell you how to fill out a work book and give you a sample of how to fill out a work book for 2019.

What regulations should you follow?

First of all, it is necessary to mention that filling out work books is regulated Article 66 of the Labor Code of the Russian Federation. In addition, two other fundamental documents need to be mentioned.

The sample and rules for filling out a work book have been approved Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69. It details the nuances of entering information into a document and correcting incorrect entries.

In addition to the instructions that answer the question: how to correctly make entries in the work book (2019) - there are also Rules for maintaining and storing work books, approvedDecree of the Government of the Russian Federation dated April 16, 2003 No. 225.

Who is responsible for the correct design

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format “05/17/2019”;
• use a fountain pen, helium pen or ballpoint pen in black, blue or purple;
• do not use abbreviations;
• do not cross out entries when correcting them (does not apply to the title page), under the incorrect entry they write “entry number __ is invalid”, and enter the correct one below;
• FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
• information about profession and education also based on relevant documents;
• The employee's signature must certify the information.

Sample of filling out a work book 2019

The work book form was approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.

The samples will show how to fill out a work book (2019) section by section and what the title page should look like.

The document contains three parts:

• title part - basic information about the employee;
• information about work - information about hiring, transfer and dismissal;
• information about awards.

Let's look at how to fill out each part of the book correctly.

Filling out the title page

The title page must be prepared with particular care. Any blots or inaccuracies render the book form unusable.

This labor page should contain the following information:

• FULL NAME. owner;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only according to the documents provided by the employee. This must be a passport, SNILS, an education document (usually a diploma), a certificate of marriage (divorce).

The title page of the work book (2019) looks like this:

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfers to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section must be included within 7 days from the date of issuance of the order on hiring, transfer to another position, awards, incentives, and so on.

The reorganization of the enterprise is also reflected in this section of the work book. These records will help explain the different seals for hiring and firing.

There is no need to talk about how important it is to correctly fill out the work book (2019) - after all, the size of the employee’s future pension and other social benefits may depend on this

When transferring

The transition from one position to another is also reflected in this section of the work book.

There are two types of translations:

• internal - an employee changes positions while in the same organization;
• external - the employer changes. In this case, the previous employment contract is terminated and a new one is concluded.

When making an internal transfer, in the third column of the book, write “transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, you must indicate the employee's position.

When working part-time

Information about part-time work can also be entered here. An entry in the book is also made on the basis of documents provided from another organization. That is, the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of the order of another organization that he has been hired. If these documents are completed correctly, the head of the enterprise, which is considered the main job, issues an order to make an additional entry in the work book. The wording can be seen by opening our sample on how to correctly fill out a work book when combining.

Upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth column contains the details of the order on the basis of which the employment contract was terminated.

These entries in the work book must be certified by a seal (if any) and the signature of an employee of the HR department. If the enterprise does not have a personnel department or one responsible for preparing and maintaining work books, then all this must be carried out by the head of the organization.

Section "Information about awards"

Another section of the work book that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards (as well as honorary titles);
• awarding diplomas, certificates, medals, orders, insignia;
• labor incentives prescribed in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book may change. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.

When renaming an organization, corrections are made as follows:

1. Columns 1 and 2 remain empty.
2. Column 3 records the change in the name of the organization. In this case, the previous and new names are indicated in full and short form.
3. Column 4 contains the details of the document on the basis of which the name was changed.

If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.

After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is entered. Column 3 indicates “Record No.... shall be considered invalid.” This should be followed by the correct entry.

There are two options for filling out column 4:

• re-indicate the date and number of the order that became the basis for the invalid entry;
• indicate the number and date of the order issued to make the corrections.

Liner

After all the blank pages in the work report are filled out, the data will be entered on an insert form, which the employee additionally purchases. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document.

The number of inserts that an employee may have is not established by law.

Like the labor document, the design of the insert also has its own requirements:

• the cover must be intact;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the work itself, they must be included in each inserted form.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the employee had the document, then to restore it he must contact the last employer. In order for a duplicate to be issued, you need to submit a corresponding application, which must be reviewed within no more than 15 days. Additionally, the employee may be asked for documents indicating his previous places of work.

In the new work report, “Duplicate” should be written on the title page at the top. Further filling occurs as standard. All information about previous places of work is filled out based on the documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• in the center - the word “Statement”;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

It is important to remember that on July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).