An example of filling out the title page of a work book. Transfer to another department or change of position

The book must be filled out by the employer personally. If the structure of the organization provides for the presence of a special department for working with personnel or a separate employee in charge of personnel records, responsibility is assigned to the personnel service or personnel employee.

At the same time, his activities must be supervised by the employer, since he is entrusted with responsibility for working with documents of increased reporting and control, which include work books and inserts for them.

If the staffing table does not provide for the position of a personnel officer, all entries are made by an authorized person who is appointed by order of the manager. After this appointment, the specialist will have to receive information about the correct maintenance and completion of the technical documentation and other important documents, since he will be responsible for them along with the manager.

What records should be in the TC?

The work record of each employee must contain certain information about him, which indicated on the title page:

• personal data (full name);
• Date of Birth;
• education;
• speciality;
• Date of completion.

This information should include:

• appointment date;
• date of dismissal;
• information about work;
• subdivision;
• rank or position;
• grounds for hiring or dismissal.

For examples of records of various professions, such as driver, accountant, collective farmer, etc., see.

If the work book has expired, how can I continue recording? Under no circumstances should you:

1. Continue making entries in the Labor Code, correcting the inscription “information about the award” to “information about the work.”
2. Paste in blank sheets of labor forms or lined sheets on a computer (by hand) yourself.

If the work book runs out of pages of information about the work, you must sew in a completed insert.

Deadlines for making entries in the work book: When hiring an employee, an entry in his book must be made within a calendar week or within 5 working days, but no later.

– on the day of dismissal, in some cases – no later than 3 working days.

At the request of the employee, a record can be made about. It is not worth taking such an initiative on your own, since the length of service at your permanent place of work will be taken into account.

The following information is not included in the TC:

• about sick leave;
• on maternity leave and child care leave;
• about labor holidays and business trips.

Information about the probationary period when hiring is also not included.

In this case, a certain algorithm is used based on the corresponding order.

What pen should I use to fill out a work book?

When entering information about work into a book or insert, as well as when filling out the title page, entries must be made carefully, without any erasures. To do this, the personnel officer must have ballpoint pen blue, purple or black, which does not smudge, and is not too pale.

The recording must last a long time and be clear. If it gets smeared, it will have to be restored. They can rewrite the entry and declare it invalid even if the color of the information text is excessively dull, which makes it difficult to read.

The instructions also cover the use of ink. Currently, this permission is actively neglected by personnel officers, since there are practically no specialists left who master calligraphy, which requires the use of ink. If an ink blot is created when using them, the book may be considered damaged.

Is it possible to fill out a work book with a gel pen? Regarding gel pens, there are no direct instructions prohibiting their use. In the same time, their use is strictly not recommended:

1. Their use can lead to damage to the work page, where entries have already been made on the reverse side. Helium paste can damage them, making the text illegible.
2. Helium paste does not always make the recording legible, as it leaves a wider groove.
3. Gel pastes are more easily smeared and even erased, which can ultimately render the TC unusable.

If the pen is used improperly or if smudged or poor-quality entries are made, the labor inspectorate may impose a fine.

How to fill out a work book correctly: nuances in examples

No work book entry can be made arbitrarily. All of them are strictly regulated by specialized, legally approved rules and standards. The Labor Code, in chapters 10 and 11, examines the main provisions relating to personnel records management. Work with filling out the labor report is reflected in Article 66 of the Labor Code of the Russian Federation.

The main provisions of the norms under consideration reflect the Rules and Instructions:

1. The rules for maintaining and storing TC were approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.
2. Instructions for filling out the Labor Code have been approved by the Ministry of Labor and Social Affairs. Development of the Russian Federation 10.10.03 for No. 69.

— Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69
“On approval of the Instructions for filling out work books” (Registered with the Ministry of Justice of the Russian Federation on November 11, 2003 N 5219)

The rules for filling out a work book determine by law all the details related to organizational work with the Labor Code, and also indicate how, in general, work books should be filled out and stored. The rules have the form of a legislative document that regulates almost all actions performed with books, with inserts and forms of labor and inserts for them.

They regulate:

1. Deadlines for making entries.
2. The nature and completeness of the information entered in the work columns and on the title page.
3. No abbreviations in entries.
4. Necessary for signature with the entries made.
5. The procedure for entering information about incentives and awards.
6. The procedure for purchasing work forms and inserts.
7. Rules and regulations for correcting errors in records.
8. The question of responsibility for compliance with the Rules.

Unlike the Rules, the Instructions determine the nuances of making entries, the nature of their content and the acceptable form. It defines normative phrases that can be used in certain cases when making entries.

Following the Instructions is not only necessary, but also very convenient, since the main points are defined here in a ready-made form. When making entries, you only need to be guided by the fact that due to the Instruction, which defines:

1. The procedure for entering information about work.
2. Using continuous sequential numbering in Arabic numerals.
3. Recording dates using Arabic numerals.
4. Corresponds to the date entered in the Labor Code - the first day of going to work.
5. Form of information about work that is entered into the Labor Code.
6. Correctness of wording and references to articles of the Labor Code of the Russian Federation.
7. The correctness of entering the order for admission (dismissal).
8. Missing dots when making entries.
9. Lack of numbering when entering the name of the organization.
10. No stamp upon hiring.
11. Availability of a seal upon dismissal from a position.

Based on the instructions, see an example of filling out a work book:

The entries made in the work book must follow one after another, and each employer or personnel officer must ensure that all serial numbers are present.

Is it possible to make an entry in the work book retroactively? In some cases, the entry is made “retroactively”. This is not surprising, considering that entries can be made within 5 working days after hiring the employee.

The main thing is that the date in the column does not differ from the date specified in the employment contract. If, judging by the documents, the employee does not inspire confidence, it is quite advisable to make an entry in the work book on the fifth day, but not earlier.

In practice, there are often cases when undisciplined workers did not show up for work on the second or third day. And the recording made turned out to be a burden on the employer’s conscience.

But if the entry has already been made, you will have to enter information about dismissal for absenteeism, based on the dismissal rules.

Special rules for filling out the Labor Code are provided for directors and individual entrepreneurs who are founders of organizations.

It is not uncommon for an employee to die without retiring. In this case, the TC is also drawn up in accordance with a certain algorithm. A record of death is made in it, and the book is given to the relatives of the deceased employee or transferred to the archive.

Filling out a work book - sample filling:

First entries in the Labor Code: features of making them

To make the first entry in the work book, which is opened at the enterprise by the employer or an authorized person, certain requirements must be met. Information is entered on the basis of documents:

• passports;
• diploma or certificate;
• certificates, certificates, etc.

When filling out, the presence of the person who owns the work book is required. After filling out the title page, we proceed to entering information about the work. If, before entering work, a citizen studied at a higher or secondary specialized educational institution, this fact must be reflected before making all entries, putting the first serial number. The first entry in the work book is a sample “I had no experience before joining”:

How to correctly fill out a work book sample:

If, before entering work, a citizen is in the Armed Forces of the Russian Federation, then the first entry, also made under serial number No. 1, will be a record of service.

After entering information about education or military service, enter the name of the organization without a serial number, and then the first entry about employment. If a citizen applying for a job:

• did not work anywhere;
• not trained;
• did not serve in the RF Armed Forces,

then this (and other) information is not indicated.

Some inexperienced personnel officers believe that an explanation must be given regarding a citizen’s previous work history.

Therefore, it is completely unlawful for them to enter into the employment record for No. 1 that they had no work experience before starting work. This post is deeply flawed. should not be present in documents due to its inappropriateness.

If a first-time employed citizen actually had no work experience, then this should be clear from the context, due to the lack of records. In this case, a record of employment must be directly made for No. 1.

Please note that if the position does not require qualifications, and the organization does not have departments, the job information will not contain them.

What to do if an entry is missed?

Entries must not violate serial numbers. If this happens, making an entry should be based on the general algorithm in the TC. That is, under the next serial number you need to make an entry stating that an error was made (an entry was missed), and under the next serial number you need to make it.

But such actions cannot be carried out arbitrarily. In order for such an error to be corrected, a special order and grounds for correction are required. If the entry was missed by another employer, you must:

1. Make a request regarding an error.
2. Receive the necessary documents from the person responsible for the error.
3. Force him to correct his mistake.

Keep in mind that the mistake must be corrected by the employer who made it. In some difficult cases, it is necessary to seek correction of the error through the courts. Arbitrary interference is unacceptable.

This is very important because a missing entry can appear in two cases:

1. By mistake of one of the employers.
2. In case of fraudulent transactions with the work book on the part of the employee himself.

In both cases, vigilance and caution must be exercised.

Peculiarities of entering certain types of entries into the Labor Code

The book contains information both about disciplinary violations. It must be entered on the basis of an order. In the event that an award order is issued, but no entry is made, GIT inspectors will impose a lawful fine. Penalties themselves are punishment and are not included in the Labor Code.

Other violations may be made, depending on what they are. For example, almost all personnel officers know that recording a dismissal based on violations is made on the basis of an “article.”

That is, when dismissing such an employee, the grounds indicate that he was “dismissed for absenteeism,” “dismissed due to disciplinary action,” etc. Of such a type Dismissals must be accompanied by documents:

• acts;
• reports or memos;
• explanatory;
• by decision of the CCC or the disciplinary commission.

The employer has no right to make such entries in the work book at his whim.

A reprimand is not entered in the book (as well as a remark). As a disciplinary sanction, it can be entered in a personal file, in accordance with the order and properly executed documents.

Its validity period is 1 year.

In the column profession, specialty, qualifications are indicated:

• by diploma;
• for courses with a total volume of at least 70-100 teaching hours;
• based on work experience.

This information should always be up to date. If an employee is employed in a specialty that is not reflected in the information about the profession, it must be added by entering it separated by a comma to the existing information.

The book must necessarily reflect information that is preferential in nature upon retirement. To do this, it is necessary to use the Classifier of Occupations and qualification directories, making entries in strict accordance with the standards established in it.

Also the nature of the work must be indicated, which involves permanent work, work during maternity leave, seasonal work, etc. Other insignificant information is not indicated in the Labor Code, but can be specified in detail in the employment contract.

It is mandatory to indicate in what position and in what department the employee is accepted. Shift work refers to information that, in the opinion of many employers, is not required. But this opinion is ambiguous.

After all, a shift is not only working conditions, it is a determination of the place of work in the absence of any other reference to the unit. That's why an indication of shift work is appropriate in two cases:

1. At the request of the employee.
2. If necessary, instead of specifying another unit.

Is it possible to skip lines in TC?

Inscriptions must be made without skipping lines. However, if there is a stamp on the previous entry that takes up one or two lines, then they need to be skipped.

It is unacceptable to enter information about your organization on someone else's seal.

Conclusion

Working with technical documentation is a very painstaking task that requires careful handling of the document. In this work, almost all forms of making entries are regulated, and the slightest defects will be subject to correction and may be punished by the labor inspectorate.

An unlawful entry discovered in advance will be fraught with fines for the employer, with the ensuing administrative consequences for the personnel employee.

The employer is obliged to organize the work of maintaining, recording, storing and issuing work books. Responsibility within the enterprise to the manager for the timely and correct filling out of work books, for their recording, storage and issuance lies with a specially authorized person appointed by order (instruction) of the head of the enterprise (clause 45 of the Rules for maintaining work books, approved by the Decree of the Government of the Russian Federation dated 16.04. 2003 No. 225).

It should be noted here that in the event of an inspection of the work of the personnel service, the state labor inspector, along with other documents, will necessarily require the provision of an order appointing someone responsible for maintaining, recording and issuing work books. Moreover, most often the inspector first asks a question about who keeps the workers’ work books and at the same time asks to introduce him personally. And after that, he asks to show an order confirming that this particular HR employee is authorized to keep work books.

In the absence of this order, the state labor inspector will certainly issue an order to eliminate the violation of labor legislation. Therefore, it is better to immediately issue such an order, without taking the matter to the extreme.

Consequences of violation of labor legislation (Article 5. 27 of the Code of Administrative Offenses of the Russian Federation):

Imposition of an administrative fine on officials in the amount of 5 to 50 times the minimum wage:

1) for persons who have previously been subject to administrative punishment for a similar administrative offense, this violation entails disqualification for a period of one to three years;

2) the imposition of an administrative fine on the organization in the amount of 300 to 500 times the minimum wage.

When issuing such an order, the head of the enterprise should not limit himself to only indicating the position - “assign responsibility for maintaining, storing and recording work books to the personnel inspector.” It is also necessary to indicate the surname, first name, patronymic, since we are talking about granting special powers specific person .

The order (instruction) should also note that if the responsible employee is sent on a business trip, is given leave or is absent from work for good reasons, his responsibilities are transferred to the head of the department (Fig. No. 1).

Fig. 1 Sample order appointing someone responsible for maintaining, recording, storing and issuing work books

In this order, it is highly undesirable to distribute functions related to maintaining, recording and storing work books among several employees. For example, one HR inspector is assigned the function of filling out work books, and the second is assigned the functions of accounting and storage. Because, on the one hand, this contradicts the “Rules for maintaining work books”, according to which the employer must appoint one specially authorized person. On the other hand, it weakens control over the execution of orders.

In the event of dismissal of an employee responsible for maintaining work records, his powers are transferred to another employee or transferred to the head of the enterprise until a replacement is found. By the way, the employee responsible for maintaining work books does not make entries in his book and does not certify them - the entries are certified either by the head of the enterprise or by an employee specially allocated for this one-time personnel operation.

The transfer of powers to maintain, record and store the work books of a resigning employee is formalized by the relevant orders:

– when transferring another employee to a vacant position responsibility for maintaining, recording and storing work books is reflected in the transfer order (Fig. 2);

Fig. 2 Sample order for transfer to a vacant position of an inspector in the HR department with responsibility for maintaining, recording and storing work books

– if per employee whose job function is not related to work books (for example, office manager), under the conditions of combination, the obligation is assigned dismissed employee for maintaining, recording and storing work books, That the transfer of powers is enshrined in the order on combining positions(Fig. 3);

Fig. 3 Sample order on combining positions with assignment of responsibilities for maintaining, recording and issuing work books

– if these powers are vested in the second HR inspector, then a special order is issued (Fig. 1).

Fig.4 Title page of the work book

Fig.5 Work book form

Fig.6 Form of work book insert

Rice. No. 7 Form of sections “Information about work” and “Information about awarding”

Let's take a closer look at how the work book is filled out. If an employee has a work book for the first time, it is filled out only in the presence of this employee by an authorized representative of the enterprise administration. Entries are made with a fountain pen, ballpoint pen, gel pen or rollerball pen, light-resistant ink (paste, gel) in black, blue or violet. Information about the employee is recorded on the first page (title page) of the work book and certified by the signature of a specially authorized person and seal.

The work record book is kept in Russian (the state language). However, on the territory of a republic that is part of the Russian Federation and has established its state language - in Russian and in the state language of this republic.

With each entry made in the work book (insert), about hiring, transfers to another permanent job and dismissal, personnel service employees are required to familiarize the owner of this book (insert) with a signature in a personal card, which repeats the exact entry from the work book ( liner).

Employee information are written on the first page (title page) of the work book (Fig. 8):

1) the last name, first name, patronymic of the employee is written down in full (without abbreviating or replacing the first and patronymic with initials) and legibly on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver’s license, etc.);

2) the date of birth is indicated in full on the basis of a passport, birth certificate or other identification document. For example, "July 12, 1968";

3) information about education is indicated on the basis of the relevant document (certificate, certificate, diploma, student card, grade book, certificate of educational institution, etc.). All information is recorded in accordance with the All-Russian Classifier of Population Information (OKIN) and the All-Russian Classifier of Specialties in Education (OKSO):

– basic general education – the employee graduated from high school, a school with in-depth study of a subject, a lyceum, a gymnasium;

– secondary (complete) general education – employees who study in secondary specialized educational institutions (technical schools, colleges), but have not graduated from them;

– primary vocational education – the employee graduated from a vocational school or equivalent educational institutions;

– secondary vocational education – the employee graduated from a secondary specialized educational institution (technical school, college)

– incomplete higher education – an employee who has completed three years of higher education;

- higher education;

– postgraduate education.

4) profession and specialty are indicated on the basis of a document on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training) or other properly executed document.

The date of filling out the work book is also indicated in full, as is the date of birth.

Fig. 8 Sample of filling out the title page of a work book

After which the employee certifies with his signature that the information entered is correct. And the person responsible for issuing work books puts his signature at the end of the first page (title page) of the work book. The word “legible” means that the surname of the responsible person must be indicated without graphic abbreviations or associations with initials. After this, in a specially designated place (MP), an imprint of the seal of the personnel service is affixed, and in the absence of one, an imprint of the seal of the enterprise.

Changes in last name, first name, patronymic and date of birth are made by the administration at the place of work on the basis of a document (passport, birth certificate, marriage certificate, divorce certificate, change of last name, first name, patronymic, etc.) and with reference to the number and date of issue these documents.

Changes are made on the first page (title page) of the work book. In this case, the previous surname, first name, patronymic or date of birth is crossed out with one line and new data is recorded. Links to relevant documents are written on the inside cover and certified by the signature of the head of the organization or a person specially authorized by him and the seal of the organization or the seal of the personnel service (Fig. 7, 8).

Fig. 9 Sample of making changes in the “last name” column of the title page of the work book

Fig. 10 Sample of making changes in the “Date of Birth” column of the title page of the work book

Changes (adding) to records about a new education, profession, or specialty obtained are made by adding to existing records without crossing out previously made records. For example, if an employee had primary vocational education, and he graduated from college, then, accordingly, his education became secondary vocational. In the “Education” column, “secondary vocational” is indicated, separated by commas (Fig. 11).

Fig. 11 Sample of making changes in the “Education” column of the title page of the work book

All information about the work performed, transfer to another permanent job, qualifications, dismissal, reward is entered into the work book on the basis of an order (instruction) of the employer no later than a week.

Dates in all sections of work books are written in Arabic numerals (day and month - two digits, year - four digits). For example, if an employee was hired on December 12, 2005, an entry is made in the work book: “12. 12. 2005".

All entries made in the work book are numbered (numbering increases throughout the entire period of the employee’s work activity) and are made accurately and in detail, without abbreviations. For example, you cannot write “pr.” instead of “order”, “order” instead of “order”, “trans.” instead of “translated”, etc.

There is no need to sign and seal every entry made in the “Work Information” section. The signature of the person responsible for maintaining, recording and issuing work books, and the seal of the enterprise (personnel service) are affixed only after the dismissal is recorded.

Making entries in the work book of a new employee begins with recording the name of the enterprise. In column 3 of the “Work Information” section of the work book, the full name of the enterprise, as well as the abbreviated name of the organization (if any), is indicated as a heading. Moreover, this entry is not numbered. For example, if the organization OJSC “Branded Sausages” has an abbreviated name, i.e. the organization’s charter states that its abbreviated name is OJSC “FC”, then in accordance with clause 3.1 of the Instructions this abbreviated name is given after the full name ( Fig. 12).

Fig. 12 Sample of recording the name of the enterprise in the work book

Next, a record of hiring is made, for which the number of the record being made is entered in column 1, and the date of hire is indicated in column 2. In column 3, an entry is made about acceptance or appointment to a structural unit of the enterprise, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as essential), the name of the position (work), specialty, profession indicating qualifications (Fig. .13).

Entries on the name of the job or position for which the employee is hired are made in accordance with the names of the professions specified in the Unified Tariff and Qualification Directory of Work and Professions of Workers (by industry), the Qualification Directory of Positions of Managers, Specialists and Other Employees, the All-Russian Classifier of Worker Professions, employee positions and pay grades or in accordance with the staffing table.

If the performance of work in certain positions, specialties or professions is associated with the provision of benefits or certain restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must comply with the names and requirements provided for in the relevant qualification reference books. Otherwise, the employee is deprived of the right to these benefits (for example, a preferential pension).

Fig. 13 Sample entry for employment in the work book

Column 4 contains the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. During his work activity, an employee can increase his rank or class (driver), about which a corresponding entry is made in the work book (Fig. 14).

Fig. 14 Sample entry in the work book about a change in rank

In addition, an employee can master a second specialty (profession), about which an entry is made in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, an equipment adjuster in the production of food products was given the second profession “Electrician for the repair and maintenance of electrical equipment” with the assignment of the 3rd category. In this case, in the work book in the section “Information about work” in column 1 the serial number of the entry is indicated, in column 2 the date of establishment of the second profession is indicated, in column 3 the corresponding entry is made, in column 4 the certificate number and date of issue are indicated (Fig. 15 ).

Fig. 15 Sample entry in the work book about establishing a second profession

If, when establishing a second profession, an order assigns responsibilities to the employee to perform these works (Fig. 16), then the following entry is made in the “Work Information” section of the work book (Fig. 17).

Fig. 16 Sample order to establish a second profession with the assignment of additional responsibilities

Fig. 17 Sample entry in the work book about the establishment of a second profession with the assignment of additional responsibilities

Quite often, additions or changes are made to the staffing table in terms of the names of positions (professions) in connection with the corresponding changes or additions made to the qualification directories. These changes (additions) are made to work books on the basis of an order (instruction) or other decision of the employer (Fig. 18) in the following order. In column 1 of the “Work Information” section, the serial number of the entry is indicated, in column 2 the date of change of position (profession) is indicated, in column 3 the corresponding entry is made, and in column 4 the number of the order is indicated that changes are made to the staffing table.

Fig. 18 Sample entry in the work book about making a change in job title

In the last decade, renaming of organizations has occurred quite often. These renamings must be reflected in the work books of employees of these organizations. In this case, a corresponding entry is made in column 3 of the “Work Information” section of the work book as a separate line (Fig. 19). Column 4 contains the basis for the renaming - an order (instruction) or other decision of the employer, its date and number. In this case, the entry number and date of entry are not assigned.

Fig. 19 Sample entry in the work book about the renaming of an enterprise

According to clause 21 of the Rules, entries about the time of military service in accordance with the Federal Law “On Military Duty and Military Service”, service in internal affairs bodies and customs authorities are made in the work book at the main place of work.

The time of service in the Russian Armed Forces is determined by the entry in the military ID (date and number of the order of the Russian Minister of Defense on conscription and dismissal from military service) (Fig. 20).

Rice. 20 Sample of making a record of time of service in the Russian Armed Forces

Making records of the time spent studying in courses and schools for advanced training, retraining and training.

In the work book at the place of work, an entry is made, indicating the relevant documents, about the time spent studying in courses and schools for advanced training, retraining and training.

Entries of continuous work experience in the work book are made in the following cases:

– if continuous work experience is restored in accordance with the established procedure.

According to clause 23 of the Rules for maintaining work books, an entry on the restoration of continuous service in the employee’s work book is made at the last place of work in the following sequence. In column 3 of the section “Information about work” an entry is made: “Continuous work experience has been restored from such and such a date, month, year,” in column 4 a reference is made to the document on the basis of which the entry was made, with reference to its date and number ( Fig.21);

Fig. 21 Sample of making an entry in the work book about the restoration of continuous service

– if the work time is not counted in the continuous work experience (for example, for persons who have served a sentence in the form of correctional labor).

According to clause 23 of the Rules for maintaining work books, a record is made in the work books of persons who have served correctional labor without imprisonment that the time worked during this period is not counted towards continuous work experience. This entry is made in the work book at the end of the actual term of serving the sentence, which is established according to certificates from the internal affairs bodies. When a convicted person is dismissed from work in the prescribed manner and he is hired at a new place of work, a corresponding entry is made in the work book at the enterprise where he was hired or sent. Recording is performed in the following sequence.

In column 1 of the section “Information about work” the serial number of the entry is indicated, in column 2 - the date of entry, in column 3 the entry is made: “Work time from such and such a date (day, month, year) to such and such a date (day , month, year) is not counted towards continuous work experience.” Column 4 indicates the basis for making an entry in the work book - an order (instruction) from the head of the enterprise, the date of its publication and number (Fig. 22).

Fig. 22 Sample of making an entry in the work book about non-inclusion of work time in continuous work experience

If an incorrect or inaccurate entry of information about work is identified in the work book, it is corrected by the administration of the enterprise where the erroneous entry was made or by the employer at the new place of work on the basis of a document issued by the employer who made the error. The administration of the new place of work is obliged to provide the employee with the necessary assistance.

However, if the organization that made an incorrect or inaccurate entry is reorganized, the correction is made by its legal successor, and in the event of liquidation of the organization, by the employer at the new place of work on the basis of the relevant document.

Corrected information about the work must fully comply with the original order (instruction), and if it is lost, another document confirming the relevant information about the work (archive documents related to the work activities of employees, personal cards, pay slips, personal wage accounts, etc. ).

According to clause 29 of the Rules for maintaining work books, witness testimony cannot serve as a basis for correcting previously made entries, with the exception of:

– records in respect of which there is a court decision;

– cases of mass loss of workers’ work records as a result of emergency situations (environmental and man-made disasters, natural disasters, riots and other emergency circumstances).

The length of service of these employees is established by the length of service commission established by the executive authorities of the constituent entities of the Russian Federation. The composition of such a commission includes representatives of employers, trade unions or other representative bodies authorized by employees, as well as other interested organizations.

Establishment of the fact of work, information about the profession (position) and periods of work in this organization is carried out by the commission on the basis of documents available to the employee (certificate, union card, trade union member registration card, pay book, etc.). In their absence, based on the testimony of two or more witnesses who know the employee from joint activities with him in the same organization or in the same system.

If the employee has already worked before joining this organization, the commission takes measures to obtain documents confirming this fact.

Based on the results of the commission’s work, a report is drawn up, which indicates the periods of work, profession (position) and length of service of the employee.

The employer, based on the commission’s act, issues the employee a duplicate work book.

If the documents have not been preserved, work experience, including that established on the basis of witness testimony, can be confirmed in court.

Correcting and crossing out previously made inaccurate or incorrect entries in the sections of the work book (insert) “Information about work” and “Information about awards (incentives)” is not allowed.

Changes to the work book are made as follows (Fig. 23). After the last entry in this section, the next serial number is indicated, date of entry, and in column 3 an entry is made: “The entry for number such and such is invalid.” After this, the correct entry is made, and in column 4 it is indicated:

1. Date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book (Fig. 23);

Fig. 23 Sample of making changes to an entry in the work book

2. Date and number of the order (instruction) or other decision of the employer, on the basis of which the correct entry is made. For example, if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or the court, the following entries are made in the work book:

– upon restoration to the previous job (Fig. 24):

Fig. 24 Sample of making an entry in the work book about reinstatement

– when changing the wording of the reason for dismissal (Fig. 25):

Fig. 25 Sample of making a correction to a work book

In this situation, it is necessary to remember that if there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, upon the written application of the employee, a duplicate work book is issued without making an entry declared invalid.

The head of the enterprise has the right to encourage and reward employees who conscientiously perform their job duties (declares gratitude, gives a bonus, awards a valuable gift, a certificate of honor, nominates them for the title of best in the profession). All types of awards and incentives must be entered into the work book. According to clause 24 of the Rules for maintaining labor records, these include the following types of awards for labor merits:

a) awarding state awards, including conferring state honorary titles, on the basis of relevant decrees and other decisions;

b) awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor, carried out by the enterprise;

c) other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations of the organization, charters and regulations on discipline.

The work books do not record bonuses provided for by the wage system or the payment of which is regular.

“Instructions for filling out work books” provides the following procedure for entering information about awards. In column 3 of the “Information about awarding” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any). Moreover, this entry is not numbered. Next, in column 1 the serial number of the entry is entered, in column 2 the date of award is indicated, in column 3 it is written by whom the employee was awarded, for what achievements and with what award, and in column 4 the name of the document on the basis of which the entry was made is indicated, with reference to it date and number (Fig. 26).

Fig. 26 Sample entry in the work book about awarding a valuable gift

Entries in the work book about the reasons for termination of the employment contract must be made in strict accordance with the wording specified in the order (instruction) on termination of the employment contract, and with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.

Then, together with the employee, you need to check whether the records of hiring, transfers, assignment of qualifications, incentives (awards) and dismissal are entered correctly. If an error is discovered, appropriate corrections must be made.

After which, in accordance with clause 35 of the Rules for maintaining work books, all entries made in his work book during his work at this enterprise, including in the section “Information on awards (incentives)”, are certified by the signature of the employer or the person responsible for maintaining work books, the seal of the enterprise or personnel service, as well as the signature of the employee himself (Fig. 27). By signing, the employee expresses his agreement with the entries made in the work book confirming his work activity at this enterprise.

Fig. 27 Sample of a work book when dismissing an employee

If the resigning employee refuses to put his signature in the work book, it must be explained to him that, according to clause 35 of the Regulations on maintaining work books, he is obliged to put his signature in the work book after familiarizing himself with the records available there. If, nevertheless, the employee refuses to put his signature in the work book, then a corresponding act is drawn up (Fig. 28).

Fig. 28 Sample act of refusal to sign in the work book

When filling out a work book in the state language of the Russian Federation and in the state language of the republic within the Russian Federation, both texts are certified.

The work book is issued to the employee on the day of dismissal (last day of work) with an entry about dismissal (termination of the employment contract) included in it. According to clause 6.2 of the Instructions for filling out work books, the date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise established by federal law, an employment contract or an agreement between the employer and the employee.

For example, if an employment contract with an employee is terminated due to voluntary dismissal from December 10, 2005, the last day of work is December 10, 2005. In this case, an entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order. In column 1 of the section “Information about work” the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.12.2005), in column 3 an entry is made about the reason for dismissal (termination of the employment contract), in column 4 the date and number of the order are indicated (order) or other decision of the employer on dismissal (Fig. 29).

Fig. 29 Sample entry of dismissal in the work book

In the event of termination of an employment contract at the initiative of the employee for reasons with which the law relates to the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is entered into the work book indicating these reasons (Fig. 30).

Fig. 30 Sample of entering an entry about voluntary dismissal in connection with the husband’s transfer to work in another area in the work book

Fig. 31 Sample entry of voluntary dismissal due to the need to care for a child under 14 years of age in the work book

If there is a delay in issuing a work book to an employee due to the fault of the employer, or if the reason for the employee’s dismissal is entered into the work book incorrectly or does not comply with federal law, the employer is obliged to compensate the employee for the earnings he did not receive during the entire delay. In this case, the day of dismissal (termination of the employment contract) is considered the day the work book is issued.

However, if it is impossible to issue a work book on the day of dismissal due to the employee’s absence or his refusal to receive the work book in hand, the employer sends the employee a notice of the need to appear for the work book or agree to have it sent by mail. At the same time, sending a work book by mail to the address specified by the employee is allowed only with his consent. From the date of sending this notification, the employer is released from liability for the delay in issuing a work book to the employee.

In the event of the death of an employee, the work book, after making an appropriate entry on the termination of the employment contract, is handed over to one of his relatives against signature or sent by mail upon the written application of one of the relatives (Fig. 32).

Fig. 32 Sample of making an entry on the termination of an employment contract due to the death of an employee, work book

Features of making records of dismissal (termination of employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

If an employee is dismissed in connection with the transfer of the employee to another permanent job with another employer (to another organization), in column 3 of the “Information about work” section of the work book, it is indicated in what order the transfer is carried out: at the request of the employee (Fig. 33) or from his consent (Fig. 34).

Fig. 33 Sample of making an entry about dismissal in the order of transfer to another permanent job with another employer at the request of the employee in the work book

at the request of the employee» applies when an employee voluntarily moves to work for another organization.

Fig. 34 Sample of making an entry about dismissal in the order of transfer to another permanent job with another employer with the consent of the employee in the work book

Wording: “Dismissal due to transfer to another permanent job with another employer with his consent» applies when an employee is transferred to another organization.

When hiring a new place of work, in the employee’s work book, in column 3 of the “Information about work” section, the full name of the enterprise is indicated as a heading, as well as, if available, the abbreviated name of the organization. Under this heading in column 1 the serial number of the entry being made is indicated, in column 2 the date of employment is indicated.

In column 3, a record is made of acceptance or appointment to a structural unit of the enterprise, indicating its specific name, name of position (job), specialty, profession, indicating qualifications. In this case, it is necessary to indicate that the employee was accepted (appointed) in the order of transfer and from which organization(Fig. 35).

Fig. 35 Sample of making a record of employment in the order of transfer to the work book

If an employee is dismissed in connection with a transfer to an elective job (position) to another employer (in another organization), an entry is made in the work book: “Dismissed due to a transfer to an elective job (position) in (indicate the name of the organization), paragraph 5 Article 77 of the Labor Code of the Russian Federation" (Fig. 36).

Fig. 36 Sample entry of dismissal due to transfer to an elective position in the work book

When registering a work book at a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the “Work Information” section of the work book, an entry is made about what job (position) the employee was elected to. , and column 4 indicates the decision of the elected body, the date and number of its adoption (Fig. 37).

Fig. 37 Sample of making an entry about election to a position in the work book

As follows from the provisions of Art. 16, 17, 19 and 275 of the Labor Code of the Russian Federation, an employment contract with a person performing the functions of the sole executive body of the company is concluded after his election (appointment) by the general meeting of the company’s participants to the position of general director (director) for the period determined by the company’s charter. An employment contract is signed on behalf of the company, as a rule, by the chairman of the general meeting of the company's participants, at which the general director (director) was elected (appointed) or authorized to do so by a decision of the general meeting of the company's participants (which must be reflected in the minutes of the general meeting of the company ).

Unfortunately, the Instructions for filling out work books do not contain any provisions reflecting the procedure for filling out a work book when hiring (dismissing) persons elected (appointed) to the position of general director (director) of an enterprise. In this case, we can offer two options for solving this problem.

1) As a general rule, the first order that the general director (director) issues after his election (appointment) is the order to take office. The basis for the order is the decision of the general meeting of the company's participants on the election (appointment) of the head of the enterprise with reference to the minutes of the general meeting, and the fixed-term employment contract concluded in connection with this.

According to clause 10 of the “Rules for maintaining and storing work books, producing work book forms and providing them to employers,” all entries about the work performed and dismissal are entered into the work book on the basis of the relevant order (instructions) employer no later than one week. Therefore, based on a literal understanding of this rule, the work book of the general director (director) must indicate the above-mentioned order for taking office (Fig. 38).

Fig. 38 Sample of making an entry about hiring a head of an enterprise in the work book

2) In personnel records management over the last decade, a practice has developed when, when making an entry in the work book, the minutes of the general meeting on the election (appointment) to the position of the head of the organization are indicated as the basis for hiring (Fig. 39).

Fig. 39 Sample of making an entry about hiring a head of an enterprise in the work book

A logical question arises here - how to properly draw up a work book when dismissing the head of an enterprise. Entries in the work book upon dismissal of the general director (director) are made in the usual manner, as for all other employees. The formalization of dismissal depends on the basis on which he terminates his employment contract (Article 77 of the Labor Code of the Russian Federation, Article 278 of the Labor Code of the Russian Federation).

In accordance with clause 5 of the Instructions for filling out work books, an entry about dismissal (termination of an employment contract) in the work book is made on the basis of an order (instruction) or other decision of the employer. Therefore, the basis for the dismissal of the general director (director), along with the order (instruction), are other documents (for example, a decision of the Board of Directors of a given organization, if this issue falls within their competence) (Fig. 40)

Fig. 40 Sample of making an entry about the dismissal of the head of the organization in the work book

The Constitutional Court of the Russian Federation confirmed the legality of the procedure for terminating employment contracts with heads of enterprises and organizations. The court noted that Article 278 of the Labor Code of the Russian Federation and Article 69 of the Law of the Russian Federation “On Joint-Stock Companies,” according to which an agreement with the manager can be terminated by decision of the owner, does not contradict the Constitution of the Russian Federation.

According to Art. 66 of the Labor Code of the Russian Federation, an entry in the work book about admission to part-time work is made at the main place of work at the request of the employee, on the basis of a document (Fig. No. 41) confirming part-time work.

However, it is not specified anywhere whether the wish must be expressed in writing or orally. Therefore, it will not be superfluous if the employee writes an application with a request to make the appropriate entries in his work book.

Rice. No. 41 Sample of a certificate issued at the place of work

Making an entry in the work book when applying for a part-time job has its own specific feature. Let's take a closer look at this issue using the following example.

In this case, Olga Ivanovna Sidorova’s main place of work is in the security department of Metallopttorg OJSC. Operating hours: every three days. Ivan Ilyich wants to work at our enterprise in his free time. He expressed a desire to have information about part-time work included in his work book. To do this, we are obliged to issue him a document confirming his part-time work (certificate of work at our enterprise or a duly certified employment order). Based on the document issued at the place of main work (JSC Metallopttorg), the following entry will be made in the work book.

An entry in the ore book is made in the following order. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number (Fig. 42 ).

Rice. No. 42 Sample of recording part-time work in a work book.

When registering an internal part-time worker, an entry in the work book is made in the same order as an external part-time job, with the exception that the name of the organization is not indicated (Fig. 43).

Fig. 43 Sample of making an entry about hiring an external part-time worker in the work book

According to Art. 288 of the Labor Code of the Russian Federation, in addition to the grounds provided for by the Labor Code of the Russian Federation and other federal laws, an employment contract with a person working part-time can be terminated if an employee is hired for whom this work will be the main one (Fig. 44).

Fig. 44 Sample of making an entry about the dismissal (termination of an employment contract) of a part-time worker in the work book

The seal is affixed only after the part-time worker has been dismissed from his main place of work.

In accordance with Article 104 of the Criminal Executive Code of Russia, the time for attracting convicts to paid work is counted towards their total length of service . The document confirming the time of work of a convicted person in places of deprivation of liberty is a work book, and in its absence - a certificate issued by the administration of a correctional labor institution. The form of such a certificate is enshrined in the appendix to the Instruction on the procedure for recording the work time of convicts while they are serving a sentence of imprisonment, counted towards their total length of service, approved by Order of the Ministry of Internal Affairs of the Russian Federation of December 14, 1992 No. 453.

This operating time does not count towards continuous work experience and this is recorded in the work books (see “Making records of continuous work experience”).

In cases where all the pages of the section “Information about work” or the section “Information about incentives” are filled out in the work book, the work book is supplemented with an insert that is sewn into the work book, filled out and maintained by the administration of the enterprise at the employee’s place of work in the same order, same as a work book. The insert without a work book is invalid. The title page of the work book insert is designed in the same way as the title page of the work book (Fig. 45).

Fig. 45 Sample design of an insert in a work book

On the first page (title page) of the work book, a stamp measuring 10 x 25 mm is placed at the top with the inscription “Insert issued,” indicating the series and number of the issued insert. At each subsequent issue of the insert, the next stamp is placed, and the series and number of the next issued insert are indicated.

A duplicate work book is issued in the following cases:

– If the work book (its insert) is lost. A person who has lost his work book (its insert) must immediately notify the administration at his last place of work. No later than 15 days after submitting the application, the administration issues the employee another work book or an insert for it (new samples);

– If the work book (its insert) has become unusable (burnt, torn, smeared, etc.);

– If records of dismissal or transfer to another permanent job were subsequently declared invalid;

– If the employee is reinstated due to the issuance of an exculpatory agreement, the termination of a criminal case due to the absence of a crime, due to the absence of corpus delicti in the act or due to the lack of proof of his participation in the commission of a crime;

– If workers’ work books are lost as a result of emergency situations (environmental and man-made disasters, natural disasters, riots and other emergency circumstances).

In the upper right corner of the title page of the duplicate work book the inscription is made: “Duplicate” (Fig. 46).

Fig. 46 Sample design of the title page of a work book

On the title page of the previous work book it is written: “A duplicate has been issued in exchange”, indicating its series and number (except in cases of loss of the work book) (Fig. 47).

Fig. 47 Sample design of the title page of a work book

When registering a duplicate work book, the following is included in it:

a) information about the employee’s total and (or) continuous work experience before joining this organization, confirmed by relevant documents;

b) information about work and rewards (incentives) that were entered into the work book at the last place of work.

The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.

If the employee had already worked before joining this organization (with this employer), then when filling out a duplicate work book in the section “Information about work” in column 3, first of all, a record is made about the total and/or continuous work experience as an employee before joining this organization (to this employer), confirmed by relevant documents (Fig. 48).

Fig. 48 Sample of entering total length of service in the work book

After this, the total and/or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications for which the employee was hired. If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this.

In the event that the documents on the basis of which entries were made in the work book do not contain complete information about work in the past, only the information available in these documents is entered into the duplicate work book (Fig. 49).

Fig. 49 Sample of filling out the “Work Information” section of a duplicate work book

Then, in column 2 the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (ground) for dismissal, if the document submitted by the employee contains such data. Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made.

The original documents confirming the length of service, after making copies of them and their proper certification by the employer or personnel service, are returned to their owner. The administration of the enterprise is obliged to assist the employee in obtaining documents confirming his work experience prior to joining this organization.

In accordance with Art. 62 of the Labor Code of the Russian Federation, the employer is obliged, no later than 3 days from the date of submission of a written application, to issue to the employee copies of documents related to work (copies of an order for employment, orders for transfers to another job, an order for dismissal from work; extracts from the work book; certificates of salary, period of work with a given employer, etc.). These copies of work-related documents must be properly certified and provided to the employee free of charge (Fig. 50).

Rice. No. 50 Sample note on certification of a copy

The rules for maintaining work books and the Instructions for filling out work books provide for the possibility of issuing a work book to an employee only upon dismissal. If a personnel service employee issues a work book to a working employee, he will thereby violate the Rules for maintaining work records, and since this document relates to acts of labor legislation, the personnel service employee may be held accountable in the prescribed manner.

Work books are kept by the enterprise administration as strict reporting forms, and are handed over to the employee only upon his dismissal. Work books and their duplicates that were not received by employees upon dismissal are stored for two years in the personnel department of the enterprise separately from the work books of employees who are currently employed. After this, unclaimed work books (their duplicates) are stored in the archives of the enterprise for 50 years, and after the expiration of the specified period they can be destroyed in the prescribed manner.

Fig.51 Sample receipt and expense book

To record the forms of work books and completed work books, the enterprise maintains the following documentation:

a) income book for recording forms of work books and inserts for them (Fig. 51).

This book records all transactions related to the receipt and use of work book forms and their inserts, indicating the series and number of each form. The book is maintained by the organization's accounting department;

b) a book for recording the movement of work books and inserts for them (Fig. 52).

Fig. 52 Sample book for recording the movement of work books and inserts for them

The book of accounting for the movement of work books and inserts for them is maintained by the personnel service or another department of the enterprise that processes the hiring and dismissal of employees. This book records all work books accepted from employees upon entry to work, as well as work books and inserts for them with a record of the series and numbers issued to employees again. When receiving a work book in connection with dismissal, the employee signs the personal card and the accounting book.

The income book and book of accounting for the movement of work books must be numbered, laced and sealed with the signature of the head of the organization and a wax seal.

Forms of work books and inserts for them are stored in the accounting department of the enterprise as strict reporting documents and are issued upon application to the account of the person responsible for maintaining work books. On a monthly basis, the accounting department requires from the person responsible for maintaining work books a report on the availability of work book forms and their inserts and on the amounts received for completed work books and their inserts, With application of the receipt order of the organization's cash desk. A report is drawn up for work book forms and inserts that are damaged when filling out.

When issuing a new work book or an insert for it for an employee, the employer charges him a fee, the amount of which is determined by the amount of expenses for their acquisition, with the exception of the following cases:

1 In case of mass loss by the employer of workers’ work records as a result of emergency situations (environmental and man-made disasters, natural disasters, riots and other emergency circumstances)

2 In case of incorrect initial filling of the work book or its insert, as well as in case of damage through no fault of the employee, the cost of the damaged form is paid by the employer.

Today, the registration of work books is regulated by the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation No. 225 “On work books” and Decree of the Government of the Russian Federation No. 69 “On approval of instructions for filling out work books”. But these regulations contain quite a lot of contradictions, so if controversial situations arise, you need to apply the document that has the greatest legal force - the Labor Code. So, to help HR officers, there are a few instructions on how to fill out work books.

General rules for filling out a work book

Let's start with the fact that a document is kept for each employee of the organization who has worked for more than five days and for whom this work is the main one. Such employees also include seasonal and temporary workers, as well as freelancers, if they are subject to social insurance. Work books of part-time workers are kept at their main place of work, and if they are lost due to the fault of the employer, a duplicate is issued.

All entries must be made in full (without abbreviations), have their own serial number in the section, and all dates must be written only in Arabic numerals. In this case, the number is written with two digits (for example, 03, 24 or 15), the month with two digits (for example, 01, 10 or 11), and the year with four digits (for example, 2014).

When hiring an employee, the authenticity of his work book is checked based on comparative characteristics and the data on the first page matches the passport data (they must completely match). In addition, the title page must bear the seal of the first organization in which the employee worked. Without a seal, the book is considered invalid. If violations or absence of a work book are detected, the employer creates a new one. And if the last record of the new employee’s work is not closed (that is, there is no record of dismissal from the previous place of work), then an appointment record cannot be made, since there is no legal confirmation of the dismissal from the previous place of work.

Records of penalties imposed on an employee, with the exception of dismissal, are not made in the labor record. But records about the establishment of continuous service or non-inclusion of certain time periods in the continuous service are made in the prescribed manner.

Sections of the work book

There are only three sections:

• information about the employee;
• information about work;
• information about awards.

The first section is located on the title page and contains information about the employee: last name, first name, patronymic, date of birth, information about education and profession (specialty). All this data is indicated in full, without abbreviations, initials, based on the passport and educational documents. After filling out the title page, the employee checks the accuracy and signs. The title page is also signed by the HR employee who is responsible for maintaining work records. The official seal of the organization is placed at the bottom of the sheet. The second section is filled with information about the work, where records of admission, transfer and dismissal are made, indicating the terms, positions and names of organizations. Each entry is confirmed by the order number and the stamp or seal of the organization. In the awards section, all awards and incentives of the employee are recorded, indicating the date, achievements and awards, as well as the document on the basis of which the entry was made.

If any of the sections ends, the HR department employee draws up a special insert in the work book.

Step-by-step filling instructions

When hiring an employee, a representative of the HR department must check that he has a work book and that it is filled out correctly. If such a document does not exist, then it must be created. The Instructions approved by the Decree of the Government of the Russian Federation No. 69 will tell you how to fill out a work book correctly, but in short, you need to proceed as follows:

Step 1: Check or complete the cover page

The title page should contain the following information:

• last name, first name and patronymic in accordance with passport data;
• date of birth written entirely in Arabic numerals;
• education, for example, “secondary vocational” or “higher vocational”;
• specialty (indicated in the nominative case, for example, “accountant”);
• date of completion (it must be no later than five days from the date of registration for the first place of work);
• owner's signature;
• signature and transcript of the signature of the HR department employee;
• seal of the organization.

Step 2. Making an entry

After checking or filling out the cover page, you can begin entering information about hiring. This is done within the employee's first five working days. First (before the text itself), you must either put a stamp of the organization, which indicates all its data, or write them by hand. Then you can proceed to filling out the fields:

• column No. 1 - serial number - is placed under the stamp of the enterprise or its name and opposite the entry on admission (dismissal, transfer);
• column No. 2 – date – it is filled in in Arabic numerals and fully corresponds to the date of hiring (transfer, dismissal), regardless of what day the work book is filled out; in this case, the day of acceptance is considered to be the date specified in the employment contract, and the date of dismissal is the last working day;
• Column No. 3 - information about hiring (transfer, dismissal), renaming the enterprise, department without abbreviations, for example, “dismissed due to the expiration of the employment contract, paragraph 2 of part one of Article 77 of the Labor Code of the Russian Federation” and the signature of the owner of the book;
• Column No. 4 - the basis according to which the entry was made - order, protocol, decision of the general meeting, its number and date, for example, “Order dated June 12, 2010 No. 148-ok.”

Step 3. Awards

In the section “Information on awards” only entries are made about honorary titles, state awards, awards with certificates of honor, badges or diplomas, which are provided for by the legislation of the Russian Federation, the organization’s charter or a collective agreement. In this case, the entry is made in the same way as when filling out the “Job Information” section. That is:

• in column No. 1 – the serial number of the entry
• in column No. 2 – date
• in column No. 3 - type of award, by whom and for what merits the employee was awarded
• in column No. 4 - the basis (decree, order, resolution).

It is worth noting that cash bonuses and valuable gifts are not included in the awards section.

Filling the insert

If all the pages of one of the sections are completed, then an insert is sewn into the book, which is maintained and filled out according to the same rules. The insert, like the work book, is a strict accounting form and when it is issued to an employee, a stamp “Insert issued” is placed in the book indicating its number (an entry cannot be made by hand, and the stamp is usually placed on the title page, but this can also be done on the double page covers).

The insert itself without a work book is considered invalid, and it is customary to sew it between the last page and the cover (although there are no exact instructions in the regulations regarding the place of sewing). The page numbering in the insert continues the page numbering. And the organization’s seal must be placed on the title page of the insert.

Part-time records

By law, the work book is filled out in the organization where the person works as the main employee. It is not necessary to make records of part-time work. But at the request of the employee they can be added. How to fill out a work book in this case? This should be done by an employee of the personnel department of the enterprise where the employee is the main one, and records are made on the basis of documents that the employee provides from the place of part-time work. If an employee works part-time at the same enterprise, then the entry is made on the basis of internal documents. The procedure for making an entry is as follows:

• Column No. 1 – indicates the serial number of the entry;
• Column No. 2 – indicates the date of admission to part-time work;
• Column No. 3 – an entry is made about hiring part-time work, indicating the name of the structural unit of the organization, the name of the position, profession, indicating qualifications;
• Column No. 4 – indicates the document with the number and date on the basis of which the entry was made.

If an employee resigns from a part-time job, the dismissal is recorded in the same manner, on the basis of a document from the place of part-time work.

Corrections to entries on the title page

Sometimes it becomes necessary to make corrections to the information on the title page. For example, if after marriage a woman changed her last name or vice versa, after a divorce she returned her maiden name. What does the Instruction for maintaining work records say about this? The answer is simple: the previous data is carefully crossed out with one line and new ones are written down, while all changes must be made on the basis of documents (passport, marriage certificate, divorce certificate, birth certificate, change of surname, name, patronymic, date of birth). A link to the relevant document, which the employee provides to the HR department, is made on the inside cover of the work book and certified by the seal of the organization and the signature of the manager or responsible person.

But there are cases when the employee’s personal data on the title page is indicated with an error (instead of “Natalia” it is written “Natalia” or a mistake is made in the date of birth or surname) and this is found out only when the employee gets a new job and the HR department employee checks documents, finds a discrepancy. In this case, according to the Instructions, you need to contact your previous employer, who must ensure that errors or identified inaccuracies are corrected.

Common mistakes when filling out a work book

The audit often reveals errors made by HR employees when filling them out. Among the most popular:

• incorrectly specified last name, first name or patronymic;
• incorrectly recorded date of birth (when filling out the title page before November 11, 2003, the month of birth was indicated in words, and after November 11, 2003 - in Arabic numerals);
• lack of information about education (the column remains empty, and information about education is underlined at the bottom with one line); if a person first had one education and then received another, information about him is recorded next to the first one (in this case, a link to the document on the double page may not be made);
• information about education is incomplete;
• profession or specialty is not indicated;
• the date of completion is not indicated;
• the owner's signature is missing;
• there is no organization seal on the title page;
• information about employment was entered after six or more working days;
• violation of the order of indicating the basis for making an entry (in column No. 4 you must first write the full name of the document, then its date, and then the document number);
• affixing the seal of the enterprise’s human resources department after recording the dismissal (according to the current rules, after the recording there must be the official seal of the organization);
• absence after the last entry of the employee’s signature confirming that he has read and agrees with all entries;
• entering information about work into the awards section.

Post corrections

According to the Instructions, crossing out inaccurate entries in the sections “Information about work” and “Information about awards” is not allowed. How to correct an entry in a work book? An incorrect entry should be invalidated and the correct entry should be made.

If the numbering of records is incorrect, then it can only be corrected by declaring the entire record under the corresponding number invalid, and then putting the number under which the record should have originally been, and in column No. 3 write: “The record by number (specify number) is invalid.” After this, you need to repeat the recording again under a different number.

Destruction of damaged forms

Outdated or damaged forms of work books or inserts must be destroyed. This must be done according to the rules for working with strict accounting forms, creating a special commission that will confirm the destruction procedure by drawing up an appropriate act. The act indicates the reason for the destruction of the forms, as well as their serial numbers. All members of the commission sign the act, and the act is approved by the head of the organization.

Special cases

Often, HR department employees are faced with the question: how to reflect information that a certain period is not included in the continuous work experience. This happens if a citizen is assigned, for example, correctional labor. In this case, the following entry is made in the work book:

• column No. 1 – serial number of the record;
• Column No. 2 – date of entry;
• column No. 3 – entry in the form: “Work time from (day, month, year) to (day, month, year) is not counted towards continuous work experience”;
• Column No. 4 - indicates the basis for the entry (order, order of the employer, which is issued in accordance with the ruling or court verdict), its date and number.

Special cases include the need to make a record of assigning a new rank, category, class to an employee, as well as the establishment of a second profession. Relevant entries are made in the “Work Information” section in the prescribed manner. A sample of filling out a work book with similar wording can be found below.

If during the employee’s work in the organization its name is changed, an entry about this is also made in the work book. This is a very important point, because after changing the name of the enterprise, the seal will change and if an employee is fired, a new seal with a new name will be placed under the record. And if there is no record of the renaming, the pension fund will not count the time spent working at this enterprise as length of service. The same applies to renaming the position in which the employee works. If there have been changes in the staffing table, these must also be reflected.

Registration of a work book when applying for a job: general provisions

According to the Labor Code of the Russian Federation, the obligation to conduct labor is assigned to the organization or individual entrepreneur whose citizens work at their main place of work. There are 2 regulatory documents in this area:

• Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 (hereinafter referred to as the Rules);
• Instructions for filling out work books, approved by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69 (hereinafter referred to as the Instructions).

When hiring new employees, you must follow a certain sequence and timing of actions (Article 68 of the Labor Code of the Russian Federation):

1. Sign an agreement with the new employee.
2. Issue an acceptance order (based on the contract) no later than on the 1st day of work, familiarize the employee with it within 3 days from the start of work.
3. Make an entry in the work book based on the order (paragraph 3, clause 3.1 of the Instructions). This must be done no later than 1 week from the date of commencement of work (clause 10 of the Rules). Taking into account Art. 66 of the Labor Code of the Russian Federation, it is advisable to fill out the labor report on the 6-7th day from the 1st working day.

Technical requirements for filling out a work book

Any entries are made in the labor record taking into account the requirements of paragraphs. 1.1 and 1.2 Instructions. The main ones are the following:

• Handle type requirement. You are allowed to use a gel pen, as well as a ballpoint pen and even a fountain pen.
• Requirements for the color of entries. Blue, black or violet light-fast ink/paste is acceptable. This is necessary to avoid loss of information from the work record under the influence of moisture, light, etc.
• Requirements for clarifications and adjustments. In sections where information about work and awards is provided, it is prohibited to cross out anything (you must first make an entry under the next serial number to cancel the erroneous entry, and only then make a correction under the next number). But on the title page, cross out the incorrect full name. or date of birth, if they subsequently changed, you can. In this case, you need to enter new information next to it, and make a link to the supporting document in accordance with clause 2.3 of the Instructions.
• Prohibition on reductions.
• Requirement for accuracy. It means, among other things, the clarity of handwriting, which means unambiguous reading and the inadmissibility of incorrect interpretation.

The procedure for filling out a work book when applying for a job

The instructions establish requirements for filling out the work section when hiring an employee:

• Column 3 contains the full name of the employer (for an individual entrepreneur - full full name). If the constituent documents contain an abbreviated name, it is also indicated, usually in parentheses (clause 3.1 of the Instructions).
• On the next line, the entry number is entered in column 1. The order of the entries must not be disturbed.
• In column 2 on the same line (at the number level) the date of reception is indicated - this is the employee’s 1st day at work (this should not be confused with the date the order was issued). The entry is made in Arabic numerals (day and month - 2 digits each, year - 4).
• On the same line (at the level of the record number and date), a record of admission is entered in column 3: the position of the employee according to the staffing table, the department, if it is mentioned in the employment contract (clause 3.1 of the Instructions) is indicated. If a profession entails the presence of benefits, compensation, or restrictions, its name should sound the same as in the qualification directories (Article 57 of the Labor Code of the Russian Federation).
• In column 4 on the same line (at the level of number, date, appointment record) the basis for employment is given, most often the number and date of the order.

The employer's stamp and signature are not placed on the appointment record (clause 3.1 of the Instructions). This way only records of termination of employment relations are certified (clause 35 of the Rules), and a seal is affixed if the employer has one.

Registration of a work permit when hired for the first time or when it is lost

If an employee is employed for the first time, the employer is obliged to issue him a new work book (Part 4 of Article 65 of the Labor Code of the Russian Federation). An appointment is made in a manner similar to that described in the previous section. Additionally, you need to fill out information about the owner of the work permit.

If a working employee has reported loss or damage to his work permit, he also needs to get a new one. But before that, he must submit an application and explain his lack of a book (Part 5 of Article 65 of the Labor Code of the Russian Federation).

Labor records of citizens of countries that are former republics of the USSR are used if they correspond to the forms in force in the Russian Federation (work records in the form of 1974 and 2004 are valid). Thus, in Belarus the form of 1974 is used, therefore, a citizen of this country does not need to get a new book in Russia. On the contrary, Ukrainian labor records in the form adopted in a sovereign state are not applicable in the Russian Federation, and a citizen of Ukraine will need to obtain a Russian labor record book (letter of Rostrud dated June 15, 2005 No. 908-6-1).

IMPORTANT! According to clause 8 of the Rules, a new work book must be issued no later than 1 week from the day the employee was hired.

Rules for filling out the title page of the work

The instructions establish the procedure for filling out information about the employee on the title page of the work book:

• Personal data (full name, date of birth) are entered, as a rule, from the passport in strict accordance with it. They cannot be shortened or changed (paragraph 2, clause 2.1 of the Instructions).
• Records about the level of education, profession, specialty are made on the basis of educational documents in strict accordance with them (paragraphs 3-5 of clause 2.1 of the Instructions).
• The date of filling out the work book is indicated, with the month written in words (based on the form of the line). Since the deadline for issuing a book is 1 week from the start of work, the registration date must be later than the reception date, but no more than 7 days. The date on the title page may differ from the day the work began, which is quite acceptable.
• The signature of the owner of the work record on the title page is required to confirm the entered data (clause 8 of the Rules).
• The person who filled out the work book must put his signature and the employer’s seal (if any). It must be appointed by order and be responsible for the work books of employees (clause 45 of the Rules). Often this is an employee of the HR department, but there may also be another person (for example, an accountant), including a manager.

Peculiarities of filling out a labor form upon admission in some cases

It is necessary to mention the most common features of registering the employment of employees and making such entries in work books:

• According to clause 20 of the Rules and para. 7 clause 3.1 of the Instructions, if the employee expressed a desire and brought supporting documents, the employer at the main place of work enters into the labor record about the employee’s part-time work, putting the following number in the job information. In this case, the name of the employer does not need to be indicated as a separate heading.
• By virtue of clause 6.1 of the Instructions, if an employee is hired through a transfer from another employer, an indication of this is made in column 3 of the job information.
• When registering the appointment of the head of an organization, some personnel officers indicate in column 4 the details of the owners’ decision (letter of Rostrud dated March 11, 2009 No. 1143-TZ), although in practice there is also a reference to the order of appointment, which is drawn up on the basis of the decision and only after the issuance of which the director is considered employed.

Thus, filling out a work book in terms of timing and procedure for making entries is strictly regulated by by-laws. On controversial issues not reflected in the Instructions and Rules, you can get advice from Rostrud or take advantage of the advice given earlier in one of the department’s letters.

Posted On 05/13/2018

Briefly: When there are changes in an employee’s professional activities, appropriate entries must be made in the document confirming the length of service. The rules for filling out a work book by an employer are established in the Labor Code of the Russian Federation, and for 2015-2016 the samples remained unchanged.

Correctly filling out a work book: why is it needed and who makes the entries?

A work book is a document containing all the information about the professional activities of an employee. Upon reaching the legal age, it is used to register and calculate a pension. The employer needs the books of his subordinates to calculate various payments, so it is very important to fill out everything correctly.

Regardless of what actions are taken in relation to an employee, changes are made in a company by an individual entrepreneur or in an enterprise by a specialist in the personnel department, accounting department, or the director himself. The rules for filling out a work book in 2015-2016 and samples for individual entrepreneurs and legal entities are the same.

It is worth noting that an individual entrepreneur or LLC represented by a director should not create this document for themselves: in Art. 66 of the Labor Code of the Russian Federation establishes that only employees can have a book, because The length of service of an entrepreneur is counted from the moment of registration with the Tax Service and thanks to cash receipts into the Pension Fund.

The book must be completed no later than a week from the first day of employment, and only if the employee has worked for 5 days or more, and this is his main job. If he only plans to combine, then entries are made at his request and on the basis of a document that is an official confirmation of his activities in another company.

What should be reflected in the book:

• Information about hiring.
• Receiving a transfer to another company or to another position.
• Change of full name in connection with certain events.
• Serving in the ranks of the Russian Army, the Ministry of Emergency Situations, the Ministry of Internal Affairs, the Federal Drug Control Service and other government agencies.
• Advanced training or receiving awards.
• Dismissal of an employee.

Decree of the Government of the Russian Federation dated April 16. 2005 No. 225 established individual rules for making changes to books:

• Any entries are made in black or blue ink in great detail; abbreviations are not allowed. The information is assigned a specific serial number according to the section.
• The employee's passport details are indicated exclusively on the title page.
• Further changes in the business process must be reflected no later than seven days from the date of issuance of the Director’s Order. If the employee resigns, then the information is entered on the same day taking into account the text of the Order, as well as referring to the article of the Labor Code of the Russian Federation.

You cannot indicate in the document information about regular bonuses, which are usually paid every month.

Work book: sample filling when applying for a job

The title page must be completed first and upon presentation of the passport.

It is very easy to fill out the title page of the work book using the sample. To do this you need to enter certain data:

• Full Name.

  How to fill out a work book correctly: sample 2018

  They can be viewed in your passport or other identity document.

• Date of birth is indicated by numbers: for example, 10/02/1990.
• Education. To confirm its availability, a diploma, certificate, or a certificate of incomplete training is provided if the employee is still a student.
• Speciality. This refers to a profession acquired in an educational institution.
• Date of completion. It can be indicated either completely in numbers or separately by month - in words.
• Signatures: they are placed by the employed specialist and the employee who prepares the book.
• Finally, a company specialist or the individual entrepreneur himself puts a stamp.

Extract from the employment record: sample of filling out the book

The column “Information about work” is an extract. Most often, employees ask to make a photocopy of several pages from it, and it contains the following information:

• Date and number of entry in numbers.
• Information about admission, dismissal, etc. For example: LLC "Mercury", accepted into the planning department for the position of economist.
• What is the reason for such an entry: it is usually served by the publication of the Executive Order. Example: Order No. 762 dated 10/11/2015.

Filling out a work book upon dismissal: sample 2015-2016

If a specialist decides to resign, then this is also recorded on the lines immediately following the previous information:

• As before, the number is indicated in order, and the date of the last working day is indicated in Arabic numerals.
• Reasons for dismissal: for example, if he leaves at his own request, it is necessary to refer to clause 3 of Art. 77 Labor Code of the Russian Federation.

Seal of the organization: it must be affixed by the director or specialist of the company authorized to use it. It is also necessary to put your signatures on the person who filled it out, and on the person resigning.

Filling out work books when transferring to another position in examples

The document, which is very necessary for a specialist, includes adjustments even when he was transferred to another position:

• Mandatory entry number in order of priority.
• Date of official translation in simple numbers.
• In the third column, designated as “Information...”, the data where the transfer was made and to what specific position is entered.
• Reasons for transfer.

  The Order data is entered here.

Entering information about awards

Information about received awards is displayed in a number of cases: when the employee was thanked, a one-time bonus was issued, he was nominated for a title, or was awarded a valuable gift or certificate.

How to fill in the following data:

• The entry is assigned a serial number, followed by the date it was made.
• Under the line with the name of the company and the title of the position, an entry with approximately the following content is written: “gratitude was expressed for the development of an effective economic plan for the enterprise.”
• Next, the Order and information about it are indicated: date and number.

Instructions for filling out work books when changing your last name

If the employee got married or there were other reasons for changing her last name, then all information is entered on the basis of the passport or other official documents she brought.

How the adjustment occurs:

• On the title page, the previous surname is crossed out with a solid line, and a new one is written in the same space.
• The bases are indicated on the inside cover. Example: the surname was changed to the surname Nesterenko on the basis of the Marriage Certificate dated 10.10.2015 No. I-PK

Duplicate work book: sample filling in 2015-2016.

If his book is lost or misplaced, the employee has every right to submit a written application to the employer or the personnel department from the last place of employment for the issuance of a duplicate; it is issued within 15 days. If the company is to blame for the loss, then all restoration responsibilities fall on it. To make a duplicate, the following documents are required:

• Orders or their copies certified by management on hiring, dismissal, promotion, transfer.
• Certificates from the State Archive in case the previous enterprise was liquidated.
• Employment contracts and certificates of length of service from previous places of work.
• Salary statements.
• Personal accounts of a specialist in a company where it is necessary to confirm his work activities.
• When the length of service has been restored in court, an appropriate decision is needed.

Filling out a work book by an individual entrepreneur or legal entity: a visual example

In order to have a good understanding of the correct formatting of such an important document, it is recommended to watch the video, which explains everything in detail.