How to fill out a new work book. Correctly filling out a work book: filling procedure, basic rules, sample

When there are changes in the 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 professional activity 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.

Decree of the Government of the Russian Federation dated April 16. 2005 No. 225 installed individual rules To make changes to books:

• Any entries must be made in black or of blue color very detailed, 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. 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 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 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 transfer 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 on the same page free space new one fits in.
• 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:

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 ranging from 5 to 50 minimum sizes wages:

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 purple. 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 the republic, which is part of Russian Federation and 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 educational institution and so on.). 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 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;

– initial professional 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 courses at a higher educational institution;

- 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 Filling sample title page 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 one hundred surname 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, work book The entry is made: “12. 12. 2005".

All entries made in the work book are numbered (numbering increasing throughout the entire period labor activity worker) and are produced carefully and in detail, without shortcuts. 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 tariff categories or in accordance with the staffing schedule.

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 in staffing table additions or changes are made 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 last decade Organizations are renamed 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 are made in the work book at the main place of work in accordance with the Federal Law “On military duty and military service”, service in internal affairs bodies and customs authorities.

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 for military service and dismissal from it) (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, making an entry about reinstatement continuous experience 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.

The 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 accounts for wages and 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, mass 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:

– when restoring to 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 job responsibilities(declares gratitude, gives a bonus, awards a valuable gift, certificate of honor, represents 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) awards state awards, including the assignment of 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 employment contract must be carried out 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, upon termination of an employment contract with an employee due to dismissal due to at will 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 an 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 locality 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 company participants to the position general director(directors) for a period determined by the charter of the company. 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) By 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 the 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 in free time wants to work at our company. 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.

Upon registration internal part-time worker the entry in the work book is made in the same manner as for an external part-time worker, 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 except for the grounds provided for by the Labor Code of the Russian Federation and others 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. With 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 a work book (its insert) must immediately notify the local administration about it. last 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, it is indicated total years, months, days of work 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 of the 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.

Every employer is obliged to provide its employees with correctly completed work books. To do this, the employee must work for more than five days, and it does not matter whether this employee is full-time, seasonal or temporary. The only exceptions to this rule are those workers with whom the employer has a civil contract.

At the beginning of an employee’s career, it is necessary to take a blank form if he does not have a work book and, in his presence, fill out this form after a week of work. We will tell you how to do this in this article.

Normative base

The work book is intended to reflect the work experience of each citizen.

In addition, it must be presented to the Pension Fund for granting a pension.

To fill it out, you must be guided by the following regulatory documents:

1. Rules of conduct (Resolution of the Government of the Russian Federation No. 225 of April 16, 2003).
2. Instructions (Order of the Ministry of Labor No. 69 of October 10, 2003).

The employer stores work records from the moment of entry into service until the day the employee is dismissed. If, when terminating an employment contract, the entry about this is made incorrectly, then this fact may deprive the person of the opportunity to find a job in the future.

It must be remembered that the first work enterprise for a person is responsible for filling out the first sheet of this document.

Who is responsible for filling, maintaining and storing

Let us remind you that the employer bears the responsibility for maintaining, storing and filling out the work book. An order or order given by the employer gives every reason to appoint a certain authorized person to whom all responsibility and authority for storing, maintaining, issuing and recording work books will be delegated.

And the same person, who will have the right to sign, has the opportunity to certify all the necessary records. All these persons bear full responsibility for labor, which is regulated by the legislation of the Russian Federation.

Directions and orders on the appointment by management of a personnel service employee during inspections are mandatory checked by employees of the State Labor Inspectorate of Russia.

Registration of a work book: general rules and procedures

You need to start drawing up a work book from the title page. It indicates the employee’s passport details, education and specialty in accordance with the submitted documents, the date of completion and signatures of the parties - the HR department employee and the employee himself. Also on title page The seal of the organization is affixed.

After this stage, information about the actual hiring is indicated. Entries must be made in one color - either blue or black, purple is also allowed.

Entries are made in full format, abbreviations are not allowed.

It is necessary to reflect information about the company on the appropriate page. After this, you need to indicate the entry number and its date of entry.

Then indicate the name, number and date of the document that serves as the basis for creating this record.

The next step is to enter information about the employee’s titles and awards, confirmed by a decree, order, diploma or some other document. In addition to all this, it is worth noting for what merits and by whom exactly the employee was awarded.

It must be remembered that entries about cash bonuses are not made in the work book.

Example of filling out a work book: information about the employee

The employee information form is as follows:

1. Last name, first name and patronymic in full, without any abbreviations.
   The employee’s date of birth must also not be abbreviated. The employee’s personal data must be reflected on the basis of the passport.
2. Employee education.
   A record of this factor should be filled out only if there are documents that can confirm it - a certificate, diploma or certificate.
3. If you have correctly completed documents that confirm incomplete education, it is also possible to make an appropriate entry based on them.
4. Profession and specialty must be recorded only as reflected in the relevant document, without any changes.
   Typically this may refer to advanced training courses.

After this entry has been made, the employee must familiarize himself with it, check it for errors, and certify it with his signature, which will express agreement with the accuracy of the data. After this, the company seal is placed on the page under the entry.

How to fill out a book regarding work information

In the job information section, you must write down the full name of the organization and its abbreviation, if available. After this, the record number and date of hire are written.

Next, a record of employment is made, the structural unit and the full name of the position held are required. Also after this you need to enter information about the document that served as the basis for hiring the position.

The date and number of this document must be reflected!

In the case where an employee performs certain part-time duties, you can optionally make entries about this fact. But this is only possible if you have a document that can confirm this activity.

To do this, you need to indicate the entry number, its date, then you need to make a note about the appointment of the employee as a part-time worker. Next, you need to indicate the name of the structural unit, the name of the profession or position, and, of course, information about qualifications.

The fulfillment of these duties must be regulated by the relevant document, the data on which is entered last.

How to fill out a document in different cases: samples

First

The new employment form is filled out in accordance with the information specified above.

To issue a duplicate, there must be certain circumstances, which include the loss of the book, rendering this document unusable, in other words, loss of the work book’s marketability. Also, a duplicate can be issued if a dismissal record is invalidated, an employee is reinstated when a contract of acquittal is issued, or an employee loses a work book during an emergency.

Duplicate

How to issue a duplicate? In the upper right corner of the title page of the book you must write “Duplicate”.

If you have a previous work book, on its title page you must sign the following: “A duplicate has been issued in exchange,” and be sure to indicate the series and number of the duplicate.

The duplicate must contain information about the employee’s general and continuous experience before arriving at this organization for service. This must be confirmed with relevant documents.

Next, you need to write down information about activities and rewards that were entered in the book during service at previous places of work. The total work experience must be recorded in summary form, that is, it is necessary to indicate the total number of years, months and days of activity.

In this case, there is no need to write about employers, enterprises and periods of work for them.

If, before joining a certain organization, an employee already had work experience, then when preparing a duplicate, information about continuous work experience must be included, with this fact confirmed by relevant documents.

Then there is a list of continuous work experience by periods of time, indicating all the enterprises where the employee was on staff and carried out his professional activities.

How to issue a duplicate work book is described in the video.

Copy

A copy of the employment record must be certified by a HR employee. It is necessary to make copies from those pages of the work book that have any entries.

The quality of copies must be satisfactory. There is no need to print the scan, and there is no need to change the scale on the copier.

After last entry An entry must be made on the copy of the page that contains its serial number and the inscription “currently in use.” It is also necessary to indicate the date of certification of the copy, the surname, initials and position of the certifier and put a stamp under the record.

Below the page of the copy you need to make a note “the copy is correct”, sign the surname, initials and position of the certifier, the time of certification and signature. Such a record must accompany each page of the copy of the work book.

For individual entrepreneurs

Individual entrepreneurs are required to carry out all operations to fill out labor documents. It is for this purpose that when registering this status, it is necessary to create a seal for this type of employer so that the activity of the enterprise is official.

Drivers must provide the employer with the following documents to obtain a work book:

1. Passport.
2. SNILS.
3. Work book.
4. Military ID.
5. Driver license.
6. Education documents.

For the driver

It is important for drivers to have a passed medical checkup to identify contraindications to work. All this information is not reflected in the work book.

In general, for drivers everything is filled in exactly the same way as for other positions.

For citizens of the Republic of Belarus

For citizens of the Republic of Belarus, since 2016 it is also possible to create work books. All data that is entered into this document about the employee is made on the basis of valid documents of the citizen.

It is necessary to indicate the nationality of the employee and make a note when filling out the employee’s personal data on citizenship.

possible on our website.

A sample memo to a manager can be found. Samples of drawing up a memo for an employee, about bonuses, features of drawing up documents in the Republic of Belarus and Ukraine.

How to open a grocery store.

How to make corrections

Personnel employees are people too, and they, just like everyone else, tend to make mistakes. It must be remembered that if an error is noticed during the initial filling, then this document must be immediately destroyed, without making any changes.

Then you need to draw up a destruction act and fill out a new form. If an error is discovered when filling out the data by the second and subsequent employer, you will have to go to court to recognize that the work belongs to you.

This applies to errors in the employee’s first name, last name and patronymic, as well as other personal data.

There are situations when a person makes a record of incomplete higher education, and then receives it and completes it. Accordingly, you need to change your education data.

Based on the received document, you just need to create the next record of assigning qualifications to the employee.

Features of cancellation of an entry

If an error was made in information about an employee, you must cross out the old entries and sign new ones based on the relevant documents.

Please note that strikethroughs are not allowed in job information.

You need to do the following - after the last entry in the appropriate section, make an entry declaring the erroneous entry invalid and make the correct entry under the new serial number.

If an error in the entry is discovered when the new employee is responsible for making entries in the work books, then the personnel officer makes a note about the invalidity of the previous one, then writes it correctly, signs the date of correction and the order. In this case, the record about the cancellation of the incorrect one should be numbered with the next number in sequence.

If an employee's dismissal is invalidated, there are two options.

First, a new entry is made in the employment record about the hiring, as well as an entry that the information about the dismissal is invalid.

In the second case, the old entry should also be declared invalid, but the personnel employee makes a note of dismissal with a new reason.

Learn how to make entries in a work book about work from the video.

In contact with

If the company does not keep such documents, then this is a serious violation of the law.

It will be impossible to prove the existence of work experience for this period of work, which means it will not be taken into account when calculating the pension. Therefore, it is necessary for all workers to know how to fill out a work book.

The article provides instructions on the procedure for filling out work books.

Labor Code is a document relating to a person’s work activity.

All issues regarding the procedure for its maintenance are specified in the Labor Code and the relevant government Decrees (No. 225 of April 16, 2003), the Resolution and Letter of the Ministry of Labor of the Russian Federation (No. 69 of October 10, 2003, Art. 5.27; No. 656-6- 0 dated March 18, 2008).

Responsible persons

Responsibility for the availability of work books issued to each employee of the enterprise falls on the shoulders of the head of the enterprise.

The manager issues an order appointing an employee responsible for the correct completion, recording and storage of these documents. He also appoints another employee who can replace the main person in charge during his absence. Usually these are personnel department (HR) employees.

Requirements for maintaining a work record book

General information

A labor code is created for each employee who has worked for the company for at least 5 days. For them this work should be their main one.

These are also seasonal, temporary and freelance workers, who are also covered by social insurance.

Entries in the TC are made in full, without abbreviations (to avoid misreading), in blue, purple or black font.

Each entry begins on a separate line and is provided with its own serial number. The dates are displayed like this:

• day and month – 2 digits;
• year – 4 digits.

The TC is conducted in the state language of the Russian Federation. And in the territories of the autonomous republics it can be conducted in two languages ​​- Russian and national.

The TC consists of three sections:

• The first - on the title page - reflects information about the employee - his last name, first name and patronymic in nominative case no abbreviations. It also indicates his education, profession or specialty. The organization issuing the TC puts a stamp on this sheet.
• The second is data about the employee’s work.
• The third contains information about his awards.

The last two sections must indicate the documents on the basis of which each entry is made. Usually these are the numbers of the corresponding orders with their dates.

Rules and procedure for filling out a work book

In the “job information” section, all data on admission, movement, study during work related to advanced training, service in the army or other special structures, etc. is entered.

Also displayed here is information about the renaming of an enterprise or its individual structure, information about the dismissal of an employee, and others.

Moreover latest information are certified not only by the signature of the responsible person, but also by the employee himself.

The name of the enterprise, its structural unit and the position of the employee are entered in the recording column.

The last section of the Labor Code includes those awards that are specified in the Labor Code of the Russian Federation or the collective agreement of the organization. Providing such incentives is not mandatory or continuous. The name of the company, the position of the employee and the type of incentive are entered in the appropriate field. Nearby, in the next column, a link to the corresponding basis is given. Awards are not reflected here.

Special situations

1. If during an employee’s work in a company there is a change in its name, or structural changes affecting a specific division, then this is necessarily reflected in the Labor Code and is certified by a new seal of this organization.
2. When an employee's last name is changed, his old last name is crossed out and the new one is written on top. Nearby, on the cover, the basis for replacing the entry with the seal and signature of the responsible person is deciphered. This is the only permissible crossing out in the TC.
3. If, after the unlawful dismissal of an employee, the court obliges the employer to reinstate him at work, then an entry is made canceling previous information about his dismissal with reference to the document justifying this decision.
4. In the event of the death of an employee, information about the termination of the employment contract is reflected, indicating the date of death from the relevant certificate.
5. If there are not enough pages for all entries in the TC, then an insert for it is issued. The rules for filling it out do not differ from the general rules, and it is filed in the Labor Code.

Carefully and correctly filling out the Labor Code at each stage of your working life will greatly facilitate the process of applying for a pension.

Storage and accounting of work books

Work books, their inserts and forms are documents of strict accountability. In the personnel department, where the technical documentation is stored, a book of their records is kept.

It reflects complete information about the movement of all these documents, regardless of whether they are new or were issued by another organization.

In other words, information about the Labor Code of all employees of a given institution (former and current).

This book is numbered, laced and certified with the seal of the head of the organization. Accounting for TC forms is maintained by the enterprise’s accounting department in a similar manner.

TCs are permanently stored in the HR department. In exceptional cases, they can be issued at the request of the employee against receipt and for a strictly specified time.

When an employee is dismissed, it is given to him, which he signs in the registration book. If, for unknown reasons, the employee did not pick up the TC, then it remains in OK for another 2 years, stored separately from all other documents. After this, it is transferred to the archive of the enterprise, where it is stored for the next 75 years.

Errors when filling out: what to do?

Since all information in the work book is entered manually, there is no guarantee that there will be no errors when keeping records.

Correction of errors made when filling out this document is carried out only according to the following rules:

1. Incorrect information is considered invalid. A corresponding entry is made about this. Below, under the next number, the correct entry is made.
2. If the information numbering is violated, corrections are made in the same way as above. All entries with an incorrect number are considered invalid. And then it is repeated under a new number.
3. In the event of a minor error in the personal information about an employee (a letter in the first name, last name, etc.) discovered upon his hiring to a new place of work during the reconciliation of documents, it is corrected by the previous employer or where this inaccuracy was made.
4. Incorrect entries on the title page are not corrected. In this case, the TC form is considered damaged and is destroyed, about which a corresponding report is drawn up. And in return, the employee is given a new Labor Code with the correct information.

Crossing out an incorrect entry is prohibited. Such a document is considered invalid.

Filling out a duplicate TC

In cases of loss of the technical documentation, its damage, if it contains records canceled by court decisions, if natural disaster, emergency at the enterprise, etc. there is a need to issue a duplicate TC.

In normal situations, the employee submits an application to the personnel service for the issuance of a duplicate Labor Code and indicates the reason for this.

The document is issued within 15 working days. “Duplicate” must be indicated on its title page.

If some entries in a damaged document cannot be restored, documentary evidence of the length of service for the corresponding time is required. Only then can the document be restored.

When issuing a duplicate of the Labor Code, the personnel employee makes a corresponding entry in the Labor Code logbook.

In emergency situations, the length of service required to register a Labor Code is determined by a special commission, which is provided with all the necessary papers. If it is not possible to restore the fact that a person worked at one time or another, the missing information can be filled in with the help of 2-3 witness statements. The commission draws up a corresponding act on this.

• The most important document- these are the Rules for maintaining and storing work books, which were approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, where all the nuances of their registration are most widely covered.
• Another document - Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69. It reflects the rules that must be followed if errors were made when filling out the title page of the work book.
• In Russian Labor Code There are also articles devoted to work books - these are articles numbered 66, 77-81 and 83-84.

As a rule, filling out the title page of the work book is carried out by the employer. It is important to note that it must be issued no later than a week after the employee was hired by the organization.


There are often cases when the design of the first page may raise many questions and cause a number of errors and blots.

There is nothing strange about this, since when performing this procedure the human factor is not excluded, and making mistakes when filling out documents is a common problem. To find answers to the main questions that arise during this process, the easiest way is to read with the following recommendations:

1. First, you need to decide on the color of the ink that will be used to make entries in this document. They are allowed only in blue, violet and black ink.
2. Please note that entries are made without abbreviations. Therefore, all information must be provided in a compact but legible handwriting.
3. The title page, as a rule, indicates the last name, first name and patronymic of the owner of the work book.

   They, as you might guess, must be identical to those indicated in the passport, driver's license or military ID, and must also be written down in full.

   You need to forget about the initials on the title page of the work book.

4. Date of birth is written in Arabic numerals only, no Roman numerals, much less words. Usually the day and month are written in two-digit numbers, and the year in four-digit numbers. An example entry is 01/01/1970.
5. The “education” line is filled in based on the data from the diploma or certificate possessed by the owner of the book. As a rule, either “higher education”, or “secondary vocational education”, or “secondary general education” is indicated here.
6. The line “Profession, specialty” indicates the specialty obtained, recorded in the diploma or other certificate of education.
7. At the very bottom of the title page is given space for the owner of the book to sign, as well as its decoding and printing, either by the personnel department, or by the organization itself where he is employed.

Filled out no less carefully. The title page of the work book - you can see a sample filling below:

Date of completion

The “Date of Completion” item, which records the day on which the work book was completed, is also located on its title page, but mention of it was removed from the instructions in a separate subsection.

This aspect receives special attention, because an organization can open a work book for a new employee not within five days, as required by the Instructions, but after a long period of time. For example, there were no forms in the organization at that time, and when they appeared, they decided to put this date on them “retroactively.”

Responsibility for errors

As in any activity, errors when filling out the cover pages of work books lead to negative consequences. Their suppression is carried out using the following sanctions measures:

• Officials in case of a primary violation of the rules for filling out work books are liable in the amount of 5 to 50 minimum wages, and in case of a secondary violation they are disqualified for 1-3 years.
• For the first violation, legal entities are fined 300-500 minimum wages, and in the event of a repeat violation they may be completely suspended from their activities.

All penalties from the above entities are carried out by the Labor Inspectorate.

Read more about the features of making a record of work in the work book.

Error correction

There are two options for correcting errors. If the work book is issued for the first time, then the easiest way is to liquidate it. This option is most suitable when mistakes were made when filling out the front page of the work book.

Another option involves correcting errors without liquidation of the work record. The manipulations described below can only be carried out with an incorrectly specified first name, last name, patronymic and date of birth.

If an error was made in one of these entries, the incorrect entry can be crossed out with a thin line and the correct entry indicated above them. On the back of the title page you need to place links to the documents according to which amendments were made on the title page of the work book.


Such documents are passport and certificate of marriage or divorce. In addition, records in the form of links to the above documents must be accompanied by the series and number of these documents, as well as the signature and seal of the responsible person.

It is worth noting that the second method of correcting errors is applicable to situations where the subject who is the owner of the work book, after a certain period of time, for example, changes his last name.

Partial corrections, for example, one letter in the surname or one number in the date of birth, are unacceptable. Employers or various government agencies, for example a pension fund, may consider a work book with partially crossed out entries on the title page unreliable.

In this case you will have to prepare for litigation, which will take up extra time. Therefore, it is better to avoid this situation in advance by correcting the entire invalid entry.

For more information on what to do in case of an erroneous entry, read.

Conclusion

To summarize, it should be noted that or any other person, although not a complex process, often leads to errors in its design. It can sometimes be difficult to avoid them, which may be due to either simple inattention or ignorance of the rules for filling out work books.

It is especially important to remember this when filling out the title page, since it is a kind of “face” of the document. However, if you follow a number of simple recommendations, then all the troubles associated with this issue can be avoided.

In addition, any errors can be corrected, including errors made when filling out work books. The ways to solve them also require a certain amount of attention, but at the same time they have a simple and understandable essence.