The work book retains all information about labor activity employee and is used to determine the duration of his work experience. The currently valid forms of the work book and insert are established in the Post. No. 225 of April 16, 2003. How to fill out the work book correctly is indicated in the Post. No. 69 of October 10, 2003. These decrees contain discrepancies on some issues, which requires an appeal to the Labor Code and makes it even more difficult to issue a work book.

This is especially true for private entrepreneurs who are forced to take on the responsibility of maintaining personnel records. The slightest deviation from the standards for filling out the work book leads to the invalidity of the information entered, as well as various mistakes made in the records themselves. To eliminate the consequences, corrections are made in the corresponding columns strictly according to the established model. In exceptional cases, the employee is issued a duplicate.

When opens

Each work book has its own number, is issued to the employee for life and cannot be replaced with the exception of some cases. If a recently hired employee does not have this document, you need to open a new one for him. If there was one, but for some reason cannot be provided, this information is reflected in the act, which is certified by signatures: the person issuing the new work book, the employee and the witness.

The document is entered for an employee who has worked in the company for at least six days, and must be issued within a week from the date of his employment. This procedure is made in the presence of an employee, from whose wages the cost of the form is subsequently withheld.

Employment record book, sample of filling out when applying for a job:

How to fill

All entries in the work book are entered by an official of the organization authorized to do this by order of the head, most often by an employee of the personnel department. In his absence, it can be an accountant or director of an enterprise. The document must be registered in the ledger and kept by the employer until the employee is fired or transferred to another place of work. If necessary, the employee is issued an extract from the book at the place of request.

An extract from the work book - a sample of filling:

Records are kept in legible handwriting, all words are in full version, without any abbreviations. Numeric expression of dates, characteristics and other information is indicated only in Arabic numerals. Also, you cannot write the name of the month in words. The correct date format is 03/05/2020. Ballpoint, gel and fountain pens are acceptable. The paste, gel and ink they contain must be highly resistant to water and ultraviolet rays. Optimal are blue, dark purple and black shades of the coloring pigment.

The documents

To fill out a work book, you need:

• employee passport (or other identity document);
• diploma of education;
• work record book;
• certificate of individual entrepreneur or the Charter of the organization;
• official stamp.

For details on how to fill out the title page of the work book, see the video

The work book is divided into three parts:

1. Cover page containing information about the owner of the document.
2. Information about the work, including the name of the enterprises in which the labor activity was carried out and the duration of such.
3. Section about awards.

Please note that the rules for filling out work books oblige you to make adjustments in case of a possible change:

• company name (incl. legal form);
• type of printing (using different ones in one book is unacceptable!).

Title page

On the first page of the work book, you must indicate all the information about the employee, guided by the documents provided to him. It should contain:

• F & O owner;
• date of birth (numerically);
• level of education (secondary, specialized secondary, higher);
• the name of the profession indicated in the diploma;
• the date of opening the work book;
• employee signature;
• signature of the person filling out the document;
• official seal of the organization.

The title page of the work book, a sample of filling in 2020:

Job details

Each page of the middle and most extensive section consists of four columns, containing:

1. The sequence number of the record (starting from No. 1 onwards).
2. Date of hiring and other events.
3. The record itself, which is information about the organization (its full and abbreviated name), the name of the position (indicating qualifications) and division. In addition to the fact of being hired, cases of transfer to another position and dismissals are also recorded here. Information about this must be entered in the column within 7 days from the date the order was issued, with the exception of the record of dismissal, which is drawn up directly on the day of its execution.
4. The documentary evidence of the entry is the name of the order, the date of its issue and the number (in this order).

For details on how to make entries about work in the work book, see the video

additional information

1. At the request of the employee, information about part-time work is entered into it. The registration is made on the basis of documents provided by another company where the employee is employed in a combined position. In this case, the same principles for filling out the column are used as when entering information about the main job. The work book should be kept by an employee of the personnel department at the place of his main work, who is the only one who has the right to enter any information into it.
2. Acquisition of a second profession, obtaining a category, advanced training are also reflected in this section.
3. If there is a renaming of the enterprise, a corresponding entry is made indicating the document that served as the basis for this. This information will be able to explain the discrepancy in the seals put on the employment and dismissal of an employee. The same steps are performed when renaming a position.
4. In case of reorganization of the enterprise, the section notes the dismissal of the employee with his subsequent admission to the new company.

A sample of filling out a work book during the liquidation of an LLC:

Examples of

A.S. Kopacheva joined Avelan OJSC on February 27, 2016. On August 12, 2016, she was transferred to the position of senior legal counsel. This fact was reflected in the "Job Information" section.

When dismissing an employee, in column No. 3, you must indicate the normative act of the Labor Code, according to which this measure was applied. The entry must be confirmed by the seal of the company or HR department and the signature of the person filling out the work book. The employee must also sign this column, thereby confirming his agreement with the entries made during the work.

A. M. Sholokhov performed the duties of a seller at ZAO Continent. On March 6, 2017, he was fired for being absent from work without a valid reason. The dismissal order was signed on the same day.

Awards

This section contains information about the ranks awarded to the employee, diplomas awarded to him, certificates and other awards provided for by the internal regulations company and legislation. These cannot include the gratitude of the management, expressed in verbally as well as regularly paid cash bonuses that are part of the payroll system. Which explains the complete lack of information in this section, which is found in the work books of most workers. Moreover, various certificates and diplomas issued to an employee without issuing a corresponding order are also only a nominal expression of gratitude, which is not reflected either in the work book or in the personal file.

Filling in the work book 2020, sample:

Insert design

If all free places in the work book were used up and there is nowhere to enter new entries, the insert opens. Usually it is sewn into the end of the document, since specific instructions there is no information about this in the instructions for filling out work books. On title page(or cover) of the main booklet is stamped on the issue of an insert with an indication of its series and number.

The rules for maintaining both documents are identical; the cover page of the insert must also be completed. The numbering of records continues after the digit at which the completion of the work book ended. If mistakes were made when filling out the insert, it will be disposed of in the presence of the commission by drawing up an act. The same applies to rejected or outdated work books.

We are ready to answer your questions - ask them in the comments.

A work book is a document informing about the spheres of human activity. It is on him that attention is focused on when applying for a job and registering a pension.

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Instructions and useful tips help you make the necessary notes accurately.

The legislative framework

1. Resolution of the Government of the Russian Federation N 225 - rules for maintaining and storing work books.
2. Resolution of the Ministry of Labor of the Russian Federation N 69 - requirements for filling out documents fixing the spheres of activity of citizens.
3. Labor Code: Art. 66 - work book (TC), features; Art. 192 - 193 - responsibility for non-observance of the order for maintaining the TC; Art. 83 - termination of the contract due to circumstances beyond the control of both parties.
4. Rostrud letter from N 656-6-0 - responsibility for the storage of TC.
5. Art. 5.27 of the Administrative Code - the consequences of non-compliance with the legislation regarding the maintenance, accounting and storage of carnets.

You can view the documents here:

Who is responsible for maintaining, recording and storing?

Based on the Rules, the issuance of TC is the responsibility of the head. By his order, an employee is appointed who is responsible for their maintenance, accounting and storage.

The job description must be prescribed in the Order. If the requirement is violated, the employer is liable.

There are situations when an employee asks for a temporary handover of a book (for example, for submission to the FIU).

Remember that in the event of a loss, all the blame falls on an authorized person, that is, a specialist in the HR department or a manager.

Possible Punishment:

• for personnel officer- for violation of Articles 192-193 Labor Code an administrative fine of 1000-5000 rubles is paid;
• for the leader- according to Art. 5.27 of the Administrative Code, collection in the amount of 30,000-50,000 rubles. or suspension of the company's activities for 3 months.

Even the presence of a receipt from the employee about the return of the document does not exempt from liability.

How to proceed to avoid negative consequences:

• independently present the TC to the required authorities;
• provide the employee with a notarized copy of the document.

Rules for filling out work books in 2020

The company is obliged to draw up a TC for each employee who has worked on a permanent basis for more than 5 days.

A similar requirement applies to those who accept seasonal, temporary or socially insured employees.

According to legislative acts, the rules for issuing books in 2020-2016 remained unchanged.

The general order of filling is as follows:

• each record is numbered with an end-to-end type;
• all information entered must be in Russian; if an enterprise from another state operates on the territory of the Russian Federation, duplication of the text in another language is allowed;
• abbreviations cannot be used;
• the date has the format DD.MM.YYYY;
• Arabic numerals are written, "0" is put in front of single ones;
• all information entered is certified by the seal of the organization;
• allowed font colors: blue, purple, black.

How to correctly record in the document?

The instructions for filling out work books in 2020 will help to get an answer to this question.

Title page

To be filled in if the employee is officially employed for the first time.

Contains:

• Full name- indicated in full. The data is taken from a passport, driver's license or military ID. Initials are not allowed.
• Date of birth- is prescribed in compliance with the rules discussed above.
• The level of education- information from a diploma or certificate is entered (higher professional, secondary general, etc.).
• Profession, specialty- indicated on the basis of educational documents.
• Date of filling- the current date is entered. The month is allowed to be written in words or numbers.
  Signature of the owner and personnel officer (manager).
• Seal- it is put down in the work book to certify the entered data.

Example:

Employment information

The section designed to enter information about the employee's work. Here is the reception, transfer or.

The page has four columns:

• serial number of the record;
• the date the changes were made;
• field for recording - the name of the company (including the abbreviated one), position, name should be entered structural unit;
• number and date of the document that influenced the decision.

The document-basis for making an entry is an order certified by the seal of the company and the signature of the employer.

Example:

Achievements and awards

A section intended for marking awards, conferring new titles, receiving certificates or badges, etc.

All of them are provided for by the Labor Code of the Russian Federation or, but are not provided permanently.

How to complete this page:

• the first two columns contain the serial number and date;
• Column 3 indicates the name of the company, position and type of award;
• in the last column - the date and number of the order, on the basis of which the employee is encouraged.

An example is shown in the figure:

Disciplinary actions are not written. Exception - .

Reinstatement in office

There are situations when an employee has gone to court.

If the claim is satisfied, the employer may be forced to return the employee to the company.

In such a situation, the personnel specialist must cancel the information about the termination of the employment contract.

A sample recording is shown in the figure:

Dismissal

Upon dismissal, an entry in the TC must be made in a timely manner and coincide with the number noted in.

Otherwise, the organization may have conflicts with the controlling authorities. This threatens the payment of an administrative fine and material compensation to the employee.

To prevent negative consequences, the following entries must be made on the day of dismissal:

• No. 2 - the date of termination of the contract (last business day -);
• No. 3 - information about the current event: reasons and references to articles of legislation;
• No. 4 - details of the document, on the basis of which the dismissal takes place.

The work book is stamped, signed by a personnel officer (manager) and a former employee.

A sample for 2020-2016 is shown in the figure:

Death of an employee

In the event that the legislation requires that the correct entry be made in the Labor Code - on the termination of the contract due to circumstances independent of the will of the parties (clause 6 of article 83 of the Labor Code of the Russian Federation).

The date of death indicated in the certificate must be indicated (presented by relatives). The field for the signature confirming familiarization remains empty.

Sample filling:

Correcting errors and making changes to the TC

Sometimes an incorrect entry is made in the document, but according to the established rules, strikethroughs are unacceptable.

To do this, in the columns of the table "Information about work" is written:

• №1 - serial number of the record;
• # 2 - the date of the correction;
• No. 3 - information about the recognition of the record as invalid.

Then valid data is recorded. The last column contains the details of the document on the basis of which the corrections were made.

This is how the invalid entry is canceled:

Renaming the company

An entry must be made in the TC, otherwise the employee may in the future have problems with the Pension Fund when determining the length of service.

Using two different seals would be misleading.

To prevent this from happening, the HR specialist puts down:

• in column 3 - the name of the company, information on renaming, date.
• in column 4 - the basis for the changes made (order of the employer, date and number).

Filling example:

Insert filling rules

If the book is over, it is not necessary to start a new one - just insert a special insert.

It is drawn up and filled in according to the principle similar to the design of the TC, only you need to sew it in - this is what the established rules say.

An example is shown below:

The legislation does not regulate the features of sewing. Most businesses use stiff threads, make 4 punctures and attach a sheet at the end of the work book.

The specialist is obliged to indicate in it the series and the number of the insert, which must be certified by a seal.

Duplicate TC and its design

you may need:

• when ;
• as a result of wear and tear or serious physical damage;
• if there are records canceled by a court decision;
• in the event of an emergency at the enterprise (copies can be produced in large quantities).

The personnel officer is obliged to issue a new TC to the employee within 15 working days from the date of application. On the title page of the finished document, the inscription "Duplicate" must be present.

Example:

S.S. Sidorov lost his work book, so on 07/15/2016 he applied for a duplicate.

The employee received a new document on 08/01/2016:

How are PI records made?

The work book is a form of strict reporting. There are certain rules for filling out this document. It depends on how correctly the entry in the work book is made whether it will be valid or not.

General filling rules

Special requirements are imposed on how to fill out a work book. There is a special Instruction dedicated to this aspect, which was approved by the Decree of the Ministry of Labor of the Russian Federation No. 69 of 10.10.2003. There are also special samples of entries in the work book that help specialists HR department enter the information correctly.

General filling rules look like this:

• the document that became the basis for entering the information must be indicated;
• entries are made within 7 days after drawing up the document that is the basis (this rule does not apply in case of dismissal of an employee);
• the text of the record must be brought in line with what is stated in the order or order;
• dates are indicated using exclusively Arabic numerals (entry in labor should have the following format: dd.mm.yyyy);
• words cannot be abbreviated, they must be written in full (this also applies to the grounds, references to the labor code);
• making an entry in the work book, responsible person must familiarize the employee with it (a corresponding entry with the employee's signature is made in his personal card).

Let's consider how specific records are made, related to specific situations.

Sample employment record: dismissal of your own free will

Anyone always wants the best. This also applies to working conditions. For some, changing jobs is the only way to improve their financial and sometimes mental state. In such situation personnel worker makes an entry in the employment letter of dismissal by on their own... In order for it to be valid, it is necessary to take into account all the nuances, to arrange it correctly.

Motives for dismissal

There can be many reasons for a person to be fired. Sometimes the motivation may depend on what kind of entry will be made in the work book. If an employee retires, then a corresponding entry must be made. In this case, the following wording is used: "retirement of an employee on an old-age pension".

There are other motives, in connection with which he makes a record of dismissal of his own free will. The most common ones are:

• device on new works y;
• starting your own business;
• temporary rest;
• disagreements with superiors.

In any of the above situations, the specific reason is not recorded in the work book. This distinguishes cases from dismissals due to reaching retirement age. Here the personnel specialist simply makes an entry in the labor force "of his own free will."

How to make a recording correctly

The termination record must have the following attributes:

• serial number;
• date of entry into labor;
• the wording on dismissal / termination or termination of the employment contract at their own request (reference is made to the Labor Code of the Russian Federation, in this case, to clause 3 of part 1 of article 77);
• details of the order or instruction that became the basis (its date and number are affixed).

After that, the record is certified by the person in charge (a specialist in the personnel department, the manager himself or an accountant), the organization's seal is put. The employee's signature must also be affixed to the record, which will indicate that he is familiar with the document.

A personnel specialist can use a sample work book upon dismissal of his own free will. The recording is done as follows:

It is very important to enter all the data legibly and without abbreviations so that the entry is valid, and the employer does not have to make a duplicate of the work book.

Sample employment record: layoffs on staff reduction

Sometimes enterprises are experiencing financial difficulties, which can be reduced by reducing the number of employees. In this case, an entry is made in the labor force "dismissed on staff reduction." Correct registration is not the only difficulty that an employer may face. It is important not to violate the employee's rights established by the Labor Code of the Russian Federation.

The nuances of layoffs to reduce

Labor legislation obliges the employer to:

• inform about the upcoming reduction at least 2 months before it;
• try to find another position in your company, if possible, and offer to make a translation;
• make the payment of all severance payments;
• report the reduction of staff to the Trade Union;
• make sure that the dismissed employee is not among those who cannot be dismissed in this way (for example, a woman in a position).

Only after all these procedures can a labor record be made when the employee is laid off.

If the employee himself, under pressure from the employer, agrees to voluntarily leave, then the record contains the phrase “of his own free will,” and it does not mention the reduction of staff.

How to make a recording correctly

For a record to be valid, it must have the following attributes:

• serial number;
• date of registration of the document;
• a record of dismissal with an indication of the reason - "reduction in the number of employees at the enterprise" (it must have a link to the Labor Code of the Russian Federation, namely, clause 2 of part 1 of article 81);
• order details.

After entering these data, the person in charge certifies the record with his signature, puts the stamp of the organization. Written familiarization of the employee is a prerequisite.

In order not to make mistakes when entering all the data, you should use a sample record in the labor reduction staff, which looks like this:

The employer must notify the supervisory authorities about the reductions in the organizations. It must be remembered that wrong actions can lead not only to an obligation to pay former employee certain amounts, but also to an administrative fine.

Labor enrollment: dismissal on liquidation of the enterprise

When an enterprise stops working, management must draw up an order to dismiss all of its employees. On its basis, an entry is made in the labor book during the liquidation of the enterprise. It is important to do everything in accordance with the law.

Advance notice to employees

All employees of the enterprise must be notified of its liquidation in writing 2 months before the direct dismissal. Such a document can be of any shape, but it must indicate:

• when and why the employee will be fired;
• what guarantees the employee will receive.

Upon liquidation, the employment contract is terminated with all categories of citizens, including pregnant women, minor citizens. The grounds for their dismissal will be the same and official.

In order not to miss anything important, it is necessary to carefully study the Federal Law No. 161-FZ of November 14, 2002 and the Labor Code of the Russian Federation (Articles 81, 140, 142 and 176).

Direct recording

In order to correctly carry out the dismissal on the liquidation of the enterprise, an entry in the labor book should be made on the basis of the following sample:

Its obligatory attributes will be: serial number, date of entry. The basis will be an order on the need for dismissal in connection with the liquidation of the enterprise (its number and date are affixed). In the information column, an entry is made about dismissal due to liquidation with a mandatory reference to the Labor Code of the Russian Federation (clause 1 of part 1 of article 81).

The signature of the HR specialist or employer and the seal of the organization are affixed to mandatory... The employee signs the record, confirming the familiarization with the decision.

A sample of an entry in a workbook when renaming an organization

The name is a kind of identification code for any organization, which is why, when renaming it, it is necessary to make an appropriate entry in the work book. Regardless of the reasons for such changes, a mark in this form of strict reporting is mandatory, and it is affixed on the day of the release of the order to rename.

Why is there such a need? Let's say a person got a job at LLC "Romashka", which was later renamed LLC "Gerbera". The first organization will appear on the admission record, and the second will be on the dismissal. In this regard, the new employer will have a number of questions. You might think that some entries in the labor book are simply missed.

Procedure for making an entry

In order to enter the information in the form as accurately as possible, it is worth using a sample entry in the work book about renaming the organization. It looks like this:

In addition to the usual attributes in the form of the record number, the date of its entry and the basis in the form of an order (with date and number), a special record will also be required, in which the following are written in order:

• the former name of the organization;
• date of renaming;
• the record "renamed to";
• the new name of the company.

There is no need to make any references to labor legislation. It is important to enter the data in the specified sequence without swapping them.

Sample entry in the work book when renaming a position

In some enterprises, there may be a desire or need to rename an employee's position. Labor legislation provides for the possibility of transferring employees only in one of the following cases:

• functional change;
• change of structural unit.

In this case, making an entry in the work book is not the only obligation of the employer. Changes must be made to the employment contract with the employee, staffing table, personal card T-2. The employee must be warned about these rearrangements before drawing up an order and signing documents. They need to be drawn up correctly, which is why many personnel specialists are looking for a model for renaming a position in a work book.

Features of making a record

A post about renaming a position must have the following attributes:

• serial number;
• date of entry;
• an indication that one profession has been renamed to another;
• the basis for making an entry (with the affixing of the number and date of the document).

The peculiarity of such a record is that the official does not need to sign and seal (after all, an employee's career at this place of work does not end). The employee does not have to subscribe to it. An example of a record in the labor force on renaming the position is as follows:

It is important to correctly indicate the old and new job titles correctly, in accordance with the order, employment contract and job description employee.

Sample entry in the work book when renaming a department

Any active enterprise sooner or later undergoes some changes, whether it is opening a branch or the introduction of new positions. One of the important staff changes is the renaming of the department. Such changes are necessarily reflected in all internal documents, including personal cards of employees, staffing table. It is very important to make the correct entry in the work book about renaming the department.

The instruction for filling out the work book does not give a clear set of exactly how to make an entry in the work book - to make an entry about a transfer to another department or about renaming a department.

When to make a record

Both options take place, but in different situations:

• if only the name of the department has changed, then it is more logical to make a note that the “Old name of the department” has been renamed to “The new name of the department” (this is due to the fact that no major changes were made to the employment contract);
• if, in addition to the name, the composition, functions of the department have changed, then a record should be made about the transfer of the employee to another department.

In the latter case, the entry in the labor office about renaming the department is not appropriate, since the working conditions of the employee have changed significantly, which means that a new one must be drawn up. contract of employment... Registration of a transfer in such a situation is a mandatory procedure.

A sample entry in the work book about the director's admission

The work book is a mandatory document for all officials, including the director. But if everything is clear with who should fill it out for the rest of the employees, then questions about who and how makes a record of the director's appointment in the work book appear quite often, even among staff employees.

Employee or founder

How exactly to make an entry in the work book depends on the position of the higher official... The following situations are possible here:

• the director is an employee:
• the director is also the founder.

In the first case, hiring is displayed in the work book in the same way as for ordinary workers (the sample of the entry in the work book on the admission of the director will be exactly the same) - the number of the entry, the date of entry, the entry on the hiring to the organization as a director, the basis, which is the order.

When it comes to electing one of the founders to the position general director in the wording (indicated in the information), you can write:

• on the appointment to the post;
• about the election to the office.

Both options will be correct. As a basis, it is no longer an order that is indicated, but the minutes of the meeting of the company's participants, indicating the number and date. Order data can also be specified, but this is optional. An example of drawing up a work book of a general director when elected to a position looks like this:

The following persons have the right to make such an entry:

• the CEO himself (in practice it is very rare);
• one of the founders;
• an official authorized to do so.

Who signs the work book when the director is dismissed

The order of execution of all documents depends on whether an employee leaves his post on his own. The record of the CEO's dismissal was no exception. Let's consider each situation separately.

Dismissal of your own free will

If the director made the decision to dismiss himself, then all documents, including the order, must be prepared independently. This responsibility can be transferred to another employee, but if there is an appropriate official mandate.

If the director is sole founder, then he will have no one to shift the responsibility for drawing up an order. In the presence of other business owners, the dismissal of the general director, including the entry in the work book, becomes the responsibility of one of the founders.

The mention of voluntary dismissal should also be in the work book. The director will have to affix his signature twice (if he is filling out the form himself) - on behalf of the director and on behalf of the employee.

Dismissal of the director by the owners of the organization

Sometimes the director leaves not by himself and not in connection with the expiration of the employment contract, but by the decision of the business owners. He must be notified of this in writing. How to dismiss the CEO, what should be the labor record? After the issuance of the relevant order, an entry is made in the work book indicating the grounds (date and number of the order) and the reason for dismissal.

The seal and signature must also be put here. The director himself also affixes his signature, testifying that he was familiar with the entry made.

Sometimes specialists personnel service may make a mistake when filling out a work book. Not all of them can be fixed. It all depends on which section the error was made in. If we are talking about information about work or awards, then you can make adjustments.

This means that it is possible to correct the date of dismissal in the work book. The sample of such a record does not differ from the pattern of invalidating the record and making the correct version.

Only the employer who dismissed the employee can recognize such a record as invalid. The new employer cannot do this, since he has no grounds for this, he will not be able to certify the new record. In order to avoid correcting entries in the work book after dismissal, the employee should carefully study it before signing the acquaintance.

If the person has already quit and is trying to get a new job, do not accept him new employer because of a wrong entry, it cannot. It is better for the employee himself to contact the previous place of work and ask for corrections.

There are a number of fixes. An incorrect entry in the work record book cannot be crossed out upon dismissal. It is left intact, only a note is made about its invalidity. The new entry must have a sequential number (chronological order must not be violated), the date the changes were made, the correct reason and reason (order of dismissal).

The correction is made in the same way as when fixing other errors. It looks like this:

Rewards and incentives are a great incentive for any employee. Such moments are pleasant for any person. In order to fill out all the documents correctly, you need to know what a sample award record looks like in a work book. This aspect is very important, because if the data is entered incorrectly, the record may be invalidated.

What incentives need to be recorded in the labor

Encouragement is always a pleasant episode in a person's life. Rewarding an employee is an opportunity given to an employer. Records are made about such incentives in work books. It remains only to find out what incentives are recorded in the work book. This category includes:

• valuable gifts;
• thanks;
• cash bonuses;
• placing information about the employee on the board or in the book of honor.

This also includes state awards, certificates, distinctions, diplomas and other incentives.

Making a record of the award

Information about incentives is entered in a special section. The order of making entries is standard. A serial number is affixed (but this section already has its own numbering, which is different from the numbering in the section on work), the date of entering the information, the nature of the award is prescribed and the document that became the basis for making this entry - this can be an order, a resolution, for example. A sample of information about awards in the work book looks like this:

For any person who wants to move up the career ladder, the level of education is important. This information is located on the title page. Education in the work book is prescribed on the basis of supporting documents (certificate, diploma).

Over time, a person can undergo additional training, receive another education. An increase in his level should be reflected in the work book. And if, when changing the surname, it is crossed out, then when receiving a new education, the old record does not need to be touched. After all, the new entry does not override the previous education information in the work book. A sample of correct filling in this case looks like this:

Can the education information be corrected?

If an incorrect entry was made when opening a work book, then it is better to destroy it and fill out a new one. The legislation allows a citizen to start a new work book if it contains only one record of work at the enterprise, and he has not worked there for more than 3 months.

The situation is somewhat more complicated if the form with an erroneous entry was transferred to a new employer. The sample "how to correct education in the work book" looks like this:

In this case, the incorrect entry is crossed out, the correct education is indicated. Already on the cover it is written on what basis the corrections were made (with the affixing of the number and date of issue). Below is the signature of the official responsible for filling out the work books and the seal.

Employment registration upon dismissal by agreement of the parties

Sometimes a person can be fired by agreement of the parties. The procedure for making such an entry is inherently no different from other entries upon dismissal. The peculiarity lies only in the very formulation and reference to a specific part of the Labor Code of the Russian Federation. How to properly dismiss by agreement of the parties, the entry in the work book is entered in what way?

Required documents

There is a special procedure for dismissal under such an article. First, negotiations are conducted between the parties. If they manage to come to common decision, a corresponding agreement is drawn up. After that, an order is created and an entry is made in the labor "by agreement of the parties." The fill pattern looks like this:

Such a record has the usual attributes - order number, date, base. The text itself contains a link to the Labor Code of the Russian Federation, namely to clause 1 of Art. 77.

The person in charge puts a signature, seal, introduces the employee, who also affixes his signature.

Recording in the labor office when transferring to a separate unit

The branch is not different from the head office legal entity(Clause 3, Article 55 of the Civil Code of the Russian Federation). That is why, when an employee is sent there for work, an entry is made in the labor “transfer to a separate unit”. In this case, it will not be possible to make notes about dismissal and acceptance, since this would be a mistake.

If the branch is located in another area, then this also needs to be written in the work book. You will have to indicate these data in the employment contract concluded with the employee, or amend it. An entry in the labor force for admission to a separate unit should look like this:

As you can see, the record is quite standard, it has a serial number, date, basis and the text of the information entered.

Conclusion

Despite the variety of possible entries in the work book, they all have a lot in common, and differ, basically, only in the wording.

E.A. Shapoval, lawyer, Ph.D. n.

We make the correct entries in the work book

If you have to deal with personnel records and fill out work books, then you may be interested in some situations that cause difficulties in making entries when applying for a job, issuing a duplicate work book, as well as on correcting erroneous entries in work books.

Cannot overwrite the seal of the previous employer

M.A. Sokolova, Tver

In the work record book of the employee being hired, there is the seal of the previous employing organization, which occupies almost all the remaining blank lines of the "Job Information" section. Can I overwrite this seal?

: No. The entries made in the employee's work book by the former employer were certified by the seal. (hereinafter - the Rules)... Therefore, you need to enter the full and abbreviated name of your organization in column 3 "Information about employment ..." of the "Information about work" section of the work book below on free lines not occupied by the seal of the previous employer. p. 3.1 of the Instructions, approved. By Decree of the Ministry of Labor dated 10.10.2003 No. 69 (hereinafter referred to as the Instruction).

If the blank lines on the last page of the "Job Information" section are not enough to make a record of the hiring, you need to sew an insert into the employee's work book. After that, at the top on the title page of the work book, you must put a stamp with the inscription "Issued an insert" and indicate the series and number of the insert a nn. 38, 39 of the Rules.

There is a mistake - make a correction note

Yu.M. Deserted, Tver

We entered the wrong date of the order on the hiring record. How can this error be corrected?

: It is forbidden to cross out inaccurate or incorrect entries, including the incorrectly indicated date of the order for employment, in the section "Information about work" of the work book. To make a correction, the employment record must be invalidated and the correct record must be entered. p. 1.2 Instructions... It will look like this.

(1) Do not cross out the incorrect date of the order.

(2) do single entry invalidating an incorrect entry and hiring with the correct date of the hiring order.

An employee who has lost a work book must be issued a new book

A.E. Smirnova, Kazan

We are hiring a new employee. He wrote a statement that he had lost his work book, and presented us with certificates from previous places of work to fill out a duplicate of the work book. How to correctly make entries in a duplicate work record book?

: In such a situation, you should not give the employee a duplicate work book and restore the records that were in the lost work book. The fact is that the list of cases when the employer is obliged to issue the employee a duplicate of the work book is exhaustive. It includes the following situations and nn. 31, 33, 34 of the Rules:

• work book is lost former employee who has not yet taken a new job;
• the work book is lost by the employer;
• the work book has become unusable (burnt, torn, stained, etc.);
• the work book contains a record of dismissal or transfer to another job, which is invalidated if the employee has submitted a written application for the issuance of a duplicate work book.

You need, at the request of the employee, to issue him a new work book at Art. 65 of the Labor Code of the Russian Federation, in which the first record of the job is to indicate the job in your organization. You do not need to make records of work with other employers. This was confirmed to us in Rostrud.

From reputable sources

Deputy Head Federal Service for labor and employment

“If a person applying for a job does not have a work book due to its loss, damage or for any other reason, the employer is obliged, upon written application of this person, to issue a new work book with Art. 65 of the Labor Code of the Russian Federation... In this case, the new employer is only responsible for issuing a new work book for the employee.

A duplicate of the work book in case of its loss is drawn up by the employer according to the last place of work before the loss of the work book, including in the case when the employee has already got a new job at ”.

That is, if the employee is interested in restoring the entries in the work book, it makes sense for him to apply for a duplicate of it to the previous employer. If you have already issued a new work book for him, and he brought you a duplicate from the previous employer, then make a record of work in your organization in it, and destroy the new work book issued to him. p. 42 of the Rules.

It is impossible to "supplement" the documents on the basis of which a duplicate is issued

I.N. Dolgikh, Ryazan

The work record book of one of our employees was damaged, and not all entries in it can be read. To issue a duplicate, he brought us certificates from previous jobs. These certificates indicate the periods of work, positions held, numbers and dates of orders for employment and dismissal, but the grounds for dismissal are not indicated. How can we fill in column 3 of the "Job Information" section of the duplicate work record book? Do I need to certify the recovered records of previous locations work with the seal of our organization?

: First, you must indicate in column 3 "Information about employment ..." of the section "Information about work" of a duplicate work record book, the documented work experience of the employee before joining your organization, in total, without breakdown by individual employer m p. 32 of the Rules; p. 7.2 Instructions... After that, transfer to the duplicate individual periods of work for other employers in accordance with the entries in the work book, in return for which you issue a duplicate, and the certificates provided by the employee.

Issuance of a duplicate involves the restoration of all records contained in the work book, but if the work certificates submitted by the employee from previous employers contain incomplete data (in your case, there is no information about the grounds for dismissal), then you do not need to enter additional information from the words of the employee when filling out the duplicate O p. 32 of the Rules; p. 7.2 Instructions.

Then enter the details of the employment in your organization and transfers (if any).

Additionally, you do not need to certify the recovered records with the seal of your organization.

You will put your seal only after the employee leaves. p. 35 of the Rules, approved. Government Decree of 16.04.2003 No. 225 (hereinafter referred to as the Rules)... Then you will certify all the entries made in the work book by your organization, including the recovered ones.

The records in the work book will look like this.

(1) Do not number recovery records.

(2) If the basis for dismissal is not indicated in the certificate submitted by the employee, then you do not indicate it either.

(3) If you are making a recovery record on the basis of a certificate provided by an employee, indicate its details once opposite the dismissal record, since the certificate simultaneously contains information about hiring and dismissal and p. 7.2 Instructions.

(4) Indicate the full and abbreviated name of your organization.

(5) Put the serial number "1" in front of the employment record in your organization p. 7.2 Instructions

The record of working as an entrepreneur is not entered in the work book

A.I. Sinitsyna, Bryansk

We are hiring an employee who has a record of work in his work book as individual entrepreneur since 2009 What should we do?

: The work book reflects only the periods of work for employment contract at Art. 66 of the Labor Code of the Russian Federation... In his work book, an entrepreneur cannot make an entry about doing business.

How to correct an incorrect entry in such a situation was explained to us in Rostrud.

From reputable sources

“The entry in the work book can be invalidated, but not the work book itself. Correction of incorrect entries is possible, but only on the basis of the corresponding document a Clause 27 of the Rules.

If the entrepreneur has entered into his work book information about the period of occupation by him entrepreneurial activity, then in this case there is no document on the basis of which the correction can be made.

The new employer can continue to maintain such a work book.

In addition, if an entrepreneur worked as a hired worker before starting his entrepreneurial activity, he can apply at his former place of work with an application for a duplicate work record book and ”.

Rostrud

Thus, make a record of the hiring of this employee to work in your organization in a general manner.

The branch must have a person responsible for work books

E.V. Kryukova, Volgograd

Our company opens a branch in another city. Where should we keep the work books of the branch employees if it does not have a personnel department?

: Employment books for all employees must be kept and kept by the employer Art. 66 of the Labor Code of the Russian Federation... The branch is not an employer. Art. 20 of the Labor Code of the Russian Federation... However, it is not advisable to keep all work books in the personnel department or in the accounting department of the parent organization. The fact is that situations may arise when an employee needs to be fired without working off. This means that you need to give him a work book on the day of dismissal (for example, upon dismissal in connection with the reinstatement of an employee who previously performed this work, by decision of the state labor inspectorate or a court item 2 h. 1 tbsp. 83 of the Labor Code of the Russian Federation). It is unlikely that this can be done if work books are kept at the head office of the organization in another city.

Since your branch does not have either a personnel department or an accounting department, the head of your organization needs to appoint, by order, one of the branch employees responsible for maintaining and storing the work books of the branch employees (for example, the branch office manager) p. 42 of the Rules.

He will certify with his signature the entries in the work books when the employee is fired.

Rostrud explained to us what kind of seal the records in the work books of the employees of the branch can be in such a situation.

From reputable sources

“In the case when HR administration is conducted in a separate structural unit, it is allowed to certify records with the seal of a separate structural unit, provided that the name of the organization itself is also indicated in the seal ”.

Rostrud

Recording of the time of military service can be made after the appointment for a job

I.N. Belousov, Perm

We recruited a demobilized employee who did not work anywhere before serving in the army, but we did not make a record of his military service in his work book. Can we make this entry after the job appointment?

: Yes, you can. In contrast to the Soviet Instruction on the maintenance of labor books to p. 2.17 of the Instructions, approved. Decree of the State Committee for Labor dated 06.20.74 No. 162 (invalidated) there is no requirement in the current Regulations that a record of military service must be made prior to making a record of employment at sub. "A" clause 21 of the Rules... The fact that the chronology of the records will be violated will not affect their correctness in any way. Rostrud also agrees with this.

From reputable sources

"Information about the time of military service, in accordance with Federal law dated 28.03.98 No. 53-FZ "On military duty and military service", are entered in the work book at the place of work. Since the Rules for maintaining work books do not provide for a strict sequence for making such entries, they can be entered into the work book at any time before the employee's dismissal and by any employer.

Thus, the record of military service can be entered after the registration of employment with ”.

Rostrud

Soviet labor books issued in the CIS countries are valid in Russia

Yu.I. Pesotskaya, Voronezh

We hired an employee - a citizen of the Russian Federation, who was previously a citizen of the Republic of Belarus. He presented us with a work book issued in this country, with records of work in Russian. In Russia, he gets a job for the first time. Can we continue to write in the work book presented to him or should we get him a Russian work book and transfer information from the work book issued in a foreign state to it?

: It all depends on whether the document presented to you is a work book under Russian law.

This can be either a work book of a Soviet-style employee (for example, approved by the Decree of the USSR Council of Ministers of 04/21/75 No. 310), or a work book of a new model, approved in this CIS country after the collapse of the USSR. If this is a Soviet work book, feel free to enter work records in it, since these books continue to be valid on the territory of the Russian Federation. If this is a work book of the sample approved by the Republic of Belarus, then it is a foreign work book and is not recognized on the territory of the Russian Federation. Then the employee needs to get a Russian work book. This was confirmed to us in Rostrud.

From reputable sources

" V Russian Federation when applying for a job, work books of the Russian model are drawn up and maintained, or the books of the union model are still kept p. 2 of the Government Decree of 16.04.2003 No. 225.

Maintaining work books of a foreign sample, including a sample approved by the Republic of Belarus, is not allowed. An employee hired in Russia must have a Russian-standard work book. ”

Rostrud

In the Russian work book of an employee, it is not necessary to indicate information about work experience on the territory of a foreign state. That is, there is no need to transfer entries from a foreign work book into a Russian work book. Rostrud letter dated 15.06.2005 No. 908-6-1.

Education information can be entered at any time

Z.I. Bunchuk, Stavropol

This year we hired an employee whose education is not indicated in his work record. Diploma of higher education was issued to him in 2010 while he was still working for another organization. Can we enter a record of education on the title page of his work book now?

: Yes, you can. In principle, an entry on education on the title page of a work book is made when an employee enters a job for the first time if he has a certificate of education and sub. "B" clause 9 of the Rules; p. 2.1 Instructions.

But since the employee presented a diploma when applying for a job in your organization, you need to fill out the "Education" column on the title page of his work book, indicating there "higher professional education". Also, on the basis of the diploma, you need to indicate the profession received by the employee, specialty. If the column "Profession, specialty" on the title page of the work book was filled out by the previous employer, and the employee received new profession, specialty, then this column must be supplemented without crossing out the previously entered entry and nn. 2.1, 2.4 Instructions... Do not forget to attach a copy of the diploma to the employee's personal file.