Article 66 of the Labor Code of the Russian Federation. Work book (current edition)
10. The employer is obliged, upon a written application from the employee, no later than three working days from the date of its submission, to give the employee a copy of the work record book or an extract from the work record book certified in the prescribed manner (clause 7 of the Rules for maintaining and storing work records).
11. The procedure for filling out work books, inserts in them, duplicates of work books is established by the Instructions for filling out work books, approved. Resolution of the Ministry of Labor of Russia dated October 10, 2003 N 69 in accordance with clause 13 of the Rules for maintaining and storing work books.
12. In accordance with clause 1.1 of the said Instructions, 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 September 5, 2009, an entry is made in the work book: “09/05/2009”. Entries are made carefully, using a fountain or gel pen, a rollerball pen (including a ballpoint pen), light-resistant ink (paste, gel) in black, blue or purple, and without any abbreviations. For example, it is not allowed to write “pr.” instead of “order”, “order” instead of “order”, “trans.” instead of “translated”, etc.
According to clause 1.2 in the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed.
If it is necessary to change a specific entry, for example about hiring, in the “Job Information” section, after the corresponding last entry in this section, indicate the subsequent serial number, the date the entry was made, in column 3 an entry is made: “The entry with the number such and such is invalid.” . After this, the correct entry is made: “Accepted in such and such a profession (position)” - and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order are indicated (order) or other decision of the employer, on the basis of which the correct entry is made.
In the same manner, a record of dismissal or transfer to another permanent job is invalidated 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 and reinstatement to the previous job or the wording of the reason for dismissal is changed. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to the order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal.
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. In this case, in the upper right corner of the first page of the duplicate work book the inscription is made: “Duplicate”. On the first page (title page) of the previous work book it is written “A duplicate was issued in exchange” - indicating its series and number.
13. According to clause 2.1 of the Instructions, information about the employee is filled out as follows:
- surname, name and patronymic are indicated in full, without abbreviation or replacement of the name and patronymic with initials; the date of birth is recorded in full (day, month, year) on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver’s license);
- registration of education (basic general, secondary general, primary vocational, secondary vocational, higher vocational and postgraduate vocational) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.);
— a record of incomplete education at the appropriate level can be made on the basis of submitted duly certified documents (student card, grade book, certificate from an educational institution, etc.);
- profession and (or) specialty are indicated on the basis of documents 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 documents.
14. After indicating the date of filling out the work book, the employee, with his signature on the first page (title page) of the work book, certifies the correctness of the information entered (clause 2.2 of the Instructions).
The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the seal of the organization (stamp of the personnel service) where the work book was first filled out is affixed.
15. Changes to entries in work books are made in the following order:
- about last name, first name, patronymic and date of birth - on the basis of a passport, birth certificate, marriage certificate, divorce, change of last name, first name, patronymic and other documents and with reference to their number and date.
These changes are made to the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line, and new data is recorded. Links to the relevant documents are made on the inside cover of the work book and certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (clause 2.3 of the Instructions);
- about acquired new education, profession, specialty - by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries (clause 2.4 of the Instructions).
16. Filling out information about work in accordance with clause 3.1 is carried out as follows:
— in column 3 of the “Work Information” 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).
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, an entry is made about acceptance or appointment to 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 (job), specialty, profession indicating qualifications, and in column 4 the date and number of the order (instruction) or other decision of the employer are entered, according to which the employee was hired.
Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements provided for in the relevant qualification reference books.
Changes and additions made in the prescribed manner to qualification reference books and the organization's staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.
If an employee is assigned a new rank (class, category, etc.) during the period of work, then a corresponding entry is made about this in the prescribed manner.
The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned the second profession “Electric and gas welder” with the assignment of 3rd category. In this case, in the work book in column 1 of the section “Information about work” 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 entry is made: “The second profession “Electric and gas welder” has been established with the assignment of 3rd category”, in column 4 indicates the relevant certificate, its number and date.
17. Information about part-time work is entered in column 1 of the “Information about work” section of the work book. This column contains the serial number of the entry; Column 2 indicates the date of employment as a part-time worker; 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 essential), 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. A record of dismissal from this job is made in the same manner.
If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered the basis for renaming is an order (instruction) or other decision of the employer, its date and number (clause 3.2 of the Instructions).
18. The procedure for entering information about awards is as follows: in column 3 of the “Information about awards” 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); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.
19. In accordance with clause 5.1 of the Instructions, a record of the dismissal (termination of an employment contract) of an employee is made in the following order: in column 1 the serial number of the record is entered; Column 2 indicates the date of dismissal (termination of the employment contract); in column 3 an entry is made about the reason for dismissal (termination of the employment contract); Column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.
The date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and employee.
For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2009 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Information about work” section, the serial number of the entry is entered; in column 2 the date of dismissal is indicated (10.10.2009), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of Article 81 of the Labor Code of the Russian Federation”; Column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.
20. Upon termination of an employment contract on the grounds provided for in Art. 77 Labor Code (except for cases of termination of an employment contract at the initiative of the employer and due to circumstances beyond the will of the parties (clauses 4 and 10 of this article), an entry about dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of the specified article. For example: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at his own request, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”
When terminating an employment contract at the initiative of the employer, a record of dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Art. 81 of the Labor Code of the Russian Federation or other grounds for termination of an employment contract at the initiative of the employer, provided for by law. For example: “Dismissed due to the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation” or “Dismissed due to termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation” (clause 5.3 of the Instructions).
21. According to clause 5.4 of the Instructions, upon termination of an employment contract due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the corresponding paragraph of Art. 83 TK. For example: “Dismissed due to non-election to a position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation” or “The employment contract was terminated due to the death of the employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation.”
22. When an employment contract is terminated on additional grounds provided for by the Labor Code or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code or other federal law (clause 5.5 of the Instructions).
When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another locality, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation" (clause 5.6 of the Instructions).
23. 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) in accordance with Section 6 of the Instructions are made in the following way:
— upon dismissal (termination of an employment contract) in connection with the transfer of an employee to another permanent job with another employer (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 or from his consent;
— when hiring for a new place of work, an entry is made in the employee’s work book in column 3 of the “Information about work” section provided for in clause 3.1 of these Instructions, indicating that the employee was accepted (appointed) by way of transfer;
— upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed in connection with the transfer to an elective job (position) in (indicate the name of the organization ), paragraph 5 of Article 77 of the Labor Code of the Russian Federation.”
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 in the column 4 indicates the decision of the elected body, the date and number of its adoption.
24. A duplicate of the work book is filled out in accordance with section. 1 - 6 Instructions. If the employee had already worked before joining this organization (for this employer), then when filling out a duplicate work book in the section “Work Information” 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 (this employer), confirmed by relevant documents (clause 7.2 of the Instructions).
The total length of service is recorded in total, i.e. the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work record worked in the past.
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.
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.
In the event that the documents do not fully contain the above information about work in the past, only the information available in the documents is entered into the duplicate work book.
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 work experience, after making copies of them and duly certified by the employer or personnel service, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining the employer.
Deadlines for filling
According to the Labor Code of the Russian Federation, the work book must be filled out within five years after the start of work and after the issuance of an order for employment. This applies to the main place of work and in the event that we are not talking about a civil contract or about working for an individual, making an entry in the work book is not legal.
All changes to the document regarding awards and promotions must be made within seven days. The dismissal is recorded on the employee’s last day of work.
The document does not include information about penalties and violations. An entry in the work book about the facts of violation can be made only in the case when dismissal occurs under the article.
Part-time job
According to the Labor Code of the Russian Federation, a record of part-time work is not mandatory, however, for the convenience of calculating length of service according to the work book, an employee has the right to apply to the place of primary employment with an application to enter additional information. The employee will need to provide a copy of the employment contract certified by the manager and an application for amendments. An authorized employee must enter information about hiring into the employee’s work book.
Intelligence
All information entered into the work book must be supported by orders and official documents. Each entry relating to hiring, dismissal, or transfer must be accompanied by the order number according to which the action is taken regarding the employee.
The document includes:
- Information about the employee according to the Russian Federation passport (the only information included in the labor document, which does not need to be supported by a reference to the order);
- Information about the activities performed;
- Information about the transfer;
- Information about the employee’s qualifications;
- Information about the award;
- Information about dismissal.
This document is valid throughout your entire career; it will be used to calculate your length of service upon retirement in old age. If the last name or other information changes, adjustments are made to the text of the document in accordance with the rules for maintaining and storing the document.
Storage
Employee work records must be stored in a specially designated place inaccessible to unauthorized persons. They are usually kept in a safe or locked cabinet. If work books have been damaged as a result of storage, the organization may be fined.
There must be a special book for recording work records. Every employee who is hired or receives a work book must sign it. Accounting books, in turn, are an important document. They must be numbered, stitched and certified in accordance with the general rules.
The storage and recording periods for work books look like this:
- Storage of unclaimed work records – 75 years;
- Book for recording the movement of labor books - 75 years (contains data on the storage and issuance of books);
- Receipt and expense book for accounting of work book forms - 5 years.
