The work book is the main document reflecting the employee’s work path from the moment of first employment until retirement.
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Based on the data entered in the agreed document, every worker can count not only on pension provision, but also on compensation for all periods of incapacity for work.
This is why it is so important to know how a work book is prepared for the first time.
Normative base
The procedure for maintaining the chronology of labor activity is currently regulated by federal legislation, namely Resolution of the Government of the Russian Federation No. 225 and Resolution of the Ministry of Labor of the Russian Federation No. 69, which approve the form of the work book, its samples, Rules for maintaining the specified document, as well as the procedure for providing forms to enterprises with coverage of some moments of registration of a work book.
Labor Code of the Russian Federation
Decree of the Government of the Russian Federation of April 16, 2003 N 225
Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69
In particular, paragraph 8 of Resolution No. 225 states that during initial employment, a work record book is created by the employer and at the expense of the enterprise, for all employees who have begun their duties and perform them for at least a calendar week.
Similar rules are contained in Article 66 of the Labor Code of the Russian Federation, which states that a record of employment must be made from the moment of acceptance into the company, but no later than 5 working days.
How to get a work book for the first time?
In accordance with paragraph 3 of Resolution No. 225, each enterprise must purchase, at its own expense, book forms of the approved form, which are then used in the course of their work activities when hiring workers who are employed for the first time, or in the event of loss of an agreed document due to the fault of the company.
But since the book on the chronology of experience is not only a strict reporting form, but is also subject to registration in a special book for the movement of documents of this type, the specified document is not issued just like that, but only if certain conditions are met, namely, the provision of a certain package of documents, on the basis from which a book about labor can be obtained.
What documents are required for this?
In particular, in order to obtain a work book for the first time, you need to provide:
- identification document, which may be a passport or birth certificate;
- educational documents, which can be not only a diploma or certificate, but also a grade book or a certificate from a university if you have incomplete education (clause 2.1 of Resolution No. 69).
The above data is required for this. to fill out the title page of the work book.
But an application for the issuance of a labor book form is not required, since the specified document is issued to the employee on the basis of the law, and not at his personal request.
However, in some organizations, to confirm the use of book forms, applications are still issued, but only if the work book has been lost and a duplicate should be issued, and if the filing of the application is provided for by the local acts of the enterprise.
Providing documents that are not specified in the above list is not allowed, with the exception of confirming data on length of service if a book is lost or for making additional records of training or military service.
At what age can you start?
In accordance with the norms of the law, an employee can be hired by an enterprise from the moment he reaches the age of majority, that is, from the age of 18, however, in some situations, as an exception, the employment of minor employees is allowed, but only subject to the guarantees established for this category and the provision of certain package of documents.
Thus, the admission of minors is allowed from the age of 14 with written permission from parents and guardianship authorities on the basis of Article 63 of the Labor Code of the Russian Federation.
And taking into account the norms of Article 66 of the Labor Code of the Russian Federation on the mandatory establishment of a work book, the specified document must be drawn up when hiring an employee, regardless of whether he is an adult or not.
How to write a job application correctly? Read our article. How is admission processed by transfer from another organization? Find out here.
Where and how to buy?
As mentioned above, for the first time a labor book form is issued and registered at the enterprise upon first employment, as this is enshrined in the law, but the employee has the right to purchase a blank form recording the chronology of experience himself.
However, purchasing a book does not automatically issue it, so to the question of how to get a specified document, the answer is quite simple - you need to get a job.
Who fills it out?
An employee, even a self-purchased work book, does not have to fill out, not even the title page, since this responsibility is assigned only to the personnel employee of the enterprise on the basis of clause 8 of Resolution No. 69.
The newly hired employee is only required to provide documents on the basis of which the title page will be filled out in the presence of the employee, who will then confirm with his signature the correctness of the entered data.
Deadlines
In accordance with Article 66 of the Labor Code of the Russian Federation, the employer is obliged to make an entry in the labor book if the employee has worked at the enterprise for at least 5 days.
And in paragraph 8 of section 2 of Resolution No. 225 it is said that the entry is made no later than a week from the date of employment.
How to apply?
Hiring an employee begins not with making an entry in the work book, but with issuing an order and concluding a cooperation agreement (employment contract), which then serve as the basis for making an entry in the work book.
In addition to the order, you also need the above-described package of documents with the employee’s personal data, with which the actual filling out of the specified document begins.
How to fill out the title?
The procedure for filling out the title page of the labor book is regulated by Section 2 of Resolution No. 69, which stipulates the Rules for entering the following data:
- surname, first name and patronymic of the employee (entered in full in accordance with identity documents);
- date of birth (in Arabic numerals without abbreviations);
- level of education (general secondary, higher professional, incomplete higher education);
- specialty (in accordance with the qualifications specified in the diploma);
- date of completion (corresponds to the date of the first employment record).
After filling out the main fields, the newly hired employee signs, confirming the accuracy of the entered data, and then the personnel employee signs as the responsible person.
After entering all the required data, the company seal is placed at the bottom of the title page.
Example of title page design:
Example of filling out the title page
How to make the first entry?
It should be noted that the first entry is not always proof of employment.
In some cases, this may be information about training or service in the army, because in the military registration and enlistment office or in the dean's office, as a rule, work books are not created and such entries are not made, therefore they are made already at the first employment by a personnel employee on the basis of the same military ID or diploma (clause 21 of Resolution No. 225).
And despite the fact that the first entry on employment may be made several years after training or military service, the date of entry is still indicated as the real one, and not the one that indicates the end of service or training.
Naturally, after making a record of training, the next record is made confirming the fact of employment.
What to do if the employer does not give the work book? Read our article. Electronic work book - what is it? Find out here.
What might an applicant's application form look like when applying for a job? See here.
The procedure for filling out information about work is specified in Section 3 of Resolution No. 69, which states that the full name of the organization without abbreviations is entered as a heading, even if they are specified in local acts.
Column 1 indicates the serial number of the entry, column 2 indicates the date in the following order, day, month, year, also in full, without abbreviations.
Then data on acceptance to a specific position is entered, indicating the structural unit, the rank, if assigned, and the conditions of the test, if applied (in particular, its duration).
And in column 4 the grounds for making an entry are given, which are an order or instruction. In the specified column, the name of the document is entered in full, without abbreviation, and its number and date of adoption are also indicated.
Example:
Example of making the first entry
What to do if the entry is entered incorrectly?
However, despite clear instructions for filling out a work book, mistakes do occur.
In this case, there are also rules for making corrections, specified in section 3 of Resolution No. 225. In particular, paragraph 27 states that if an inaccuracy is identified, corrections must be made by the organization’s personnel employee, who made the error, based on the employee’s statement.
If the organization has already been liquidated, then corrections are made by the successor enterprise or by a new employer, but only if there is a supporting document, that is, the same order or instruction.
If the main document is lost, other documents are used as grounds - the same employment contract and a certificate from the place of work, but not witness testimony, which can be used in other cases to confirm work experience.
The procedure for making corrections is specified in clause 30, according to which an incorrect entry cannot be crossed out, but an additional entry should be made indicating that, for example, entry No. 5 is considered invalid, which is confirmed by the signature of a personnel employee and the seal of the enterprise.
Example:
Sample of making entries when correcting inaccuracies
Then you need to make the correct entry based on the documents provided.
Where should the document be registered?
After the work book is completely filled out, it is also subject to registration in the book movement journal, where the employee’s data, series and number of the book, as well as the employee’s date of entry and position are entered.
The journal form is approved by Resolution No. 69; all columns indicated in the specified document must be completed.
You will find the procedure for recording work books on our website. How is an extract from the work book prepared? Find out here.
Who is authorized to keep records?
Legal entities, organizations, and individual entrepreneurs have the right to issue a work book for a hired employee. When hiring, a package of documents is sent to the HR department, including a passport and work book. If the company does not have a personnel service, an authorized person is responsible for filling out and storing documents for employees. It is possible to determine who fills out the book in the company on the basis of a separate internal order within the organization. This could be a secretary, an accountant, or another official.
The entire time a person works for a particular employer, the book is kept at the enterprise, and it is issued only upon dismissal, with the obligatory signature of the employee in the accounting book.
If the staff does not have a personnel specialist or a dedicated employee with the powers of a personnel officer, only the director has the right to make new entries in the book.
Nuances
Despite the fact that the procedure for filling out a work book has a single established procedure, there are some nuances in filling it out when hiring some workers or in certain circumstances.
Registration for a minor
In fact, a minor employee is the same employee as all other employees, so he is hired in the same way in accordance with the submitted package of documents, with the only difference being that the list of documents is slightly wider.
But filling out the work book for workers in this group is carried out in the general manner, which is established for all workers without exception.
The only difference is filling out the title page, because identification will be based on a birth certificate, and education and qualifications will need to be confirmed with a certificate from a school or other educational institution.
Example:
Filling out a title in the work book of a minor worker
Registration for a student
There are some differences when filling out a work book for students, even if they have already reached the age of majority.
Thus, education can be confirmed by the same certificate issued by the dean’s office or a student ID card or grade book, in which the basic data required when filling out the title is present.
Part-time work
Part-time entry into the book also has its own characteristics.
In particular, paragraph 3.1 of Resolution No. 69 states that an entry about an additional place of work can be made only at the request of the employee and at the main place of work, upon submission of an application and a copy of the order for admission to an additional place of work.
In such a situation, an entry in the labor book is made in the same order as established for all other cases.
Making corrections and changes
In accordance with paragraph 26 of the Rules, the necessary changes regarding the last name, first name, patronymic, date of birth and education of the employee are made at the last place of work. To make amendments, documentary evidence must be provided, for example: passport, marriage certificate, birth certificate, divorce certificate, etc.
If it is necessary to change the surname, you should cross out the old surname on the title page with one line and enter new data. A similar procedure is provided for changing the name, patronymic, date of birth. The corresponding indication of the documents that served as the basis for making changes must be made on the inside cover of the work book and certified by the seal of the enterprise (clause 2.3 of the Instructions).
Changes regarding education, profession or specialty are made by simply adding entries already made without crossing out (clause 2.4 of the Instructions).
If an erroneous entry is made, the correction must be made at the place of work where it was made. Correction at a new place of work can be made only after presenting an official document from the employer who made the mistake (clause 27 of the Rules). If the employer who made the mistake is liquidated, a correction can be made on the basis of a document confirming this fact.
It should be remembered that it is strictly forbidden to make corrections to the section that contains information about the work by crossing out incorrect entries. In accordance with paragraph 30 of the Rules, in order to make changes to this section, it is necessary to make an entry declaring the erroneous entry invalid, and then enter the correct data.
