How to make a correct entry about employment in a work book - sample

Legislative regulation of the issue

Filling out work books in 2021 is regulated by the following regulatory documents:

• Article 66 of the Labor Code of the Russian Federation;
• Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved. Decree of the Government of the Russian Federation dated April 16, 2003 No. 225;
• Instructions for filling out work books, approved. Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69.

It should be borne in mind that the specified standard is not a recommendation for implementation, but clearly defined standards that approve the sample work book, and failure to comply with which is punishable under Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Responsibility for errors

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

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

This is also important to know:
In what cases is the day of dismissal considered a working day?

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

Filling out the title page

The title form of the work book is filled out in two cases:

• first employment;
• registration of a duplicate.

The sample of the new work book was approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 and has not changed since then.

All information about the owner of the work record is entered in black, blue or purple ink. When filling out you must indicate:

• FULL NAME.;
• date of birth (DD.MM.YYYY);
• education and specialty;
• profession.

The information is entered on the basis of the documents provided by the employee: we write as it is written there. No entries “from the words” of the employee are written or entered. The text is entered neatly, in legible handwriting. Blots and mistakes are not allowed. Dates are entered in Arabic numerals. What documents does the employee provide when concluding an employment contract?

• about education (if the job requires special knowledge, skills and abilities);
• about military registration (if the person is liable for military service);
• SNILS (if missing, the employer draws up this document himself);
• passport.

The labor document is not listed, but we must remember that this is a mandatory document. You can see a sample of the 2021 work book design below.

Everything that is written on the title page is certified by the signature of the specialist responsible for filling out, maintaining and storing work books. In any organization, regardless of the form of ownership and direction of activity, one of the employees is responsible for preparing and storing work books within the organization (clause 45 of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). Who it is - a personnel officer, an accountant, an employee of another service, or the director himself - does not matter. It is important that such a person is appointed by an order that has the same name - on the approval of the person responsible for filling out and storing work books and their inserts. It is more expedient to assign two employees to this area. If one employee gets sick or goes on vacation, the second one will cover him for this time.

Next, the company seal is affixed, if any. Its imprint is placed in a specially designated place on the form. If there is no seal, then we don’t put it.

After the personnel officer enters the necessary information, the owner of the document signs in a specially designated line as a sign of agreement that all data is entered correctly. If errors were made, then such a document is considered invalid and must be destroyed, and a new form is issued to the owner of the work book (at the expense of the organization).

Completed cover page of the 2021 work book

What to do when an employee changes personal data? Don’t throw away the book... Yes, you don’t need to do this, for this case the legislation provides for the possibility of making changes: the old information of the employee on the title page is carefully crossed out (we are talking about full name), and new information is entered on the double page of the work record. We certify this record with our signature with a transcript (if there is a stamp, we also put it on it). In more detail, how to fill out a work book for 2021 in this case is written in Section III of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. It is necessary to keep in mind and remember that correction of entries on the title page and in other sections of the work book is carried out by different ways.

Making entries during reorganization

If there is a reorganization of an enterprise in the form of annexation, merger, separation, division or transformation, when there is a change of owner (for example, a transfer from municipal to state jurisdiction), as well as a change in subordination (jurisdiction), it is necessary to make appropriate entries in the document.

The first part of the seventy-fifth article of the Labor Code determines that if the owner of organizational property changes within three months, termination of labor contracts with a certain circle of employees is allowed. Based on the fifth paragraph of the first part of the eighty-first article of the Labor Code, this circle includes the head of the enterprise, deputy managers and the chief accountant. Termination of employment agreements with other categories of employees at the initiative of the new owner is impossible.

According to the norms of the fifth part of the seventy-fifth article of the Labor Code, if we are talking about a change in subordination or jurisdiction, as well as reorganization, labor contracts with employees cannot be terminated on these grounds.

In any of these cases, the legislation gives the employee the right to terminate the work contract due to the employee’s refusal to continue working activities (based on the sixth paragraph of the first part of the seventy-seventh article of the Labor Code of the Russian Federation). If the employee does not object to working for the new owner, an entry is made in his work record book, as when renaming the organization.

If, during a change of owner or for other reasons, the corresponding entry was not made in a timely manner, the personnel service employees make the missing entries in the work book.

Correctly filling out the work book guarantees that no questions or disagreements will arise when calculating continuous, insurance and general types of work experience. Also, the absence of errors in filling out the work book will help you avoid problems with the Pension Fund when applying for the appointment and calculation of a pension. In addition, legal regulatory control over the maintenance and storage of these documents, if violations are detected, can lead to negative consequences for the manager and the organization as a whole.

Fill out the “Job Information” section

After the title page is completed, move on to the “Work Information” section. It is recorded here:

• Company name;
• day, month, year of making entries;
• the fact of hiring;
• movement among positions;
• translations (on an ongoing basis);
• part-time work (at the request of the employee at the main place of work);
• reasons for termination of the employment contract.

Entries in the work book for 2021 are made on the basis of an order issued by the head of the organization. The details of the document are indicated in the column provided for this. The entry must be made within 7 days from the date of issue of the order (for admission, transfers, promotions, etc.); upon dismissal, entries are made on the last working day (clause 10 of the Rules approved by Resolution No. 225). Sometimes experts confuse the periods of five and seven days. Five days is the period after which the employer is obliged to create a work book for his employee (clause 3 of the Rules). Each entry has a corresponding serial number. Only the headings in the “Work Information” section are not numbered.

Sample of filling out a work book (2020)

Differences in the concepts of “profession” and “position”

Most often, the problem of making an erroneous entry in the work book is associated with a lack of understanding by personnel of the differences in the concepts of “profession” and “position.” In practice, such inaccuracies cause difficulties with further calculations of length of service and other indicators.

If there are usually no problems with making an entry in the work book about dismissal, then during employment mistakes are often made like “a lawyer was hired for a position,” but this is not a position, but a profession (position - legal adviser). In this case, it would be more correct to indicate “accepted as a lawyer” or “accepted as a legal adviser.”

In some cases, these two concepts are the same, but most often they are different. To differentiate, it is necessary to have at hand the above-mentioned unified directories for positions and professions. Also a useful legal normative act will be the All-Russian Classifier of Positions, Professions and Categories (Tariff) No. 367. The specified OKPDTR was approved by the Resolution of the State Standard of Russia dated December twenty-sixth, 1994.

Studying this document will allow you to avoid problems when making entries in the work book, issuing orders and concluding employment contracts.

Rules for filling out a work book (2020)

The procedure for entering information into this section:

1. In the “Work Information” column, enter information about the employing company (without abbreviations).
2. In the first column “No.” the entry is assigned a serial number.
3. In the second column “Date” (DD.MM.YYYY) the date is indicated (in accordance with the order or actual permission to work).
4. The third column contains information about hiring, indicating the position (as in an employment contract).
5. The fourth section indicates the details of the order or other regulatory act on employment.

When the time comes, people leave an organization for various reasons. Information about the termination of the working relationship is entered here with the following entry. For an example of how to correctly fill out a work book in this case, see below.

List of information entered when moving

When an employee moves within the same enterprise, personnel workers are required to record this in the work record book.

The following types of entries can be made in the work book:

• Assignment of a new rank, category or class.
• Transfer of an employee to another permanent job without changing employer.
• Changing the name of the organization.
• Changing the name of a profession or position, changing the name of a structural department.
• Time of military service.
• Training time during advanced training, courses, and so on.

How to record a resignation

The entry into the labor record is made in accordance with the order of the employer (exactly in the form that is in the order, without abbreviations). The basis for dismissal is indicated (Article 77 of the Labor Code of the Russian Federation), for example: “Dismissed at his own request, paragraph 3 of part 1 of Article 77 of the Labor Code of the Russian Federation.” An example of filling out a work book on this basis is presented below.

If the termination of the employment relationship has other reasons, for example, loss of trust, then a link to the article is used, the entry is as follows: “The employment contract was terminated due to the commission of guilty actions by an employee directly servicing commodity assets, giving grounds for loss of trust in him on the part of the employer, paragraph 7 part 1 article 81 of the Labor Code of the Russian Federation.” Regardless of the reason for leaving, the employee is familiarized with this record and given a document form in hand.

The record is certified by the signature of the manager (or an authorized person) with a transcript, and the seal of the enterprise is affixed (provided that there is one). As a sign of familiarization with the record, the employee puts his signature on the form, indicates his last name and initials. Deciphering the signature is an important point, since the last name must match the data indicated on the title card. After this, the employee signs in a book (some call it a journal) recording the movement of labor and inserts to them.

Correctly filling out the work book (2020) is extremely important, especially in light of the latest pension legislation reforms. The Pension Fund of the Russian Federation will not accept documents that are completed incorrectly, or simply will not take into account the period of a person’s work that was completed with errors. Someday we will all retire, and we don’t want to spend that time correcting other people’s mistakes.

The work book, filling out, is not limited to filling out the title page and the section on work; the work book contains another section - information about awards and incentives.

Information entered into the book during the employee’s work activity

From the moment a person is hired until the moment he is fired, he can make changes to the work book entries or any intermediate actions for the personnel transfer of an employee within one enterprise.

A number of entries can be made in the work record book.

Assignment of a new rank, category or class. The employer issues an order or order, on the basis of which a corresponding entry is made according to the rules of clause 3.1. Instructions. For example: “Ivanova I.I. works as a 2nd category legal consultant at Comfortable Living Conditions LLC. By Order No. 533-ok dated December 30, 2017, she was assigned category 1, about which a corresponding entry was made in Ivanova I.I.’s work book.”

In the same way, other employee promotions, acquisition of additional professions, specialties, advanced training, and so on are noted. For example, the following entry can be made: “Legal consultant of the 1st category Ivanova I.I., working at Comfortable Living Conditions LLC, received a second profession - clerk with the assignment of 2nd category.”

Transfer of an employee to another permanent job without changing employer. Such an entry is made in the case when, according to the norms of the first part of Article 72.1 of the Labor Code, a movement within the organization is carried out. Such a transfer is carried out in three cases: a change in the labor work function, a change in the structural department, and a simultaneous change in function and division.

In the event of a change in the employee's work functions, it is possible to change the profession, position or specialty, as well as be assigned a different type of work. An example of such a move would be a promotion. For example: “Legal consultant Ivanov I.I. transferred to the vacant position of department head.”

Change of structural department (division). Involves a transfer to another department in the same position and with the same job responsibilities. For example: “Accountant of the settlement group of LLC “Comfortable Living Conditions” Ivanov I.I. transferred to the department for work with third parties to a position similar to the one occupied.”

A simultaneous change in function and division involves moving within the organization between departments with a change of position. For example: “Ivanov I.I. hired by the Operations Department of Comfortable Living Conditions LLC as a driver. He was subsequently transferred to the legal department as a legal adviser.”

In case of temporary transfer to another position, this is not recorded in the work record book. Some people mistakenly believe that all movements (even minor ones) must be noted in the work book, and failure to comply with this rule in the future entails making missing entries in the work book. This is fundamentally wrong. For example, if legal adviser Ivanov I.I. is appointed acting during the vacation period of the head of the legal department, this is entered into his personal file on the basis of an order, but is not recorded in the work record book.

If various changes in the employee’s work (change in salary level, change in work regime, movement to another place of work or to another department in the same area, change of place of performance of work activities, etc.) do not entail a change in the employee’s labor functions, they are not translation, therefore they do not cause the need to make changes to the document discussed in the article.

Insert in the work book

The insert is inserted and sewn into the work record when there is no space left in the main document about the length of service and there is nowhere to enter new information. The shape of the insert is approved by Government Decree No. 225.

Important things you need to know about the insert:

• it is sewn in (directly with threads, it doesn’t matter how, it’s important to attach);
• when filling out the insert, the personal data in it must match the data indicated on the title page of the employment contract;
• the insert number is entered into the labor movement record book;
• all other filling is identical to the labor one.

For the Republic of Crimea, the procedure for making entries is similar; for an example of how to fill out a work book of the Republic of Kazakhstan (2020), take the examples given above.

Hiring an employee

To get a job, you must present a certain list of documentation confirming many aspects of interest to the manager:

• passport;
• labor;
• pension certificate;
• military ID;
• certificate or diploma;
• documents on additional education.

To obtain a certain type of work, the following documents may be required:

• driver license;
• permission for this type of activity;
• medical book.

Another type of documentation is not recorded in the Russian Labor Code. The leader and the citizen who came to him should know about this.

The employer, when hiring an employee, must issue an order on his appointment. Based on this document, you will need to make an entry in your employment and personal files.

General rules for filling out, designing, entering information

The procedure for maintaining, storing and correct execution of work books is regulated by Decree of the Government of the Russian Federation No. 225 of April 16, 2003. Often, novice HR managers make mistakes on the first page.

Filling out the title page

The initial page (title page) contains important information about the employee: last name, first name, patronymic, date of birth, information about education and qualifications, with the obligatory indication of the year and month from the start of document maintenance. This information is confirmed by the signature of the employee, employer and the seal of the organization.

A serious violation is all kinds of erasing errors on the title page . How to correct an erroneously entered entry? Cross out the false line with a thin line, write the correct version above it or on the inside of the cover, and indicate on what basis the correction was made. Below is a sample of filling out a work book:

Similarly, adjustments are made when personal information changes, for example, changing a surname upon marriage.

Necessary documents for registration of a new book

The correct filling out of the newly created book is not based on the employee’s words, but on the basis of the submitted papers. The HR officer will need a passport and proof of education of the hired employee (diploma, diploma, certificate). The data in the employment document and the submitted documents must match. If you do not have a passport (for example, it is on registration or exchange), the employee’s last name, first name, patronymic and date of birth can be filled out on the basis of SNILS, but provided that the full name indicated in the personal insurance card is identical to the information in other documents (TIN, military ID, diploma, etc.).

Hiring

An entry in the work book about enrollment in the organization's staff is made immediately after the name of the structure in which the citizen is employed.
All data is filled in with a ballpoint pen of the same color, starting from the first line. Information! Line breaks are not allowed.
There is no stamp on the employment record, as well as the employer’s signature. Example of an employment record:

The page states:

• serial number;
• date of completion, which may differ from the date of issue of the order;
• information about the enrollment of an employee for a specific position in the specified structural unit;
• employment order as the reason for making an entry.

Information! The basis for enrollment is an employment contract between the employee and the employer, but in the column for the basis for making an entry, it is the order that is indicated.

Correct formatting of translation

There are cases when an employee is registered in a new organization as a transfer from another company. It is necessary to indicate information that the employee did not easily get a job, but was transferred from the organization, this will help him maintain continuous work experience . The sample will show how to make an entry in the labor record in this case:

Correcting erroneously entered data

The documents are not filled out by robots, and therefore there are typos and errors. An incorrectly entered admission record is subject to correction. Cross-outs are not allowed . The erroneous information is followed by the phrase “The entry number... was entered erroneously.” The required option is listed below. An example of a record correction:

Cancellation of incorrect information

Often, personnel workers confuse work books and incorrectly indicate in them records of the transfer or dismissal of an employee who continues to work in his previous position. The question arises, how to cancel the error? It is enough to write “The entry numbered... is invalid”, put the seal of the organization, indicate the position, full name and signature of the person who filled out the work book. This information is indicated under the following serial number.

Additionally, read about the rules for passing a medical examination and whether you need a military ID when applying for a job.

When and why is it issued?

The initial registration of a work book with a record of employment is the responsibility of the employer if a person gets a job for the first time. As a rule, blank forms are already stored at the enterprise in the personnel or accounting department. When concluding an employment contract for the first time, a citizen writes an application for the issuance of a new work book, on the basis of which it is drawn up and maintained for a long period until retirement, and sometimes even after that. Why is such a document needed at all and what does it provide to the employee and the employer?

1. Reflects length of service, which affects the amount of pensions and benefits.
2. Records information about education entered in the document. This helps fill in the gaps in case of loss of a diploma issued by an educational institution, if this happens.
3. A special section helps to understand whether the employee has any gratitude and awards, what enterprises the person worked at, how often he changes workplaces, and the reasons for his dismissal.