Work book Recording of data on a change of position in the work book

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Published: 06/19/2018

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A work book is a document containing all the basic information about a citizen’s work activity. This document serves both to confirm the professional qualifications and competence of a citizen for employment, and to determine the size of the labor pension upon reaching the appropriate age.

A work record book is created upon the first official employment of a citizen. Throughout his working career, all operations for maintaining and storing this document are carried out by authorized employees of the personnel services of the employing organizations in accordance with legally approved instructions and rules.

• Name of position and structural unit
• Entering information about the structural unit
• Entry on renaming a position in the work book
• Making a record of renaming a position

In accordance with current standards, not only entries are made into the work book confirming the facts of employment and subsequent dismissal of the employee, but also entries indicating personnel changes that in one way or another affect him (the employee) - both within a separate structural unit and within on an organization-wide scale. One of the cases that requires making a corresponding entry in the employee’s work book is the renaming of his position.

How to record a job title change

In the course of work, the head of the enterprise can change the staffing table at his own discretion. For example, when a company's activities expand, the names of positions occupied by employees change.

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• The employee does not want an electronic work record book
• Example and procedure for filling out an electronic work book

For example, a person works as a sales consultant, and after the reorganization of the division he will become a sales department manager. A sample entry in his employment record about the renaming of a position necessarily reflects this change - the old and new title of the position in full.

Before recording a change in position in a sample work book, the employer is obliged to correctly formalize such renaming. This must be done in 3 stages:

There is no single exact wording for this, so information can be entered in a conditionally free form. So, in the work book they put the date of change, the serial number of the entry, and in the 3rd column it is necessary to write that the title of the position has been changed. The last column indicates the number of the order due to which the renaming was carried out.

The following shows an example of renaming a position in a work book:

Regulations

You can legally change the title of a position without adjusting the job function. There are two ways to do this:

• rename an existing personnel unit;
• create another similar one by transferring an employee to it.

The first option is more “popular”, since it does not require expansion and reduction of staff. Accordingly, the entire regulatory legal framework of the procedure is reduced to the following provisions:

• Article 57 of the Labor Code of the Russian Federation - an indication in the employment contract of the function performed in accordance with the staffing table.
• Articles 72, 74 of the Labor Code of the Russian Federation - mandatory notification to the employee in writing.
• Clause 3.1 of the Ministry of Labor Resolution No. 69 is the procedure for filling out the work book regarding the indication of the position held.
• Clauses 1-7, regulating the filling rules provided for by Decree of the Government of the Russian Federation No. 225.

Change of job title

Here we will talk specifically about renaming a position without changing the job function. The first step is to resolve the issue of compliance with the requirement of the Labor Code of the Russian Federation to notify the employee. To do this, you should notify the latter in writing two months before the changes come into force about plans for renaming. You can do this in two ways:

• By sending a letter to the address indicated as the employee’s place of residence.
• Having familiarized him personally with signature on the document.

The content of the notification must include information about the time, reasons and essence of the changes. In addition, it is necessary to propose to adjust the current employment agreement by signing an addendum to it. This is dictated by the resolution of contradictions with the organization’s personnel documents (staffing table). This will be the second step.

Next, an order or other administrative document should be issued amending the local regulations of the organization. The motivational part of them deserves special attention. In addition, a reference must be made to the additional agreement with the employee, showing the legality of the actions.

The fourth point is the simultaneous change of documents according to the order: renaming the position in the work book and personal card of the employee. A sample entry is discussed in the next paragraph.

Proper introduction of changes to labor

Only the employer and his authorized representatives can add anything to this document; the employee himself does not have such a right. Observing all the previously mentioned restrictions, you should enter a serial number and write down the text: “The name of the position “A” from DD.MM.YYYY has been changed to “B”.” This will be enough to track adjustments during inspection by competent authorities and not violate legal requirements.

How to reflect a department name change

When reorganizing an enterprise, you also have to make an entry in the work book about the renaming of the department. However, it is not always included: if the name of the department was not indicated when hiring, then you do not need to enter it during reorganization.

Expert opinion

Novikov Oleg Tarasovich

Legal consultant with 7 years of experience. Specializes in criminal law. Member of the Bar Association.

If it was not initially indicated that she would work in the cosmetics department, then when transferring to the food products department, no additional entries need to be made in the work book.

This is important to know: The employee does not want an electronic work book

If the name of the department is an essential condition for employment, then an entry in the employment record about renaming the department must be made. This is necessary if, after restructuring the company's structure, the old department was completely abolished, merged with another structural unit, or simply received a new name.

In this case, the date and serial number of the entry are entered in the work book, after which the information is recorded that the employee was hired in a specific department, indicating the position at the enterprise. In the fourth column indicate the number of the order according to which the old name of the unit was replaced with a new one.

Procedure

In order for the renaming of a position to fully meet the requirements, from the point of view of current labor legislation, changes to the work book must be made as follows:

• at the first stage, the employee is notified that his position or existing department has been renamed . As mentioned above, notification can be made either orally or in writing, however, the preferred form is using a written notification and a familiarization sheet;
• after the employee has been notified of upcoming personnel changes, management issues an order to rename the position . Moreover, such an order may indicate several positions that are subject to renaming, for example, as part of changing the name of the structural unit in which such positions are located. The text of the decree, in addition to information about the renaming of positions and/or structural divisions, must contain information describing the reasons for such a change, for example, if we are talking about a reason dictated by economic circumstances;
• on the basis of the issued decree, the staffing table is adjusted by making changes to it to rename positions or structural divisions existing in the organization or enterprise;
• after changes have been made to the staffing table, the procedure for changing job descriptions begins . Since changing the list of responsibilities during the classic renaming of a position is not allowed, we are only talking about making changes to the names of positions within the framework of this document. Other changes will be considered illegal;
• The next stage of renaming an employee’s position is the conclusion of an additional agreement with him to the employment contract, which will reflect the renaming of the position . The text of such additional agreement must indicate that the remaining provisions of the employment contract are not subject to change;
• making changes to the work book in terms of renaming the position or the structural unit in which the employee works, as well as to other personnel documents, for example, to a personal file.

To fully reflect information about the renaming of a position, the following information is entered into the work book:

• serial number of the record being compiled;
• the date on which this entry is made . It cannot be earlier than the date of issuance of the order to rename the position;
• the record itself about the renaming of the position . It should contain information about the old job title and how it changed;
• information about the legal document on the basis of which the change occurs (name and date of the order of the head of the organization).

Only if all of the above actions and the rules listed above are completed in full, can we say that the renaming of the position complies with the requirements of current legislation.

Source of the article: https://pravo.team/trudovoe/trudovaya-knizhka/pereimenovanie-dolznosti.html

Employment history

The Labor Code and some by-laws impose requirements on organizations and individual entrepreneurs to compulsorily record the work activities and length of service of their employees.

Based on the provisions of Article 66 of the Labor Code of the Russian Federation, the work book is the main document for such accounting.

The form and procedure for maintaining work books are approved in two regulatory legal acts:

• Rules of conduct approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 (hereinafter referred to as the Rules);
• Instructions for filling out, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69 (hereinafter referred to as the Instructions).

What to do if you made a mistake

In accordance with the instructions for filling out work books (Resolution of the Ministry of Labor of the Russian Federation No. 69), crossing out errors or covering up incorrect information is prohibited.

Correcting incorrect wording in the “Work Information” section should be done as follows:

1. Indicate the next sequential number after the last entry.
2. In column 3, enter the phrase “The entry for number such and such is invalid.”
3. Enter correct information.
4. In column 4, include information about the date and number of the administrative document, information from which was entered with errors (or the administrative document on the basis of which the error is corrected).

This is what a sample entry in a work record about a change in position looks like with the correction of an error:

Source of the article: https://gosuchetnik.ru/kadry/instruktsiya-kak-sdelat-zapis-v-trudovuyu-knizhku-o-pereimenovanii-dolzhnosti

Transfer or renaming of a position

The decisive point in reflecting changes made to the staffing table in personnel records is its relationship to the employee’s labor function. It is understood as a specific type of work specified in the employment contract to perform duties in a position/profession in accordance with the staffing table in accordance with the specified level of qualifications. The preparation of personnel documentation in this case will depend on whether this function has remained unchanged or not.

When, with a change in the name of a position in the staffing table, the employee’s labor functions are preserved, that is, the employee continues to perform the same duties as before, his transfer to a new position is not required. But the relevant information about the renaming must still be reflected in the additional agreement drawn up to the employment contract and in the work book entries.

If, with the renaming of a position (profession), the employee’s job functions have at least partially changed, for example, new responsibilities have been added or old ones have changed in some way, these innovations must be formalized through translation. In this case, the employee will undergo all procedures related to taking on a new position in full.

This is important to know: You can get a job without a work book

How to make an entry in the work book about a transfer to another position due to a change in the staffing table?

When changing the name of a position in the staffing table we are talking specifically about transferring to another job, then this procedure includes the following operations:

• concluding an additional agreement with the employee to his employment contract>
• issuing an order to transfer him from one job to another>
• making a corresponding entry in the work book.

The wording of the entry in the book is usual for translation:

1. in column 1 – record number in order>
2. in column 2 – date of transfer>
3. in column 3 – the text “Transferred to the position...”>
4. in column 4 - a link to the details of the transfer order.

How to make an entry in the work book about a change in position according to the staffing table?

When a change in the name of a position/profession did not affect the list of duties performed by the employee, that is, his job function remained the same, there is no need to transfer to another job. However, any change in the title of a position, whether full or partial, requires the inclusion of corrective information in the employment contract. This involves doing the following:

• signing an order to amend the staffing table>
• concluding an additional agreement with the employee to the employment contract on renaming the position/specialty/profession>
• making a corresponding entry in the work book.

The procedure for making an entry in the book:

1. in column 1 – record number>
2. in column 2 – date of change in the name of the position/profession>
3. in column 3 – text about renaming the position/profession>
4. in column 4 - a link to the details of the order to amend the staffing table.

How to make an entry in the work book when changing the staffing table with the wording about renaming the position?

As for the wording of the text about renaming a position/profession entered in column 3, the Instructions for filling out work books do not say anything about this. But if we recall the entry made in the work book of a worker in the event of a change in the name of the enterprise (organization) where he works, then we can similarly reflect the renaming of his position (profession).

That is, the text of column 3 of the job information will be as follows: “The position ... (the previous one is indicated) from such and such a date (the start date of the staffing table) was renamed to the position ... (the new one is indicated).” This entry in the work book, like all others, must be familiarized with the owner’s signature.

How and in what situations is an order to rename a position issued? sample design

The head of a legal entity can change the title of an employee’s position without changing the job function if this procedure is carried out correctly.

At the same time, the conditions for performing the work remain the same. It is mandatory to draw up an order, a sample of which can be downloaded below.

Reasons for the name change

There are various reasons for carrying out the renaming process:

• cacophony of the old name;
• more precise designation of the actions performed;
• obsolescence of the names of professions.

The head of the company can indicate the name of the position at his own discretion, with the exception of those professions for which the law provides for the provision of special guarantees and benefits.

In this case, the name must fully comply with the requirements of professional standards and the qualification directory. Typically, these conditions apply to work that has a harmful and dangerous effect on the employee's health.

When applying to the Pension Fund for a pension, the employee’s position indicated in the work book is checked against the name in the directory.

Procedure for changing a title without changing the job function

In the case where the employee’s job functions remain the same, but the name is subject to change, this action is not a transfer. In case of transfer, such an order should be issued.

The change procedure is permitted with the consent of both parties to the labor relationship and at the initiative of the manager in accordance with Article 74 of the Labor Code of the Russian Federation (technological or organizational changes), which is accompanied by the execution of a notification.

The document must contain information about the new job title and the reasons for the procedure. The specialist must be notified of the renaming no later than 2 months before the decision is made; the employee’s introductory signature is placed on the form.

Next, you should draw up an additional agreement to the contract, on the basis of which an order for renaming is already drawn up. The timing of document signing varies depending on the initiator of the process:

• with the consent of both parties, the agreement is signed at any convenient time;
• with the sole decision of the head of the company, the agreement is approved after 2 months from the date of notification of the specialist.

Refusal to change on the part of an employee is an extremely rare phenomenon, but still possible. In this case, the employer is obliged to recommend a similar vacancy, taking into account the well-being and qualifications of the specialist, or, if there is none, a less paid one. But these activities are most often carried out in the interests of the employee; it is unreasonable to refuse them.

An additional agreement to the current employment contract is the basis for issuing an order.

How is an order issued?

The document is published on the organization's letterhead in free form.

Basic information contained in the order:

• number, title of the document;
• date and place of signing the order;
• reason for renaming without changing the labor function (production optimization, company reorganization, changes in the qualification directory);
• designation of the name of the old and new position;
• date of entry into force of changes;
• basis for the decision (plan to optimize the company structure, additional agreement);
• signature of the head of the legal entity and the employee whose job title is being changed.

The order serves as the basis for subsequent editing of the employee’s personal documentation: personal card, work book. Also, amendments in connection with the renaming are made to the staffing table of the enterprise indicating the new job title.

This procedure applies to organizations of various forms of ownership (commercial, budgetary).

Sample design

Download a sample order for renaming a position, provided that the duties do not change.

General rules for filling out a work book

There are a number of special requirements for how to fill out a work book. For this purpose, employees of the Ministry of Labor of the Russian Federation in their Resolution No. 69 of October 10, 2003. described the general legal requirements for the preparation of the documents in question. Also, as practice demonstrates, HR employees often draw up detailed samples for younger specialists, which reveal the nuances of filling out work books in accordance with legal requirements and extensive legal practice. In particular, the general requirements for the preparation of such documentation are:

• A mandatory aspect that must be included in the work book is a link to the original source of the labor relationship. It is assumed that the document in question will contain a link to the individual employment agreement with the subject (its number and date);
• marks in the labor report are made within 7 working days from the date of execution of the contract, in accordance with which the subject will carry out his professional activities.

• the text of the entry that is written in the employee’s document in question must correspond to the data taken from the manager’s order on accepting a new subordinate to the position;
• all dates in the book must be marked in Arabic numerals and written in the standard sequence: day, month, year;
• It is prohibited to shorten the entered information, including references to the provisions of legislative regulations). Abbreviations are allowed only if the specific abbreviation has previously been deciphered within the same entry;
• When recording any information in the book of an employed person, the subject must be informed about the data entered. Also, the information in question is duplicated in the subject’s personal card, with which he must be familiarized with his signature.

This is important to know: Correct the date of birth in the work book: sample 2021

Name of position and structural unit

In accordance with the current rules and instructions regarding the maintenance of work books, entering the name of his position in the work book of a new employee is mandatory under any conditions. The consequence of this circumstance is the mandatory nature of making appropriate entries in the book about any changes (subject to their availability) in relation to the titles of employee positions.

Thus, if an employee was registered in the position of “PC operator”, but due to a change in the organization’s staffing table (or for other reasons provided for by law) this position was renamed to “document flow operator”, then a record of the renaming must be made in the labor record. the book is a must.

An example of such an entry: The job title “PC operator” has been renamed “document flow operator” since June 13, 2018.

Features of entering information about renaming a structural unit

Renaming an entire department, as well as changing the job title of one employee, must be accompanied by the introduction of appropriate notes in all enterprise standards (including personal personnel cards and additional agreements for each individual contract).

The basic requirements of the instructions for registering a work book do not include the rules for registering the renaming of a company's structural unit. Practice shows that there are two options for recording such records:

• in conditions where only the name of the division is changing, it is appropriate to make the following entry: “The old name of the division “Sales Department” was changed to the new name “Marketing Department.” This is due to the fact that such name adjustments do not make significant changes to the working conditions of employees;
• in circumstances where, in addition to the name, any functions of the department or its purpose also change, then it is necessary to record in the work books records of the transfer of employees from one department to another.

Thus, a change in the title of a position in an employee’s work book must be documented. In view of this, the employer must take care in advance to ensure that a sample of the relevant Order is available in the personnel department, as well as to document explanations of the nuances of preparing personnel work books.

In what cases is it necessary to rename a position in the work book?

The Labor Code of the Russian Federation in Section 3, which establishes general rules for the conclusion and subsequent action, as well as termination of an employment contract, states that all personnel documents, which include the work book, must indicate information about the position for which one or another employee is hired.

In cases where the employment contract specifies the structural unit to which the employee is hired, this information must also be indicated in the work book. Based on the foregoing, we can conclude that changes to rename an employee’s position can be made in the following cases:

• if, based on the changes made to the staffing table, there have been changes in the job title of one or more employees;
• Based on the decision of the organization’s management or as a result of changes to the staffing table, adjustments were made to the names of the structural divisions in which employees are employed. In this case, the name of the position may not be made, but may be made together with changes made to the names of the departments.

Information contained in the labor

The work book of every citizen of the Russian Federation contains information about him, such as last name, first name, patronymic, date of birth, profession, education, specialty. If any data changes, it must be registered in the work book. It is filled out upon first employment in the HR department or by a specially appointed employee and is then maintained throughout the employee’s entire career.

Also, the work book must contain all the information about what advanced training courses the employee took and during what period of time this happened. All these requirements are specified in the Rules on the Work Book - a document that HR department employees must know well.

When first starting a job, HR officers must enter all the necessary information about the employee. This information is entered from employee identification documents such as a birth certificate, passport of a citizen of the Russian Federation, diploma and other educational documents.

All entries must be made without errors. This is very important, otherwise the document may be declared invalid. It is also very important to have a seal and signature. If, however, some inaccuracies or errors are made, then corrections must be made in a manner strictly defined by law, only in this case the changes can be recognized as valid.

If it is necessary to make changes to entries in the work book, you must be guided by the Rules for maintaining and storing work books.

There are some nuances of filling out work books, which are strictly regulated by legal norms. For example, all dates must be written exclusively in Arabic numerals. So, the date February 18, 2012 will look like this: 02/18/2012.