How to make an entry in the work book about renaming a unit

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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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:

1	Draw up an additional agreement to the previously concluded employment contract. It must be signed by the employer and employee.
2	Issue an order specifying the new title of the employee’s position. The order must indicate why the renaming was carried out. For example, the reason may be a reduction in staff or another change in staffing.
3	Make appropriate changes to the employee’s personal card and other personnel documents. After this, the information is recorded in the work book.

Also see “Renaming a position without changing the job function: how to register.”

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:

Entry no.	date			Information about hiring, transfer to another permanent job, qualifications, dismissal (indicating reasons and reference to the article, clause of the law)	Name, date and number of the document on the basis of which the entry was made
Entry no.	number	month	year
1	2			3	4
Limited Liability Company "Guru" (LLC "Guru")
1	17	08	2016	Recruited to the Directorate for the position of Chief Lawyer	Order dated August 17, 2016 No. 08/16
2	25	09	2018	The position of “Chief Lawyer” has been renamed to “Leading Lawyer-Deputy Director for Legal Affairs”	Order dated September 25, 2018 No. 39/18

Making an entry in the work book about renaming a position

It is impossible to give a resigning employee a copy of SZV-M. According to the law on personal accounting, when dismissing an employee, the employer is obliged to give him copies of personalized reports (in particular, SZV-M and SZV-STAZH). However, these reporting forms are list-based, i.e. contain information about all employees. This means transferring a copy of such a report to one employee means disclosing the personal data of other employees. <...Old “profitable” errors can sometimes be corrected in the current period. If an organization discovers that in one of the previous reporting (tax) periods an error was made when calculating income tax, it can be corrected in the current period only if two conditions are met. <...

The order must justify the reasons that prompted the administration to make changes, for example:

reorganization of a specific unit;
bringing old names into conformity with the norms of current legislation;
changes in staffing.

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.

EXAMPLE
Shirokova was hired as a salesperson, which was recorded in her work book. 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.

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.

Renaming a position in a work book: how to make an entry correctly

T-2; - the employment contract with those who disagree should be terminated after 2 months, if it is impossible to offer them a transfer, according to clause 7 of part 1 of Art. 77 of the Labor Code with payment of two-week severance pay (Article 178 of the Labor Code). 3. Also, is it possible to introduce in an organization the name of a large department as “Department”? For example, “Marketing Department” and already in this department there will be various departments: Product Marketing Department, Digital Marketing Department and so on. Internal structural units in each organization are called differently: sectors, laboratories, sections, workshops, bureaus, departments, services, managements, departments, divisions themselves, etc. Often within one organization there is a hierarchy of structural units with different names.

Consequently, it is possible to introduce a large “Department” unit into the organization.

How to fix a filling error

Even experienced personnel officers sometimes make mistakes when filling out work books. To eliminate them, you cannot cross out or cover up incorrect data. To do this, be sure to enter a line indicating that the entry with a certain number is invalid, after which you need to enter the correct information.

Any inaccuracies when filling out the books will cause claims from regulatory authorities during inspection. In addition, they can lead to serious troubles for the employee in the future.

Also see “Cancelling an entry in a work book: sample.”

Reasons for renaming a position

Information about work in a position according to the staffing table is included in the employment agreement with the employee (Article 57 of the Labor Code of the Russian Federation). The name of the staff position is one of the mandatory conditions of the agreement, and the position itself is included in the staffing table of the enterprise.

Employers unilaterally rename the name in accordance with Art. 74 Labor Code of the Russian Federation. The reason for adjustments is production needs, updates in processes, and company structure. The name and staffing table are adjusted in accordance with the needs of the organization.

To record changes in the work book, renaming should be carried out in accordance with legal requirements:

Develop a rationale for the reasons for the renaming.
Notify the employee in writing of changes at least 2 months in advance.
If there is agreement, draw up and sign by both parties an additional agreement to the contract with the employee.
Approve the administrative document for the institution with the new job title. Indicate in it the justification for the renaming.
Enter information into the employee’s personal card.
Record the data in the work book.

Design rules

Based on the requirements established in the Instructions for filling out work books, the renaming of a position should be done as follows:

It is allowed to make a record of renaming a position only if only its name changes, and the staffing position of the unit is maintained in terms of the list of job responsibilities, as well as in terms of the salary level. If the list of job responsibilities changes, or the level of remuneration within the framework of remuneration changes, then there can be no talk of renaming the position - there will be a transfer to another position within one division or to another division (even if it has only changed its name);
entering information into the work book that the employee’s position has been renamed is only possible if the employee was previously notified of such a change (the form of notification has no role, but it would be preferable to notify in writing so that the employee signs on the sheet familiarization);
fixing the change made is possible only if we are talking about issuing a corresponding order or other legal act confirming the renaming of one or more positions.

If all of the listed rules are fully observed, then the implemented actions to rename the position will be considered legally legal and cannot be challenged by the employee.

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.

Regulatory framework

Although changing the name in work books is related to labor relations, in this case the Labor Code of the Russian Federation will not be able to help. It is necessary to refer to the Civil Code, namely Article 54. It states that any organization must have a name. If a name change occurs, then this already applies to paragraph 3 of Article 52 of the Civil Code of the Russian Federation, which states that before the new name comes into force, it must be changed in all company documentation. Including in the work books of employees.

When making a new entry in the work book, the following rules must be observed:
The handwriting of the employee filling out the document must be as clear and accurate as possible, and the entry must not contain grammatical errors;
It is allowed to use strictly blue or black paste. Other colors are prohibited;
It is allowed to make entries only in Russian or other languages of the republics that are part of the Russian Federation. Entries in other languages are not acceptable.

Employment history

Expert opinion

Mikhailov Vladislav Ivanovich

Lawyer with 6 years of experience. Specializes in family law. Knows everything about the law.

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).

The Importance of Renaming

It is necessary to indicate changes in the names of departments in the work book in order to avoid problems with future confirmation of experience. It is also important to indicate information about the renaming of the unit, because this may be associated with the provision of various benefits.

The company's management is obliged to determine the production to which the work performed relates, confirm the employee's employment in a certain department, directorate or division and establish the correspondence of the employee's position title to the profession provided for in special lists of production, work and professions that give the right to preferential benefits.

That is why it is so important to correctly make entries in the work book about renaming the unit.

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.

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.

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.

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:

in column 1 – record number in order>
in column 2 – date of transfer>
in column 3 – the text “Transferred to the position...”>
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:

in column 1 – record number>
in column 2 – date of change in the name of the position/profession>
in column 3 – text about renaming the position/profession>
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.