What to do if you need to correct an entry in the work record book?

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Published: 08/06/2016

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One of the most important things in business management at an enterprise or firm is the correct accounting of the movement of work books, on which the correct work of the personnel department depends.

In the article we will talk about current information about the book of accounting for the movement of labor books, and will also examine in detail the issue of corrections in this document.

• What is a book for recording the movement of work books?
• Corrections in the work record book

What is recorded in the accounting book

The journal should reflect the following information about the movements of work books:

• The fact that they were received from a new employee.
• If an employee who has not previously been employed anywhere is hired, the fact of registration of a new work book is recorded.
• Creation and issuance of a duplicate book if the previous one is seriously damaged or lost.
• Issuance of a book in the hands of an employee upon dismissal or to his relatives upon his death.
• If the book runs out of all the pages where entries about its movement are made, a note is made in the journal about the filling of the insert.

The journal is drawn up in a standard form. It was approved in the RF PP No. 132 (dated 03/01/2008) and in the RF PP No. 257 (dated 03/25/2013). The accounting journal contains 13 columns. All of them are filled out by the responsible person during basic legal manipulations with work books:

These entries are simple. An employee without high qualifications can also be appointed as the person responsible for maintaining the journal.

If an erroneous entry was made in the journal that needs to be corrected, this can be done in the following way:

• At the end of the erroneous entry, a note is placed indicating the need to consider it invalid, indicating the serial number.
• Next, a reliable entry is made.

GUARANTEE:

See this form in the MS-Excel editor and a sample of how to fill it out

Appendix No. 3 to the resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 No. 69

Form of a book for recording the movement of work books and inserts in them

Date of hiring, completion of the work book or insert in it

Last name, first name and patronymic of the owner of the work book

Series and number of the work book or its insert

Position, profession, specialty of the employee who handed in the work book or for whom the work book or insert in it was filled out

Name of the place of work (indicating the structural unit) where the employee was hired

Date and number of the order (instruction) or other decision of the employer on the basis of which the employee was hired

Receipt of the responsible person who accepted or filled out the work book

Received for completed work books or inserts in them (rub.)

Date of issue of the work book upon dismissal (termination of the employment contract)

Receipt from the employee for receipt of the work book

Error in the work record book, how to fix it

To favoritesSend by email There are no special rules for adjusting entries in the book of accounting for the movement of work books and inserts in them in the law. The Ministry of Labor believes that correcting errors in this book, for example, an incorrectly indicated date of issue to an employee upon dismissal, must be done according to the same rules that are established for corrections in the work books themselves (letter dated August 18, 2017 No. 14-2/B-761). These rules are described in our articles:

• “How to make a correction in a work book - sample 2017”;
• “An entry in the work book should be considered invalid - sample.”

Important

Federal Law N 402-FZ, a correction in the primary accounting document must contain the date of the correction, as well as the signatures of the persons who compiled the document in which the correction was made, indicating their last names and initials or other details necessary to identify these persons. In p

clauses 4.2, 4.3 of the Regulations on documents and document flow in accounting (approved.

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Info

The first of them is a receipt and expenditure book for recording work book forms and the insert into it (Appendix 2 to the resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69). The second is a book for recording the movement of work books and inserts in them (Appendix 3 to the resolution of the Ministry of Labor of Russia dated October 10, 2003.

Based on practice, an error in a book can be corrected by crossing out one thin line of incorrect information and making a new entry marked “Believe the corrected one.” The change is certified by the responsible HR employee with his signature and indicates the date of the change.

Payment for a new work book form When issuing a work book to an employee, the organization has the right to charge a fee for the form (clause 47 of the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). The fee for the work book form is charged to an employee hired for the first time. And the fee for the insert form is from an employee who has run out of all the pages of the work book in the “Work Information” section. The legislative procedure for making corrections to the book of accounting for the movement of labor records has not been established. If errors are discovered (including after the dismissal of an employee), you can follow the following algorithm: - cross out the error with one line; - indicate the correct text above the crossed out text; — next to the corrected entry, indicate the entry “Corrected”, put your full name. and the signature of the employee who made the correct entry and the date of correction. To correct an incorrectly entered signature, we recommend following the following procedure: - cross out the signature with one line; — above the crossed out text, indicate: “The signature in column N 13, line N... is invalid”; - put your full name. and the signature of the employee who recorded the invalidity of the signature, and the date of correction; — invite the dismissed employee to sign in the column “Receipt of the employee for receipt of the work book.”

Replacing the accounting journal

It happens that a personnel officer makes a mistake in the book of accounting for the movement of labor documents due to the introduction of a new form and fills out the journal not in accordance with the established Rules. If the accounting book was not kept in accordance with the form and there are numerous errors in it, it is better to close it, indicating the number of work books that were registered at the time of closing the journal. The basis for closing the reporting document is also indicated. However, this journal should under no circumstances be destroyed, as it contains valuable information about the labor documents of full-time employees and those who were previously fired.

In the new registration log, it is necessary to record information from all employment documents that were transferred to the personnel officer during the process of hiring new employees. In addition, information about all labor documents that were issued at this enterprise must be entered in the registration book.

How to fill out the journal

A unified sample of a labor record book can be downloaded at the end of this article, and its sample is enshrined in Decree No. 69 dated October 10, 2003. The Ministry of Labor in this instructional material provides the procedure for preparing an accounting journal.

The pages of a standard sample labor record book contain 13 columns:

The meaning and significance of keeping a log of the movement of shopping malls

The transfer of employment as a result of employment should give the employee a guarantee that this important document will indeed be preserved and returned in proper form after his dismissal.

Such a guarantee turned out to be especially necessary in the context of mass unrest occurring with the books of workers employed by individual entrepreneurs. The lack of responsibility for other people's documents has shown that their proper storage and maintenance sets the lowest bar, and is often completely canceled.

As a result, the information that is most valuable to the owner of the TC is lost irretrievably. The courts are forced to overload themselves, minding other than their own business and fulfilling the employer’s responsibility for a document accepted by him, but lost or damaged.

In order to avoid unpleasant precedents regarding the handling of work books, employers are required to account for the fact of their acceptance, storage and issuance. Registration and reflection of the indicated facts is carried out in a special journal.

Proper journal maintenance by all employers, including individual entrepreneurs, to whom today the most serious sanctions for violations are also applied, is supervised by the labor inspectorate.

This moment also provided significant relief to the plight of those workers who found themselves in a difficult situation and were forced to restore their seniority in all organizations and enterprises where they worked. Extracts from the accounting book can become full confirmation that the employee actually worked in this organization.

The accounting journal allows you to reflect the presence of the location of the TC at the corresponding stage of a person’s work activity. Because of this, the journal will also be very useful to the employer, since registering the issue of a work permit completely relieves him of responsibility for someone else’s document. It also confirms the fact of its issuance.

How to fill out a book for recording the movement of work books and inserts in them - read here.

Making corrections

The next ambiguous precedent, reflecting the nuances of the intricacies of personnel production, is the introduction of corrections. Bearing in mind that the journal, like the TC, refers to documents of increased reporting, in no case allow yourself to:

• cross out and correct a letter in the text;
• use an eraser;
• use a stroke or similar means.

If you accidentally made a mistake or typo, even in the most minor cases, the entry must be corrected in accordance with the accepted standards.
In this case, you must develop standards for correcting errors in the journal yourself, based on your own convenience, and approve them by local legislative document. That is, draw up an order in which you approve the method for correcting errors. Based on the order, make a kind of memo, which you have certified by the head of the enterprise and include in the nomenclature documents of personnel records management. You will use it later to make corrections.

Only two options can be legal, one of which you can choose to use:

1. An erroneous entry is crossed out with a thin, neat line. Below is a reliable entry and the wording is given: “Believe the corrected.” Next to it is the signature of the person who made the mistake and the transcript of the signature (last name and initials). Please also include your position and the date the error was corrected.
2. If you made a mistake in the entry, then put the following serial number and add the wording: “The entry with the number (specify what) is considered invalid.” Immediately make the appropriate entry under the current serial number.

Therefore, if you made a mistake when filling out the title page or the first entry made in the journal, you will have to take on the responsibility and expense of replacing the form.

An error was made in the book of accounting for the movement of work books and inserts in them

84 1 of the Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation), upon dismissal, the employee is issued a work book and the final payment is made in accordance with Art.

140 Labor Code of the Russian Federation. Consequently, when receiving a work book, the employee enters the date of its issue in the twelfth column (as a general rule, the date of dismissal), and in the thirteenth column he signs for its receipt.

YOU SHOULD KNOW THIS books and their duplicates not received by employees upon dismissal or in the event of death (by immediate relatives) are stored by the employer on demand in accordance with the conditions established by the legislation of the Russian Federation on archival affairs. However, in practice, situations are possible when for some reason - for reasons the employee does not receive a work book on the day of dismissal - for example, due to absence from work or refusal to receive it.

How to make a missed entry in a work book

The legislation of the Russian Federation does not prohibit, if necessary, making changes to the work book. The procedure for restoring missing records is not provided for by law. Therefore, you can use the general approved procedure for making entries in the work record and correcting errors in it.

The employer who made the mistake must correct errors in the labor report. However, this can also be done by the employer who discovered the error and for whom the employee currently works. However, for this, he will need a properly executed certificate as a basis.

The certificate must be provided by the employer who made this mistake. Witness testimony cannot be used as confirmation of this information. That is, the oral testimony of an employee or other persons is not the basis for making a missing entry in the book. Only an official certificate can serve as such a basis.

Important! You cannot make corrections to the book by simply crossing out an incorrect entry. This applies to both the “Job Details” section and the “Awards Details” section.

If we return to our situation, the book does not contain invalid information, but simply the fact that one entry was missed (in our example, this is the transfer of an employee to another department).

Therefore, the missing entry is entered next after the final entry in the book. In this case, the same procedure is applied as provided for in the Rules and Instructions. This will violate the deadline for making entries and the chronological order of all entries. But there is no other procedure for making a missed entry in the labor record (

Instructions for making entries

If you are new to HR, you need to find a record book and, based on the entries made earlier, continue to maintain it.
Keep in mind that no innovations or changes were made to the algorithm for entering information, even if the last entry made was made quite a long time ago. It is no coincidence that the book has a hard cover and many sheets. It is designed to be used for many years. After its completion, it will be kept in the archive for a long time.

If you are a newly opened entrepreneur, you definitely need to start this book and make registration entries in it, starting with the first work record you received. If you currently have only one labor record - yours, this does not relieve you of responsibility for accounting for labor records.

The new journal form should be:

Title page

Only after this can you begin to fill out the title page.
Do not confuse it with the title page of the work itself. It must contain information about the enterprise. Enter the name according to how it is defined in its title documents at the time of filling out the journal. If you are an individual entrepreneur, enter your form of ownership, and then your last name, first name and patronymic. The information must match the registration and passport data.

The next simple point in filling out the title page is the shelf life. However, some people doubt it. After all, a HR specialist or employer cannot knowingly calculate the number of employees and their labor who will be included in the accounting book.

However, if we assume that the document upon completion should continue to be stored in the archive, then the situation will become more clear. So, in accordance with the Rules, add exactly 75 years to the initial date of filling out the title page of the journal and enter this dated period in the journal.

For example, storage date: 10/15/2015-10/15/90. If you are an individual entrepreneur and you have a relatively small influx of workers and labor movement, you can limit yourself to fifty years of storage. In this case, the entry will look approximately as follows: 10/15/2015-10/15/75. After filling out the title page, you need to open the spread intended for making entries and make the first entry

Please note that each labor is taken into account in sufficient detail. Information about it is entered in column 13, which is contained in the journal’s accounting forms.

Entries are made as follows:

The first column contains serial numbers. Columns 2-4 are intended for entering the date of registration of the TC accounting

Please note that this may not coincide with the date of employment, but cannot be made later than 5 working days. In the next column, enter the last name, first name and patronymic of the person employed, in accordance with the passport data and without allowing abbreviations. If the information in the book and in the passport differs, you need to correct the surname

Make corrections in the book according to all the rules, based on your passport. In column 6, indicate the employee’s specialty. Focus on the specialty for which he is applying for a job with you. In column 8, indicate the name of your company. The order of appointment to work is entered in column 9. It must completely coincide with the labor information. Please sign the next column

Column 11 is required for those who used a blank issued form. If the work record is opened for the first time, the cost of the form paid by the employee is entered in this column. If he got a job with his book, a dash is placed. The last two columns are filled in upon dismissal and issuance of a work permit. While the employee is working, they remain free, without records.

Making entries at first glance is a fundamentally simple matter. However, the last two columns cause disagreement among many personnel officers. The main issue is the signature of the employee who resigned or was dismissed due to a penalty, if he did not personally receive a work permit. In this case, there are the following options for disposing of it:

• send to archive;
• send by mail;
• transfer by proxy.

In each case, the employee does not receive it in his hands. Some personnel officers sign this column themselves or let the person receiving the TC as an intermediary sign. However, this is a violation, since Rules (225) notify that the dismissed employee signs for receiving the work permit in person.

If this is not possible, make a note that the work document was issued by proxy, sent or transferred for storage to the archive. Place supporting documents in the personal file of the dismissed person.

What to do if the book of movement of work records was not kept?

The journal is maintained according to a certain standard regulated by the Labor Code, as well as other regulatory documents, which include the Rules for maintaining the designated Book, approved by the Government of the Russian Federation on April 16, 2003, No. 225.

All nuances and basic provisions for filling out are based on the presented Rules.

Before you start making entries in the Book, it must be properly prepared:

• numbered;
• stitched;
• signed;
• sealed.

Work books must be registered in it upon hiring and dismissal, that is, when the responsible person receives them for storage and transfers them to the owner at the end of this period. In addition, books issued directly at the enterprise on a blank form must be recorded in the journal. They are started by employees who begin their work duties for the first time.

Each record of TC reception is always entered under the corresponding serial number. In order to formalize it, you need to fill out 11 columns, each of which contains a set of information about the owner’s work and the grounds for its acceptance for storage, which are employment orders. The last two columns - 12 and 13 - are drawn up upon dismissal.

The rules (No. 225) state that the employer is responsible for the accurate entry of information and proper maintenance of the journal.

He issues an order to an authorized person who shares this responsibility with him. The choice of the authorized person depends on:

1. Depending on the scale of the enterprise where the accounting and storage of fuel inventory is carried out.
2. From the presence of full-time personnel officers at the enterprise.
3. From the personal preferences of the manager, who selects the person responsible for maintaining the journal based on different approaches to the issue.

The book is filled out carefully, without marks, with a ballpoint pen or blue, purple or black ink.

Each entry has its own unique number, under which information about the movement of the shopping center is entered.

The absence of a record book or its improper execution is a gross violation of labor legislation.

At the first inspection by labor inspectors and such a serious defect in work is discovered, penalties will be imposed. If the head of the enterprise, who is responsible for organizing personnel records management, has discovered this problem, he needs to urgently take measures to correct it.

Typically, the absence of a journal is observed among individual entrepreneurs, who until recently were not allowed to maintain a labor code.

Accordingly, in such conditions, their accounting books were not created. Currently, you need to create a journal, including all available employees working for a legal entity.

To do this, you need to prepare a journal according to all the rules, fill out the title page, and then enter in chronological order all available employees. That is, under number 1 should be entered the one who got a job earlier than everyone else, and then - the books of those who got a job later (one by one). It’s okay that the date the log was filled out and the date the employee was hired are different. The main thing is that the document is prepared properly.

How to fill out a work log book?

The responsibility for maintaining the accounting log rests with the HR department. In organizations or individual entrepreneurs with a small number of employees, the accounting department is responsible for maintaining personnel records.

Rules for filling and maintaining

Record keeping is carried out in the chronological order of receipt of documents.

The company has only one form, which is used until it is fully used.

Primary requirements

The accounting book must be kept by the person responsible for its maintenance.

To use, you must number, stitch and seal the form. During the maintenance process, replacement or removal of sheets is not allowed.

Entries regarding the issuance of new work books must be made only after passing the form through the accounting books and expense documents.