How to sew an insert into a work book

The current legislation does not have regulations regulating many issues related to maintaining work books of company employees. This aspect brings a real headache to many employers and HR employees. Various nuances related to the rules for maintaining and storing this document are not reflected in the Labor Code or other regulatory documents. Many HR employees often face various difficulties while fulfilling their job responsibilities. One of these problems is sewing an insert into a work book. In this article, we propose to consider a sample of filling out an insert in a work book.

The work book is an important document that contains all the information about the official work activity of the employee.

Purpose of the liner

The labor book (LC) belongs to the category of accounting documents, on the pages of which information about the official labor activity of each citizen is recorded . Some citizens of our country are so active in their work that it may be necessary to attach new sheets to make new marks.

The responsibility for sewing in missing pages rests with the head of the company and a representative of the HR department.

The insert in the TC is additional sheets that are filed with the official document. The need for these actions may be caused by insufficient space to make a new entry. It is important to note that some personnel officers add new marks to the page where information about available awards is indicated. Such actions are a gross violation and may entail penalties from regulatory authorities in relation to the person filling out the document.

If it is necessary to attach additional forms, the task of the representative of the personnel department is to file new sheets to the main document. In this situation, it is unacceptable to draw up a new work book instead of the document being used. Please note that other actions of an official may result in this document losing its legal force.

Making an insert in a work book is a specific procedure that has its own nuances and subtleties. To begin with, the head of the company needs to familiarize himself with the regulatory documents governing the procedure for carrying out this process. As mentioned above, the current legislation does not contain clear information about the process of sewing in additional sheets. However, the two hundred and twenty-fifth Decree of the Government of the Russian Federation contains information on the rules for maintaining the document in question. The fifth section of the Resolution establishes the procedure for using inserts for work books.

According to the information specified in this section, the use of inserts is allowed only after completing the main pages of the TC. In the event that there is free space in this document, sewing in an insert is regarded as intentional damage to the document. In such a situation, you will need to take measures to restore the book and obtain a duplicate.

When at least one of the sections in the work book ends, you need to use the insert

It should also be noted that the appearance of the document in question has a number of its own features. The insert attached to the workbook contains thirty-six pages and a thick cardboard cover. Each page of this document is equipped with various security elements that significantly reduce the risk of forgery.
The internal part of this form fully corresponds to the contents of the work book.

Common mistakes when working with liners

If the personnel inspector, when the limit of free pages in one of the sections of the work book was exhausted, did not sew in an insert, but began to make entries in the empty columns of another block of the document, this is considered a violation of the procedure for completing this type of form.

Also see “Designing an insert in a work book: sample 2021.”

Correcting the error is possible in one way - by declaring the entries invalid and then entering them into the required section.

Gluing in the insert is not allowed. The form must be sewn with thread.

The insert cannot be replaced:

other forms;
clean sheets;
blank pages of other people's work books.

The invalidity of the insertion procedure will be recorded if the inscription indicating the presence of the insert is made by hand. Only a special stamp can be used for this purpose.

If the regulatory requirements for the design of the insert are violated, the employer may be held liable under Art. 5.27 Code of Administrative Offenses of Russia.

How to perform the procedure

It will take no more than thirty minutes to hem new sheets. However, before starting this process, you should familiarize yourself with the various subtleties and nuances. Not every employer or personnel officer knows about the rules of the process in question. This circumstance can be explained by the lack of clear instructions. When preparing to file new sheets, you should study the full procedure in detail.

To properly hem the liner to the TC you will need:

Carefully study this document and identify any blank or missing pages.
Next you will need to get a special insert. You can obtain this document from both the employer and the head of the personnel department.
The issued form is registered in a special accounting journal.
To give the document legal force, it is necessary to certify the form with a company seal.
Sewn pages must be numbered.
After this, the title page and the main section of the embedded application are filled out.

How to sew an insert into a work book - sample, photo instructions:

The insert is filled out according to the same rules as the work book.

How to sew and arrange an insert into a work book - sample filling and filling rules

Another typical mistake is an attempt to include information about the level of education in the insert in accordance with current standards. Now there is no such thing as primary vocational education. From the point of view of the law enforcement officer, information must be entered into the insert in the form in which it is indicated in the diploma, certificate or certificate of education. During the work activity of an individual, he can repeatedly receive education and acquire specialties. Information about newly acquired education is entered into the labor record. Is there a need to include all of them in a newly started insert? All entries must be included in the insert. The basis for this position is the law’s indication of the need to maintain the insert according to the rules for maintaining the book itself.

Nuances and subtleties

During this process, the question may arise about where exactly the new document is filed. Most HR workers do not pay much attention to this issue and attach the application to the title page. As practice shows, a stationery stapler is used to attach the form. However, this approach is fundamentally wrong and is regarded as damage to an important document.

The insert must be sewn to the spread to the last page of the work book. To do this, you need to make small holes in the form using an awl. It is important to note that these holes must be at the same level as on the pages of the work book. When hemming, it is recommended to use black or gray thread. Using a hole punch to prepare holes is also unacceptable. To file documentation, you should use a standard sewing needle and nylon thread.

Officials often make various mistakes during the process in question. One of these errors is the lack of a branded seal on the attached application. This situation may arise at the very beginning of business activity, when the manager has not yet received the ordered seal. There are two ways out of this situation:

Order the production of a seal and make a mark after receiving it.
Place a special mark at the location of the stamp.

For the second option, use a ballpoint pen with black or blue ink. In neat handwriting you should write Fr. This inscription must be certified by the signature of the official filling out the documents. After this, the date for sewing in the insert is set.

It is quite common for the HR representative to fill out the new liner incorrectly or sew it in the wrong place. In this situation, it is necessary to prevent panic and adhere to a certain procedure. First of all, you should carefully analyze the current situation.

If the insert is not sewn correctly, do not immediately remove it. Such actions may lead to possible damage to the document. It is recommended to detach the attached application only if this option is available. After the insert is detached from the workbook, it must be disposed of according to the established procedure. This fact must be recorded in the log book. If it is not possible to detach the insert, you should apply for a duplicate of the work book.

The situation related to spelling errors deserves special attention. According to current legislation, the employer has the right to make corrections to this document. To do this, you should carefully cross out all incorrectly recorded information. In case of a large number of errors, the form must be replaced. It is important to note that the use of various proofreaders and other means to correct errors is unacceptable. Damage to the form is counted as damage to the work document, which leads to the need to replace it.

An insert is just additional sheets of paper that have no independent documentary value.

How to fill out an insert in a work book, a sample of filling out the title page:

Indication of the employee’s last name, first name and patronymic, as well as his date of birth.
A note on the level of education and specialty.
Indicate the date the document was completed.
Certification of the form with the signature of a manager or official.

If the personnel officer uses an alternative to stamping, all entries must be made in words. You should not draw elements corresponding to the structure of the stamp - its outline and lines - manually. Also, do not write in block letters the phrase “Insert issued”, the words “series” and “number”. The optimal placement of a sewn-in insert is the place between the last sheet of the work book and the back half of its cover. Exactly how the liner should be sewn in is not regulated by law. In practice, this procedure is carried out as follows:

Legal validity of the application

The document in question receives legal force only after being inserted into the work book. This means that the insert itself does not have the proper legal force. In the absence of a Labor Code, the employer does not have the right to make notes in this document or perform other similar actions . It is important to pay attention to the fact that hiring or dismissing an employee who only has an insert is unacceptable. It should also be said that in the absence of a company stamp or a completed title page, the document may lose its legal force. In the event that the document was not filed with the work book and was lost, the company employee will need to contact the personnel department to obtain a duplicate. All lost information is recorded in the duplicate, after which the document is attached to the TC.

It is also quite common to hear questions about whether it is possible to use various alternatives to this document. According to current legislation, the labor activity of each citizen is recorded on the pages of the work book. This document is issued in a single copy.

Registration of additional labor is one of the major violations of the current law.

The presence of a second work book may be regarded by regulatory authorities as an attempt to falsify primary documentation. Unfortunately, this situation is observed quite often in practice. It should also be noted that the Pension Fund accepts only one work book. This means that using an additional document is pointless.

The legislator has not established any mandatory rules regulating the sewing procedure

How to sew an insert into a work book

According to the law, an employee cannot have more than one work book, so it is impossible to issue him a new document in addition to the old one. Another important point is that the law granted the responsibility to the employer. The problem should be solved by the enterprise's HR department, and not by the employee himself. With an active working life, an employee has the opportunity to quit and get a job many times . These actions must be recorded. However, it is quite possible that there are so many records that there is not enough free space.