When applying for a job, an employee is often asked to fill out a form that contains information about the applicant: information about education, personal data, information about the place of work of close relatives, etc.
If an employee is hired, he will be asked to fill out a personal personnel record sheet. At its core, a personal sheet is very similar to a questionnaire that applicants fill out. If during the interviews the employee has already filled out a questionnaire, the personal personnel record sheet (a sample will be given below) may not be filled out - the questionnaire may be included in the employee’s personal file. The procedure for conducting personal affairs by the employer is determined in local regulations. It is necessary to provide which document (personnel record sheet, questionnaire, both documents) will be included in the employee’s personal file - this question remains at the discretion of the employer.
What is a personal personnel record?
A personal personnel record sheet is a questionnaire that contains information about the employee provided by him. This is a kind of professional self-portrait of a specialist.
| Important! Until employment, the applicant can fill out any questionnaires, tests, provide a resume and any information about himself. The information provided in these papers has no legal force and may well be unreliable, since at that time there was no employment relationship between the applicant and the organization. |
Therefore, the first document in which a new employee talks about himself and which will later be the basis for his personal file and a list of his personal data is a personal sheet.
Filling out a personal form when an employee starts working is only necessary for some positions and organizations. Let's consider for which ones.
Rules for drawing up a personal sheet
Today, a personal personnel record sheet is not a strictly mandatory document for legal entities and individual entrepreneurs-employers. However, it belongs to the category of in-demand documents, and is mainly used when applying for jobs in large commercial structures.
As for government agencies, the presence of this document is strictly mandatory for them.
The personal sheet does not have a unified, generally applicable template, so it may have different content and structure. However, there are sections that are always included in the standard form of the document. In particular, this applies to information about the employee’s personal data:
- date of his birth,
- residence addresses,
- passport series and numbers,
- information about marital status.
Also, almost always, your personal statement requires you to indicate your education and work experience. All other paragraphs can be changed depending on the needs and the employer’s understanding of this document.
Another important aspect is that when filling out a personal sheet, the employee must attach his photograph to it, which is then pasted into it.
The personal personnel record sheet is drawn up strictly in writing by hand, in a single copy and certified by the signature of the employee, who thus indicates that he has entered truthful information about himself into it.
Normative base
- Resolution of the State Statistics Committee No. 1 of 01/05/2004 “On approval of unified forms of primary accounting documentation for recording labor and its payment” does not mention a personal sheet. That is, a personal sheet is not required for absolutely all enterprises in the Russian Federation. Also, the sheet does not have a unified form recommended by the state.
- Order of the Prosecutor General's Office of the Russian Federation No. 135 dated March 13, 2018 “On approval of instructions for recording personnel of prosecutors and federal civil servants.” It directly states here that the personal personnel record sheet must be on file.
- Letter of the Ministry of Education of the Russian Federation No. 03-51/64 dated December 20, 2000 “On methodological recommendations for working with documents in educational institutions.” It says here that the personal sheet should be kept in the personal file of the teacher.
- Decree of the President of the Russian Federation No. 609 of May 30, 2005 “On approval of the Regulations on the personal data of a state civil servant of the Russian Federation and the management of his personal file.” Nothing is said here about a personal sheet, but a questionnaire similar to it in meaning and content is mentioned.
There are also a number of regulatory documents, letters and orders for other areas of work that mention personal sheets. Some of them have been in operation since the times of the RSFSR.
Organizations, at their discretion, can maintain personal personnel records if there is an internal need for this. In this case, a local regulatory act for the organization is needed to regulate this issue.
In what cases is a personal sheet required?
A personal sheet is required for the following categories of employees:
- state civil servants;
- prosecutors;
- scientists; professors and associate professors of departments;
- teachers in schools, colleges and universities;
- heads of educational institutions;
- notaries;
- clinical residency doctors.
An example of filling out a form, a unified form
To create a personal personnel record sheet, you should use the 2021 sample form, you can use it.
The document contains the following points:
- Name.
- Photo – pasted on the right in the upper corner.
- Full name, gender of the employee and other personal data.
- Citizenship, place of residence.
- The name of the institution.
- Knowledge of foreign languages.
- Information about previous places of work.
- Signature and date of the questionnaire.
You can fill out the form online, but after that you need to print it out in order to put it in your personal file.
The legislation does not establish requirements for the format of the document. Companies develop forms that are suitable for them, taking into account personal requirements and wishes, but the rights of the organization’s employees must not be violated.
Due to the fact that a single, unified form has not been adopted, HR employees use standard forms, and some amendments can be made if necessary.
It is recommended to use the T-2 or T-2GS form. The employee fills out the document manually. This must be done immediately at the time of registration for the company, immediately after concluding an employment agreement.
At the same time, the citizen must give complete, reliable answers to all questions. Blots and omissions are not allowed.
If there is nothing to answer, the word “no” is indicated. If an error is still made, you should rewrite all the data on a new form.
The personnel record sheet can also be filled out from the employee’s words, if for some reason he cannot do it on his own.
But the signature must be put manually by the person for whom the data is given in the questionnaire.
Personal card, personal file, questionnaire - differences
Do not confuse a personal personnel record sheet and a personal card in form No. T-2. The personal card is filled out by a personnel service employee and is a mandatory document for all positions and organizations. Actually, information from the personal sheet, as well as from the employee’s original documents, is the information base that is entered into the personal card.
When applying for a job, a candidate for a position may fill out any questionnaires. They can be used as a tool in HR work and analyzed when making the final choice, but it has nothing to do with HR forms.
Finally, a personal file is a document that is also not mandatory for all categories of employees. The case folder itself may include all of the above.
How to make changes
If the information changes, the employee submits the necessary documents to the personnel department. Based on them, new accounting data is entered in addition to the personal personnel record sheet. Amendments can be of various types: change of surname in connection with marriage registration; change of passport, change of place of residence, advanced training, obtaining an academic degree, etc.
IMPORTANT!
To ensure that employees do not forget to promptly inform the personnel department about all changes, it is necessary to add the phrase: “I undertake to promptly notify of all changes to the data included in the personal personnel record sheet.”
Personal HR registration form - how to fill it out correctly
Since there is no unified form for a personal sheet, the personnel service can create its own form or use one of the samples.
In any case, it is worth including the following blocks in the sheet:
- Photo. Color or black and white photograph, 4x6 format, full face, as in a passport. The photograph must be current. Pasted into the upper left corner of the document.
- General information. Full Name;
- gender;
- Date and place of birth;
- citizenship.
- You can include marital status, information about relatives, contact numbers and addresses.
- “higher professional”;
- Further in the table, the employee lists all educational institutions in direct chronological order, dates of study and assigned qualifications.
Filling rules
The sheet contains the following information about the employee:
- FULL NAME. citizen;
- floor;
- date, month, year and place of birth;
- nationality;
- home address, telephone;
- passport details;
- education;
- information about work activity: period of work, name and location of the organization, position;
- professional skills and abilities;
- stay abroad: period, place, purpose of trip;
- attitude towards military duty;
- data on marital status;
- information about close relatives: degree of relationship, full name, year of birth;
- date of completion and personal signature of the employee;
- photo size 4x6 cm.
The form is filled out by the employee himself. The correctness of the data specified in the document is certified by a signature.
About forms and forms for a personal sheet
There are no clear requirements for the structure of this document in the legislation of the Russian Federation. This means that the company has the right to independently develop a form that seems most suitable for personal accounting. The main thing is not to violate the rights that the employee himself has.
Employees in HR departments try to apply standard forms in practice, making only a few changes on their part.
It often happens that the information and questions on the cards repeat the same as indicated on the T2 form.
It can provide guidance for those who are unsure about what data should be present.
What about add-ons?
Additions to personal sheets are needed to reflect changes that occurred after filling out the primary document. In relation to the sheets, such additions are secondary.
Are you facing bookkeeping problems? Read this article and you will solve all your questions.
What information should be included in the supplement? You can’t do without the employee’s full name along with two sections presented in table form.
An example of a personal sheet.
The first section, if necessary, reflects movements in the service. Here you need to write when the person took the position and when he vacated it. The second section indicates the changes themselves regarding this or that accounting information.
An important requirement is the availability of documentary evidence for any changes related to the information in the personal sheet.
Additional rules for filling out
The education indicated on the form can be: higher or specialized secondary, vocational, or general secondary. But there are no references to basic education in the instructions for filling out the document and are not provided.
What can be done if wages are delayed? You will find the answer here.
As for the specialty obtained after higher education, it is described in the same way as it appears in the diploma.
The main thing is not to confuse the specialty with the assigned qualification.
Location and storage of the document
The creation of an employee’s personal sheet begins immediately after the employment contract has been concluded. And after the issuance of an order confirming the appointment to the position.
The document is kept only in the personal file of each employee. In front of it is an internal inventory along with an addition, if available and filled out.
