Book of accounting for the movement of work books: legal requirements and registration rules

General rules for recording personnel documentation

According to the general procedure, when an employee comes to work, he gives his work book to the personnel department, where the employer makes a record of his employment. If the specialist has not worked anywhere before, the employer himself creates a work book for him and, accordingly, fills it out. Such a document must reflect all the facts of the movement of the book of each employee.

Traditionally, the HR department is responsible for documenting all personnel procedures and keeping track of work records in budgetary institutions, commercial companies and non-profit organizations. In companies with a small staff, a responsible employee is appointed for this purpose.

In order to correctly take into account work books and personal files of employees, the employer’s obligation to compile documentation logs is legislated. The work record book is updated with new information in two cases:

• when hiring an employee;
• upon his dismissal.

Not only completed work books of working employees are subject to accounting, but also new forms intended for issuance in the future.

The journal, which records the receipt of work books of employees hired, contains information about their issuance upon request and upon dismissal. The form is determined by the Resolution of the Ministry of Labor dated October 10, 2003 No. 69. The document is a table with 13 columns in A4 format. A traffic log is filled out and executed according to established rules; any form of keeping is unacceptable. You can buy the form - it is produced by printing houses - or make it yourself, observing the established requirements.

Errors in the book: correcting them

Since the log is filled out manually, it is not always possible to avoid errors.

If such a situation occurs, you must perform the following actions:

• in the empty line under the incorrect entry or after the last entry o} is placed
• Please provide correct information below}
• To make it clear who exactly made the changes, the last name, position, signature of the person who corrected it, as well as the date of making the correct entries are indicated under the correct entry.

An official determined by order of the organization’s management is responsible for correcting errors in such documents, most often this is an employee of the personnel department, but it happens that the organization is small and in such cases the role of “personnel officer” can be performed by one of the secretaries, accountants or even managers, in the case of individual entrepreneurs with a small staff.

Step-by-step instructions for filling out the book

Requirements for filling out are given in the Rules for maintaining and storing work books. They were approved by the Government in Resolution No. 225 dated April 16, 2003.

Let's look at a sample of filling out a book for recording the movement of work books by columns.

A typical sample journal for the movement of work books consists of 13 columns, which should be filled out by the employer each time any book is moved.

Step 1. Numbers are entered in the 1st column in the order in which work books are registered (1, 2, 3, 4, etc.).

Step 2. The 2nd, 3rd, 4th columns contain the date the employee was hired for the position and the book was filled out (day, month, year in numbers). If these dates differ, which is permitted by law, the day the employee was registered for work is entered - the earlier date.

Step 3. Enter your full name in the 5th column. employee.

Step 4. In the 6th column enter the series and number of the book that is contained on each one, starting from 1974. If it is old, released before 1974, without a number, a dash is put in the column. On models from 1974–2003, the series is designated by the letters AT; since 2004, the abbreviation TK has been used. The number consists of 7 digits;

Step 5. The 7th column contains the name of the position, specialty or profession as it is indicated in the order. A category or category is also entered there, if necessary;

Step 6. In the 9th column write the number of the order on the basis of which the employee was hired for the position;

Step 8. The 10th column is intended for the signature of the responsible person - the personnel employee to whom the document was transferred for storage;

Step 9. The 11th column is needed for cases when a book and/or an insert for it is created in an organization. Then the amount in rubles that the employee paid for the document is entered there. If the employee already had the labor document in his hands, a dash is placed in the column;

Step 10. The 12th column is for information filled in upon dismissal of an employee. It contains the date of issue of the work permit;

Step 11. In the 13th column, the employee signs, confirming receipt of the document. This also happens after dismissal.

What it is

It is a stitched and sealed register. Chronological reporting makes it easier to view records of the movement of work books and their inserts.

The system of accounting and storage of originals has been officially approved. The procedure for keeping a journal is contained in the instructions and is enshrined in law.

You can download the journal form for free in excel format here.

A simple form will allow you to:

• ensure strict accounting of both already completed work records accepted for storage from persons who have found official work, and blank files. There should be new copies in stock, intended for prompt registration of relations in the future;
• use a specially designed internal journal for prompt work with originals of work and inserts;
• keep reliable records of the movement and issuance of documents with recording of operational information for each employee.

Such a journal systematizes office work, saves time on proceedings when it is necessary to issue certificates, keep a report on filling out inserts or the movement of work books of working or resigning employees.

Applies to situations where you urgently need to find the necessary documents, extracts, orders, or you have to work directly with the originals to find out your total length of service or last place of work.

How to prepare an accounting book - sealing and lacing

It is advisable for an accounting book to have a hard cover, because working with it lasts for years, or even decades, and then it is handed over to the archive, where it remains for decades.
Such a cover is not a mandatory design requirement. But a number of other principles of maintaining this accounting form must be observed. Let us remind you that the rules were approved by Resolution No. 22. This normative act defines, among other things, how to stitch a book for recording the movement of work books, numbering pages, using a seal, and so on. Let's look at these rules. Mandatory registration requirements:

• pages are numbered in advance, before use;
• the book must be laced and sealed (or sealed with wax);
• certified with a special inscription indicating the number of pages. Certified by the head of the company (and not a personnel employee) with a signature and seal indicating the date.

When using a wax seal, the seal is placed on the ends of the lacing, extending partially onto the sheet of paper and onto the edge of the cover. The second method is more common - sealing documents using an indicator seal. This is a single-use flat device with a unique number. When such a seal is opened, the inscription “opened” appears on it. This will immediately indicate an attempt of unauthorized access to the log in order to add or delete pages. The seal number must be indicated on the cover next to the certification inscription, otherwise the seal is invalid.

IMPORTANT!

The Russian Ministry of Labor is preparing changes to the labor accounting rules - in particular, it is planned to abolish the wax seal. So far there is only a draft order, but it has every chance of being adopted soon.

Is it necessary to conduct it?

In practice, it is most convenient to use a unified journal form, which is filled out to store work books. The generally accepted form was approved by Resolution No. 69 of the Ministry of Labor of the Russian Federation (10.10.2003). This applies to the standard sample, where 13 columns are provided.

When keeping records and moving things, do not forget to follow the chronology, filling out the first column first. Registration should cover not only the books about employees’ work activities that are registered, but the number of inserts for them.

When registering all applicants for official work, the employer is obliged to strictly comply with the law and adhere to current instructions. How to properly keep records of work books is reflected in Resolution No. 225 of the Government of the Russian Federation (04/16/2003), paragraph 40, which specifies the specifics of the design of the reporting document.

The type of reporting documentation in question is required to be completed. Easier than a work record book to quickly stitch the required number of sheets.

In addition to registering the work activity book of a newly hired person, it is customary to make notes in this journal about:

• handing over (against signature) his document to the person who resigned;
• designing an insert if you run out of blank pages and need to file sheets for new entries;
• issuance of a duplicate (if necessary);
• filling out a new form when an employee is registered for his first job.

The chronological order required for the register must be adhered to to ensure that all entries are correct.

The form is strictly required to be filled out. The employer does not have the right to refuse to maintain such a journal, which is fixed by Decree No. 225 of the Government of the Russian Federation (04/16/2003).

Error correction

Since the book of accounting for the movement of work books is filled out manually, errors and clerical errors are a common occurrence when keeping records. There are no provisions in the Rules laid down by the government regarding the correction of errors in the ledger. But according to generally accepted provisions, you cannot use a proofreader and write over incorrect information. Usually, the erroneous inscription is crossed out, the correct data is written next to the mark “believe corrected”, an indication of the position and with the signature of the person who made the correction. But it is difficult to use this method in the established form, since there is simply no room for correct recording and explanation. You can either provide a column in advance for explanations and clarifications, or resort to another method of correcting errors.

The second option is to apply the correction rules that are used when maintaining work books themselves. Without crossing out in the column where the error was made, but on the line below, write “entry is invalid.” Then enter the correct information below.

Labor record book: filling out

Consistently performing the algorithm described above, the personnel service can easily reflect in the book all the facts of the movement of employee work records.

You can fill out the accounting book and the movement of work books on our website.

Read about ways to correct errors made when maintaining a book in the material “The Ministry of Labor told how to correct an error in the work record book.”

In connection with the transition to electronic work books, all employers are required to notify their employees of the right to choose: continue to maintain a paper form or switch to an electronic format for recording work activities. How to organize accounting of issued notifications, read in ConsultantPlus, having received a trial demo access to the K+ system. It's free.

Ledger storage

The book for recording the movement of TCs and their inserts is located at the workplace of the employee responsible for its maintenance. It continues until all pages are fully used for as many years as it takes. After use, a new one is started, and the numbering in it continues from the number where the previous one ended, and does not start again. The used journal is under no circumstances destroyed, but it is not immediately handed over to the archive: employees will have to sign it when they leave and receive documents, so it is kept by the personnel officer until it is completely closed. And only the accounting book, filled out from beginning to end, is handed over according to the inventory for storage in the archives of the company, where it will remain for 50 years.

Maintenance process

How to keep a work book? The work record book becomes the object of activity of personnel specialists after hiring an employee for permanent work and concluding an employment contract with him.

Since the acceptance of a person to a position is carried out by order, the corresponding order will play an important role in working with this document.

In general, the management process is based on the provisions of Article 66 of the Labor Code of the Russian Federation , it consists of:

• in making appropriate entries reflecting the employee’s career progression within the organization;
• in making entries on incentives or disciplinary sanctions on the basis of Article 191 of the Labor Code of the Russian Federation .;
• in proper storage and delivery;
• in responsibility for the transfer to the employee after his dismissal.

After entering information about employment, the document is stored in a safe or other place, which must constitute a professional secret of the personnel service and not be subject to disclosure.

When a new entry is made, it is withdrawn while the information is being processed and returned to its place. Upon dismissal of an employee, the book is returned to the owner against signature, subject to registration of issue .

The entries made comply with the requirements of the established Rules (No. 225) and regulatory instructions, according to which they:

1. They are written in template, unified formulations.
2. They are entered without blots or errors and correspond to the wording of the order.
3. They rely on the foundations of articles of the Labor Code of the Russian Federation.
4. If the employee makes the first entry in the Labor Code, he puts his signature on the title page.

Please note that the signature of the person responsible for maintaining work books must be legible, namely it must indicate:

• job title of the person who signed the document;
• personal signature;
• decryption of signature (initials, surname).

The employee’s right to maintain technical documentation

Who keeps work books for each employee? If the organization has a personnel department (HR department), employees are determined in accordance with job descriptions prescribed for certain positions. As a rule, in this case, the head of the department and persons on his orders have access to the documents.

If there is no such department, the person responsible for maintaining the TC’s office work is appointed by order of the director (manager). The existing employee books are transferred to him by deed. In small organizations, the manager keeps records personally.

An important aspect of the right to work is the responsibility imposed on the person authorized to work with personal data. Since employee books and the information entered in them relate to personal data, the employee must first undergo training and sign for familiarization with the work rules.

Who fills it out and how?

It all depends on the staffing level. So, if there is a personnel department, then the personnel officer will take care of the accounting; in his absence, the accountant will do the accounting. If there is no one to assign the responsibility to, then the leader himself. If this is your first time encountering such a document, then our work record book will help you figure out how to fill it out; you can download a sample at the end of the article.

In practice, questions do not arise when filling out the form, since the graphs are extremely simple and understandable. Entries are made legibly by hand. When hiring, you must comply with the five-day deadline for filling out the accounting book. The most important thing is that the employee’s signature upon dismissal is proof of timely fulfillment of the obligation to issue the document.

The sheets of the accounting book must be numbered and certified by the signature of the manager, then they must be laced and stitched. We’ll tell you below how to flash the work book movement book.