The procedure for transferring an entry from a work book to an insert

The organization of work on maintaining work books begins with the appointment of someone responsible for this work. In paragraph 45 of the Government of the Russian Federation of April 16, 2003 No. 225, it is clarified that responsibility for organizing the work of maintaining, storing, recording and issuing work books and inserts in them rests with the employer represented by the general director. He must, by order, drawn up in any form, appoint a specially authorized person. At the same time, it is important to indicate in the order who will keep work books in the absence of an authorized person. Some employers resort to the wording that if such a situation arises, an additional responsible person will be appointed by a separate order of the employer. But one order is not enough. Otherwise, such an action will conflict with Art. 4 of the Labor Code of the Russian Federation, prohibiting forced labor.

HR specialists are required to maintain work records in their job description. But often this functionality is entrusted to the chief accountant, office manager - those whose labor functions are not related to maintaining work books. To do this legally, in addition to the order, you must draw up an additional agreement to the employment contract or additionally make changes to the job description.

The second important issue related to work books concerns the acquisition of forms. Often, the employee himself brings the work book form to the employer. However, the employer cannot take such a form. According to clause 44 of the Decree of the Government of the Russian Federation of April 16, 2003 No. 225, the employer is obliged to constantly have in stock the required number of work book forms and inserts in it. He can purchase these forms directly from the manufacturer or from official distributors.

The employer is also responsible for keeping track of work books, as well as work book forms and inserts in it. For this purpose, he must keep a receipt and expenditure book for recording the forms of the work book and the inserts in it, and in addition - a book for recording the movement of work books and inserts in them. The most important thing is to entrust the work to those who should do it.

For example, an employer often makes the mistake of delegating the maintenance of the income and expense book to the human resources department rather than the accounting department. But the HR department or the person responsible for maintaining labor books should be responsible for keeping track of all work books and inserts in them in the book of accounting for the movement of work books.

Registration of labor: how to make notes

The rules for maintaining work books are prescribed in Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 (Instruction No. 69). In particular, it makes clear that dates should be indicated in Arabic numerals.

In addition, there are certain standards for the use of pen and ink for making notes:

You can use a fountain or gel pen, a rollerball pen (including a ballpoint pen);
the ink (paste, gel) must be light-resistant, and the color must be black, blue or purple.

Please note that any abbreviations in the entries are not allowed, as there is a warning about in clause 11 of the Rules of Government Decree No. 225. Employers often ask the question: is it possible to use a stamp of the name of the organization to simplify the procedure for making entries in the work book? If we take a literal approach to compliance with the rules, then this approach does not meet the requirements for recording entries in the work book. But, as a rule, state labor inspectorates do not hold employers accountable if the name of the organization is stamped. However, it is important that the stamp is affixed correctly: horizontally, without covering extra columns (in column 3), etc.

Clause 11 of the Rules of Government Decree No. 225 contains a warning that each entry has its own serial number within the corresponding section. And this norm conflicts with the Resolution of the Ministry of Labor No. 69, which states that there is no need to number records when renaming an organization and in the case when you draw up a duplicate, you do not need to number records about the total length of service. What is the right thing to do in this case and what document to rely on?

When contradictions arise in legal acts, then from a legal point of view it is more correct to be guided by the provisions of a higher legal act. In this case, by Government Decree No. 225, which says that numbering is still needed.

A sample of how to fill out an insert in a work book and make a record of its availability

After a detailed consideration of the rules on how a work book can be supplemented with an insert, it is worth reducing the above to a list of things to remember.

Not allowed:

Tear off the cover of the insert.
Correct errors when initially filling out the title page of the insert.
Paste the new work book form into the expired old book.
The current work book cannot be supplemented with separate blank sheets.
Instead of using an insert, cross out the last word in the main form in the “Information about awards” section and change it to the word “work.”

It is important to remember that the work book must be included with the insert. Without it, the insert itself, even certified by signatures and seals, is invalid. From these documents, as a whole, it will be possible to learn about the work and work skills of the owner. The numbering of entries on the pages of the insert does not begin anew, but continues what has already begun in the main work book, which should be taken as a model on how to fill out the insert in the work book for 2021.

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Information about employment in the work book

Entering information about employment has its own characteristics that you need to remember. So, for example, filling out this part of the labor report begins with column 3, where the name of the organization is indicated in accordance with the constituent documents.

In the line below, in column 1, indicate the serial number.

In column 2, enter the date of employment - in accordance with the order of employment.

Opposite the date of hiring, in column 3, the following entry is made according to the template: “Hired to <structural unit> <name of position, profession, specialty indicating qualifications>.” For example, “Hired to the HR department as a personnel officer.”

The structural unit is indicated if it is included in the employment contract.

Column 4 contains the order on the basis of which the employee was hired. When making an entry, it is better to adhere to the following sequence: type of document, date, number. For example, “Order No. 28-k dated December 16, 2008.”

At the stage of filling out information about employment, no records need to be certified with seals.

Information about transfers

You should also pay attention to the fact that only permanent transfers are recorded in the work book. No temporary transfers are included in it.

When making a transfer, you should be guided by the following algorithm:

In column 1 (“Record number”) we indicate the serial number.

In column 2 - the date of transfer.

In column 3, we make an entry: “Transferred <where and by whom>”. For example, “Transferred to the legal department as a lawyer.”

In column 4 - indicate the transfer order (type of document, date, number).

Record of military service time

A record of the time of military service is also made in the “Employment Information...” section. In this case, column 2 indicates the date the entry was made.

In column 3, the following entry is made: “Service in the Armed Forces of the Russian Federation from 01/01/2017 to 01/01/2018.”

In column 4 we indicate your military ID. For example, “Military ID GT No. 111112.”

In the same way, entries about part-time work are made, but at the request of the employee and if there is a corresponding application from him. In addition, in accordance with clause 21 of Government Decree No. 225, information about the time spent studying in courses and schools for advanced training, retraining and training can be entered into the work book.

What form of document

This document has a standard format, the same for everyone. Externally, TC can be of two types:

Size 10x14 cm - this indicates release in 1977.
The size is 8.8x12.5 cm, which indicates a new model of 2003, approved by the Government Decree “On Labor Books”.

As a result, color differences may be present: gray, dark blue and dark green TCs.

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Information about the new place of work is entered by a specialist from the HR department in accordance with clause 8 of Resolution of the Ministry of Labor of Russia No. 69 (see link above). The employee is only obliged to provide the necessary and reliable documents.

It should be noted that hiring an employee for a new position begins not with making an entry in his employment record book, but with issuing an order to conclude an employment contract. Subsequently, the number of this order will be recorded in the TC.

The content of information about the employee includes:

FULL NAME.
Education.
Date of Birth.
Specialty awarded after graduation.
Date of completion.
Signature.

As mentioned above, the work book is prepared by a specialist in the personnel department. To do this, you must provide a list of documents:

Employee's passport.
Document of higher or secondary education.

Based on these documents, a title page is filled out.

Sample of filling out the title page

There is no need to write an application for the issue of an employment book form, because it is issued according to the law, and not at the personal request of the employee. The exception when a statement is required is the situation when the previous document was lost.

The list above is exhaustive. An additional list of documents can be supplemented in the event of loss of technical documentation and the need to restore data about a previous place of work.

The extract is issued on a special form of the organization where the employee is registered. It must be certified by an employee of the personnel department. If there are a large number of sheets, they are stitched. On the last page, a note is made on the number of sheets, the certifier’s signature and the company’s seal are affixed.

In the upper right corner, the organization’s stamp is placed or contact information is written. Below is the series and number, as well as personal information of the employee applying for the document. Then a table is compiled into which the necessary data is entered. When filling out the statement, you will need to provide information about the employee:

FULL NAME;
Date, month and year of birth;
Information about education;
Profession.

Such a document must reflect all the facts of the movement of the book of each specialist.

It is enough to look at the title page of the main document to understand how to draw up a sample insert for a work book. The work record book and the title page of the insert must contain duplicate relevant information. The title page should be filled out carefully.

Marks and corrections are not allowed; in case of an error, the form is considered damaged and must be disposed of. Since inserts are strict reporting documents, the number of the damaged form must be recorded in the accounting journal. By the way, therefore, it is recommended to enter a record of the presence of the insert, its series and number in the work book after sewing in the correctly completed insert. If the inscription about the insert was nevertheless made in advance, then appropriate amendments must be made to it.

Subsequently, corrections on the insert sheets are made according to the same rules as in the main document. The main example of how to fill out an insert in a work book is the work book itself. The date of completion of the title page, which corresponds to the beginning of use of the insert, and the seal of the employing organization must be included.

There are cases when, in order to continue making entries, a new work book form is pasted into the Labor Code. It is not right. A person can only have one work record book with a number and series. The possibility of obtaining a new or other work book to replace the expired one is not provided for by law. To continue to maintain records, only a compliant insert form must be used.

Sometimes, in order not to leave blank pages and not to sew in a bulky insert, personnel officers cross out the last word in the main form in the “Information about awards” section, replace it with the word “work” and continue keeping records. This is strictly prohibited. If the employee did not have any awards, then ten blank spreads should remain in the work book form, intended for entering “information about awards,” and records of work should be continued on the corresponding sheets of the insert.

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The work book must also have an announcement about the presence of an insert. For convenience, there is and is often used a small rectangular stamp in three lines “Insert issued. Series. Number". If there is no stamp, then it is allowed to write by hand using a ballpoint pen with blue or purple ink.

Record of dismissal

The information about hiring also includes information about dismissal. The general rules on how to do this correctly are formulated in Resolution of the Ministry of Labor No. 69:

Column 1 contains the serial number of the entry;
Column 2 indicates the date of dismissal (termination of the employment contract);
in column 3 a record is made of the reason for dismissal;
Column 4 names the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.

What is the insert for?

During a busy career, many employees are faced with a situation where there is nowhere to make changes to the “Job Information” section - all the pages are completely covered.
However, the law prohibits:

Rename other sections of the document and continue to enter data about the employee’s work into them.
Attach blank sheets of any format.
Use blank document forms as inserts.

Completing a document does not mean that the employee must draw up a new document.
In order to avoid problems with re-registration, the state has provided special inserts that are filed in the work book. The rules for preparing an insert for a work book are established by order of the Ministry of Labor dated October 10, 2003, number 69. The main purpose of such a form is to clearly provide the employer with information about a potential employee. The book contains personal information of the employee: passport data, level of education and reasons for dismissal from organizations.

Strict rules for designing and filling out the form are part of the security system that guarantees the authenticity of the document.

Correcting errors made when filling out

If an error is identified, nothing should be glossed over, crossed out, or individual letters or numbers crossed out. Different types of errors offer different fixes.

Some data is missing

When an employee arrives with an insert that is not fully completed (there is no information about the person who opened the document, the signature is not certified by a seal), it is necessary to contact the organization that committed the violations to bring the data into compliance with the law.

Posted in the wrong section

A mistake when filling out the books is transferring subsequent data to the “Information about awards” section - information about labor movements can only be provided in the “Work Information” section. If another section is accidentally filled in, this entry must be registered as invalid, for which the line is numbered and then canceled according to the rules regarding invalid work record entries.

If erroneous records are found among newly hired employees, it is necessary to send the employee to the organization that made the error to make changes. If the organization has been reorganized, the data is entered by the legal successor. Only during liquidation is it possible to make amendments by the responsible employee of the organization that hired an employee with a book or insert filled out in violation. An option in this case may be to issue a duplicate.

Incorrect filling of the insert title

If, when making an entry in the insert, the responsible employee of the organization or individual entrepreneur who issued the document made a mistake on the title page, the document must be replaced. Strict reporting forms are not thrown away. Their destruction is accompanied by an act, for which a document is drawn up with the signatures of persons, members of a specially created commission. Due to the likelihood of a typo or error in the accounting book, the title page of the work book must be filled out after filling out the insert.