Work book: why is it needed, how much does it cost and when will it be canceled

06.09.2019

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6 min.

The most important document of an officially working citizen is the work book. It records information about all places and periods of employment. Based on it, one can draw a conclusion about a person’s length of service, his professional orientation, penalties and rewards imposed. Considering that the book also contains information about the grounds for dismissal and reprimands, this is a kind of deterrent. Few employers hire specialists who left their previous jobs due to disciplinary violations for good positions.

When may you need to obtain a work book?

A work book is an important document confirming a person’s work activity
. According to the Labor Code, a work book is needed when calculating length of service when applying for a pension. Therefore, almost all employees have it. The exception is citizens working for a private owner without an official device.

In addition to the original document, a copy of it is often used. It may also be necessary in different situations. Most often for:

1. Devices for another job. The owner of the book has the right to take the document from the personnel department and make a copy of it, returning it again. At the same time, the law does not require an explanation of the reason on the part of the employee. A citizen does not have the opportunity to simultaneously work two jobs and at the same time be officially employed in them. A copy of the document is often required to ensure that the second employer is convinced that there are no dismissals due to drunkenness, theft or other illegal actions of the Pension Fund. Using the provided copy of the document, the insurance period is calculated, which directly affects the amount of the pension.
2. Restoring the original document. Having a photocopy of a document in the possession of a citizen makes it possible to restore the original document.
3. Applying for a loan from a bank. It is necessary to confirm the fact of solvency. Those who are currently officially employed have a higher chance of getting a loan. Its size also directly depends on the position and salary. obtaining a visa. Providing a document here is also required to confirm the citizen’s solvency. Also, previously a copy was required when applying for a foreign passport. At the moment, this document has been removed from the list of required ones.

Rules for establishing, recording and storing a work book

The work book is a unified document; therefore, certain rules are established in relation to it at the legislative level. They concern not only the features of filling, but also storage by personnel officers. Currently, several types of work books are common in Russia; the last changes to the sample were made in 2004. At the same time, it was decided not to replace existing copies, but to issue a new standard.

Legislative regulation

The key regulatory act is Article 66 of the Labor Code of the Russian Federation. It describes how, in particular, to create a work book. The modern form of the document was approved by Government Decree No. 225 of 2003. No major changes were made, only some modification of the design, so the old copies were not taken out of circulation.

Attention! An important act is Order No. 117n of the Ministry of Finance, indicating the rules for storing, filling out and where to get work books.

What is it for?

A work book is a key document confirming the official employment of a citizen and his length of service. It has several purposes:

• calculation of pension when provided to the Pension Fund upon reaching the retirement age;
• provision during employment indicates the person’s experience.

Based on this, we can conclude that the employee himself primarily needs the original. This is documentary evidence of his experience, as well as an indirect recommendation. Next, we’ll look at how to make a work book.

Obtaining a work book

In most cases, registration of a work book is implemented in the first place of the device. It is made by the employer and kept until the employee leaves. This is his responsibility. Sometimes people receive a document upon graduation from the university, however, this is rare and does not particularly make sense. Having a book cannot help you find a job.

It is important to know! The document is drawn up from the age of sixteen, since at this age a person can independently conclude an employment contract. Sometimes this is done at fourteen, but for a teenager the consent of one of the parents is required.

Rules for filling and maintaining

The employer is required to maintain a work book for an employee if the person has been registered with him for more than five days and this is the citizen’s main place of employment. This rule does not apply to part-time workers. But it applies to absolutely all persons providing vacancies. Let's consider several important aspects of how to draw up a work book:

1. A fountain, helium pen of dark colors is used.
2. Dates are written in numbers. If necessary, precede the number with a zero.
3. Abbreviations are not allowed.

Please note that when making adjustments due to errors, information cannot be crossed out. It is necessary to write below about the invalidation of the information and then place the current data. This is the form of maintaining a work book.

Accounting procedure and storage system

All employers, regardless of their organizational and legal form, must strictly comply with the rules for recording and storing work books. To do this, you need to create several journals:

1. Receipt and expense book. This document is maintained by the accounting department and records the movement of books and inserts.
2. Movement record book. Personnel officers or another department that accepts and dismisses from work enter information about the receipt or issuance of the document.

The requirements for these journals are also quite strict. First, the books must be bound and have page numbers. Secondly, they are certified and signed by the head of the enterprise. Thirdly, they are sealed.

Advice! As for storage rules, only employees authorized to work with them should have access to work books. To avoid damage, documents are placed in a metal box or safe.

Main methods of obtaining

You can obtain a work book in three ways:

• This document is issued at the first job where the citizen was officially employed. This option is the most common. But if the employer for some reason refuses to do this, the citizen should seek help from the court. After graduating from an educational institution, usually an institute or university, a work book is also issued along with the graduation diploma. But this option is not very common, so not all higher education institutions do this.
• You can also purchase a work book yourself. They can often be easily found in office supply stores. But before purchasing, you should pay attention to the authenticity of the future document. There should be a coat of arms, a characteristic luminous inscription and a seam. According to the law, in this case, the employer cannot require the purchase of a new document, but can only issue a form from licensed suppliers.

Self-purchase is possible if you need to get rid of unwanted records made by your previous employer.

Russian legislation on work books

The current Russian legislation contains legal norms indicating that the key document confirming the length of service and work activity of a particular person is the work book.

The main provisions are enshrined in the following legal acts:

1. Labor Code of the Russian Federation}
2. Decree of the Government of the Russian Federation “On work books”}
3. Resolution of the Ministry of Labor of the Russian Federation “On approval of the Instructions for filling out work books.”

All these documents, as well as the annexes to them, give a positive answer to the question of whether a work book is needed now.

How to get a job for the first time?

To receive a document for the first time, you can use the options described above. But in order for it to be valid, it is necessary to provide additional documents and fill out the necessary paperwork. This process also requires a specific algorithm, which will be described below.

Where to apply

The document is drawn up at the place of new work. Basically, their establishment and filling is carried out by the HR department employee. Sometimes this role is played by the leader himself.

The first place of work requires the presence of a new and blank form, which is filled out according to certain rules. If this is not the first job, the employee comes to the employer with a work book from his previous place of work.

Even if the employee had a submitted document, the law does not prohibit him from not providing it, replacing it with a new one. This happens if a citizen is not satisfied with his previous place of work. In turn, the employer is not obliged to check the accuracy of what is said and the existence of a previous employment record.

Despite the fact that an employee can independently purchase a work permit, it is better to prefer the option of preparing the document at work. Moreover, there is no specific law that would require you to do this yourself.

What documents are needed

In order to register a work book, you must have a passport with a diploma that confirms the person’s competence in the job for which he is applying. If this place of work does not require special skills and there is no need to have appropriate education, it is not necessary to provide it.

Men who served in the army, as well as former military personnel, should take their military ID with them. If a citizen has been in prison, it is worth having a certificate of release with you.

Registration process

In order to receive the long-awaited document, you should contact your employer or the HR department directly. Take the list of documents listed above with you and give them along with a new book, if you purchased one. If it is not there, the employer is obliged to provide it. The cost of the books will then be deducted from the salary of the future employee.

Before this, the employer is obliged to issue an order to hire a citizen. The deadline for completing the document varies depending on the situation. If we are talking about hiring, the appropriate notes are placed no later than a week later. If this is a dismissal, the mark is placed on the same day when the employee wrote his letter of resignation.

It is worth noting that the entry in the book must fully comply with the text of the order that was issued earlier. Each entry must be reviewed by the owner of the work and confirmed with a personal signature.

The details of the attached documents must be recorded in the book. If the citizen was previously a military serviceman, it is worth writing this down before a note is made about starting work in a new place.

How to fill it out correctly?

The document is filled out by an employee of the HR department. There is nothing complicated in this process, since the labor document contains a minimum of information. Each line indicates exactly what needs to be filled out.

The first name with last name and patronymic must be written down exactly as in the passport. The date of birth must also match. There should not be a single mistake, the handwriting should be legible, and a signature should be placed at the end.

As for making other entries, the citizen does not have the authority to do so. Everything regarding the place of work, deadline, and making additional notes is done by the HR department employee.

It is also important to make entries in documents in the state language. Notes are made in pen. All marks are made by hand, use typewriters and printers. There are no special restrictions regarding color. The filling employee should choose one of three options: blue, purple or black.

Procedure for issuance and storage

The book is first issued upon initial employment. Some employers buy it themselves and then deduct the cost from the employee's salary. And some immediately ask you to come with the purchased document. Anyone can purchase it, since it is freely available to everyone.

If you lose your document, you will need to purchase a new one. But you will have to confirm your previous work experience with a separate document, on which employers will put similar marks as in the primary document.

Upon employment, the employee hands over his book to his supervisor. An entry for employment must be made by him within a week after accepting it for storage. Upon dismissal, a corresponding entry is made, and the employment document is issued to the employee on his last working day. Throughout the entire working period, the organization is obliged to store these working documents of its employees.

At the time of receiving his work document, the employee must sign in the employer’s special journal about its receipt, so that subsequently there will be no claims against the manager for its loss.

What data is included in the work book and what is not?

To know exactly which data in documents is important and which is unacceptable, you should familiarize yourself with the list. Information that should or can be included in the document:

1. first name with surname and patronymic;
2. full date of birth;
3. name of the enterprise;
4. date of hiring, dismissal;
5. numbers of orders for admission, dismissal;
6. employee awards for success at work;
7. notes on discoveries, diplomas received, inventions, remunerations paid.

The name of the position for which the employee is applying is written in accordance with the Classifier of Occupations.

What is not included in the labor report:

• reprimands and penalties for the employee;
• information about received awards;
• type of employment contract;
• the period of being on social leave, which includes pregnancy, maternity leave for up to three years;
• being on vacation at your own expense;
• temporary relocation of an employee to another position, or combination with an old one.

Why did the question of abolishing labor rights arise?

A significant factor that does not indicate in favor of continuing to maintain work records is paperwork. Now the legislation regulating labor relations establishes that the employer must create (during initial employment) or maintain (upon subsequent change of place of work) a work book for each person who has worked for him for more than 5 days. In the event of his transfer to another position, to another division, reward or encouragement, not to mention dismissal, all this must be reflected in this document. Since all entries are made manually, this takes a lot of time. In addition, responsibility for the correct maintenance and safety of work records rests entirely with the employer, represented by the personnel employee.

Employers and potential employees, especially schoolchildren over 14 years of age, students or retirees who want to earn extra money, are increasingly faced with a situation where, when applying for a job, a civil law contract is concluded rather than an employment contract. Consequently, data on length of service and functional responsibilities performed are not entered into the work book. The period during which the employee performs his activities under this type of contract is naturally not taken into account when calculating his future pension.

How to get a work book if you lose your previous one?

Restoring a work record is a labor-intensive process.
So it’s better not to lose. The loss of a work book, like any other document, requires a lot of effort and energy to recover. The recovery process should begin after it is discovered who exactly lost the document. If it turns out that this was done by the employer, the employee has no need to worry. After all, all the paperwork will fall on his shoulders.

If this was done by the employee himself, the situation is more complicated. Issuing a duplicate requires a lot of time, because the data cannot be filled out simply from the head; you need to go to the archive, which contains a lot of information.

To begin the reconstruction process, you need to contact your last place of work. Within 15 days they are required to issue a recreated duplicate of the lost original.

The second recovery option is to independently apply to the pension fund. Here, within 10 days, a certificate of work experience and length of service is issued.

The situation is greatly simplified if the owner has a copy of the document. But, unfortunately, not in all cases, a photocopy can save you. In order to recreate a document, you must have certified copies. These are issued at the place of work in the HR department. In other cases, the copy has no weight in the restoration process.

If suddenly the enterprise in which the applicant worked was liquidated, its data is transferred to the State Archive. You can also make a duplicate when submitting a request to the MFC.

An extreme, but most effective measure is to file an application with the court. This method will help in recovering documents in 100 percent of cases.

Why do you need a number?

First of all, its authenticity can be established by series and labor numbers. This can be useful if the HR employee has doubts about the authenticity of the form provided by the employee. Below is a work book, a sample indication of the series and document number.

In practice, work record forms are practically not checked. And the presence of a number and series, watermarks and other methods of protection can serve as proof that the employer has an official Goznak document.

Unfortunately, the records themselves that are included in the labor record are also difficult to verify. Although, if a personnel employee has the desire and time, he can search for information about organizations based on the information on the stamp.

Insert form

Any work book (they are not differentiated by year of issue) can be continued with an insert. The insert form is an official continuation of the labor document. Employers do not have the right to record information about work in the awards section (such precedents have also occurred).

The insert is filled out in the same way as the labor document, starting with the title page. The series and number of the insert must be indicated on the first page of the work book itself.

The numbering of job information should be continued rather than started over. The title page of the insert must be filled out on the basis of the documents provided, and not simply copied from the work report. It is unacceptable.

Like the work form, the insert can also be checked by number and series.