How to correctly fill out an employee’s position in a work book

Basic requirements for drawing up a work book

The general rules are established in articles and 84.1 of the Labor Code of the Russian Federation.
The details of these norms are contained in two documents. The first is the Rules for maintaining and storing work books (approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225; hereinafter referred to as the Rules). The second document is Instructions for filling out work books (approved by Resolution of the Ministry of Labor dated October 10, 2003 No. 69; hereinafter referred to as the Instructions). Let us list the key provisions. Firstly, all entries are made in pen. It can be ball, helium or feather. Blue, violet or black ink is acceptable. There is one exception - the initial entry about the employer in the “Employment Information” section can be made by affixing the appropriate stamp (Rostrud letter No. 1922-6-1 dated 08/19/15).

IMPORTANT. It is necessary to ensure that the ink does not fade over time, since the work book should serve the employee until retirement.

Secondly, abbreviations are unacceptable (for example, it is forbidden to write “order” instead of “order” or “direction” instead of “instruction”). When indicating the positions of employees and the abbreviated name of the organization, you can use abbreviations indicating the organizational and legal form (LLC, JSC, Federal State Unitary Enterprise, etc.).

Thirdly, uniform rules for reflecting dates have been established. The date and month are indicated in two-digit, and the year in four-digit Arabic numerals (for example, 10/24/2020). But there is an exception. On the title page, the date of filling out the work book is entered differently: the date and year are in Arabic numerals, and the month is in words.

Fourthly, in each section, records are numbered separately, using the continuous method (1, 2, 3, etc.). If all the pages of a section are completed, an insert is drawn up in which you need to continue numbering the corresponding section from the work book (clause 38 of the Rules).

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ATTENTION. Since 2021, employees have been given the right to refuse the usual work books issued on paper. In this case, information about the work will be “accumulated” exclusively in the Pension Fund of Russia database, without duplication in the traditional work book. The employee will be able to receive extracts from this database, including through the employer.

For more information, see: “Electronic work books: what employers should do in 2021”; “The Ministry of Labor has clarified how to certify a record of maintaining an electronic work book when issuing a paper copy to an employee”; “Electronic work books: read the latest explanations from Rostrud.”

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Additional questions

Is it possible to skip lines in TC

Inscriptions must be made without skipping lines. However, if there is a stamp on the previous entry that takes up one or two lines, then they need to be skipped.

It is unacceptable to enter information about your organization on someone else’s seal.

What pen should I use to fill out a work book?

When entering information about work into a book or insert, as well as when filling out the title page, entries must be made carefully, without any erasures. To do this, the personnel officer should have a blue, purple or black ballpoint pen that does not smear and is not too pale.

The recording must last a long time and be clear. If it gets smeared, it will have to be restored. They can rewrite the entry and declare it invalid even if the color of the information text is excessively dull, which makes it difficult to read.

The instructions also cover the use of ink. Currently, this permission is actively neglected by personnel officers, since there are practically no specialists left who master calligraphy, which requires the use of ink. If an ink blot is created when using them, the book may be considered damaged.

Is it possible to fill out a work book with a gel pen? Regarding helium pens, there are no direct instructions prohibiting their use. At the same time, their use is strictly not recommended:

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1. Their use can lead to damage to the work page, where entries have already been made on the reverse side. Helium paste can damage them, making the text illegible.
2. Helium paste does not always make the recording legible, as it leaves a wider groove.
3. Gel pastes are more easily smeared and even erased, which can ultimately render the TC unusable.

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If the pen is used improperly or if smudged or poor-quality entries are made, the labor inspectorate may impose a fine.

How to certify a copy of a work record book

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

IMPORTANT! It is important to remember that as of July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

   

What to do if an entry is missed

Entries must not violate serial numbers. If this happens, making an entry should be based on the general error correction algorithm in the TC. That is, under the next serial number you need to make an entry stating that an error was made (an entry was missed), and under the next serial number you need to make it.

But such actions cannot be carried out arbitrarily. In order for such an error to be corrected, a special order and grounds for correction are required. If the entry was missed by another employer, you must:

1. Make a request regarding an error.
2. Receive the necessary documents from the person responsible for the error.
3. Force him to correct his mistake.

Keep in mind that the mistake must be corrected by the employer who made it. In some difficult cases, it is necessary to seek correction of the error through the courts. Arbitrary interference is unacceptable.

This is very important because a missing entry can appear in two cases:

1. By mistake of one of the employers.
2. In case of fraudulent transactions with the work book on the part of the employee himself.

In both cases, vigilance and caution must be exercised.

When can you use the letter “ё” in writing your full name?

Many people are concerned about the question of whether it is possible to use the letter “е” in writing a first or last name.

Refer to the employee's passport.

If this letter is written in your passport, then you can safely put it.

If “e” is written in your passport, then you should not deviate from the passport data. Everything is extremely simple.

Filling out a work book for someone hired for the first time

The employer is obliged to issue a work book to a person who is hired for the first time within a week from the date of employment. In this case, the book is filled out in the presence of the employee (clause 8 of the Rules).

The work book form is purchased by the employer. But the costs are allowed to be passed on to the employee. In particular, at his request, the cost of the form can be deducted from his salary (clause 47 of the Rules). CCT is not used when issuing a work book (letter of the Ministry of Finance dated January 25, 2019 No. 03-01-15/4355).

The title page is filled out based on the documents that the employee brought (passport, diploma, etc.).

Data about the employee - last name, first name, patronymic, as well as date of birth - are taken from the passport. Date of birth is indicated in numbers in the format DD.MM.YYYY; the word “year” is not written.

From educational documents (diploma, certificate, certificate of training, etc.) information about education (secondary, specialized secondary, higher), as well as about profession and specialty is transferred.

ATTENTION. Entries must be made exactly as they are indicated in the education document, without any abbreviations.

The title page indicates the date of completion (day and year in numbers, and month in words). After this, two signatures are entered: the employee and the person responsible for maintaining work books. If the employer uses a seal, then it must be stamped.

Further entries in the work book of a person hired for the first time are made in the same way as for other employees.

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Rules for entering information

The order of the head of the enterprise is the basis for entering all information into the employee’s work book. If he was transferred to another position or place of work, then this must be completed within a week, and if he was fired, the mark is placed immediately.

All information is recorded in the following order:

• Company name;
• serial number of the entry in the book;
• date of entry;

It is unacceptable to make entries in abbreviated form and without a serial number. Everything must be clearly structured, otherwise it will be a violation of the design rules. The employee must be notified of all marks in his work book with his signature in the employee’s personal card, which must be kept at the enterprise.

Information is recorded in the work book using a ballpoint or gel pen in standard colors. Writing in green or red ink is not permitted.

All notes in this document are made in Russian or, if the company operates in a territory that has its own state language, in two languages ​​at the same time - Russian and national. If a person is hired for a job who is a citizen of another state and has a work book from a foreign country, then he is required to be issued another document that falls under the norms of the legislation of the Russian Federation.

An employee can check the information in his work record at any time, and to do this he needs to submit a request to his employer. He is obliged to submit the document or its notarized copy to the employee no later than three days later.

Changing the cover page

The data on the title page needs to be adjusted if any information about the employee has changed (for example, the person changed his last name, received an education, etc.). This is done as follows.

If we are talking about personal data (full name, date of birth), then the previous entry is carefully crossed out with one line, and new information is entered above it (or next to it). At the same time, the details of the document on the basis of which the changes were made are indicated on the inside cover. The entry on the cover is certified by the signature of the employer or the person authorized to maintain the books, as well as the seal of the organization (entrepreneur) or the personnel service, if such a seal is available.

Information about education, profession or specialty is adjusted differently. If the corresponding field has not been filled in, then you simply need to enter data based on the document submitted by the employee. If the “educational” columns have already been filled in, then new information supplements them, and does not replace them. This means that the employer adds information about the new education, profession or specialty, without crossing out the previously indicated ones.

REFERENCE. Correction of errors made when filling out the title page occurs in a different order (see the chapter below “How to correct an error in a work book”).

If the details of the owner of the shopping center have changed

Personal information in the Labor Code is subject to adjustment if the employee’s personal information has changed. How does a last name change in a work book? Data that has changed is entered into the Labor Code when confirmed by relevant documents. If an employee has changed her last name due to marriage, then the marriage certificate must be a supporting document. Correction of information is carried out by crossing out old information and entering new information. The inside cover is stamped and signed by the head of the HR department.

Hiring information

Information about hiring is reflected in the “Job Information” section. It is filled out in the same way both for those for whom a work book is issued for the first time and for those who have already worked before.

First, information about the employer is provided. They should be reflected in the form of a heading in the center of column 3 of section. Enter the full and, if available, abbreviated name of the organization, or the full name of the entrepreneur. As already noted, it is acceptable to use a stamp containing information about the employer. A serial number is not assigned to this entry.

Under the heading, a record of employment is entered directly. In column 1, the next serial number is entered (i.e., the next one after the one that is already in the book, or “1” if this is a new work book). Column 2 indicates the date of issue of the employment order (you can use the unified form No. T-1; approved by Resolution of the State Statistics Committee dated 01/05/04 No. 1). Column 3 contains information about what position and department (if it is specified in the order) the employee was hired for. And column 4 reflects data about the order itself: the name of the document, as well as its date and number.

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ATTENTION. No other information from the employment order, including information about the probationary period, is transferred to the work book.

Maintaining and storing employee work books

To appoint a person who will be responsible for preparing and maintaining work books and personal cards of employees, the head of the company writes an order in free form - this is legalized in clause 45 of the RF Government Rules of 2003 No. 225. In a large enterprise, work records are usually drawn up in the personnel department, but if the company does not have a personnel department, then work books and other documents may be under the responsibility of the accounting department, office management department, or secretariat.

To change the subordinate responsible for maintaining work records, a transfer and acceptance agreement must be concluded. The agreement includes the personal data of the owners of the books and the number of documents to be transferred. Without the signatures of the person who submitted and accepted the case, the act is considered invalid.

It is important to store work records in a place inaccessible to third parties. Most often, labor documents are stored in a locked cabinet or safe if the storage rules are violated, i.e. documents may be subject to damage at the storage location, and penalties may be imposed on the company. The storage period for work records is until the employee is dismissed. The storage period for labor documents is regulated by the list of standard documents (clauses 664, 686 and 695 of the List):

• Receipt and expense book for accounting of TK forms - 5 years;
• TK traffic record book – 75 years;
• Unclaimed work records – 75 years;

Filling out a work book upon dismissal

Information about the dismissal of an employee is entered in the “Work Information” section. This is done as follows.

Column 1 indicates the entry number (next in order after the number assigned to the previous entry). Column 2 contains the date of dismissal specified in the relevant order (you can use the unified form No. T-8). Please note that in some cases the date of dismissal may not coincide with the date of issue of the order. For example, this is possible during vacation followed by dismissal or dismissal for absenteeism.

In column 3 you need to enter the reason and grounds for dismissal. All data is transferred from the order. The grounds for dismissal are entered as written in the Labor Code of the Russian Federation or other federal law with reference to the article, part of the article, paragraph of the article (Part 5 of Article 84.1 of the Labor Code of the Russian Federation).

IMPORTANT. The following entries are allowed in the work book: “Dismissed”, “Employment contract terminated” or “Employment contract terminated”. This is due to the fact that the full name of the unified form of the order is: Order (instruction) on termination (termination) of an employment contract with an employee (dismissal). This means that the terms “dismissal”, “termination” and “termination” of an employment contract are equivalent.

In column 4 you must enter information about the details of the dismissal order (name, number and date of issue).

After the notice of dismissal is made, it is necessary to certify all entries made in the work book during the employee’s work. To do this, in column 3 of the “Work Information” section, on the line following the one indicating the reason for dismissal, the signature of the employee responsible for maintaining work records is affixed, indicating his position. If an organization or individual entrepreneur has a seal, this signature is certified by the corresponding imprint. The dismissed employee must sign on the next line

Examples of resignation records

The employment contract was terminated at the initiative of the employee, paragraph 3 of part one of article of the Labor Code of the Russian Federation.

The employment contract was terminated by agreement of the parties, paragraph 1 of part one of article of the Labor Code of the Russian Federation.

Dismissed due to the expiration of the employment contract, paragraph 2 of part one of article of the Labor Code of the Russian Federation.

The employment contract was terminated at the initiative of the employee in connection with retirement, paragraph 3 of part one of article of the Labor Code of the Russian Federation.

The employment contract was terminated due to the employee’s refusal to continue working due to a change in the terms of the employment contract determined by the parties, paragraph 7 of part one of article of the Labor Code of the Russian Federation.

Dismissed due to the employee’s refusal to transfer to another job, which was necessary for him in accordance with the medical report, paragraph 8 of part one of article of the Labor Code of the Russian Federation.

The employment contract was terminated due to the liquidation of the organization, paragraph 1 of part one of article of the Labor Code of the Russian Federation.

Dismissed due to a reduction in the number of employees of an individual entrepreneur, paragraph 2 of part one of article of the Labor Code of the Russian Federation.

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Why do you need a work book, its acquisition and registration

There are types of documents in circulation from 2004, 2003, 1973, 1938. All these samples are valid and do not need to be replaced.

The functions performed by the work book are as follows:

• From it you can learn about the reasons for the employee’s dismissal from previous jobs, awards, and length of service.
• A work record is required to calculate a pension

The employer must provide the employee with a work book if he is hired for the first time after graduating from a university or other educational institution. The employee must contact the HR department with a request to have a work record book for him in writing. When registering a work book, the young specialist must be present in person, and it must be completed within the first five days of the employee’s work. The fee for creating a Labor Code is charged to the employee (clause 47 of the registration rules), but not always:

• The TC was issued incorrectly;
• TK lost;
• Lost many TCs due to an emergency;

In all these cases, the cost of a blank work book form is borne by the employer.

Sometimes a situation arises that the hired employee has work experience, but the work book is lost or missing for some other reason. The HR department of the enterprise issues a new Labor Code to the employee, which includes:

• Confirmed work experience;
• Encouragements and gratitude from the old TC;

Purchasing clean work books is solely the task of the employer; they are purchased depending on the number of people hired who are employed by a company with a missing book. Labor code forms can only be sold by the official seller (“GOZNAK”); the purchase of labor from other persons is not provided for by the labor code and is a violation of it, for which the employer will be held liable (5.27 Code of Administrative Offences).

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How to correct a mistake in a work book

The procedure for correcting an error depends on where exactly it was made and when it was discovered. So, if an error is made when filling out the title page and is detected immediately, then such a work book is considered damaged and must be destroyed (with the drawing up of an act). A new book is issued for the employee (clause 42 of the Rules).

If an error on the title page is discovered after the employee has signed the form and made other entries in the book, then a correction will have to be made. An incorrect entry is crossed out with one line, and the correct data is entered next to it (top, bottom, side). The details of the document that became the basis for this edit are indicated on the left, on the inside of the cover. This entry on the cover is certified by the signature of the employer or his authorized person and a seal, if available.

If errors are identified in the “Employment Information” or “Award Information” sections, a different procedure is applied. Cross-throughs in these sections are not allowed, and all changes are made by invalidating the entries (clause 1.2 of the Instructions).

If you discover any error in the work data (including incorrect information about transfer or dismissal) or in the award data, you need to do the following.

In column 1, enter the next serial number of the entry, and in column 2, the current date. In column 3, enter the following text: “The entry for No. such and such is invalid.” And then in the same column, through a dot, indicate the correct information, if any. For example: “Record No. 12 is invalid. Hired as a mechanic." If the entry was made by mistake and there is no need to change it, then in column 3 it is enough to indicate the invalidity of the information. For example, if an erroneous dismissal entry was reflected under number 12 (and in fact the employee was not fired), then to correct it in column 3 it is enough to write: “The entry for number 12 is invalid.”

In column 4 you should enter information about the order or instruction on the basis of which the correct information was entered into the work book. If the new entry only cancels the previous one, then column 4 remains empty.

ATTENTION. You can make corrections not only in relation to “your” mistakes. Mistakes made by previous employers are corrected in the same manner. In this case, the initiator of making corrections must be the employee himself. The current employer can point out the mistake and is obliged, if the employee contacts him, to provide him with the necessary assistance (clause 27 of the Rules).

Responsibility for errors

As in any activity, errors when filling out the cover pages of work books lead to negative consequences. Their suppression is carried out using the following sanctions measures:

• Officials in case of a primary violation of the rules for filling out work books are liable in the amount of 5 to 50 minimum wages, and in case of a secondary violation they are disqualified for 1-3 years.
• For the first violation, legal entities are fined 300-500 minimum wages, and in the event of a repeat violation they may be completely suspended from their activities.

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All penalties from the above entities are carried out by the Labor Inspectorate.

How to certify a copy

A copy of the work record book is issued to the employee based on his written application. This must be done within three working days after receipt of the application (Article of the Labor Code of the Russian Federation).

The copy is formatted as follows. All completed pages of the work book are photocopied, starting from the inside cover. In this case, on each page of the copy an inscription is made (or a stamp is affixed) indicating the accuracy of the copy (“Copy is correct” or “Correct”). This inscription is certified by the signature of the employer or his authorized person indicating the full name, position and date.

On the copy of the page containing the last entry in the work book, immediately after this line the phrase “Works to date” is entered. This record is also certified by the signature of the employer or his authorized person indicating the full name, position and date.

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Part-time work and work book

Information about part-time work can be entered into the Labor Code in the HR department of the main employer company. Recording a part-time job is not required by law and is made only on the personal initiative of the owner of the document (Article 66 of the Labor Code). The citizen must submit a written request with the desire to make an entry in the Labor Code to the personnel department of the main employer company, and also attach a certified copy of the employment agreement signed by the director from the company where he works as a part-time worker.

Legal standards

The work book is the basic document about the employee’s work activity. It is necessary to calculate the employee’s length of service (both general and insurance, which forms the basis of pension accruals), and also serves as confirmation of the employee’s experience in employment.

The employer can verify the truthfulness of the reason given by the applicant for leaving the previous job, since the work book indicates the grounds for terminating the employment contract.

The procedure for storing and processing work books is based on the following provisions of the law:

1. Art. 66 Labor Code.
2. “Rules for maintaining and storing work books..”, approved by Government Decree in 2003 No. 225. This document approves the form, sample work book and insert, and also regulates issues of maintenance and storage.
3. “Instructions for filling out work books...”, approved by the Ministry of Labor of 2003 No. 69. This document determines the procedure for filling out sections of the work book and the procedure for correcting errors.

The work book belongs to strict reporting forms and contains the employee’s personal information. Therefore, very stringent requirements are imposed on its management and storage. Responsibility for violating the current procedure is provided for by the Code of Administrative Offenses of the Russian Federation.

Over the past 15 years, the rules for maintaining and storing work books have remained unchanged.