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Published: 08/07/2016
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Filling out a work book with errors is a fairly rare phenomenon, but it still occurs in practice. After all, even professionals in their field, and even more so newcomers who have recently started working in the personnel department, are not immune from mistakes.
The reasons for incorrectly entering information can be very different. For example, due to inattention, the personnel officer missed something. Or the work book was received by the personnel department and already contained errors. In small companies, filling out such documents is often done by a secretary or other specialist who does not have the relevant experience.
Even one word entered incorrectly or a miscalculation with the numbering of the next entry will be considered an error. Every working citizen must carefully monitor what information has been entered into his work book. For example, the calculation of pension payments depends on the correctness of filling out. Therefore, if an error is detected, you must contact your immediate supervisor or a member of the HR department.
- What does the law say?
- Is it possible to fix it?
- Correction procedure
- What bugs are being fixed? Invalid entry
- Invalid date
- Error in details
- Incorrect award details
- Cover page errors
- Incorrect education record
What does the law say?
As stated above, errors in this document are rare.
And their discovery must be accompanied by mandatory correction, which is provided for by labor laws and government regulations.
In particular, the possibility of correction is indicated by instruction number 69, drawn up in October 2003 by specialists from the Ministry of Labor and Social Development.
This takes into account the peculiarities of storing work books, reflected in government decree number 225, issued in April 2003.
All corrections must be made taking into account the requirements specified in the listed regulatory documents.
Rules for correcting errors in the work book
Features of correcting the serial number in the work book
- How to correct numbering in a work book sample
- How to correct the serial number in the work book
- How to correct the entry number in the work book
For the employer and those responsible for maintaining and storing work books, negligence in filling out this document is accompanied by financial and administrative liability.
Let us remind you that entries in the work book are made carefully, using a rollerball pen (including ballpoint), gel or fountain pen, light-resistant ink (paste, gel) of blue, violet or black. Entries of dates in all sections and columns of the work book are made in Arabic numerals, with the day and month indicated in two-digit numbers, and the year in four-digit numbers (see: clause 12 of the Instructions for Work Books).
Is it possible to fix it?
Errors are not always associated with carelessness or ignorance of the specialist,
filling out work books. Sometimes the need to change and adjust data is required for other reasons. For example, an employee changed her last name after marriage or, conversely, returned her maiden name after a divorce. Such changes must be reflected in all documents, including those related to work activities.
If the corrections are due to inaccurate information on existing education and specialization, and also contain irrelevant personal data, the book must be completely replaced by issuing a duplicate.
It should be noted that a duplicate is issued every time if the corrections concern the title page of the document.
The only exception is a change of surname confirmed by documentation (for example, a marriage or divorce certificate was presented).
Incorrect Numbering in the Work Book How to Correct
At the same time, we believe that entries should be made starting from the number following the last entry made in the “Work Information” section of the work book, since all entries in the work book have their own serial number within the corresponding section.
To make a missed entry (while working for another employer), the following procedure is provided:
Situation 1: numbering when entries about work are included in the section “Information on awards and incentives” (read more...)
Correction procedure
The procedure for making changes to work books is quite simple. However, such corrections may be necessary in unusual cases. For example, inaccuracies or errors were discovered after a long period of time or even after the employee’s dismissal.
It should be noted that the period of the error or inaccuracy is not particularly important. In any case, editing is carried out according to standard rules. And it doesn’t matter whether an error was made this year or inaccurate data was entered into the document several years ago.
The procedure for making changes is as follows:
- The HR department employee enters the serial number of the entry (edit) in the first column of the section;
- in the next column, a note is made that a certain entry was incorrect (for example, number 2) and the document on the basis of which the specified entry was recognized as incorrect is indicated.
If corrections are made on the basis of copies of documents received by the employee from another employer, the personnel department employee must indicate who owns this document (for example, Creative LLC) - that is, the name of the legal entity is indicated.
In such a case, the date of the change will be considered the date of making the corresponding entry.
The change date cannot be specified as the date of the incorrect entry, as this will disrupt the chronology of the document.
The process of correcting numbering in a work book
How to correct the entry number in the work book
If a record with a broken numbering refers to the current place of work, then the order is taken on the spot. In the case where the mark was made in the organization where the employee worked previously, he must go to the former employer and ask for a copy of the required order on the hiring/transfer/dismissal of the employee (the employer does not have the right to refuse). If the organization in which the mark with the erroneous numbering was made is liquidated, the owner of the work book will need to obtain an extract from the order. This extract is made on the basis of archival documentation.
What bugs are being fixed?
Incorrect marks may be found both on the title page and in sections
or on document inserts. The procedure for correcting errors has a general algorithm, but some features characteristic of the type of error (its location) should also be taken into account.
Important! It is forbidden to shade an incorrect entry. It is carefully crossed out with a pen, and the correct text is written below. A document containing inaccurate information is subject to write-off and subsequent destruction. After which the employee is issued a new work book (a duplicate is created).
Invalid entry
Invalid entry is the most common error. If the entry was made by another employer, it can still and must be corrected at the new workplace. Corrections can also be made at the previous workplace, provided that the former employee is unemployed.
To correct information, you must submit all supporting documents.
Based on them, the HR department employee will perform the following actions:
- Open the “Job Information” section and enter information about the employer (indicate the full name of the organization, institution or enterprise) to clarify who exactly is making the entry.
- Below will indicate the serial number and date of making the mark in the document.
- In the third column of the section, he will write that the entry under such and such a number is invalid. Then he will indicate the correct information.
- In the fourth column it will provide a reference to a supporting document, for example, an order.
- Then the block with corrections is certified by the HR department employee who made the corrections and the owner of the work book (signatures are placed).
Invalid date
An incorrect date is also an error that requires correction. The correction procedure is as follows:
- The employee submits an application to the head of the organization or enterprise and asks to make corrections to the document.
- The manager issues an order and orders to make changes to the work book entries.
- The HR employee confirms in writing the existence of an erroneous entry.
- Then he enters the correct date, and indicates the issued order (date and registration number) as the basis.
- Then the changes are certified with a wet seal and the signature of an employee of the personnel department.
- If we are talking about editing the date of birth, the incorrect information is crossed out, and the correct date of birth is recorded at the top. The basis is the employee’s passport data (the series and number of this document are indicated on the side).
Error in details
An error in the details of a document (for example, an order) is changed through duplication of the entry.
The HR department employee rewrites the entire entry, but enters the data in the fourth column without error. If the error was contained in the order itself, the basis for the change is another order that cancels the previous one (it is the number of this canceling order that is entered in the work book).
Incorrect award details
Incorrect award information can be corrected by unchecking the incorrect mark and entering the correct information below. Strikethroughs are not allowed! The basis for editing is a separate order (its registration number and date of publication must be indicated).
Cover page errors
Title page errors are the most difficult to correct, since such changes are not provided for by law in most cases.
The exception is the change of surname. In this case, incorrect data is carefully crossed out, and a note about changes is made on the back of the document cover. For example, it is written that the surname Sinitskaya was changed to Sinitskaya-Femidi on the basis of a marriage certificate. Below, the HR department employee puts his signature and the wet seal of the legal entity.
Incorrect education record
The new education received by the employee also requires making notes in the work book. This is not a bug fix, but an addition to existing information. The new profession is entered on the title page separated by commas (for example, “economist, lawyer”).
Important! Any other errors on the title page will result in the destruction of the document and the issuance of a duplicate. The damaged form is written off and a special report is drawn up. The numbers of the forms to be destroyed are entered in this document. After which a new work book is filled out, and the old one is destroyed.
Find out in our article how to calculate the average salary. To choose between two payment systems (tariff and non-tariff), you will need to study this article. You will find out the detailed and necessary information about salary reductions in our article.
Incorrect Numbering in the Work Book How to Correct
- Violation of the rules of the Labor Code of the Russian Federation regarding filling out work books is punishable by an administrative fine in the amount of 30 to 50 thousand rubles. (for legal entities) or suspension of the enterprise’s activities for a period of up to 3 months.
- If incorrect entries in the work book are untimely corrected, the employer is obliged to compensate the employee for material damage equal to the period during which the person was deprived of the opportunity to carry out his work activity.
- the serial number is placed in accordance with the number of the last record>
- a note is made to recognize the entry under such and such a number as invalid>
- another entry is made (which was declared invalid) with a new serial number.
Correction of serial numbering of entries in the work book (read more...)
What is the risk of an error?
An error such as a numbering violation is not included in the list of gross violations of labor legislation, so the employer will most likely not be punished for it. At the same time, if a more serious inaccuracy is made, the manager will be obliged to pay the injured employee monetary compensation in the amount of his average earnings.
If the boss refuses to pay voluntarily, the owner of the record book has every right to sue him and collect this amount by force. A personnel employee who has made a serious mistake in maintaining the work record book can also be held accountable. But, unlike the employer, he will only suffer disciplinary punishment in the form of a reprimand or reprimand.
Graduated from the Russian State University of Justice (RSUP). Postgraduate student at the Moscow Institute of Public Administration and Law (MGIUP). Since the beginning of 2007, judicial practice, specialization Labor law and labor disputes.
