How to correct an erroneously entered notice of dismissal. A book?

18.06.2019

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6 min.

Even experienced HR or accounting employees make careless mistakes when filling out documents, and as a result, the entry in the employment record is invalid. No one is immune from the notorious human factor. Inspectors sometimes hastily indicate the wrong order number or date when dismissing an employee. It should be noted that the work book does not tolerate erroneous entries. The law provides for such cases, so the personnel officer must be able to remove them correctly. The article talks about how to do this in accordance with regulations.

When are changes made to the work book?

A limited number of people can make entries in the work book and correct them. Usually, in an organization, by order of the manager, a responsible person is appointed who is assigned these functions.

The list of positions that can be appointed by order has not been established. Therefore, the manager himself has the right to appoint and vest such powers.

Typically this is a HR or accounting specialist. In the case of an organization with a very small staff, the manager can make entries in the work book himself.

Errors are most often discovered during internal audits of personnel documents and then corrections are made by the responsible person. But situations are also common when a citizen discovers an inaccuracy after he has received the work book in his hands. Let's look at typical cases and what to do.

1. The owner of the work record book discovered an error in the information on the title page.

On the title page, according to the Instructions for filling out the book, it is possible to make only the following changes:

• related to changes in personal data (full name, date of birth). In this case, the original information is crossed out with one line, new information is written next to it, and a record is made on the inside of the cover about the document on the basis of which the changes were made. It is certified by the position of the responsible employee, the signature and seal of the organization;
• about education and specialty. In this case, the previous data is not crossed out, but the new entry is entered next to it. This addition does not require certification.

If a work book is being drawn up for the first time and an error is made on the title page, then such a form will be considered damaged and must be replaced.

1. The owner of the work record book discovered an error in information about work or awards.

In this case, you should proceed as follows:

• submit an application to the organization that made the error in the entry with a request to make corrections;
• request from the organization where the citizen worked and whose employee made an incorrect entry in the book for clarifying documents (copies of orders, employment contracts, etc.). With these documents, apply for changes to the employer for whom you currently work;
• request copies of orders, employment contracts, extracts, etc. in the city archive, if the organization has already been liquidated and the documents have been deposited in the archive.

Information updated and current as of December 2021

1. How and when you need to make corrections to your labor report in 2021
2. Rules for corrections and error options
3. The entry is incorrect
4. The text of the entry was entered by another employer
5. Correction of an error by the employer who made the entry after the dismissal of the employee
6. Incorrect dates indicated
7. Incorrect order details
8. Errors in employee award data
9. Replacing incorrect information on the title page of the work book
10. Correcting errors in the work book insert
11. Invalid entry
12. Wrong entry
13. Entries that cannot be corrected in the labor report

An invalid entry in the work book, the rules for filling which we have repeatedly discussed in articles in the section on labor law in the Russian Federation, is a fairly common problem, the absence of a solution to which often leads to difficult situations for employees (for example, difficulties when finding a new job) and for employers (appropriate legal consequences may be applied to them for an uncorrected error made by them).

Today, the permanent author and practicing lawyer Oleg Ustinov will tell you how to make an entry in the work book about the invalidity of the entry and how to carry out the correct procedure for each type of error.

Stay with us!

Nuances

If the labor inspectorate identifies an incorrect record of an employee’s movement, an order is issued, according to which the enterprise is obliged to restore the employee to his previous job or position, and to make a correct entry in the labor record.

In some cases, a citizen may express his disagreement with the wording of the reason for his transfer or dismissal.

If the disagreement is supported by the supervisory authority, the citizen is reinstated by the employer in his position or place of work, and an adjustment is recorded in the Labor Code containing information about the invalidity of the note and its number. The correction also records the restoration of the employee’s previous status.

When correcting, the invalidity of the entry with incorrect wording and its number are noted, a new reason for the employee’s transfer or dismissal is entered, but with the correct wording.

An example of adjusting the wording of a note in a labor document

Column 4 records the document that became the basis for the adjustment.

How and when you need to make corrections to your labor report in 2021

Corrections that an employer can make to the work books of its employees can be divided into 2 categories:

1. The first of these includes corrections that need to be made when adding or changing the personal data indicated on the title page of the document.
2. The second group includes corrections that the employer is obliged to make if he discovers an error in the sections “Information about awards”, as well as “Information about work”.

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

At the same time, it is worth highlighting as a separate group of grounds for corrections the employer’s discovery of an error in filling out the cover page of the work report. However, in this case, the employer must fill out a new form, and not correct the error!

According to the current legislation of the Russian Federation as of 2021, corrections are made in the following ways:

• Crossing out one line that does not interfere with the legibility of the record, followed by putting the correct information next to it.
• Recognition of data recorded in a document as invalid - by making an entry about it.

It is worth noting that the first of the above methods is used exclusively on the title page, and crossing out other sections on other pages is a gross legislative error and entails corresponding consequences (we will talk about them a little later).

How to fill out work forms correctly?

When filling out a work form for the first time, the procedure is as follows:

1. Entering information on the title page - including primary data about the employee, with verification against data from the passport and a document confirming the level of education.
2. The next important step is to enter information into the work records section.

The section must be completed every time a person officially changes his place of professional activity.

First, write the exact and full name of the institution. Some organizations put a special stamp with the name, and you don’t need to write anything by hand.

The next step is to make a record recording the fact that the person has officially started working.

Column 1 “Record number” contains the numbering of all records.

Column 2 – “Date”. There they must put in numbers the exact date of taking up the job, and the number should not have any disagreement with the employment contract.

Column 3 is the longest. Here you need to carefully enter what specific position the person will be assigned to.

Column 4 contains the basis for hiring - these are orders issued by the manager. First they write the name, and then its number, and the exact date in numbers.

In exactly the same way, information is entered regarding the transfer of an employee to another position, or to another department of one institution.

The section with information about incentives is filled out in the same way:

• first - the number under which the entry is made, in numbers - the actual date of the promotion;
• type of incentive actions - for example, gratitude, who issued it and the motive;
• document justifying the incentive - orders, resolutions.

Rules for corrections and error options

The Rules of Maintenance and Instructions for filling out work books are required reading for every employer - they include a list of specific instructions on how to correct an entry in the work book in 2021. We suggest considering the main types of error correction below.

The entry is incorrect

If errors are detected in the record, the employer, in accordance with current legislation, can correct it only by recognizing the record as incorrect. This rule applies to information contained in the sections on employee awards and work.

You can invalidate an entry in one of the following ways:

• The employer puts a corresponding mark that such and such (the entry number must be indicated) entry is invalid, after which he is obliged to enter the correct data. Simply put, this correction is done in two lines that have different sequence numbers.
• One of the entries acknowledges the invalidity of the information and explains the reason. For example, you can write “entry No. 4523 is invalid because the employee was reinstated.”

Invalid entry in the work book
It is worth noting that in cases where the entry about invalidity is a separate line, the employer does not put anything in column 4 (grounds)! We also note that all records, according to the requirements of the legislator, must be numbered in chronic order.

The text of the entry was entered by another employer

In cases where an error in the work book was made by a former employer, corrections can also be made by the current employing organization. But, only on the condition that this employer has on hand all the necessary relevant documentation for such a correction.

For example, if an employee has an error in the grounds for dismissal from a previous job, you will need a copy of the order with the correct data, as well as a covering letter, in the content of which the former employer must describe the previous situation.

If an employee requires a work permit in order to correct a mistake by contacting his former boss with this document, the issuance of the book must be formalized accordingly (the current employer draws up a corresponding receipt for receipt of the work permit). Otherwise, if the employee loses the document, responsibility falls on the organization that issued the work book!

Correction of an error by the employer who made the entry after the dismissal of the employee

If the found error is corrected by the former employer, he must indicate the full name of his organization, and then recognize the invalidity of the entry, and then enter new information. In addition, the work record includes the signature of the person who is responsible for maintaining and storing employee work books and the organization’s seal.

You will not find this procedure in the legislation, but in 99% of cases the process must comply with the listed points!

Incorrect dates indicated

If the essence of the error is the incorrect date of transfer, hiring, dismissal, etc., the error is corrected in the same order. The entry is simply declared invalid, after which the correct revision is made to the labor record.

Making an entry in the work book about the invalidity of the hiring date

Incorrect order details

Inaccurate or incorrect order details are classified by the legislator as an error, and their correction occurs in the general manner.

Errors in employee award data

Errors found in the “Information about awards” section are similar to the types described above - they cannot be entered using strikethroughs! Therefore, if they are identified, the employer is obliged to invalidate the entry and then enter the correct data or cancel the entry with the obligatory indication of the grounds for cancellation (for example, entry number No. 2321 was declared invalid due to an error in it in the order for awarding the employee's full name ).

Replacing incorrect information on the title page of the work book

Sometimes it happens that an employee’s personal data changes, which, of course, is not an error, although it requires prompt correction. To do this, the employer must:

1. Cross out the irrelevant entry with one straight line (so that it remains readable), and then write down the correct relevant information next to or slightly above.
2. Make an appropriate entry about this on the cover of the document, indicating the documents that served as the basis for such correction.

Similar to the method described above, the incorrect date of birth is also changed.

If an employee changes his last name after marriage, his passport still serves as the legal basis for making the change. The thing is that information is entered into the employment record on the basis of the employee’s main identification document, but a marriage certificate is not one!

A separate point worth highlighting is the specifics of correcting/adding data on your specialty or education. So, if an employee receives a second specialty or another education, the employer simply puts the new data separated by a comma, since obtaining a higher education does not “remove” the previously received secondary education.

Correcting errors in the work book insert

Most of the corrections and changes are made to the insert in the same way as for the work book. Moreover, if the data is changed on the title page of the main document, this procedure should be duplicated in the insert/inserts!

Sometimes the information reflected in the TC must be subject to changes. Sometimes an employee’s passport details, degree of education, and profession change. In addition, personnel officers sometimes make mistakes themselves when filling out the document. Let's figure out what to do in such situations.

What to do if you made a mistake when filling out the work form?

If an incorrect entry or information that does not correspond to reality is found in an employment document, it must be corrected where the inaccurate entry was created, or at a new workplace, be sure to have an official document from the employer who made the inaccuracy.

If a company disappears where a mistake was made when filling out the Labor Code, the corrective entry must be entered in the new workplace. When there is no such company, the enterprise where the employee currently works should be responsible for correcting the information in the Labor Code. The basis for creating corrections should be extracts from the necessary archival documents.

Regulations governing the introduction of corrections

When drawing up a work book (insert), correcting the specified information, you should adhere to the principle: you cannot make any corrections on top of existing entries, as well as cover up or cross out unreliable data.
The necessary amendments are made as follows: the erroneous entry is considered invalid, and the correct information is placed on the next line below, starting with the serial number. Important! Maintaining and filling out work books, including inserts for them, must meet the requirements of the Instructions approved by the Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69, as well as the Rules approved by the Government of the Russian Federation Decree No. 225 dated April 16, 2003. Download for viewing and printing:

How to change entries

Making changes to the work book when an error is made.

As has already become clear, changes to the Labor Code can be made if inaccurate information is discovered. This also arises in cases of changes in personal information about the worker, information about his profession, or degree of education.

To change an entry, you should follow the procedure. After the most recent entry in the book, it is necessary to enter the entry number in the first column in order, in the second column to record the date the entry was changed, and then in column 3 to display information about the reflection of the incorrectness or inaccuracy of the previous entry.

A valid entry is then written. In this case, in the fourth column it is necessary to indicate the name of the document, on the basis of which the correct entry is reflected in the TC.

A similar procedure applies to many situations regarding the invalidation of information about:

1. Transfer to a new position on a permanent basis.
2. Dismissal.
3. Unlawful dismissal.

All information is entered on the basis of issued orders from the employer.

This information can be entered no later than a week from the date the order is issued. The exception here would be dismissal - this entry must be written on the day of dismissal.

The records must comply with the orders according to which they were registered in the employee’s Labor Code.

Abbreviations in the Labor Code at the time of reflecting new information are prohibited. Corrections are made exclusively in Russian.

There are exceptions - a work book may contain information recorded in two languages, and the second may be the language of the republic that is part of the Russian Federation and has established its own state language. There are no special rules for maintaining a work book in a second language, but it seems that information in this format should be entered immediately after the first one, which was written in Russian.

The employer must inform the employee of any changes made to the Labor Code. The guarantee of familiarization will also be the personal signature of the employee in a special card in form No. T-2. This entry must be duplicated there.

Actions for specific errors

The procedure for changing incorrect information in a work book is generally standard for most situations, but there are cases in which there are nuances in registering changes in the work book. There are no fundamental differences from the basic situation, but it is necessary to strictly adhere to the order that was assigned by law for each specific situation.

Incorrect date

Correction of the record must occur according to the rules.

If the date of an event that occurred is incorrectly reflected - hiring, dismissal - HR specialists have two options for the development of events on how to make a change.

The first option is to make a note about the invalidity of the information under a certain serial number and immediately need to write down the correct date right there. The second option is to enter information twice: in the first entry indicate the incorrect data, and in the second indicate the correct date.

Both options have the same result, therefore. Each personnel officer chooses here the option that is more convenient for him.

Open Joint Stock Company "Territory"

Recruited to the investigative department as an assistant.

Order No. 38-L dated November 8, 2014

Entry number 7 is invalid.

Invalid entry

A timely detection of an error in filling out a work report will significantly facilitate the transfer to another job.

To recognize the information as incorrect, the only option is to merge the two records. This type of correction must be made at the employee’s place of work where this entry was made.

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

To correct it, you need to make a new entry with a note that the entry under a certain number is invalid and then make a correction appropriate to the situation.

If there is no possibility of correcting the entry at the previous place of work, such information can be corrected with the help of the successor employer, but the basis for the authority to change the information in the Labor Code must be provided in the document of the employer, as a result of whose activities the inaccuracies in the book were recorded.

Recruited to the marketing department as a marketing expert.

Order No. 33-L dated November 9, 2013

Entry number 3 is invalid.

Hired in the marketing department as a software engineer.

Incorrect entry of order details

In these situations, the change procedure is also simple - we declare the incorrect entry invalid, with the obligatory indication of its serial number. After this, you can copy the entire entry when adjusting the order details.

For example, you hire an employee for the position of economist. It looked like this in labor:

Open Joint Stock Company "Territory" (JSC "Territory")

Admitted to the statistics department as an economist.

Order No. 43-L dated August 19, 2013

Entry number 4 is invalid.

Accepted into the statistics department as an economist.

Order No. 45-L dated August 17, 2013

This is exactly what correct correction of information in the Labor Code looks like in a situation where incorrect order details are indicated.

Correction of award information

Common mistakes when filling out a work book.

And in this situation it is necessary to act in the same way as previously described. Here it is advisable to make one general entry so as not to get confused with dates and avoid unnecessary mistakes.

Typically, an error in the award data lies in the incorrect nature of the announcement of gratitude, therefore, you must be very careful when making corrections, since this section is the most erroneous among HR workers.

In short, everything looks the same as usual - the previous entry is declared incorrect, then a note is made in the same entry with the corrected data. Eg:

Open Joint Stock Company "Territory" (JSC "Territory")

Awarded a certificate of honor for participation in the preparation of the exhibition “Services-2013”

Order No. 51-K dated September 28, 2013

Entry number 6 is invalid. A letter of gratitude was written for participation in the preparation of the exhibition “Services-2013”

Changing information on the title page

Making mistakes when filling out can lead to serious consequences.

This is the most controversial and problematic part of the work book when it comes to making changes. In general, personnel specialists often argue with each other about the possibility of correcting the title page of the work book. According to the law, correction of information on the title page is possible, but only when situations such as:

1. Initial filling.
2. Error detection during further filling.

If the workplace is the first in an employee’s life, then according to the Labor Code of the Russian Federation, Art. 65 work book must be issued by the employer at his own expense. When an employer writes something incorrectly on the title page when filling out the Labor Code for the first time, the following procedure is necessary:

1. Prepare an act of writing off the form that was damaged.
2. Record accurate information on a new form.

It is worth noting that this scenario can only be used when filling out the book for the first time.

If subsequent employers identify inaccuracies, pension authorities may refuse to count the years worked when calculating length of service. In this situation, only judicial authorities can help, from which the owner of the book must receive a decision on the ownership of the document.

Fixing bugs in the insert

A smudged print is also a filling error.

There are usually two types of errors in inserts - smudged printing and inaccurate information. If the information on the organization's seal is difficult to read, corrections can be made.

There is an interesting point here - the law does not regulate the procedure for entering changed information into the TC insert if the print is poorly readable. This means that corrections can be made in a completely free form.

In the case of false information, everything is standard - the rules and procedure for correcting the document are exactly the same as for other pages. Invalid entries must be declared incorrect and entries must be made with the correct information.

It must be remembered that witness testimony is not a sufficient basis for making corrections to the work book insert.

And it is precisely to prevent such cases that a document from the employer is required.

Procedure and adjustment rules

Before taking any action when suspicious marks are detected in the TC, it is necessary to clearly understand the terminology used when working with the TC. This applies to the terms “correction”, “change”, “addition”.

The term “correction” is used in cases involving the replacement of an incorrect mark in the document in question. The terms “change” and “addition” imply a change or addition of information, respectively.

Example change

If an employee has made an incorrect mark in the Labor Code, he is recommended to contact the HR department, since issues of correct execution of the Labor Code fall within the competence of the employees of this department. However, not every enterprise contains such a department in its structure.

In this situation, the legislation of the Russian Federation allows the execution of a Labor Code personally by the employer, or by another specialist of the organization appointed by order.

An individual who provides a citizen with a job is prohibited by law from making adjustments to the Labor Code.

If incorrect information is identified in the document in question, the employee should:

• notify the employer about the identified incorrect data in the Labor Code and the need to correct them;
• provide the authorized person with documents on the legality of the information; to be entered to replace erroneous ones.

The following general rules are acceptable for correcting information:

Rules for correcting errors in the work book

When the organization that made an error in the Labor Code is reorganized or ceases to exist at the time the incorrect entry is discovered, the correction is made by the legal successor of the enterprise or a higher competent authority. If the specified options are not available, this problem is resolved in the enterprise archive.

Adjustments are made with a ballpoint or fountain pen containing waterproof and light-fast paste in purple, dark blue or black. Abbreviations are not allowed.