Rules for registration and filling of the work book. Dismissal at the employee's own request. How to make a notice of resignation

Today, the design of work books is regulated by the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation No. 225 “On work books” and Decree of the Government of the Russian Federation No. 69 “On approval of instructions for filling out work books”. But these regulations contain quite a lot of contradictions, therefore, in the event of a dispute, it is necessary to apply the document that has the greatest legal force - the Labor Code. So, to help personnel officers, a small instruction on filling out work books.

General rules for filling out a work book

Let's start with the fact that the document is maintained for each employee of the organization who has worked for more than five days and for whom this work is the main one. Such employees also include seasonal and temporary workers, as well as freelancers, if they are subject to social insurance. Work books of part-time workers are maintained at their main place of work, and in case of loss through the fault of the employer, a duplicate is issued.

All entries must be made in full (without abbreviations), have their serial number in the section, and all dates must be written only Arabic numerals. In this case, the number is written in two digits (for example, 03, 24 or 15), the month in two digits (for example, 01, 10 or 11), and the year in four digits (for example, 2014).

When an employee is hired, the authenticity of his work book is checked according to comparative characteristics and compliance of the data on the first page with the passport data (they must match exactly). In addition, the title page must bear the seal of the first organization in which the employee worked. Without a seal, the book is considered invalid. If violations or the absence of a work book are revealed, the employer starts a new one. And if the last record of the work of a new employee is not closed (that is, there is no record of dismissal from the previous place of work), then an admission record cannot be made, since there is no legal confirmation of dismissal from the previous place of work.

Records are not made in the labor record about the penalties imposed on the employee, with the exception of dismissal. But records on the establishment of continuous experience or non-inclusion in the continuous experience of certain time intervals are made in the prescribed manner.

Sections of the work book

There are only three sections:

• information about the employee;
• job information;
• award information.

The first section is located on the title page and contains information about the employee: last name, first name, patronymic, date of birth, information about education and profession (specialty). All these data are indicated in full, without abbreviations, initials, on the basis of a passport and education documents. After filling out the title page, the employee checks the correctness and puts his signature. The title page is also signed by the employee of the personnel department, who is responsible for maintaining work books. The official seal of the organization is placed at the bottom of the sheet. The second section is filled with information about work, where records are made about admission, transfer and dismissal, indicating terms, positions and names of organizations. Each entry is confirmed by the number of the order and the stamp or seal of the organization. In the awards section, all awards and incentives for an employee are recorded, indicating the date, achievements and awards, as well as the document on the basis of which the entry was made.

If any of the sections ends, the employee of the personnel department draws up a special insert in the work book.

Step by step instructions for filling

When hiring an employee, a representative of the personnel department must check that he has a work book and that it is filled out correctly. If there is no such document, then it must be created. How to fill out a work book correctly will be prompted by the Instruction approved by Decree of the Government of the Russian Federation No. 69, and in short, you need to proceed as follows:

Step 1. Checking or filling out the title page

The title page should include the following information:

• surname, name and patronymic in accordance with passport data;
• date of birth written entirely in Arabic numerals;
• education, for example, “secondary vocational” or “higher vocational”;
• specialty (indicated in the nominative case, for example, "accountant");
• date of filling (it must be no later than five days from the date of registration for the first place of work);
• owner's signature;
• signature and transcript of the signature of the employee of the personnel department;
• organization seal.

Step 2. Making an entry

After checking or filling out the title page, you can begin to enter information about hiring. This is done within the first five working days of the employee. First (before the text itself), you must either put the stamp of the organization, which indicates all its data, or write them by hand. Then you can proceed to fill in the graph:

• column No. 1 - serial number - is placed under the stamp of the enterprise or its name and opposite the entry on admission (dismissal, transfer);
• column No. 2 - date - it is filled in with Arabic numerals and fully corresponds to the date of employment (transfer, dismissal), regardless of what day the work book is filled out; in this case, the day of admission is the date specified in the employment contract, and the date of dismissal is the last working day;
• column No. 3 - information on hiring (transferring, dismissal) for work, renaming the enterprise, department without abbreviations, for example, “dismissed due to the expiration of the employment contract, clause 2 of part one of article 77 Labor Code Russian Federation” and the signature of the owner of the book;
• column No. 4 - the basis according to which the entry was made - an order, a protocol, a decision of the general meeting, its number and date, for example, “Order No. 148-ok dated 12.06.2010”.

Step 3. Awards

Only records of honorary titles, state awards, awarding diplomas, badges or diplomas, which are provided for by law, are entered in the "Information about awards" section. Russian Federation, the charter of the organization or the collective agreement. In this case, the entry is made, as well as when filling out the section "Information about work". I.e:

• in column No. 1 - the serial number of the entry
• in column No. 2 - date
• in column No. 3 - the type of award, by whom and for what merits the employee was awarded
• in column No. 4 - the basis (decree, order, resolution).

It should be noted that cash prizes and valuable gifts are not included in the awards section.

Filling the insert

If all the pages of one of the sections are filled out, then an insert is sewn into the book, which is maintained and filled out according to the same rules. The insert, like the work book, is a strict accounting form and when issuing it to an employee, the stamp “Insert issued” is stamped in the book indicating its number (you cannot make a handwritten entry, and the stamp is usually put on the title page, but you can do it on the spread covers).

The insert itself without a work book is considered invalid, and it is customary to sew it in between last page and cover (although regarding the place of sewing in exact instructions in regulations No). The page numbering in the insert continues the page numbering. And the seal of the organization must be put on the title page of the insert.

Entries about part-time

Employment history by law, it is filled in the organization where the person works as the main employee. It is not necessary to make records of part-time work. But at the request of the employee, they can be made. How to fill out a work book in this case? This should be done by an employee of the personnel department of the enterprise where the employee is the main one, and records are made on the basis of documents that the employee provides from the place of work part-time. If the employee works part-time at the same enterprise, then the entry is made on the basis of internal documents. The entry procedure is as follows:

• column No. 1 - the serial number of the entry is indicated;
• column No. 2 - the date of admission to a part-time job is indicated;
• column No. 3 - an entry is made about hiring a part-time job indicating the name of the structural unit of the organization, the name of the position, profession, indicating qualifications;
• column No. 4 - indicates the document with the number and date on the basis of which the entry was made.

If an employee is dismissed from a part-time job, then the dismissal is recorded in the same manner, on the basis of a document from the place of part-time work.

Title page corrections

Sometimes it becomes necessary to make corrections to the information on the title page. For example, if after marriage a woman changed her surname or vice versa, after a divorce she regained her maiden name. What does the Instruction on maintaining work books say about this? The answer is simple: the old data is carefully crossed out with one line and new ones are written down, while all changes must be made on the basis of documents (passports, marriage certificates, divorce certificates, birth certificates, changes in last name, first name, patronymic, date of birth). A link to the relevant document that the employee provides to the HR department is made on inside covers of the work book and is certified by the seal of the organization and the signature of the head or responsible person.

But there are cases when the personal data of an employee on the title page is indicated with an error (instead of "Natalia" it is written "Natalia" or a mistake is made in the date of birth or surname) and this is found out only when the employee gets a job. new job and the personnel officer, checking the documents, finds a discrepancy. In this case, according to the Instructions, you need to contact the former employer, who must ensure that errors or inaccuracies are corrected.

Common mistakes when filling out a work book

When checking, errors are often revealed that employees of the personnel department make when filling them out. Among the most popular:

• incorrectly indicated surname, name or patronymic;
• incorrectly recorded date of birth (when filling out the title page before November 11, 2003, the month of birth was indicated in words, and after November 11, 2003 - in Arabic numerals);
• lack of information about education (the column remains empty, and information about education is underlined at the bottom with one line); if a person first had one education, and then received another, information about him is recorded next to the first (in this case, a link to the document on the spread may not be made);
• education information is incomplete;
• profession, specialty is not indicated;
• the date of completion is not indicated;
• the signature of the owner is missing;
• there is no company seal on the title page;
• employment information is entered after six or more business days;
• violation of the procedure for indicating the basis for making an entry (in column No. 4, you first need to write the name of the document in full, then its date, and then the document number);
• affixing after the record of dismissal the seal of the personnel department of the enterprise (according to the current rules, after the record there must be an official seal of the organization);
• the absence after the last entry of the employee's signature, confirming that he is familiar with and agrees with all the entries;
• entering information about the work in the section on awards.

Post corrections

According to the Instruction, it is not allowed to cross out inaccurate entries in the sections "Information about the work" and "Information about the award". How to make a correction of an entry in the work book? An incorrect entry should be invalidated and a correct one entered.

If the numbering of entries is violated, then it can be corrected only by recognizing the entire entry under the corresponding number as invalid, and then putting the number under which the entry should be initially, and in column No. 3 write: "The entry for the number (indicate the number) is invalid." After that, you need to repeat the entry again under a different number.

Destruction of damaged forms

Obsolete, as well as damaged forms of work books or inserts are subject to destruction. This must be done according to the rules for working with strict accounting forms, creating a special commission that will confirm the destruction procedure by drawing up an appropriate act. The act indicates the reason for the destruction of the forms, as well as their serial numbers. All members of the commission sign the act, and the head of the organization approves the act.

Special cases

Often employees of the personnel department are faced with the question: how to reflect information that a certain period is not included in the continuous work experience. This happens if a citizen is assigned, for example, corrective labor. In this case, the corresponding entry is made in the work book:

• column No. 1 - the serial number of the entry;
• column No. 2 - date of entry;
• column No. 3 - an entry in the form: “Working time from (day, month, year) to (day, month, year) is not counted in continuous work experience”;
• column No. 4 - indicates the basis for the entry (order, order of the employer, which is issued in accordance with the ruling or verdict of the court), its date and number.

Special cases include the need to make a record of assigning a new category, category, class to an employee, as well as establishing a second profession. Relevant entries are made in the section "Information about work" in the prescribed manner. An example of filling out a work book with similar wording can be found below.

If during the period of work of an employee in an organization a change of its name is made, an entry about this is also made in the work book. This is very important point, since after changing the name at the enterprise, the seal will change and in the event of an employee leaving, a new seal with a new name will be placed under the record. And if there is no record of renaming, the pension fund will not count the time of work at this enterprise in the length of service. The same applies to renaming the position in which the employee works. If there were changes in the staffing table, they should also be reflected.

Surely, many have lost or heard from friends about the loss of a passport of a citizen of our country. Of course, the situation is not pleasant, but you must admit that the passport can be restored, since all the information contained in it is stored in the department of the Federal Migration Service.

The issue is different with restoration of work books. If you lost a work book, how to get a new one and what entries to make? How to fill out a new work book if the old one is lost?

Often, information from the labor is not contained anywhere except in the labor form itself.

This means that when it is lost almost impossible properly restore all the information they contain. As sad as it may be, situations like this happen quite often.

Someone loses their work independently, for someone it disappears in the archive of the organization.

One way or another, but if such a situation has occurred, a new work book is urgently needed to replace the lost one.

Just as often the question arises, if the work book is over, how to start a new one? We will try to answer these questions in our article. So, how to draw up a new work book?

Can I get a new one if I lost the old one?

How to start a new work book? If you have lost your work book, then, of course, the question arises of how to issue a duplicate work book after losing it?

Unfortunately, only citizens who have the right to carry out official labor activities in our country have a work book.

Therefore, you need to get, but not a work book, but her duplicate.

It often happens that a work book becomes an object of loss, but according to the law, an employee can only have one labor document . This means that the employee does not receive a work book, but its duplicate.

The legislator allows you to get a duplicate of the work book in case of loss, but warns that it should also be dealt with by employer and not an employee. Therefore, the design of a new work book (we give a sample below) lies on the shoulders personnel department employees enterprises.

What does a duplicate work book look like (photo):

When is a duplicate issued?

Let's try to figure out in what cases it is issued, and where to get a duplicate work book.

When lost

If a work book is lost, can a new one be issued? The loss of a work book is certainly a sad event. Filling in a duplicate work book in case of loss is complicated by the fact that you do not even see a piece of the old work book in front of you, which means that you cannot restore at least partially all your records.

One way or another, but since a duplicate is issued when a work book is lost, strongly require when applying for a job that each employer took photocopies of it, and only then sent all the documents together in a personal file.

How to issue a duplicate work book after its loss (example):

In case of damage

If the work book is corrupted, and it doesn’t matter how it happened, if the records are unreadable, then the employee should also think about getting a duplicate.

Broken work book tantamount to lost, because information from it also becomes inaccessible to people.

In case of mass loss by the employer

If for some reason work books were lost and not through the fault of the employee, but through the fault of the direct employer, this is a sign that on the shoulders of the employer responsible for their restoration. The loss of books can occur both through the fault of the employer, and through the fault of circumstances beyond his control.

How to change the labor if it is over?

If the work book is over, what to do and how to start a new one? In this case, there is no need to create a duplicate.

If there is no place in the work book, it is enough to ask the personnel department to insert extra form and write the following entries on it.

Other cases

If entries about the employee were incorrectly entered into the work book, and entries not related to the work appeared in it, the change of work book.

It should be replaced with a duplicate. The same applies to damage to labor in the form incorrect printing. Duplicate work book is issued on last place work.

The procedure for issuing a duplicate work book

Issuance of a duplicate work book in case of loss occurs on the basis of an application.

You can find a sample application for the restoration of a work book in our article.

An application for a duplicate work book is submitted on behalf of the employee in the name of the employer or directly to the organization.

First of all in the statement the basis is indicated, according to which labor was lost, and then a request is made. The immediate date of writing the application and the signature of the employee are put. You can type on a computer or write by hand in clear handwriting.

Who should apply?

The application is written in the name of the employer or in the name of the organization itself. But in writing an application, you can not contact the personnel department. As a rule, information about the employer is written in the header, namely his last name, first name and patronymic, as well as the name of the organization and its direct contacts.

How to write correctly?

A correctly written application for issuing a new work book contains contact information, the reason for the loss, a signature and a request for a duplicate. If the organization has a special form for this, use it.

Application must be written as competently as possible. It is practically unacceptable to leave errors in the application. It is also undesirable to have strikethroughs in the application.

A written application, like any other document, can be handwritten or printed on a computer, however, the seal and signature must be affixed individually to each application by the employer himself.

The text of the application should be as short and clear as possible. The presence of so-called water in the description of the situation is not allowed.

A clear statement of facts is required.

Sample application for a duplicate work book:

Request for a duplicate

If the employer agrees with the application, he prepares the issuance of a duplicate. For this, the organization an order is issued, according to which the employee is allowed to issue a duplicate. The order is obligatory for publication and is provided for familiarization not only to employees of the personnel department, but also to all employees of the organization.

The order has its even number. The number is placed depending on the number of published orders in this year.

Also, do not forget that the order can only be written on a computer. Handwritten edition of the order is not allowed.

The order must contain the main theses that would consolidate the possibility of issuing a duplicate work book.

The order must hang in plain sight organizations where everyone can have the opportunity to get acquainted. If such a place is absent, then the order is simply not simply served to each citizen for reading. If you do not do such actions, the issuance of the order is invalid from beginning to end.

Issuance period

A duplicate of the work book is issued in the coming days after the submission and acceptance of the application, but in fact the deadline for issuing a duplicate of the work book in accordance with the law is fifteen calendar days. During this period, it is necessary to meet the issue of issuing a duplicate.

Employees of the personnel department know how to issue a duplicate work book, we give a sample below.

Filling out a new labor

How to fill out a duplicate work book? The rules for filling out a duplicate work book are prescribed in section 7. .

Let's take a closer look at how to properly issue a duplicate work book.

How is it arranged?

So, how to make a duplicate work book?

Duplicate is done in the same way. as well as labor.

The initials of the employee are put, the seals of the organization are put and all the necessary information is written.

If possible, try to restore all the records that were in the labor.

What records need to be made?

In the work book, if possible, you need restore all records. To do this, you must contact all former employers. Otherwise, if recovery is impossible, do not think to write notes about your past work yourself.

A duplicate of the work book must be drawn up with the same accuracy as the work book. To be precise, all the rules that are typical for filling out labor, that is, accuracy, literacy and consistency, are also typical for filling out a duplicate.

Registration of a duplicate work book (sample):

What record is made for issuing a duplicate?

However, the duplicate must be signed as a duplicate so that no one gets confused because they think it is the original. On the title page, an employee of the personnel department writes in large letters the word "Duplicate".

Sample work book (duplicate):

Recording in a duplicate work book must be done accordingly, however, practice has different ways writing such a sentence. You can put the word duplicate and indicate the date of its issue, or you can write the phrase “duplicate issued on such and such a date” and this will also be considered a correct entry.

Duplicate work book (sample filling):

What to do if the old labor is over?

Is it possible to start a new work book if the old one has ended? In this case, in the old work book, the employee of the personnel department inserts new forms which continue to be recorded.

If it is not possible to insert the form into the labor, then you need replace workbook. To do this, all data from the title page and all data from the labor form are transferred to a new document.

If it is not possible to restore all records, make photocopies of them.

They will be needed at the time of applying to the pension fund.

If the work book has been completed, then the phrase is written in the new work book: “the work book was issued in exchange for the lost one” and the corresponding date is set. Also puts a record employee of the personnel department.

Is it possible to get rid of labor?

Some people have a question: “Is it possible to throw out a work book and start a new one?” If you lost your work book and started a new one, this is standard situation. But you can't throw away the work book. The fact that you yourself caused the loss of the document all the more deliberately leads to the imposition of administrative penalty in the form of a fine.

Useful video

How to start a new work book in case of loss, see the video below.

Conclusion

A work book is a very important and necessary document. Making a duplicate of a work book in case of loss can often be impossible if it is not possible to restore information from it.

Therefore, even knowing how to make a new work book, you need to follow the document itself, because anything can happen, but it is your work book that is the absolute guarantor of the payment of your future pension. Therefore, take care of your seniority and the document in which it is concluded.

“Employment book hiring - a sample of filling out” - such a question can be asked in a search engine even by a sufficiently experienced personnel officer who has filled out work books more than once. What are the main nuances of compiling the corresponding sample in 2018 and where you can download it, find out in the material below.

Registration of a work book when applying for a job: the sequence of actions of a personnel officer

Let us study the sequence in which the specialist of the personnel service of the company-employer must fix the registration of an employee for work in his work book.

Before filling out the workbook, the personnel officer must make sure that by this time an agreement has been signed between the employee and the employer, and an order has been issued by the head of the company to hire a person. Then, equipped with a pen with black, blue or purple ink, a personnel officer can fill out a workbook.

The optimal sequence of actions for the personnel officer is as follows:

• filling in column 3 of the main section of the workbook - "Information about work";
• filling in column 1 of the relevant section;
• filling in column 2;
• completion of column 4.

This sequence, as the practice of Russian personnel officers often shows, makes it possible to minimize errors when working with a workbook.

If a person is applying for a job for the first time, then the personnel officer will also need to fill out the title page of the document.

Let us now consider the features of performing each action in more detail. Let's start by filling out the title page of the workbook - we agree that there is a need for this.

Filling out a workbook when applying for a job: title page

Filling out the title page of the workbook should not be difficult. On it are fixed:

• surname, name, patronymic, date of birth of the employee (in the format XX.XX.XXXX, as in the passport);
• education of the employee (by diploma, certificate);
• his profession or specialty in accordance with the document on the assignment of a specialty or qualification (later in the article we will consider this nuance in more detail);
• date of filling out the document;
• employee's signature;
• the signature of the employee of the personnel department of the company in which the workbook is drawn up - as legibly as possible ( perfect option for the personnel officer - enter your last name by hand);
• company seal.

Filling in the title page of the workbook: nuances

There are a number of nuances of filling out the title page of the workbook. First of all, you should pay attention to the fact that:

• the employee of the personnel service signing the workbook must have the appropriate authority, issued by order of the director of the company (if this is not the case, then the director must sign the document);
• the norm according to which, from April 2015, Russian legal entities have the right not to use the seal in their work (Article 2 of the Law of April 6, 2015 No. 82-FZ), Rostrud does not recommend extending the procedure for filling out a workbook (letter of Rostrud of May 15, 2015 No. 1168- 6-1), so you need to put a seal in any case, and if it is not there, you should start it.

At the same time, the use of the seal by the company must be legitimized by indicating information about the seal in the Charter of the organization.

Above, we noted that the title page of the workbook may contain information about the profession or specialty of the employee. The basis for making entries in the appropriate column should be a document confirming that a person has the necessary competencies. This may not always be a higher education diploma, since the position held by a person will not necessarily correspond to the qualification received at the university. For example, if an employee has a bachelor's degree in physics and wants to become an assistant engineer for labor safety, then he needs to be certified for the corresponding position - and only after that, the personnel officer will be able to make an entry in the column about the profession on the title page of the workbook. Until then, this column can be left blank.

In order to change something on the title page of the workbook, you need:

• cross out the previous information with a continuous horizontal line;
• write in new information slightly higher or on the same line with the previous data);
• on the page of the workbook adjacent to the cover, record an entry reflecting the essence of the changes made (for example, “The surname was changed to the surname such and such on the basis of a marriage certificate”).

Forms of new workbooks, as a rule, are sold with holograms, which are to be glued onto the workbook and are used to protect certain information recorded in the document: once pasted, a hologram cannot be removed without damaging the document. The law does not oblige employers to use holograms, but they can, for example, protect the work book number, the signature of its owner or employer.

Filling out a workbook when applying for a job: entering data in column 3 "Information about work"

In column 3 of the main section of the workbook, in the first of the available lines on top, the full and abbreviated name of the employer is recorded. If at the disposal of the personnel officer there is a company stamp in which both details are indicated, you can use it and print the corresponding details in the workbook in this way.

The next available line, located below those in which the name of the company is entered, indicates the name of the position of the employee being hired as part of the phrase “accepted to the position”. If the employment contract specifies in which structural unit of the company the employee works, then information about this is also entered in the corresponding lines of column 3. If not, then nothing needs to be entered in the workbook.

The data indicated in the "Information about work" section of the workbook and not related to dismissal should not be certified by any signatures or seals. In turn, the information that is recorded in the document upon dismissal of an employee is certified by the signatures of the personnel officer and the resigning employee, as well as the seal of the company.

Filling in column 1

After filling in column 3 of the "Information about the work" section, you can proceed to entering information in column 1 of the corresponding section. It fixes the serial number of the entry in the workbook. It must be one more than the corresponding previous entry. The very first entry in the workbook - about hiring a person by the first employer - should have number 1, the second (for example, reflecting the fact of dismissal) - 2. The new employer will have to fill out the workbook using serial number 3 and the following numbers.

The serial number of the entry in the workbook is recorded in the line opposite the first line, starting from which the information in column 3 containing the name of the employee's position is indicated - that is, opposite the phrase "accepted to the position".

Filling in column 2

After filling in column 1, it will be optimal to enter data in column 2 of the “Information about work” section of the workbook.

In column 2, the date of commencement of work of the hired employee is recorded in fact - from the first day of his appearance at work. It will not necessarily coincide with the one that appears in the order, or correspond to the date the personnel officer filled out the workbook.

The date the employee was hired is recorded in the line, located on the same level as the line that indicates the serial number of the entry in the workbook (in column 1), and the one from which information about the employee's position begins (in column 3).

Filling in column 4

The next action of the personnel officer is to fill in column 4 of the section "Information about work". Everything is pretty simple here. It is necessary to enter the word “Order” in the line opposite the one in which the phrase “hired for the position” is present, and then indicate the date and number of the relevant document certifying the fact of hiring the employee.

Filling out a workbook when applying for a job: other nuances

We will study what other nuances are characteristic of the procedure for filling out a workbook by a personnel officer when applying for an employee to work.

• the desirability of indicating the full name of the individual entrepreneur, if the employer has the appropriate legal status(that is, in the first field of column 3 we write “Individual entrepreneur Ivanov Petr Sergeevich”);
• the inadmissibility of any abbreviations when writing text on the pages of a workbook;
• the need to enter information only in the blank fields of the workbook (they should not have any inscriptions or traces of the seal of the previous employer).

Where can I download samples of completed work books?

The experts of our portal have prepared for you a separate file with sample workbook pages that reflect the specifics of filling out this document when applying for an employee to work, taking into account the nuances that we discussed above. A sample of filling out a work book when applying for a job in 2018 can be downloaded from the link below.

How to draw up an insert in a work book, learn from the article .

Results

A work book is a document that is important to maintain without errors. This applies to fixing any information in it, including the one that reflects the procedure for applying for an employee to work. This procedure may involve the sequential filling of several sections at once and the column of the workbook.

You can study other nuances of workflow in personnel management in the articles:

The employer is obliged to organize the work of maintaining, accounting, storing and issuing work books. Responsibility within the enterprise to the head for the timely and correct completion of work books, for their accounting, storage and issuance is borne by a specially authorized person appointed by order (instruction) of the head of the enterprise (clause 45 of the Rules for maintaining work books, approved by the Decree of the Government of the Russian Federation of 16. 04. 2003 No. 225).

Here it should be noted that in the case of checking the work of the personnel service, the state labor inspector in without fail along with other documents, it will also require an order to appoint a person responsible for maintaining, accounting and issuing work books. Moreover, most often the inspector first asks the question of who keeps the work books of employees and at the same time asks to be presented personally. And after that, he asks to show an order confirming that it is this employee of the personnel department who is authorized to keep work books.

In the absence of this order, the state labor inspector will definitely issue an order to eliminate the violation of labor legislation. Therefore, it is better to immediately issue such an order, without taking the matter to extremes.

Consequences of violation of labor legislation (Article 5. 27 of the Code of Administrative Offenses of the Russian Federation):

overlay administrative fine for officials in the amount of 5 to 50 minimum dimensions wages:

1) for persons previously subjected to administrative punishment for a similar administrative offense, this violation entails disqualification for a period of one to three years;

2) imposition of an administrative fine on the organization in the amount of 300 to 500 times the minimum wage.

When issuing such an order, the head of the enterprise should not limit himself to only indicating the position - "put responsibility for maintaining, storing and accounting for work books on the personnel inspector." You must also specify the last name, first name, patronymic, because we are talking on the granting of special powers specific person .

It should also be noted in the order (instruction) that in the case of sending a responsible employee on a business trip, granting him leave or absence from work for good reasons his duties are transferred to the head of the department (Fig. No. 1).

Fig. 1 Sample order on the appointment of a person responsible for maintaining, accounting, storing and issuing work books

In this order, it is highly undesirable to distribute the functions associated with the maintenance, accounting and storage of work books among several employees. For example, one HR inspector is assigned the function of filling out work books, and the second is assigned the functions of accounting and storage. Because, on the one hand, this contradicts the "Rules for maintaining work books", according to which the employer must appoint one specially authorized person. On the other hand, it weakens control over the execution of the order.

In the event of the dismissal of an employee responsible for maintaining work books, his powers are transferred to another employee or transferred to the head of the enterprise for a while until a replacement is found. By the way, the employee responsible for maintaining work books does not make entries in his book and does not certify them - the entries are certified either by the head of the enterprise or by an employee specially allocated for this one-time personnel operation.

The transfer of authority to maintain, record and store work books of a resigning employee is formalized by the relevant orders:

– when transferring to a vacant position of another employee responsibility for maintaining, accounting and storing work books is reflected in the transfer order (Fig. 2);

Fig. 2 Sample order for the transfer to a vacant position of an inspector of the personnel department with the assignment of responsibility for maintaining, accounting and storing work books

– if per employee whose work function is not related to work books (for example, an office manager), under the conditions of combination, the obligation is imposed dismissed employee for the maintenance, accounting and storage of work books, then the transfer of powers is fixed in the order on the combination of posts(Fig. 3);

Fig. 3 Sample order on combining positions with fixing responsibilities for maintaining, accounting and issuing work books

– if these powers are vested in the second personnel inspector, then a special order is issued (Fig. 1).

Fig. 4 Title page of the work book

Fig. 5 Form of a work book

Fig. 6 The form of the insert of the work book

Rice. No. 7 Form of sections "Information on work" and "Information on awarding"

Let's take a closer look at how the work book is filled out. If an employee has a work book for the first time, then it is filled out only in the presence of this employee by an authorized representative of the enterprise administration. Entries are made with a fountain pen, ballpoint pen, gel pen or rollerball pen, light-resistant ink (paste, gel) black, blue or purple. Information about the employee is recorded on the first page (title page) of the work book and certified by the signature of a specially authorized person and the seal.

The work book is kept in Russian (the state language). However, on the territory of the republic that is part of the Russian Federation and has established its own official language- in Russian and in the state language of this republic.

With each entry made in the work book (insert), about hiring, transfers to another permanent job and dismissal, employees of the personnel service are obliged to familiarize the owner of this book (insert) against a receipt in a personal card, in which the exact entry from the work book (insert) is repeated.

Information about the employee are recorded on the first page (title page) of the work book (Fig. 8):

1) the surname, name, patronymic of the employee is recorded in full (without abbreviation or replacement of the name and patronymic with initials) and legibly on the basis of a passport or other identification document (for example, a military ID, foreign passport, driving license and etc.);

2) the date of birth is indicated in full on the basis of a passport, birth certificate or other identification document. For example, "July 12, 1968";

3) information about education is indicated on the basis of the relevant document (certificate, certificate, diploma, student card, record book, certificate educational institution etc.). All information is recorded according to the All-Russian classifier of information about the population (OKIN) and the All-Russian classifier of specialties in education (OKSO):

- basic general education- employee graduated high school, school with in-depth study of any subject, lyceum, gymnasium;

- secondary (complete) general education - employees studying in secondary specialized educational institutions (technical schools, colleges), but not graduating from them;

– initial professional education- the employee has graduated from a vocational school or equivalent educational institutions;

- secondary vocational education - the employee graduated from a secondary specialized educational institution (technical school, college)

- incomplete higher education- an employee who has completed three courses of a higher educational institution;

- higher education;

- Postgraduate education.

4) the profession and specialty are indicated on the basis of a document on education, qualification or availability special knowledge(when applying for a job requiring special knowledge or special training) or other properly executed document.

The date of filling out the work book is also indicated in full, as well as the date of birth.

Fig. 8 A sample of filling out the title page of a work book

After that, the employee certifies with his signature the correctness of the information entered. And the person responsible for issuing work books puts his signature at the end of the first page (title page) of the work book. The word "legible" means that the name of the responsible person must be indicated without graphic abbreviations and associations with initials. After that, in a specially designated place (MP), an imprint of the seal of the personnel service is affixed, and in the absence of one, an imprint of the seal of the enterprise.

Changes in the last name, first name, patronymic and date of birth are made by the administration at the place of work on the basis of a document (passport, birth certificate, marriage certificate, divorce certificate, change in last name, first name, patronymic, etc.) and with reference to the number and date of issue these documents.

Changes are made on the first page (title page) of the work book. In this case, the former surname, name, patronymic or date of birth is crossed out with one line and new data is recorded. Links to the relevant documents are written on the inside of the cover and certified by the signature of the head of the organization or a person specially authorized by him and the seal of the organization or the seal of the personnel service (Fig. 7, 8).

Fig. 9 An example of making changes in the "surname" column of the title page of the work book

Fig. 10 An example of making changes in the column "Date of birth" of the title page of the work book

Change (addition) of entries on the received new education, profession, specialty is carried out by supplementing the existing entries without crossing out the previously made entries. For example, if an employee had an initial vocational education, and he graduated from college, then, accordingly, his education became secondary vocational. In the column “Education”, “secondary vocational” is indicated separated by a comma (Fig. 11).

Fig. 11 An example of making changes in the column "Education" of the title page of the work book

All information about the work performed, transfer to another permanent job, qualifications, dismissal, awards are entered in the work book on the basis of the order (instruction) of the employer no later than a week.

Dates in all sections of work books are written in Arabic numerals (day and month - two-digit, year - four-digit). For example, if an employee was hired on December 12, 2005, an entry is made in the work book: “12. 12. 2005".

All entries made in the work book are numbered (numbering that increases throughout the entire period of the employee's work) and is made accurately and in detail, without abbreviations. For example, you cannot write "pr." instead of "order", "disp." instead of "instruction", "trans." instead of "translated", etc.

It is not necessary to certify with a signature and seal each entry made in the section "Information about work". The signature of the person responsible for maintaining, accounting and issuing work books, and the seal of the enterprise (personnel service) is affixed only after the record of dismissal.

Making entries in the work book of a new employee begins with the entry of the name of the enterprise. In column 3 of the section "Information about work" of the work book, the full name of the enterprise, as well as the abbreviated name of the organization (if any) are indicated as a heading. Moreover, this record is not numbered. For example, if the organization JSC "Firmnye Kolbasy" has an abbreviated name, i.e. the charter of the organization states that its abbreviated name is JSC "FK", then in accordance with clause 3. 1 of the Instruction, this abbreviated name is given after the full name ( Fig.12).

Fig. 12 Sample entry of the name of the enterprise in the work book

Next, a job entry is made, for which in column 1 the number of the entry being made is entered, and in column 2 the date of employment is indicated. Column 3 records the acceptance or appointment in structural subdivision enterprise indicating its specific name (if the condition of working in a specific structural unit is included in labor contract as essential), the name of the position (work), specialty, profession, indicating qualifications (Fig. 13).

Records about the name of the job or position for which the employee is hired are made in accordance with the names of the professions specified in the Unified Tariff and Qualification Reference Book of Works and Occupations of Workers (by industry), the Qualification Reference Book of positions of managers, specialists and other employees, All-Russian classifier professions of workers, positions of employees and wage categories or in accordance with the staffing table.

If the performance of work in certain positions, specialties or professions is associated with the provision of benefits or certain restrictions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements provided for by the relevant qualification reference books. Otherwise, the employee is deprived of the right to these benefits (for example, a preferential pension).

Fig. 13 Sample record of employment in the work book

Column 4 contains the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. During his labor activity, an employee can increase his rank or class (driver), about which a corresponding entry is made in the work book (Fig. 14).

Fig. 14 Sample entry in the work book about changing the category

In addition, an employee can master a second specialty (profession), about which an entry is made in the work book indicating the categories, classes or other categories of these professions, specialties or skill levels. For example, the second profession "Electrician for the repair and maintenance of electrical equipment" was established for the equipment adjuster in the food production industry, with the assignment of the 3rd category. In this case, in the work book in the section "Information about work" in column 1 the serial number of the entry is put, in column 2 the date of establishment of the second profession is indicated, in column 3 the corresponding entry is made, in column 4 the number of the certificate and the date of issue are indicated (Fig. 15 ).

Fig. 15 Sample entry in the work book about the establishment of a second profession

If, when establishing a second profession, an order imposes duties on the performance of these works (Fig. 16), then the following entry is made in the “Information about work” section of the work book (Fig. 17).

Fig. 16 Sample order on the establishment of a second profession with the assignment of additional duties

Fig. 17 Sample entry in the work book on the establishment of a second profession with the assignment of additional duties

Quite often in staffing additions or changes are made to the names of positions (professions) in connection with the relevant changes or additions made to qualification guides. These changes (additions) are made to work books on the basis of an order (instruction) or other decision of the employer (Fig. 18) in the following order. In column 1 of the section "Information about work" the serial number of the entry is put, in column 2 the date of the change in position (profession) is indicated, in column 3 the corresponding entry is made, and in column 4 the order number is indicated, which changes the staffing table.

Fig. 18 Sample entry in the work book on making a change in the name of the position

Organizations have been renamed quite often in the last decade. These renamings must be reflected in the work books of employees of these organizations. In this case, a corresponding entry is made in a separate line in column 3 of the section "Information about work" of the work book (Fig. 19). Column 4 contains the reason for the renaming - an order (instruction) or other decision of the employer, its date and number. In this case, the assignment of the record number and the date of its entry is not made.

Fig. 19 Sample entry in the work book about the renaming of the enterprise

According to clause 21 of the Rules, entries are made in the work book at the main place of work about the time of military service in accordance with the Federal Law “On Military Duty and Military Service”, service in the internal affairs bodies and customs authorities.

The time of service in the Armed Forces of Russia is determined by the entry in the military ID (date and number of the order of the Minister of Defense of Russia on conscription and dismissal from military service) (Fig. 20).

Rice. 20 Sample entry on the time of service in the Armed Forces of Russia

Entering records of the time of study in courses and schools for advanced training, retraining and training.

In the work book at the place of work, an entry is made with the indication of the relevant documents about the time of study at courses and schools for advanced training, for retraining and training of personnel.

Entries on continuous work experience in the work book are made in the following cases:

- if the continuous work experience is restored in the prescribed manner.

According to paragraph 23 of the Rules for maintaining work books, an entry on the restoration of continuous experience in the work book of an employee is made at the last place of work in next sequence. In column 3 of the section “Information about work”, an entry is made: “Continuous work experience has been restored from such and such a date, month, year”, in column 4 a reference is made to the document on the basis of which the entry was made, with reference to its date and number ( fig.21);

Fig. 21 An example of making an entry in the work book about the restoration of continuous experience

- if the time of work is not counted in the continuous length of service (for example, for persons who have served their sentence in the form of corrective labor).

According to paragraph 23 of the Rules for maintaining work books, a record is made in the work books of persons who have served correctional labor without imprisonment that the time of work during this period is not counted in the continuous length of service. The specified entry is made in the work book at the end of the actual period of serving the sentence, which is established according to the certificates of the internal affairs bodies. When a convict is dismissed from work in accordance with the established procedure and he enters a new place of work, a corresponding entry is made in the work book at the enterprise where he was accepted or sent. The recording is made in the following sequence.

In column 1 of the section "Information about work" the serial number of the entry is indicated, in column 2 - the date the entry was made, in column 3 the entry is made: "Working time from such and such a date (day, month, year) to such and such a date (day , month, year) is not counted in the continuous work experience. Column 4 indicates the basis for making an entry in the work book - an order (instruction) of the head of the enterprise, the date of its publication and number (Fig. 22).

Fig. 22 Sample entry in the work book about the non-inclusion of work time in continuous work experience

If an incorrect or inaccurate entry of information about work is found in the work book, it is corrected by the administration of the enterprise where the erroneous entry was made or by the employer at the new place of work on the basis of a document issued by the employer that made a mistake. The administration at the new place of work is obliged to provide the employee with the necessary assistance in this.

However, if the organization that made the incorrect or inaccurate entry is reorganized, the correction is made by its legal successor, and in the event of the liquidation of the organization, by the employer at the new place of work on the basis of the relevant document.

Corrected information about work must fully comply with the original order (instruction), and if they are lost, another document confirming the relevant information about work (archival documents related to the labor activity of employees, personal cards, payrolls, personal accounts for wages and etc.).

According to paragraph 29 of the Rules for maintaining work books, witness testimony cannot serve as a basis for correcting previously made entries, with the exception of:

– records for which there is a court decision;

– cases of mass loss of work books of employees as a result of emergency situations (environmental and man-made disasters, natural disasters, mass riots and other emergencies).

The seniority of these employees is established by the seniority commission established by the executive authorities of the constituent entities of the Russian Federation. The composition of such a commission includes representatives of employers, trade unions or other representative bodies authorized by employees, as well as other interested organizations.

Establishing the fact of work, information about the profession (position) and periods of work in this organization is carried out by the commission on the basis of documents available to the employee (certificate, trade union card, trade union member registration card, pay book, etc.). In their absence, on the basis of the testimony of two or more witnesses, knowledgeable worker on joint activities with him in the same organization or in the same system.

If an employee before entering this organization already worked, the commission is taking steps to obtain documents confirming this fact.

Based on the results of the work of the commission, an act is drawn up, which indicates the periods of work, the profession (position) and the duration of the work experience of the employee.

The employer, on the basis of the act of the commission, issues a duplicate of the work book to the employee.

If the documents have not been preserved, the length of service, including that established on the basis of testimonies, can be confirmed in court.

Correction and crossing out of previously made inaccurate or incorrect entries in the sections of the work book (insert) "Information on work" and "Information on awards (incentives)" is not allowed.

Amendments to the work book are made as follows (Fig. 23). After the last entry in this section, the next serial number is indicated, date of entry, and in column 3 an entry is made: "The entry for the number such and such is invalid." After that, it is made correct notation, and in column 4 it is indicated:

1. Date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered in the work book (Fig. 23);

Fig. 23 An example of making changes to an entry in a work book

2. Date and number of the order (instruction) or other decision of the employer, on the basis of which the correct entry is made. For example, in the event that a dismissal or transfer is recognized as illegal by the employer itself, the control and supervision body, the labor dispute resolution body or the court, the following entries are made in the work book:

– upon reinstatement at the previous job (Fig. 24):

Fig. 24 Sample entry in the work book about reinstatement at work

- when changing the wording of the reason for dismissal (Fig. 25):

Fig. 25 Sample correction in the work book

In this situation, it must be remembered that if there is an entry in the work book about dismissal or transfer to another permanent job, which was subsequently declared invalid, a duplicate of the work book is issued at the written request of the employee without making an entry declared invalid.

The head of the enterprise has the right to encourage and reward employees who conscientiously perform labor obligations(announces gratitude, gives out a prize, awards a valuable gift, a certificate of honor, presents to the title of the best in the profession). All types of awards and incentives must be entered in the work book. According to clause 24 of the Rules for maintaining work books, these include the following types of awards for labor merits:

a) awarding state awards, including conferring state honorary titles, on the basis of relevant decrees and other decisions;

b) awarding diplomas, awarding titles and awarding badges, badges, diplomas, certificates of honor, produced by the enterprise;

c) other types of incentives provided for by the legislation of the Russian Federation, as well as collective agreements, internal labor regulations of the organization, charters and regulations on discipline.

Employment records do not include bonuses provided for by the salary system or the payment of which is regular.

"Instructions for filling out work books" provides for the following procedure for entering information about the award. In column 3 of the section "Information on the award" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a heading. Moreover, this record is not numbered. Further, in column 1 the serial number of the entry is put, in column 2 the date of awarding is indicated, in column 3 it is recorded by whom the employee was awarded, for what achievements and what award, and in column 4 the name of the document on the basis of which the entry was made is indicated, with reference to its date and number (fig.26).

Fig. 26 Sample entry in the work book about rewarding with a valuable gift

Entries in the work book about the reasons for termination of the employment contract must be made in strict accordance with the wording specified in the order (instruction) on termination of the employment contract, and with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.

Then, together with the employee, you need to check whether the entries for hiring, transfers, qualifications, incentives (awards) and dismissal are correct. If an error is found, then appropriate corrections must be made.

After that, in accordance with clause 35 of the Rules for maintaining work books, all entries made in his work book during his work at this enterprise, including in the section “Information on awards (incentives)”, are certified by the signature of the employer or the person responsible for maintaining work books, the seal of the enterprise or personnel service, as well as the signature of the employee himself (Fig. 27). With his signature, the employee expresses his consent to the entries made in the work book, confirming his labor activity at this enterprise.

Fig. 27 Sample registration of a work book upon dismissal of an employee

If a retiring employee refuses to put his signature in the work book, he must be explained that, in accordance with clause 35 of the Regulations on the maintenance of work books, he is obliged to put his signature in the work book after familiarizing himself with the records available there. If, nevertheless, the employee refuses to put his signature in the work book, then an appropriate act is drawn up (Fig. 28).

Fig. 28 Sample act of refusal to sign in a work book

When filling out a work book in the state language of the Russian Federation and in the state language of a republic within the Russian Federation, both texts are certified.

The work book is issued to the employee on the day of dismissal (the last day of work) with a record of dismissal (termination of the employment contract) made in it. According to paragraph 6. 2 of the Instructions for filling out work books, the date of dismissal (termination of the employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and the employee.

For example, upon termination of an employment contract with an employee due to voluntary dismissal from December 10, 2005, the last day of work is December 10, 2005. In this case, the record of dismissal (termination of the employment contract) in the work book of the employee is made in the following order. In column 1 of the section "Information about work" the serial number of the entry is put, in column 2 the date of dismissal is indicated (10.12.2005), in column 3 an entry is made about the reason for dismissal (termination of the employment contract), in column 4 the date and number of the order are indicated (instruction) or other decision of the employer to dismiss (Fig. 29).

Fig. 29 Sample entry of dismissal in the work book

In the event of termination of the employment contract at the initiative of the employee for reasons with which the law associates the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is entered in the work book indicating these reasons (Fig. 30).

Fig. 30 An example of making an entry on dismissal of one's own free will in connection with the transfer of the husband to work in another area in the work book

Fig. 31 An example of making an entry about dismissal of one's own free will in connection with the need to care for a child under the age of 14 in the work book

In the event of a delay in the issuance of a work book to an employee due to the fault of the employer, the inclusion in the work book of an incorrect or inconsistent with federal law wording of the reason for the dismissal of the employee, the employer is obliged to compensate the employee for the earnings that he did not receive for the entire time of the delay. The day of dismissal (termination of the employment contract) in this case is the day the work book is issued.

However, if it is impossible to issue a work book on the day of dismissal due to the absence of the employee or his refusal to receive the work book in his hands, the employer sends a notice to the employee about the need to appear for the work book or agree to send it by mail. At the same time, sending a work book by mail to the address indicated by the employee is allowed only with his consent. From the date of sending the said notification, the employer is released from liability for the delay in issuing a work book to the employee.

In the event of the death of an employee, the work book, after making an appropriate entry on the termination of the employment contract, is handed over to one of his relatives against receipt or sent by mail upon a written application from one of the relatives (Fig. 32).

Fig. 32 An example of making an entry on the termination of an employment contract due to the death of an employee in a work book

Features of making entries on dismissal (termination of the employment contract) and hiring (appointment) to work in connection with the transfer of the employee to another permanent job to another employer (to another organization) or his transfer to elective work (position)

If the employee is dismissed in connection with the transfer of the employee to another permanent job to another employer (to another organization), column 3 of the section "Information about work" of the work book indicates in what order the transfer is carried out: at the request of the employee (Fig. 33) or from his consent (Fig. 34).

Fig. 33 An example of making a record of dismissal in the order of transfer to another permanent job to another employer at the request of the employee in the work book

at the request of the employee»applies when an employee voluntarily transfers to work in another organization.

Fig. 34 A sample of making an entry on dismissal in the order of transfer to another permanent job to another employer with the consent of the employee in the work book

Wording: “Dismissal due to transfer to another permanent job with another employer with his consent»applies when an employee is transferred to another organization.

Upon admission to a new place of work in the work book of an employee in column 3 of the section “Information about work”, the full name of the enterprise, as well as, if available, the abbreviated name of the organization, is indicated in the form of a heading. Under this heading in column 1 the serial number of the entry being made is put, in column 2 the date of employment is indicated.

In column 3, an entry is made about acceptance or appointment to the structural unit of the enterprise, indicating its specific name, position (job), specialty, profession, indicating qualifications. In doing so, it must be indicated that the employee was accepted (appointed) in the order of transfer and from which organization(Fig. 35).

Fig. 35 Sample entry for employment in the order of transfer to the work book

If the employee is dismissed in connection with the transfer to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed due to the transfer to an elective job (position) in (the name of the organization is indicated), paragraph 5 Article 77 of the Labor Code of the Russian Federation” (Fig. 36).

Fig. 36 Sample entry on dismissal in connection with the transfer to an elective position in the work book

When registering a work book at a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the section "Information about work" of the work book, an entry is made about what job (position) the employee was elected , and column 4 indicates the decision of the elected body, the date and number of its adoption (Fig. 37).

Fig. 37 A sample of making an entry about the election to a position in the work book

As follows from the provisions of Art. 16, 17, 19 and 275 of the Labor Code of the Russian Federation an employment contract with a person performing the functions of a sole proprietor executive body company, is concluded after the election (appointment) by its general meeting of participants in the company to the position CEO(director) for a period determined by the charter of the company. An employment contract is signed on behalf of the company, as a rule, by the chairman of the general meeting of the company’s participants, at which the general director (director) was elected (appointed) or authorized to do so by the decision of the general meeting of the company’s participants (which must be reflected in the minutes of the general meeting of the company ).

The Instructions for filling out work books, unfortunately, do not contain any provisions reflecting the procedure for filling out a work book when hiring (dismissing) persons elected (appointed) to the position of general director (director) of an enterprise. In this case, there are two possible solutions to this problem.

1) By general rule, the first order that the general director (director) issues after his election (appointment) is the order to take office. The basis for the order is the decision of the general meeting of the company's participants on the election (appointment) of the head of this enterprise with reference to the minutes of the general meeting, and the fixed-term employment contract concluded in connection with this.

According to paragraph 10 of the "Rules for maintaining and storing work books, making work book forms and providing employers with them," all entries about the work performed and dismissal are entered in the work book on the basis of the appropriate orders (orders) employer within a week. Therefore, based on a literal understanding this rule, the work book of the general director (director) must contain the above-mentioned order on taking office (Fig. 38).

Fig. 38 A sample of making an entry on the employment of the head of the enterprise in the work book

2) B personnel office work over the past decade, a practice has developed when, when making an entry in the work book, the protocol of the general meeting on the election (appointment) to the position of the head of the organization is indicated as the basis for hiring (Fig. 39).

Fig. 39 An example of making an entry on the employment of the head of the enterprise in the work book

Here a logical question arises - how to properly draw up a work book when the head of the enterprise is dismissed. Entries in the work book upon dismissal of the general director (director) are made in the usual manner, as for all other employees. Registration of dismissal depends on the basis on which he terminates his employment contract (Article 77 of the Labor Code of the Russian Federation, Article 278 of the Labor Code of the Russian Federation).

In accordance with clause 5 of the Instructions for filling out work books, an entry on dismissal (termination of an employment contract) in a work book is made on the basis of an order (instruction) or other decision of the employer. Therefore, the basis for the dismissal of the general director (director) along with the order (instruction) are other documents (for example, the decision of the Board of Directors of this organization, if this issue is within their competence) (Fig. 40)

Fig. 40 Sample entry on the dismissal of the head of the organization in the work book

The Constitutional Court of the Russian Federation confirmed the legitimacy of the procedure for terminating employment contracts with heads of enterprises and organizations. The court noted that Article 278 of the Labor Code of the Russian Federation and Article 69 of the Law of the Russian Federation “On joint-stock companies”, according to which the contract with the head can be terminated by decision of the owner, does not contradict the Constitution of the Russian Federation.

According to Art. 66 of the Labor Code of the Russian Federation, an entry in the work book about part-time employment is made at the main place of work at the request of the employee, on the basis of a document (Fig. No. 41) confirming part-time work.

However, nowhere is it specified whether the wish must be expressed in writing or oral. Therefore, it will not be superfluous if the employee writes a statement asking him to make the appropriate entries in his work book.

Rice. No. 41 Sample certificate issued at the place of work

Making an entry in the work book when applying for a part-time job has its own specific feature. Let's take a closer look at this issue with the following example.

In this case, the main place of work of Olga Ivanovna Sidorova is in the security department of OAO Metallopttorg. Hours of operation are three days. Ivan Ilyich in free time wants to work in our company. He expressed a desire that information about part-time work be included in his work book. To do this, we are obliged to issue him a document confirming his part-time work (certificate of work at our enterprise or a duly certified job order). On the basis of the issued document at the place of main work (JSC Metallopttorg), the following entry will be made in the work book.

An entry in the ore book is made in the following order. In column 1 of the section "Information about the work" of the work book, the serial number of the entry is put, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about the acceptance or appointment as a part-time worker in the structural unit of the organization indicating its specific name ( if the condition of working in a particular structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession, indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number (Fig. 42 ).

Rice. No. 42 Sample record of part-time work in the work book.

When registering an internal part-time job, an entry in the work book is made in the same order as the external part-time job, except that the name of the organization is not indicated (Fig. 43).

Fig. 43 An example of making an entry on the employment of an external part-time worker in the work book

According to Art. 288 of the Labor Code of the Russian Federation, except for the grounds provided for by the Labor Code of the Russian Federation and other federal laws, an employment contract with a person working part-time may be terminated if an employee is hired, for whom this work will be the main one (Fig. 44).

Fig. 44 Sample entry on the dismissal (termination of the employment contract) of a part-time worker in the work book

The imprint of the seal is put only after the dismissal of the part-time worker from the main place of work.

In accordance with article 104 of the Criminal Executive Code of Russia, the time for attracting convicts to paid labor counted in their total work experience . The document confirming the time of work of the convict in places of deprivation of liberty is a work book, and in its absence, a certificate issued by the administration of the correctional labor institution. The form of such a certificate is enshrined in the appendix to the Instruction on the procedure for recording the work time of convicts during the period of serving their sentence in the form of deprivation of liberty, counted in the total length of service, approved by order of the Ministry of Internal Affairs of the Russian Federation of December 14, 1992 No. 453.

This working time does not count towards continuous work experience and this is recorded in the work books (see "Entering records of continuous work experience").

In cases where all the pages of the section "Information about work" or the section "Information about incentives" are filled in the work book, the work book is supplemented with an insert that is sewn into the work book, filled out and maintained by the administration of the enterprise at the place of work of the employee in the same manner, like a workbook. An insert without a work book is invalid. The title page of the insert in the work book is drawn up in the same way as the title page of the work book (Fig. 45).

Fig. 45 Sample design of an insert in a work book

On the first page (title page) of the work book, a 10 x 25 mm stamp is placed at the top with the inscription “Insert issued”, indicating the series and number of the issued insert. With each subsequent issuance of the insert, the next stamp is placed, and the series and number of the next issued insert are indicated.

A duplicate work book is issued in the following cases:

- If the work book (insert to it) is lost. A person who has lost a work book (insert to it) must immediately notify the administration at the place latest work. Not later than 15 days after the application is submitted, the administration issues to the employee another work book or an insert to it (new samples);

- If the work book (insert to it) has become unusable (burnt, torn, smeared, etc.);

– If the records of dismissal or transfer to another permanent job were subsequently declared invalid;

- If the employee is reinstated in connection with the issuance of an acquittal agreement, the termination of the criminal case due to the absence of an event of a crime, due to the absence of corpus delicti in the act or due to the failure to prove his participation in the commission of a crime;

– If work books of employees are lost as a result of emergency situations (environmental and man-made disasters, natural disasters, riots and other emergencies).

In the upper right corner of the title page of the duplicate work book, the inscription is made: “Duplicate” (Fig. 46).

Fig. 46 Sample design of the title page of the work book

On the title page of the previous work book, it is written: “A duplicate was issued instead” indicating its series and number (except in cases of loss of the work book) (Fig. 47).

Fig. 47 Sample design of the title page of the work book

When issuing a duplicate work book, the following shall be entered into it:

a) information about the total and (or) continuous work experience of the employee before entering this organization, confirmed by the relevant documents;

b) information about work and rewards (encouragement), which were entered in the work book at the last place of work.

The total work experience is recorded in total, that is, it is indicated total amount years, months, days of work without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.

If the employee has already worked before joining this organization (to this employer), then when filling out a duplicate work book in the section "Information about work" in column 3, first of all, an entry is made about the total and / or continuous work experience as an employee before entering the this organization (to this employer), confirmed by the relevant documents (Fig. 48).

Fig. 48 Sample entry of the total experience in the work book

After that, the total and / or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; column 3 contains the name of the organization (employer) where the employee worked, as well as the structural unit and work (position), specialty, profession, indicating the qualification for which the employee was hired. If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this.

In the case when the documents on the basis of which entries were made in the work book do not contain complete information about work in the past, only the information available in these documents is entered into the duplicate of the work book (Fig. 49).

Fig. 49 Sample filling in the "Information about work" section of a duplicate work book

Then, column 2 indicates the date of dismissal (termination of the employment contract), and column 3 - the reason (reason) for dismissal, if the document submitted by the employee contains such data. Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made.

The original documents confirming the length of service, after making copies of them and duly certifying them by the employer or the personnel service, are returned to their owner. The administration of the enterprise is obliged to assist the employee in obtaining documents confirming his work experience prior to admission to this organization.

In accordance with Art. 62 of the Labor Code of the Russian Federation, the employer is obliged, no later than 3 days from the date of filing a written application, to issue to the employee copies of documents related to work (copies of the order for employment, orders for transfers to another job, order for dismissal from work; extracts from the work book; certificates of wages, working hours this employer and etc.). These copies of documents related to work must be duly certified and provided to the employee free of charge (Fig. 50).

Rice. No. 50 Sample mark on certification of a copy

The rules for maintaining work books and the Instructions for filling out work books provide for the possibility of issuing a work book to an employee only upon dismissal. If an employee of the personnel service issues a work book to a working employee, then he thereby violates the Rules for maintaining work books, and since this document refers to acts of labor legislation, the employee of the personnel service can be held liable in the prescribed manner.

Employment books are kept by the administration of the enterprise as strict reporting forms, and are issued to the employee only upon his dismissal. Labor books and their duplicates not received by employees upon dismissal are stored for two years in the personnel department of the enterprise separately from labor books of employees who are at work. After that, unclaimed work books (their duplicates) are stored in the archives of the enterprise for 50 years, and after the specified period can be allocated for destruction in the prescribed manner.

Fig. 51 Sample income and expense book

According to the accounting of forms of work books and completed work books, the following documentation is maintained at the enterprise:

a) income and expenditure book for accounting for forms of work books and inserts to them (Fig. 51).

IN this book all transactions related to the receipt and expenditure of forms of work books and inserts to them are entered, indicating the series and number of each form. The book is maintained by the accounting department of the organization;

b) a book of accounting for the movement of work books and inserts to them (Fig. 52).

Fig. 52 Sample book of accounting for the movement of work books and inserts to them

The book of accounting for the movement of work books and inserts to them is maintained by the personnel service or another division of the enterprise that draws up the admission and dismissal of employees. This book registers all work books accepted from employees upon employment, as well as work books and inserts to them with a record of the series and numbers issued to employees again. Upon receipt of a work book in connection with the dismissal, the employee signs in a personal card and in the accounting book.

The income book and the book of accounting for the movement of work books must be numbered, laced and sealed with the signature of the head of the organization and a wax seal.

Forms of work books and inserts to them are stored in the accounting department of the enterprise as documents of strict accountability and are issued upon request to the account of the person responsible for maintaining work books. On a monthly basis, the accounting department requires from the person responsible for maintaining work books a report on the availability of forms of work books and inserts to them and on the amounts received for completed work books and inserts to them, from application of the receipt order of the cash desk of the organization. An act is drawn up on the forms of work books and inserts to them spoiled during filling.

When issuing a new work book or an insert to an employee, the employer charges him a fee, the amount of which is determined by the amount of expenses for their acquisition, except for the following cases:

1 In case of mass loss by the employer of work books of employees as a result of emergency situations (environmental and man-made disasters, natural disasters, riots and other emergency circumstances)

2 In case of incorrect initial filling the work book or its insert, as well as in case of damage through no fault of the employee, the cost of the damaged form is paid by the employer.

Employment book (filling in) -issues related to this part of office work are of interest to each employer. In this article, we will look at common questionsfilling out a work book, including the mainrules for maintaining work books, them legal basis, as well asrules for filling out work bookswhen hiring and firing.

Employment book: how to get

A work book is an important document that certifies the length of service and labor activity of an employee. This information is necessary not only for the applicant when applying for a job, but also for a citizen to receive certain social guarantees, benefits, pensions, etc. Filling out a work book, as well as the procedure for its establishment, storage and accounting, are regulated, in addition to the Labor Code, by relevant government decrees and the labor ministry.

The type of work book and its insert, as well as the Rules for maintaining and storing work books, preparing work book forms and providing employers with them, were approved by Decree of the Government of the Russian Federation “On work books” No. 225 dated April 16, 2003 (effective from 01.01. From this document you can find out what the current form of the work book looks like, but there you will not find a sample of filling out the work book of 2017, only separate rules regarding filling.

By the way, work books of the previous sample are valid to this day and cannot be exchanged for a new sample.

The procedure for issuing a work book, an example of correct filling (sample 2017)

When applying for a job, a future employee presents his work book for registration of labor relations with the employer. If the worker gets a job for the first time, then, upon the relevant application, the employing organization (or individual entrepreneur) draws up a new book for the worker. The employer makes an entry in the work book for everyone who has worked for him for more than 5 days (not part-time, but at the main place).

The employer, according to the procedure for filling out the work book, must make the following entries in it:

• about the worker;
• the work itself;
• internal and external transfers;
• about dismissal;
• awards and merit of the employee.

Important: data on penalties are not entered in the work book, an exception may be a penalty in the form of dismissal of an employee.

If the worker has not only the main job, but also a part-time job, the main employer can, at the initiative of the employee himself and if there is a certificate that confirms such a part-time job, make an entry in the work book about part-time work as well.

The obligation to organize work on the storage, maintenance and accounting of work books is assigned to the employer, and the obligation to directly store, record and maintain the work book, the employer imposes on the employee appointed or by order. Designated employee (named in different organizations may be personnel specialists, personnel clerks, accountants, managers, etc.) has the right to fill out work books and certify entries in them with his signature and seal of the organization. Orders for the appointment of authorized persons, as a rule, are checked by the labor inspectorate.

Important: you can only appoint an employee responsible for issuing a work book for whom such duties are provided for by an employment contract or job description. If the head of an organization or an individual entrepreneur maintains personnel records on his own, then he must issue an order on the assignment of functions for the implementation of personnel records to himself. An example of filling out a work book can be found on the Web without any problems.

General rules for filling out a work book according to the Labor Code of the Russian Federation

How to fill out a work book when applying for a job or when dismissing? Here are the basic rules for filling out work books in 2017:

1. Employment books are filled with fountain, gel or roller pens, ink in black, blue or purple.
2. When filling out a work book, Arabic numbers are used, while the date and month are 2 characters, the year is 4 characters. For example: 01/20/2017.
3. When registering, the state language of Russia is used, i.e. Russian. If an additional state language has been introduced in the subjects of our country, you can use it when filling out a work book.
4. Abbreviations cannot be used in the work book, including in the titles of positions, orders, orders, etc. All words are written in full.
5. Any data is entered into the work book on the basis of the relevant order (order) and must exactly match it.
6. Entries are made no later than 7 days from the date of the event, with the exception of employment records (no later than 5 days) and dismissals (on the day of dismissal).
7. Each entry in the workbook must have its own serial number. There are the following exceptions to this rule:

• the serial number is not put when renaming the employer;
• when filling out a duplicate work book, a serial number is not written in the case of a record of work experience;
• headings are not numbered in the "Job Details" section.

Is it possible to have two work books at the same time?

According to labor law, an employee must have one work book in which the employer makes all the necessary entries. However, sometimes, due to various life circumstances, it may happen that an employee has a second work book.

This can happen, for example, if an employee quit, lost his work book, and when he was hired for a new job, he was issued a new work book (part 5 of article 65 of the Labor Code of the Russian Federation, letter Federal Service on labor and employment dated April 30, 2008 No. 1026-6). Subsequently, the worker found the lost book. So he had 2 documents at the same time.

In this case, the legislation does not prescribe any sanctions for the employee to have 2 work books. The employer also does not have the right to fine an employee in any way or refuse to hire him on this basis (part 1 of article 64 of the Labor Code of the Russian Federation).

At the same time, the employer must enter information about work and other necessary entries only in one of the work books, since the law does not provide for keeping several books for one employee.

Use when dismissing and when hiring samples of filling out a work book

As already mentioned above, when hiring, the employer, according to the rules for issuing a work book, no more than 5 days later makes an entry in it about his admission on the basis of an order. If a citizen is hired for the first time, then he signs on the title page of the work book entered by the employer, which confirms the correctness of the information entered in it (but he is not responsible for the correct filling of the work book).

Important: if the employer - individual who is not an entrepreneur, then he cannot start new work books and make notes (records) in the work books provided to him. Confirmation of the time of work activity and length of service in this situation for the worker will be an employment contract, which is concluded in writing.

On the day the employment relationship ends (the last day of work), the employer must give the employee a work book and other documents related to labor activity and also calculate the employee.

When to submit a work book different reasons there is no possibility, the employer notifies the worker in writing that it is necessary to pick up the work book or send him consent to send the work book by mail. From the moment of sending such a message, the employer is not responsible for the delay in issuing a work book. In addition to the above, liability is removed if the last day of the employee's work activity does not coincide with the end date of the employment contract.

In order to avoid mistakes, it makes sense for the person responsible for conducting personnel affairs to familiarize themselves with the samples of filling out work books, which indicate various grounds for hiring and for dismissal. This will make it easier to understand which wording can be used depending on the situation.

When making a record of dismissal, it should be borne in mind that the basis for dismissal, as well as its reason, must exactly correspond to the wording of the law. In addition, the employer and the employee himself sign the dismissal record. The record is certified by the seal of the organization.

This article reveals the generalized concepts of maintaining work books, the general rules for filling them out. Information on special cases, for example, on making an entry in connection with a change of surname or on correcting an entry, as well as on the procedure for certifying a copy of a work book, can be found in separate articles of the corresponding section of our website.