Act of acceptance and transfer of work books and personnel documents upon dismissal of a personnel officer: download sample

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Limited Liability Company Luch (Luch LLC)

Certificate of acceptance and transfer of personnel documentation No. 4

Accountant Sidorova S.S. transmitted, and by HR specialist P.P. Petrova. The following personnel documentation is accepted:

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Sample act of acceptance of transfer of personnel documents to another person

Orders¦2005 - 2009¦12¦There are no orders in case No. 1-07¦ ¦¦on personal¦¦¦NN 11-ok, 24-ok, 73-ok¦ ¦¦composition¦¦¦¦ + + + + + + ¦ 2 ¦Personal files ¦2005 - 2009¦172¦Personal records lost¦ ¦¦¦¦¦Shishkina O.S.¦ + + + + + + ¦ 3 ¦Officials ¦2005 - 2009¦51¦Job description¦ ¦¦instructions ¦¦¦seller-cashier is¦ ¦¦¦¦¦in dilapidated condition, missing¦ ¦¦¦¦¦last sheet; missing¦ ¦¦¦¦¦job description for assistant ¦ ¦¦¦¦¦store administrator¦ + + + + + + ¦ 4 ¦Personal¦2005 - 2009¦168¦Personal cards are missing¦ ¦¦cards¦¦¦Ibralova O.D ., Petrova M.N.,¦ ¦¦employees¦¦¦personal cards not filled out¦ ¦¦¦¦¦Shikarova O.L., Yakusheva N.N.¦ + + + + + + ¦…¦…¦…¦ …¦…¦ L + + + + Passed Accepted Accountant HR Specialist Sidorova S.S. SidorovaPetrova P.P. Petrova 05/29/200905/29/2009 Members of the commission: Chief accountant Ignatova A.P. Ignatova Legal Consultant Somov S.O. Somov Secretary Filina O.S.

Certificate of acceptance and transfer of documents

Information about the approval of the act by the management of the organization (date of approval, data of the manager, signature).
The composition of the commission indicating the surnames, first names, patronymics and positions of its members.
Information about other persons present during the transfer of cases (as a rule, these are the employees handing over and receiving documents if they are not included in the commission).
Information about who transmits and who receives documents, as of what date.
The list of transferred documentation is traditionally written in a table containing the following columns:

sub-item number;
names of documents and cases;
periods or years of document/case management;
number of documents;
total number of pages;
note.

For example, a table row can be filled in like this: “The following are transmitted: 1. Orders for personnel.

Sample of drawing up an act of acceptance and transfer of work books

Filling out the information header of the document

First, in the middle of the line, write the full name of the company and the title of the document.
Then the date of drawing up the act and the locality in which the organization is registered are indicated.
After this, on the right (or on the left - it does not matter) several lines are allocated for approval by the head of the company: here you need to enter his position, last name, first name and patronymic, and also put the date of approval.
Next, the employee who transmits the work books and the employee who receives them are entered: their positions and personal data are also indicated here.

Filling out the list of work books and inserts

A table that contains all the most basic information about work books:

last names, first names and patronymics of the owners,
series and numbers of documents,
presence of inserts,
and the necessary notes are also written separately: condition, information about records, demand or lack of demand, etc.

Below the table the total number of documents included in the act is indicated.

The second table reflects information about inserts and blank forms of work books stored at the enterprise. Their series and numbers are also recorded here, but no additional data can be specified.

Finally, the act must be certified by the signatures of the transferring and receiving employee, as well as members of the commission who took part in the procedure for transferring work books. All of them must have their positions indicated, and their signatures must include transcripts.

Certificate of acceptance and transfer of personnel documents - sample

what is the commission for?
its composition;
tasks.

At the same time, it is imperative to include the resigning personnel officer as a member of the commission. We begin checking the documents. Within the period allotted by the order, the commission must check and evaluate:

completeness and composition of personnel files;
procedure for registering documents (registration logs);
a system for storing documents and preparing them for submission to the archive;
software.

The OK nomenclature of files will be of great help in the work of the commission: after all, all the required folders that should be in the department are listed there.

How to transfer personnel documents to a new personnel officer

It is imperative to check the organization’s personnel documents, namely the availability: we check the availability of documents

copies of the constituent documents and charter of the company;
staffing table;
PVTR and collective agreements;
vacation schedule;
LNA (provisions on OK, on remuneration, on discipline, on trade secrets, on the protection of personal data);
shift schedules;
job descriptions;
employment contracts;
agreements on liability;
orders for core activities;
orders for personnel (on hiring, dismissal, transfers, discipline);
personal cards;
personal affairs;
work books.

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This list is not closed, because your company may lack some documents and present others. After verification, all documents must be entered into the act.

A simple sample document acceptance certificate

But in practice there were also cases where the person resigning not only did not transfer the files, but also deliberately destroyed them. Can you imagine what opinion is left about him? There can be no talk of any positive recommendations here.

And if everything is arranged as it should be, and the HR department works according to schedule even with a new employee, only positive impressions will remain about the previous HR officer. Meanwhile, the procedure for transferring cases is not so complicated, its algorithm is as follows:

a commission for the transfer of cases is created;
personnel documents are checked;
a transfer and acceptance certificate is drawn up.

And now everything is in order and in detail.

We are creating a commission The basis for creating a commission and generally beginning the procedure for transferring cases, of course, should be an order of this kind.

Agreement for the provision of services, outstaffing, outsourcing
Contract of carriage, chartering, transport expedition
Agreement of transfer, alienation
Contract: household, construction, subcontract
Contract of agency, contract of guarantee
Supply agreement, contracting
Rental agreement: household, construction
Life annuity agreement, life maintenance
Loan agreement, free provision of services
Insurance and reinsurance agreement
Employment contract with the employee
Agreement on assignment of rights and transfer of debt
Student agreement with employee
Foundation agreement, agreement on joint activities
Agreement of storage, liability
Other agreements

Treaties by tag Quote for the ages A good ruler is rightly likened to a coachman. (TO.

Reception and transfer of personnel documentation

Neither the relationship with the director nor the negative motives for dismissal should be reflected in the work. A personnel officer can’t just drop everything and leave like that . But in practice there were also cases where the person resigning not only did not transfer the files, but also deliberately destroyed them. Can you imagine what opinion is left about him? There can be no talk of any positive recommendations here.

And if everything is arranged as it should be, and the HR department works according to schedule even with a new employee , only positive impressions will remain about the previous HR officer.

Certificate of acceptance and transfer of personnel documentation (example)

Drawing up an act of acceptance and transfer of documents is not a strictly mandatory procedure. However, in some cases, the transfer of documents between counterparties is accompanied by its signing.

The act of acceptance and transfer of documents has legal significance, therefore, if any controversial situations or disagreements arise between the parties who signed it, it has evidentiary value and can be used in court. An act of acceptance and transfer of documents is also created within enterprises - for example, when transferring personnel, accounting, etc.

documentation when changing employees. In this case, the documents must undergo a preliminary check for their content and completeness, so that the employee receiving the documents does not subsequently encounter unexpected troubles.

Certificate of acceptance and transfer of personnel documentation (filling sample)

FILESDownload a blank form for a document acceptance and transfer certificate .doc filling out a document acceptance and transfer certificate .doc Basic rules for drawing up a document transfer and acceptance certificate There is no unified standard template for filling out this document, therefore enterprises and organizations have the right to independently develop its template or draw up the document in free form . You can fill it out in simple written form or print it on a computer.

An act of acceptance and transfer of documents is drawn up on a regular A4 sheet in two copies - one for each of the interested parties. Moreover, each copy must have the signatures of the heads of organizations or authorized persons. If necessary, the document can be certified with a seal, but this is not necessary, because from 2020, legal entities have the right not to use seals and stamps in their activities.

First of all, before registration and the transfer procedure itself, it is necessary to conduct a special inventory of all papers in order to understand in advance whether there is any shortage and what its possible reasons are. Based on the results of the inventory, a reporting document of any sample is drawn up.
Then, to confirm that all the papers have not really been lost, other responsible persons are involved - these are the financial director, the head of the personnel department, the chief accountant, and, if necessary, their deputies.

In especially critical cases, it is necessary to call a notary to confirm the correctness of acceptance of the transfer of documents.

Sample act of acceptance of transfer of personnel documents to another person

Attention: work books require a separate approach in order not to miss violations, because while they are in use, the working personnel officer is responsible for correct registration. Therefore, it is better to issue the books as a separate document. Act of acceptance of the transfer of work books This document must contain the data of all available work books:

Full name of the employee;
series and number of the book (and insert);
availability of work record.

You can include information in the act:

about unclaimed labor;
about the availability of book forms and inserts.

This is interesting: Documents for the labor exchange after dismissal

You can take an example of the act here. If there is no one to transfer documents to, let’s say you get a job as a personnel officer, but the transfer of cases has not been formalized by anyone.

Certificate of acceptance and transfer of work books

An employee’s work record book is the main document about his work activity and length of service (part 1 of article 66 of the Labor Code of the Russian Federation, clause 2 of the Rules, approved by Government Resolution No. 225 of April 16, 2003). The work book contains information about the employee, the work he performs, transfers to another permanent job and dismissal, as well as the grounds for termination of the employment contract and information about awards for success in work (part 4 of article 66 of the Labor Code of the Russian Federation, clause 4 of the Rules, approved by Government Decree dated April 16, 2003 No. 225).

When starting a job, the employee must hand over the work book to his employer (Part 1 of Article 65 of the Labor Code of the Russian Federation). And the employer will be responsible for its safety in the future. Of course, if an employment contract is concluded for the first time, the employer himself creates a work book. Also, the work book is not presented if the employee gets a part-time job.

And in what cases an act of acceptance and transfer of work books is drawn up and in what form, we will tell you in our consultation. An approximate form of the act of acceptance and transfer of work books (form) can be downloaded from the link given at the end of our material.

Sample act of acceptance and transfer of personnel documents to another person

The act of acceptance and transfer of personnel documents - sample 2016 can be useful to lawyers, as well as specialists conducting personnel records, as template documentation. This article will tell you when the act of acceptance and transfer of personnel documents is useful and what its main content is. In what cases is an act of acceptance and transfer of personnel documents drawn up? Sample act of transfer of personnel documents: main content In what cases is an act of acceptance and transfer of personnel documents drawn up? The execution of an acceptance certificate for personnel documentation should always accompany the change of the employee responsible for personnel records management.

Transfer of cases to the personnel service

It is very good if the institution has instructions or other local regulations regulating the conduct of personnel records: then it will become clear how records management is organized in the organization and where problems are possible. If it’s not there, it’s okay, it’ll just be a little more difficult to determine the composition of the documentation. In any case, to check the composition of personnel documentation, its content and correctness of execution, you need to draw up a list of documents.

A change of employee responsible for personnel records management in an institution is, in practice, always accompanied by the transfer of work books and other documents on personnel - orders, personal files, etc. We note that the obligation to carry out such a procedure is not established by law. Moreover, some personnel officers upon dismissal simply refuse to sign the document acceptance certificate. Meanwhile, registration of the transfer of personnel documents is necessary, first of all, so that nothing is lost, and secondly, in order to promptly identify, eliminate or correct errors and inaccuracies in documents. We will tell you in the article how to carry out such a procedure, when, whether it is necessary to create a commission and how to formalize the transfer of personnel documents.

What is an act of acceptance of the transfer of personnel documents?

The act in question is drawn up if the organization changes the person responsible for storing and compiling personnel documents. Despite the fact that the procedure for transferring cases is not regulated by law, it is very important to pay close attention to it. This will avoid further confusion in personnel records.

The process of transferring cases can be divided into several stages:

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Formation of a commission responsible for the transfer of cases. The commission includes the management of the organization and persons responsible for maintaining personnel document flow, for example, the head of the personnel department, accountant, lawyer, etc. In addition, the commission must include the person to whom the personnel documentation is transferred.
Checking available personnel documents, their correctness, and compliance with storage procedures. This stage allows you not only to assess the current state of personnel document flow in the organization, but also to determine what steps should be taken to bring the company’s documentation in order. In addition, if the company uses software for organizing the circulation of documents, the check allows you to determine the correctness of its use.
Drawing up an act of acceptance and transfer of personnel documents. It reflects the documents that are transferred by the old responsible person to the new one.

Creating a commission

Let us say right away that such a commission is not mandatory, but desirable. To create it, an order is issued, which, among other things, approves the composition of the commission for carrying out the procedure for receiving and transferring personnel documentation due to the dismissal of an employee of the HR department (or his transfer to another job). The composition of the commission is formed from the head of the institution or his deputy, the chief accountant or payroll accountant, a labor protection engineer, a specialist in the documentation support service, a lawyer, etc. The main thing is that the transfer of cases is carried out with the participation of both the previous and new employees responsible for personnel document flow.

The same order must define the powers of the commission.

Act of transfer of personnel documents - sample and list of information that should be contained in it

The law does not impose requirements on the act, so it is drawn up on the basis of the general rules applied to the organization of personnel records management. Within a particular company, management may approve a local act containing a sample (or form) of a document acceptance and transfer certificate. In this case, when drawing up the act, you should be guided by local documentation.

The transfer acceptance certificate may include the following information:

Name of company.
Title of the document.
The date it was compiled.
Place of origin (the locality where the organization is located).
Information about the person transmitting personnel documentation (full name, position).
Information about the person receiving the documents (full name, position).
A list of transferred documents indicating their quantity and the periods during which the documents were compiled.
Notes.
Signatures of the receiving and transferring workers.
Transfer date.

A sample act of acceptance and transfer of personnel documents can be downloaded from the link.

Thus, the act is drawn up in any form. The information contained in the article will allow you to fill out the document correctly, and the sample illustrates how to do this.

Reception and transmission of work books

Initially, the acceptance and transfer of work books occurs when an employee is employed. And if desired, the act of transferring the book from the employee to the employer can be drawn up already at this stage. However, the law does not require this and in practice such an act is usually not drawn up.

After transferring the work book to the employer, he is responsible for organizing the work of maintaining, storing, recording and issuing work books and inserts in them. The employer appoints the person directly responsible for the employee’s work books by order (instruction) (clause 45 of the Rules, approved by Government Decree No. 225 of April 16, 2003). We discussed how to draw up such an order in a separate consultation.

The transfer of workers' work books to this responsible person can be carried out according to an acceptance certificate drawn up in any form. An act will also be required in the case when, due to a change in the person responsible for work books, they are transferred from one employee to another.

You will not find a mandatory or at least officially recommended form of the act of acceptance and transfer of work records in Consultant Plus. Therefore, it is compiled in any form.

The act, usually prepared on the organization’s letterhead, indicates the persons between whom the work books are transferred (their full names, positions), and provides a list of the transferred work books (indicating their owners and numbers, notes are added if necessary). The act must indicate the date of transfer, and the act itself must be certified by the signatures of the person who handed over the work books and the employee who accepted them.

For the act of acceptance and transfer of work books, we will provide a sample of how to fill it out. An approximate form of the act of acceptance and transfer of work books (sample) can be downloaded from the link below.

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Is it necessary to draw up an act of acceptance and transfer of the work book to the employee? Let us remind you that in order to record work books, the employer must keep a book recording the movement of work books and inserts in them (clause 40 of the Rules, approved by Government Resolution No. 225 of April 16, 2003). The form of such a book is approved by Resolution of the Ministry of Labor dated October 10, 2003 No. 69. And when an employee is dismissed, this book indicates the date of issue of the work book, and also affixes the employee’s signature. This will confirm that the work book was issued to the employee. There is no additional need to draw up an act of acceptance and transfer of the work book.

If the employee did not pick up the book personally, but wrote an application to send it by mail, the act is also not needed. Confirmation of the transfer of the work book to the employee will be a postal receipt with a list of the contents.

There is only one case when an employee who is not resigning is given the original work book. In case the employee needed it for the purposes of compulsory social insurance (security) (for example, to assign a pension) (Article 62 of the Labor Code of the Russian Federation). In this case, the work book is issued to the employee based on his application. And then you will need to draw up an act of acceptance and transfer of the book from the employer to the employee according to the sample given above. And when returning the work book, draw up a reverse act.

Certificate of acceptance and transfer of accounting documents

The act of acceptance and transfer of accounting documents when changing the director or in other cases is a document containing information about the state of the accounting records during the period of transfer of affairs to the new chief accountant. In the future, this document can be used in reporting, and also relieve the accountant of responsibility for incorrect accounting for the period preceding the change of official.

to begin with, you should indicate the title of the document with a brief clarification of the essence;
the next line details the place of work of the organization (city) that compiled the act and the date of the document;
Then follows information about the organization transferring the documentation, namely: record its name, form of management (LLC, individual entrepreneur, OJSC and others), position occupied by the person responsible for the transfer (manager or other person authorized to sign this type of documents) with full clarification first names, last names and patronymics;
then the same data about the party receiving the documentation is specified;
follows a list of documents transferred by persons.

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How to draw up an act of acceptance of transfer of affairs upon dismissal, sample document

The dismissal of a cashier, warehouse manager and other materially responsible employees is carried out in agreement with the chief accountant. Before leaving, they are obliged to hand over the entrusted inventory items intact or compensate for damage caused to the employer.

The act of accepting the transfer of affairs upon dismissal is drawn up according to the sample and allows you to remove responsibility from the incoming employee for the actions of his predecessor. Since the procedure for transfer and the form of the act are not regulated by law, the manager independently organizes this process.

A simple sample document acceptance certificate

In the previous issue of the magazine, we examined options for an employer to organize a personnel service. Today we will dwell on a question that often arises both before an employer hiring a new personnel officer, and before an employee who comes to a new place of work and inherits personnel documentation.

Not all employers have the opportunity to introduce an additional staffing position into the staffing table to ensure that two employees work simultaneously in the same position for a certain period of time. Although such a recommendation is legal and is used by those employers who can freely make changes to the staffing table without financial consequences.

The document records the fact of delivery of business papers, allowing you to subsequently prove the fulfillment of your obligations to the other party. The act can be filled out both as part of the fulfillment of obligations under the contract, and in other situations at the request of the parties, one of whom needs documentation.

The document must have a title.
The date when the act was drawn up and the place of its execution is indicated.
The company transferring the documents enters its full name as the sender on the deed.
The specific responsible person who executed the act is indicated: his position and full name.
Enter information about the addressee, i.e. person who must receive certain documents. The name of the organization is written in full, indicating the form of ownership.
The document must contain information about the person who should receive the list of documentation: full name and position.
Information about documents can be entered in the form of a table, which contains information about the name of the documents and their registration numbers.
The acceptance certificate must contain the signatures of the responsible employees of the enterprise involved in the process of transferring documents on both sides.
The document is legally significant and needs to be certified by the seal of the organization that drew up such an act.

Then another table is compiled, which reflects data on blank forms of work books purchased by enterprises for employees who do not have the specified document - for example, in the case of loss of the chronology of work experience or first employment.

serial number;
surname, name, patronymic of each employee whose work book is kept at the enterprise indicating the position held;
series, number of the work book and insert, if available;
date of receipt or establishment of the book at the enterprise;
a note that reflects information related to certain characteristics of the specified document, for example, the state of the work book, lack of demand after dismissal.

What does the law say?

The procedure for filling out and storing work books and inserts for them is regulated by the norms of the Government of the Russian Federation No. 225, which not only approves the forms of the specified documents, but also develops Instructions for their maintenance, as well as Rules for filling out and storing them.

Decree of the Government of the Russian Federation of April 16, 2003 N 225

In particular, paragraph 40 of the Resolution states that in order to record and control the movement of experience chronology books, the following journals are filled out and constantly maintained:

book of movement of work books and inserts;
receipt and expenditure book for accounting forms of work books and inserts.

The expense book is kept to record forms purchased on the basis of a cash order, and the movement journal reflects the hiring and dismissal of employees, indicating the series of work books and the date of receipt or establishment of the agreed document.

Why and in what cases is it required?

As a rule, the maintenance of specified journals, as well as the storage and accounting of work books, is carried out by a personnel employee who is authorized to perform such actions by order of the enterprise.

But an employee may get sick or quit, the enterprise may be reorganized in the form of a merger and, accordingly, maintaining books with the chronology of experience will be entrusted to another person.

And in such a situation, given that work books are strict reporting forms that are under the personal control of an authorized employee, a new order to assign responsibilities for conducting personnel work to another employee will not be enough. It will also be necessary to draw up an act on the acceptance and transfer of the agreed documents, using the ledger for recording the movement of books as a basis.

Both parties, the transmitting and the receiving, are interested in such verification of the availability of all documents, as well as the accuracy of the entered data.

In accordance with the order of the enterprise, they are responsible for the safety of work books and additional inserts for them, and in case of improper storage or loss, administrative liability is possible under Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

That is why both parties must check the quantitative availability of work books with the data entered in the movement log in order to avoid the loss of some documents and liability.

Legal basis for drawing up

The legal regulation of drawing up an act of acceptance and transfer of work books has not yet been reflected in the current legislation, but given the advisability of transferring personnel files in writing, many enterprises issue local acts, which actually reflect the order of the procedure itself and the legality of its implementation.

In particular, when transferring personnel documentation to a company, an administrative document (instruction or order) is issued on the creation of a commission, which verifies the accuracy of the data reflected in the books of account, and also verifies the number of books themselves and their inserts, in the manner determined by the regulations on the work of the commission .

Then, at the end of the inspection, an act of acceptance and transfer of documentation as a whole and a separate act of transferring work books to another employee is drawn up, who, in accordance with the order, will perform the duties of a personnel employee at the enterprise and be responsible for the safety of the documents entrusted to him.

How to correctly fill out corrections in a work book? Read about it on our website. How to write a notice of receipt of a work book? Information is here.