The process of transferring work books
You can’t just take and hand over work books.
- First, it is necessary to issue an order on behalf of the head of the company, which will indicate the need to transfer documents and appoint a new responsible person.
- Then, on the basis of this order, the direct transfer of work books, their inserts and blank forms is carried out, which must be accompanied by their revision, i.e.
inspection, verification, and counting. Information about the transfer is documented in a special act; in addition, this action must be recorded in the journal for recording the movement of work books.
If you follow the entire procedure “from A to Z,” then the risk of encountering the loss of documents, the emergence of disagreements and disputes regarding them will be reduced to a minimum. A competently carried out process also allows the new employee to be relieved of administrative responsibility for the absence of certain work books or inserts.
Creation of a commission
If the enterprise is large and there are a lot of documents to be transferred, then to carry out and formalize this procedure it is necessary to create a special commission. It can include employees from different departments of the company, consisting of at least two people. The commission is also appointed by issuing a separate order from the head of the company.
The commission’s task is to check whether all work books are in place, make sure that all the necessary records are present and correspond to reality, and also certify the fact of transfer from one person to another.
https://youtu.be/YM7Q8PAN2u8
How to compose a document
There is no single, mandatory, unified sample of the act of acceptance and transfer of work books. Companies can choose one of the following methods:
- or write the act in any form each time (which is not very convenient),
- or develop a document template based on your vision and needs, but in this case it must be approved in the accounting policy of the organization.
Regardless of which option the enterprise chooses, the act must include the following data:
- information about the company,
- composition of the commission involved in the transfer of documents,
- information about the work books themselves, inserts in them and new forms - this is best presented in the form of a table.
The form of the acceptance and transfer act may include one sheet or several - if there is a large number of documents. All sheets should be fastened with a strong thread, then on the last outer page next to the fasteners, put a stamp and write the number of sheets, the date of execution of the act and certify this information with the necessary signatures.
When filling out the act of acceptance and transfer of work books, it is important to strive to avoid mistakes and omissions, since entering inaccurate or even false information into it can result in unpleasant consequences for responsible employees. If errors could not be avoided, they should be carefully corrected and certified with the inscription “believe the corrected.” We must not forget that, if necessary, the document can serve as evidence when resolving disagreements through the courts.
Reasons for compilation
The purpose of this document is to record the movement of a large number of books. If necessary, the employer will be able to use it in the future to confirm this fact. Therefore, drawing up an act of acceptance and transfer of work books according to the model we offer will not be superfluous: everything must be done correctly and without errors.
Such a need may arise in the following situations:
- when changing an employee whose responsibility includes working with books;
- during a company reorganization, if a new structure is separated or an enterprise is acquired;
- when transferring a certain part of the books to individual departments.
There are other possible reasons. The act of acceptance and transfer of work books is necessary in any case, except for issuing the book directly to its owner.
How to draw up an act of acceptance and transfer of work books
The act of acceptance and transfer of work books can be written either on a simple A4 sheet or on the organization’s letterhead (the most acceptable option, since in this case the details of the enterprise are immediately entered into it). You can draw up a document either in handwritten form or in printed form - there is no difference here.
It is important to comply with one immutable condition: the act must contain “live” autographs of all members of the commission or persons participating in the transfer and acceptance of work books, as well as the approving signature of the director.
It is not necessary to put a stamp on it, since starting from 2016, legal entities are exempt from the need to endorse their papers with seals and stamps.
An act is drawn up in a single copy , which, after proper execution and final completion of the acceptance and transfer of documents, is transferred for storage to the company’s archive, where it must be kept for the period established by law.
Compilation and filling
At the end of this article you will be able to document the acceptance and transfer of work records in order to draw it up correctly. In any case, this should be done by more than one person: a commission is appointed, which can consist of 3 or more persons. To do this, prepare an appropriate order, which is issued by the organization.
The commission cannot include the employee who hands over the forms and the one who will accept them.
The members of the convened commission must select a chairman who will lead the process.
The act is signed by the members of the commission. This document must also be approved by the head of the organization.
If the books are transferred to another company, then any of the managers can approve the act for performing this action.
If necessary, we offer an act of transfer of work books and use it to fill out. The fact is that there is no officially approved version for this document, so many organizations use ready-made samples or develop their own versions, if necessary.
The act must contain the following points:
- the full name of the organization (you can use the company’s official letterhead to draw up the document);
- Date of preparation;
- approval stamp and seal (if any);
- indicate the full composition of the commission and the immediate reason why the books are being transferred;
- information about the books is entered into the table, as well as their number;
- signatures.
Despite the fact that there is no established form and you can use a sample act of checking work records or develop your own version, there are some general requirements for this document:
- it can be in writing, on a computer or by hand;
- there should be no corrections in it, no blots are allowed (the handwritten version must be easy to read);
- signatures must be put personally by the owners;
- If the document has several pages, then they are numbered in order and stitched together.
All this matters when checking work records. After all, if the documentation is prepared incorrectly, it will not have legal force.
From our website, you can use the direct link below for a free certificate of acceptance and transfer of work books.
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.
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.
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 write a notice of receipt of a work book? Information is here.
