Changing the director's passport details: is registration required?

Requisites

Despite the fact that the order does not have a form established by law, it is recommended that it be drawn up in accordance with the general requirements for administrative documents:

1. The header of the document contains the name of the organization, place of compilation, number, date and title of the document.
2. The preamble states the rationale for issuing the document (the circumstances that led to its creation) and the basis (reference to a specific document or legislative act).
3. The main part of the order contains:
   the manager’s order to approve the order;
4. list of documents subject to change;
5. an indication of the person or persons (position, full name) responsible for making changes to documents containing personal information about the employee.

Important! The document must have the signature of the manager, all responsible persons and the employee himself.

We have prepared interesting materials on personal data:

• Drawing up an order to establish a list of persons having access.
• Important nuances of drawing up an order to appoint someone responsible for processing and other actions.
• Rules for drawing up an order for the protection of personal data.
• How to enter a protection clause?

What do HR employees do if an employee changes his passport?

How to make changes to an employment contract? It is impossible to correct an employee’s personal data from words, just as it is unacceptable to simply cross out information that has become irrelevant and write in new ones. A number of procedures should be carried out, but based on the originals of new papers and the employee’s request. The following documents will be required: The application is addressed to the head of the enterprise, then it is indicated whose application it is.

You need to understand that for now there is a person at work with the same data, and it is from him that you should contact the administration. The text of the appeal does not have a specially designed form, it is a simple statement in form and essence: I ask you to change my surname such and such in the registration documents to such and such in connection with marriage. Below you should indicate the number, put a signature, and do not forget that this must be the previous signature.

Article 45. Requirements for documents submitted for the performance of notarial acts Notaries will not accept for the performance of notarial acts documents that have erasures or additions, crossed out words and other unspecified corrections, as well as documents executed in pencil. The text of the notarized transaction must be written clearly and clearly, the numbers and terms related to the contents of the document are indicated at least once in words, and the names of legal entities - without abbreviations, indicating the addresses of their bodies. Last names, first names and patronymics of citizens, their address of residence must be written in full.

In a document whose volume exceeds one sheet, the sheets must be stitched, numbered and sealed.

Example

Based on the order, the following actions are performed:

1. The necessary changes are made to the employee’s personal card in Form No. T-2.
2. new data is entered into the work book and into the book for recording the movement of work books (according to clause 26 of Chapter 3 of the Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, as well as clauses 2.3 and 2.4 of Chapter 2 of the Instructions for filling out work records books).
3. Changes to the employment contract are made by analogy with the work book (drawing up an additional agreement is optional).
4. Changes are reflected in the employee’s personal account data (for the correct calculation of wages).
5. When changing your last name, an application for exchange of the insurance certificate is submitted to the territorial body of the Pension Fund within a month (using forms No. ADV-2 and No. ADV-6).

From July 1, 2020, when providing incomplete, outdated or inaccurate data, a new type of administrative violation was introduced. The following are subject to a warning or fine:

• Citizens - from 1000 to 2000 rubles.
• Officials (for example, directors, personnel officers or chief accountants) - from 4,000 to 10,000 rubles.
• Individual Entrepreneurs (IP) – from 10,000 to 20,000 rubles.
• Legal entities – 25,000 to 45,000 rubles.

Compliance with the law on personal data and timely provision of information about their changes is the responsibility of both the employer and the employee.

Example of an order to change passport data

This position is confirmed by the decision of the Court of the Jewish Autonomous Region, in which the plaintiff, as one of the arguments for reinstatement at work, cited the following fact: when changing her last name, she was not entered into an additional agreement to the employment contract. However, the court did not take this circumstance into account, since the employer issued an order to make changes and all data in the accounting documents was corrected in a timely manner. In the published cassation ruling, fragments directly related to the situation under discussion are highlighted in italics. Personal (personal) data – any information relating to an individual identified or determined through such information (subject of personal data). According to Art.

Sample order to change an employee’s passport details

Be careful, don't make a mistake! All publications News for subscribers of the magazine "Human Resources Practitioner" 02/27/2018 A new issue of the magazine "Human Resources Practitioner" for February 2020 has been published 01/29/2018 A new issue of the magazine "Human Resources Practitioner" for January 2018 has been published All ICS news Enter the ICS zone (section of the website for subscribers of the magazine “Practice Personnel”) Labor legislation news 03/15/2018 It is proposed to expand the circle of persons required to report their income 03/13/2018 New minimum wage: changes have been made to the Federal Law “On the Minimum Wage” All news Poll of the day An employee fell ill during his annual paid leave. By the end of the vacation, he brings the employer a certificate of incapacity for work and an application with a request to extend the vacation by the number of days of incapacity for work. In this case, do you issue an order to extend the vacation? - Yes. We are issuing an order to extend the vacation. - No.

An employee has changed his last name: what should an accountant do?

Marriage, divorce, the desire to get rid of a dissonant name - you never know the reasons why people change their last name, first name, patronymic, or even all at once. STEP 1. Ask the employee to bring you the original document confirming the change in name. And. O. (for example, a certificate of marriage or its dissolution, a change of names and Art.

30, paragraph 1, art. 38, Art. 62 of the Federal Law of November 15, 1997 No. 143-FZ “On Acts of Civil Status”), as well as a passport with new data (when it is received) and make copies of them. It is not necessary to require an application from the employee to make changes to accounting and personnel documents, or to issue a corresponding order. To the General Director of Push LLC from office manager M.G. Sheremeteva

Issuance (replacement) of a passport of a citizen of the Russian Federation

The passport of a citizen of the Russian Federation is the main document identifying the citizen of the Russian Federation on the territory of the Russian Federation. All citizens of the Russian Federation who have reached the age of 14 and live in Russia are required to have a passport. Passport forms are made according to a single model and are issued in Russian.

The following information about the citizen’s identity is entered into the passport: Marks are made in the passport: At the request of the citizen, marks are also made in the passport:

About his blood type and Rh factor - by the relevant health care institutions; About the taxpayer identification number - by the relevant tax authorities.

Validity period of a citizen’s passport: from 14 years to 20 years of age; from 20 years to 45 years of age; from 45 years old - indefinitely.

What documents need to be completed when changing an employee’s place of residence?

If the information about the place of residence (registration) of the employee was initially indicated in the employment contract, then you need to sign an additional document. agreement to the employment contract, indicating in it the new details of the employee.

ADDITIONAL AGREEMENT No. 1 to the employment contract dated May 14, 2007 No. 475

Moscow 08/25/2010 Closed joint-stock company "Proizvodstvennaya" (CJSC "PF "Master"), hereinafter referred to as the "Employer", represented by General Director Alexander Vladimirovich Lvov, acting on the basis of the Charter, on the one hand, and assistant accountant Victoria Nikolaevna Zaitseva , hereinafter referred to as the “Employee”, on the other hand, agreed to make the following changes to the employment contract dated May 14, 2007 No. 475 (hereinafter referred to as the Employment Contract): 1. In connection with the employee’s change of place of residence, make changes to the “Addresses” section and details of the parties" to the employment contract", change the place of registration of the Employee "city.

Moscow, Preobrazhenskaya Square, building 3", at "125373,

Moscow, blvd. Jana Rainisa, d

. 24, bldg.

2, apt. 474" In the book you will find instructions on personnel records management that will make your work easier; document details

. You will also learn how to restore HR records after its predecessors; learn everything about the archive of personnel documents: from the formation of files to the destruction of documents. Let's consider an examination of the value of documents, tell you what to do with old documents and how to quickly establish personnel records, or 20 regulations that every personnel officer must know.

2. All other terms of the employment contract are considered unchanged and binding on the parties. 3. This additional agreement is drawn up in two copies, one copy each for the Employee and the Employer, and comes into force on August 25, 2010.

Both copies have equal legal force.

Signatures of the parties: Employer: Closed Joint Stock Company "Proizvodstvennaya" (CJSC "PF"Master") Address: 125008, Moscow, st. Mikhalkovskaya, d

. 20 INN 7708123456, KPP770801001 r/s 40702810400000001111 in JSCB "Nadezhny" c/s 30101810400000000222 BIC 044583222 Employee: Victoria Nikolaevna Zaitseva passport series 46 02 No. 545 177 issued by the Internal Affairs Directorate of the Voskresensky district of the Moscow region.

04/15/2002 Registration address: 125373,

Moscow, blvd. Jana Rainisa, d

. 24, bldg.

2, apt. 474 A.V. Lvov V.N. Zaitseva A copy of the additional agreement was received by V.N.

. Zaitseva 08/25/2010 Changes in the employee’s address also need to be reflected in the employee’s personal card. #/document/130/50932/bssphr181/?step=58 Details in the System materials:

1. Answer: How to prepare personnel documents when changing the address of an organization

When changing the address of an organization, the HR service must: – conclude additional agreements to employment contracts with employees.

This applies to cases where the organization’s address is indicated in the employment contract as a clarification of the employee’s place of work or in the details of the parties ().

For more information on how to do this, see ; – enter a new address in the templates (forms) of personnel documents that contain such details (GOST R 6.30-2003, approved)

. If the change of address is caused by the employer moving to another locality, then the HR service must additionally register ().

From the answer "" Ivan Shklovets, Deputy Head of the Federal Service for Labor and Employment

Hello, how can I issue an order to enter the data of a new passport into personnel records (the general director changed his passport upon reaching the age of 45)?

Answer to the question: Having considered your question, we can say that you do not need to make changes to the Unified State Register of Legal Entities yourself when changing the passport data of participants or directors.

Tax inspectorates themselves are obliged to monitor changes in the passport data of participants and heads of organizations and make appropriate changes to the register (paragraph 5, paragraph 4, article 5 of the Law on State Registration). In this case, it is better to periodically check the relevance of the passport data contained in the register using extracts from the Unified State Register of Legal Entities.

It cannot be ruled out that information about changes in passport data may not be received by the tax office, for example, for technical reasons. And when the register contains outdated data, difficulties may arise when opening a bank account or working with counterparties

. When an employee changes his or her passport, make changes to the passport details specified in the employment contract and personal card.

Make changes to the employment contract in the same manner as for, that is, according to the rules for reflecting missing information by crossing out irrelevant data and adding new ones (Article 57 of the Labor Code of the Russian Federation). Change the passport details (series, number, date of issue and department that issued the document) if there is no free space left in paragraph 11 of the “General Information” section.

This conclusion follows from Article 72 of the Labor Code of the Russian Federation and the instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1. The employee writes the application addressed to the person who entered into an employment contract with him on behalf of the employer: the Board of Directors, the sole participant (shareholder) and so on.

Add. the agreement with him to the employment contract will be signed in the same manner as the main employment contract was concluded

. If we are talking about other documents, then instead of an application, he can prepare an instruction to the personnel officer:

“In connection with the change in my passport data, make changes to the relevant personnel documents before _______________”

.

It is not a violation and is widely used to draw up an additional agreement to an employment contract, in which the parties set out the details of the parties, taking into account the changes that have occurred in the employee’s passport data. Sample: Details in the Personnel System materials: 1. Answer: What documents need to be completed when changing your passport at 20 or 45 years of age I.I. Shklovets When an employee changes his passport upon reaching 20 or 45 years of age, make changes to the passport details specified in the employment contract and personal card.

Make changes to the employment contract in the same manner as for, that is, according to the rules for reflecting missing information by crossing out irrelevant data and adding new ones (Article 57 of the Labor Code of the Russian Federation). Change the passport details (series, number, date of issue and department that issued the document) if there is no free space left in paragraph 11 of the “General Information” section.

We prepare personnel documents when an employee’s personal data changes

Alexey Krainev, December 16, 2011 December 16, 2011

Quite often, an accountant “on the side” plays the role of a personnel officer. And this is not surprising, because personnel work is most closely related to the work of accounting

. And although personnel documentation, in comparison with accounting documentation, is an example of simplicity and clarity, nevertheless, personnel work sometimes presents the accountant with complex tasks.

In this article, we decided to limit ourselves to only the minimum necessary explanations for a particular situation that may raise questions for an accountant performing the functions of a personnel officer. The main place in the article will be devoted to specific tools for solving the problem. After all, you see, finding an explanation of what to do in a given situation is usually not difficult

. It is much more difficult to find specifics - what exactly needs to be done, what documents and how to complete them, etc.

Changing information about an employee in the work book.

Clause 2.3 of the Instructions establishes the following rules for making changes to information about an employee in the work book:

- changes in entries in work books about surname, name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce certificate, change of surname, name, patronymic and other documents and with reference to their number and date;

— these changes are made on the first page (title page) of the work book;

- the previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded;

- references to the relevant documents are made on the inside cover of the work book and certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service).

Some experts believe that records of changes in surnames should be made not only on the basis of a certificate, but also simultaneously on the basis of a passport.

In practice, the new surname is written next to the crossed out one, under the crossed out one, above the crossed out one, depending on the availability of free space.

Answer

All documents are issued in the current date. Since the employee presented a new passport to the employer a year later, it is possible to draw up a report in the presence of at least two witnesses about the date of presentation of the documents.

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Why will GIT fine personnel officers?

During the working life of each person, various events occur, during which some of the person’s personal and biographical data change.

According to Article 3 of the Federal Law of July 27, 2006 No. 152-FZ “On Personal Data,” “personal data is any information relating to an individual identified or determined on the basis of such information (subject of personal data), incl. his last name, first name, patronymic, year, month, date and place of birth, address, family, social, property status, education, profession, income, other information

«.

When an employee changes his or her passport (for example, upon reaching 20 or 45 years of age), make changes to the passport details specified in the employment contract and the employee’s personal card. There is no need to make any further changes to any personnel documents.

Make changes to the employment contract in the same manner as when changing your last name, that is, according to the rules for reflecting missing information by crossing out irrelevant data and adding new ones. In your personal card, reflect the change in passport details (series, number, date of issue and department that issued the document) in section X “Additional information” if there is no free space left in paragraph 11 of the “General information” section.

When can the director’s passport details change?

The founder or director of an LLC is the same person who is subject to the laws of the Russian Federation. So the reasons for obtaining a new passport or changing the data in it are common to everyone:

• Reaching the age when the document requires renewal and the insertion of a new photograph (25 and 45 years).
• Making adjustments to your full name.
• Change of nationality or gender identity.
• Damage, loss or loss of a document.

In addition, the following data can be entered into the document:

• About marriage.
• At the birth of children.
• Other data.

Changing the passport details of a director or replacing a document: what should a company do?

Changing information in a passport and replacing a director have basically the same consequences. Despite the constant leadership, one has to go through a whole range of procedures:

1. Making a decision on adjustments in the unified state register of legal entities.

1. Drawing up the minutes of the general meeting with the appropriate explanation of the change in the passport details of the director of the LLC or company participant.

1. Filling out a special application (form P14001) indicating new information about the director. Additional data is entered into sheet “K”. It indicates the full name of the manager and his TIN. Similar data is recorded in sheet “P”.

1. Providing documents to a notary. Here you will need:

• Protocol of founders on the creation of an LLC.
• Order on the appointment of a manager.
• Application with a decision to make adjustments to the unified state register of legal entities.

1. Submitting an application to the Federal Tax Service. In this case, you must contact the territorial authority where the company was registered.

What is the procedure for making changes to personnel documents?

In a situation where the personal data of an employee changes, it is NECESSARY to issue an order to amend the documents containing personal data. All changes are made only on the basis of an order.

The first step in making changes is an application from the employee with a request to make changes to the documents containing the personal data of this employee. Submitting an application is not a mandatory but advisable step. Directly with a personal statement, the employee must present to the employer original documents that confirm the changed personal data of the employee.

The second step is the issuance of an order. The name of the order may read as follows: “Order to amend documents containing the employee’s personal data.” Of course, other wording is acceptable, but it must be remembered that this order will be the basis for making changes to the employee’s documents containing personal data, so it is worth reflecting this goal directly in the name of the order.

Wording in the order. A common mistake that an employer makes is a formulation like “From such and such a date, count A.I. Ivanova. Filippova A.I. in connection with the registration of marriage..."

This is illiterate from a legal point of view. Filippova Ivanova is considered on the basis of the registration certificate of her marriage, for example, and not on the basis of an order from the employer.

Another common mistake in the wording of the order is the wording: “From such and such a date, make changes to the employee’s personal data...”.

Changing the personal data of an individual, who is your employee, is enshrined as the authority of special government bodies, but not the employer’s personnel service. The personnel service only makes changes to documents containing personal data, based on documents on changes in the personal data of an individual issued by special government bodies to your employee.

Regarding the need to conclude an additional agreement to an employee’s employment contract in connection with a change in the employee’s personal data, there are two opinions expressed by experts.

First: There is no need to conclude an additional agreement with the employee to the employment contract in connection with a change in the last name and other personal data.

This conclusion can be drawn from Article 57 of the Labor Code of the Russian Federation. According to this article, the content of the employment contract includes information and conditions.

Last name, first name, patronymic of the employee, information about the employee’s identity documents are included in the information. According to Part 3 of Art. 57 of the Labor Code of the Russian Federation “the missing information is entered directly into the text of the employment contract, and the missing conditions are determined by an appendix to the employment contract or by a separate agreement of the parties...”.

Changing information about the employee in the employee’s personal card (T2).

There are several options for making such changes to your personal T2 card.

For example, an employee got married and changed her last name. The previous surname can be crossed out with one line, and the new surname can be indicated on the right side on the paper medium of the T2 personal card.

By the way, this is why in a line intended to indicate a surname, it is usually recommended to write it closer to the left edge. Then there is room to indicate the new surname to the right. You should also indicate on the basis of which document the changes were made.

This can be done in the field of the personal card opposite the line where the previous surname is crossed out and the new one is written - “Marriage Registration Certificate II-MT No. 115116 dated 08/10/2005.” The responsible employee certifies this entry here with his signature and puts down the date of the changes. If there is no space on the right, then the new surname can be written at the top.

Information about the document confirming the change of surname and the certification signature of the personnel employee can also be indicated in section X of the personal card “Additional information”.

Another option used in this case in personnel practice is to print a page of a T2 personal card from the employer’s electronic data system with changes made or additional lines under the column for making changes.

In this case, a note is made on the old page indicating that the page was replaced due to a change in the surname. The new page also reflects the fact that the pages have been replaced.

If an additional agreement is concluded to the employee’s current employment contract on changing personal data, the additional agreement is drawn up in exactly the same way as other additional agreements to the employment contracts of the parties to the employment contract.

Similar recommendations for making changes to employee documents prepared by the employer can be given regarding changes in other information about the employee.