Correct entry in the employment record book

1. As we previously noted, a duplicate work book can be issued for a reason when the “old work book” suddenly disappeared. The employee must immediately inform the employer about the fact of its disappearance. It is best to provide the relevant information in writing by submitting an application to the HR department. After 15 days, the employer, based on the employee’s application, must issue him a duplicate work book.
2. Another aspect worth paying attention to. There are situations (they are usually associated with emergencies) when the employer loses all the work books of its employees. How to be in this case? In the region affected by the emergency, a special commission is being created that deals with issues of registration of work books. It is she who establishes the length of service of an employee who has lost his document, the institution where the citizen carried out his activities.

Below is a standard form and a sample duplicate of a work book, a version of which can be downloaded for free.

What regulations should you follow?

First of all, it is necessary to mention that filling out work books is regulated by Article 66 of the Labor Code of the Russian Federation. In addition, two other fundamental documents need to be mentioned.

The sample and rules for filling out a work book are approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69. It details the nuances of entering information into a document and correcting incorrect entries.

In addition to the instructions that answer the question: how to correctly make entries in the work book (2019) - there are also Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

Who is responsible for the correct design

According to Art. 66 of the Labor Code of the Russian Federation, the work book has a prescribed form, mandatory for all working citizens, and is the main document on work activities. A sample work book can be found in our article.

Errors in the entries made on this form may prevent the employee from finding employment and receiving a pension. The employer who made them will correct the inaccuracies. Or the current employer on the basis of documents from the organization that made these mistakes. Therefore, it is important to enter information into the document in accordance with established rules and avoid grammatical errors.

It is the employer who is responsible for the maintenance and safety of the document, and he is also obliged to provide it to the employee upon first employment. The manager may himself be responsible for filling out the forms, or delegate authority by order to a HR specialist or other employee.

Application for issuance of a work book

General Director of LLC "_________" ___________________ Address: ________________ dated ___________________, residential. by the address: ___________________

STATEMENT

I, ________________, worked in your organization from _____ to _____. When I was hired, I handed over my work book to the HR department. You never informed me of the dismissal order. Meanwhile, my employer has not yet issued me a work book. Such inaction by the employer significantly violates my labor rights and deprives me of the opportunity to conclude a new employment contract or receive a retirement pension. By virtue of Article 21 of the Labor Code of the Russian Federation, an employee has the right to: conclude, amend and terminate an employment contract in the manner and under the conditions established by the Labor Code of the Russian Federation and other federal laws; providing him with work stipulated by the employment contract; a workplace that complies with state regulatory requirements for labor protection and the conditions provided for by the collective agreement; timely and full payment of wages in accordance with their qualifications, complexity of work, quantity and quality of work performed; rest provided by the establishment of normal working hours, reduced working hours for certain professions and categories of workers, provision of weekly days off, non-working holidays, paid annual leave; complete reliable information about working conditions and labor protection requirements in the workplace; professional training, retraining and advanced training in the manner established by this Code and other federal laws; association, including the right to create trade unions and join them to protect their labor rights, freedoms and legitimate interests; participation in the management of the organization in the forms provided for by this Code, other federal laws and the collective agreement; conducting collective negotiations and concluding collective agreements and agreements through their representatives, as well as information on the implementation of the collective agreement and agreements; protection of your labor rights, freedoms and legitimate interests by all means not prohibited by law; resolution of individual and collective labor disputes, including the right to strike, in the manner established by this Code and other federal laws; compensation for damage caused to him in connection with the performance of his job duties, and compensation for moral damage in the manner established by this Code and other federal laws; compulsory social insurance in cases provided for by federal laws. In accordance with Article 22 of the Labor Code of the Russian Federation, the employer is obliged to: comply with labor legislation and other regulatory legal acts containing labor law norms, local regulations, terms of the collective agreement, agreements and employment contracts; provide employees with work stipulated by the employment contract; ensure safety and working conditions that comply with state regulatory requirements for labor protection; provide employees with equipment, tools, technical documentation and other means necessary to perform their job duties; provide workers with equal pay for work of equal value; pay the full amount of wages due to employees within the time limits established in accordance with this Code, collective agreement, internal labor regulations, and employment contracts; conduct collective negotiations, as well as conclude a collective agreement in the manner established by this Code; provide employee representatives with complete and reliable information necessary for concluding a collective agreement, agreement and monitoring their implementation; familiarize employees, against signature, with the adopted local regulations directly related to their work activities; timely comply with the instructions of the federal executive body authorized to exercise federal state supervision over compliance with labor legislation and other regulatory legal acts containing labor law norms, other federal executive bodies exercising state control (supervision) in the established field of activity, pay fines imposed for violations of labor legislation and other regulatory legal acts containing labor law norms; consider submissions from the relevant trade union bodies and other representatives elected by employees about identified violations of labor legislation and other acts containing labor law norms, take measures to eliminate the identified violations and report the measures taken to the specified bodies and representatives; create conditions that ensure the participation of employees in the management of the organization in the forms provided for by this Code, other federal laws and the collective agreement; provide for the everyday needs of employees related to the performance of their job duties; carry out compulsory social insurance of employees in the manner established by federal laws; compensate for harm caused to employees in connection with the performance of their labor duties, as well as compensate for moral damage in the manner and on the terms established by this Code, other federal laws and other regulatory legal acts of the Russian Federation; perform other duties provided for by labor legislation and other regulatory legal acts containing labor law standards, collective agreements, agreements, local regulations and employment contracts. In accordance with Art. 66 of the Labor Code of the Russian Federation, a work book of the established form is the main document on the employee’s work activity and length of service. The work book must be issued to the employee on the day of dismissal (last day of work) (see Part 3 of Article 84.1 of the Labor Code). Thus, without having a work book in hand, the employee is essentially deprived of the opportunity to go to work for another employer, since when applying for a job it must be presented without fail (Article 65 of the Labor Code). Consequently, a delay in issuing a work book to an employee due to the fault of the employer is an offense and entails compensation for damages incurred in connection with this to the employee. According to Art. 234 of the Labor Code of the Russian Federation, the employer is obliged to compensate the employee for the earnings he did not receive in all cases of illegal deprivation of his opportunity to work. Such an obligation, in particular, arises if earnings are not received as a result of the employer’s delay in issuing a work book to the employee, or the entry into the work book of an incorrect or non-compliant formulation of the reason for the employee’s dismissal. From the meaning of this provision of the law it follows that the employer is obliged to compensate the employee for the earnings he did not receive in all cases of illegal deprivation of his opportunity to work in full. Based on the above, I ASK: Consider my application in the prescribed manner. Give me a work book as soon as possible. Please inform me of the results of the consideration of the application in writing within the period prescribed by law.

"___" ________________ G. ________________

Rules for filling out a work book 2019

The rules establish the employer's responsibilities:

• fill out a form upon first employment;
• make entries within a strictly established (weekly) period, and in case of dismissal - on the day of dismissal;
• duplicate entries in the employee’s personal card under his signature;
• use exact wording from the Labor Code of the Russian Federation or federal laws with reference to them;
• enter information about incentives for merit in work (state awards, titles, badges, diplomas);
• return the book to the owner upon dismissal, and if the form has become unusable, issue a duplicate;
• certify the records with the signature of the responsible person, the seal of the organization (if any) and the signature of the employee himself;
• notify the employee of the need to pick up the form if for some reason the employee was unable to receive it on the day of dismissal (otherwise the employer will be held liable for the delay in issuance);
• add an insert to the book if the pages run out;
• keep mandatory records of the movement of books and inserts.

For violation of the procedure for maintaining, recording, storing and issuing forms, officials are liable under Art. 5.27 and art. 13.20 Code of Administrative Offenses of the Russian Federation.

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format “05/17/2019”;
• use a fountain pen, helium pen or ballpoint pen in black, blue or purple;
• do not use abbreviations;
• do not cross out entries when correcting them (does not apply to the title page), under the incorrect entry they write “entry number __ is invalid”, and enter the correct one below;
• FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
• information about profession and education also based on relevant documents;
• The employee's signature must certify the information.

Rules for making entries in the work book

Compliance with the requirements of the Instructions containing standards for filling out a document on employment is mandatory for all employers. It contains rules for making entries that are made:

• ballpoint pen or gel ink of dark color; the use of a fountain pen is allowed. Only three colors can be used: blue, black, purple;
• on the basis of the employment order and in full compliance with it;
• the name of the organization is indicated in full or abbreviated as permitted by the Charter, data on the structural unit, position, department, date of admission and document number are transferred from the order;
• without abbreviation of words;
• the name of the employer should be written off as a line above the main record with data on the date of admission, this line is not numbered;
• Punctuation marks should not be present in employment records;
• Only the data provided for in the Instructions is entered.

Particular attention must be paid in the case where the position is included in the lists for the right to early retirement. It must be correctly named in the staffing table, the hiring order and, as a result, in the work book. If the entry is made incorrectly, the citizen will have to prove that he has developed experience that falls under preferential categories.

For example, in the qualification directory the position “X-ray technician” gives the right to early retirement, but the entry in the book “X-ray technician” does not correspond to it. The HR employee must pay attention to this and enter the wording correctly.

There are also requirements for filling out the column about the date of hire. They are entered:

• Arabic numerals;
• date and month in two-digit format;
• year in four-digit format.

Filling out the title page

The title page must be prepared with particular care. Any blots or inaccuracies render the book form unusable.

This labor page should contain the following information:

• FULL NAME. owner;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only according to the documents provided by the employee. This must be a passport, SNILS, an education document (usually a diploma), a certificate of marriage (divorce).

The title page of the work book (2019) looks like this:

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfers to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section must be included within 7 days from the date of issuance of the order on hiring, transfer to another position, awards, incentives, and so on.

The reorganization of the enterprise is also reflected in this section of the work book. These records will help explain the different seals for hiring and firing.

There is no need to talk about how important it is to correctly fill out the work book (2019) - after all, the size of the employee’s future pension and other social benefits may depend on this

When transferring

The transition from one position to another is also reflected in this section of the work book.

There are two types of translations:

• internal - an employee changes positions while in the same organization;
• external - the employer changes. In this case, the previous employment contract is terminated and a new one is concluded.

When making an internal transfer, in the third column of the book, write “transferred to position. "and indicate the new position and the name of the department if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, you must indicate the employee's position.

When working part-time

Information about part-time work can also be entered here. An entry in the book is also made on the basis of documents provided from another organization. That is, the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of the order of another organization that he has been hired. If these documents are completed correctly, the head of the enterprise, which is considered the main job, issues an order to make an additional entry in the work book. The wording can be seen by opening our sample on how to correctly fill out a work book when combining.

Upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth column contains the details of the order on the basis of which the employment contract was terminated.

These entries in the work book must be certified by a seal (if any) and the signature of an employee of the HR department. If the enterprise does not have a personnel department or one responsible for preparing and maintaining work books, then all this must be carried out by the head of the organization.

Work book (sample entry for employment)

All entries in the work book are made in accordance with the Rules, approved. Government Decree No. 225 dated April 16, 2003 and Instructions, approved. Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69.

The work book form is filled out manually, in black or blue ink, in Russian. Abbreviations, crossing out previously made entries and corrections are not allowed.

In a new work book, the title page is first filled out, in which the following is entered:

• FULL NAME. the employee as indicated in his passport, without abbreviations,
• Date of Birth,
• education (not filled in if training is still ongoing),
• profession and specialty as in the diploma.

The title page of the work book form (form) is certified by the employee himself and signed by the person responsible for issuing work books, and the seal of the organization or personnel service is affixed.

Changes to the data entered into the title (for example, last name) are made by crossing out the previous data (except for education data) and entering new ones, and the basis for the changes is indicated and certified by the employer on the inside cover.

Section "Job Information":

• first, the name of the employer (organization or individual entrepreneur) is indicated as a heading in column 3; if the name changes, then a separate entry is made about this, indicating the new name, the date of renaming and the order;
• column 1 – serial number of the entry; Consecutive numbering must go through all entries in the section;
• Column 2 – date of employment of the employee (in Arabic numerals in the format dd.mm.yyyy);
• Column 3 – record of admission or appointment to work, to which structural unit, name of position, specialty, etc.;
• Column 4 - details of the order on the basis of which the entry was made.

At the request of the employee, an entry can be made in the work book about his part-time work, if there is a supporting document about this (Article 66 of the Labor Code of the Russian Federation). Such an entry is made by the employer at the main place of work, and its date may be earlier than the entries already in the book. For example, having got a main job in 2020, an employee asks to make a record of the part-time job in which he worked in 2015-2016. The chronology of entries in the work book will be disrupted, but the regulations do not contain instructions on making entries in the work book exclusively in chronological order.

Section "Information about awards"

Another section of the work book that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards (as well as honorary titles);
• awarding diplomas, certificates, medals, orders, insignia;
• labor incentives prescribed in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book may change. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

Documents required for entry into the work book

The main document that is required in order to make an entry about employment in the book is the corresponding order from the head of the organization. To begin with, an employment contract is concluded with the new employee. It forms the basis for issuing a local act - an order on personnel, indicating the details of the employee, position and department where he is being hired.

In order to correctly record information in the work book, the personnel officer needs the following personal documents of the newly hired employee:

• civil passport or other identification document - to obtain a new work book, you will need to fill out the title page, which indicates your full name. employee and date of birth;
• document on graduation from an educational institution - for specialists hired after higher education institutions and colleges, an entry from this document is made in a line above the employment record;
• an order for the hiring of a new employee, drawn up on the basis of a contract and signed by the head of the organization - to enter its number and date.

In a situation where an employee is hired who has a work record book but has changed his last name, he will need to present a supporting document, for example, a marriage certificate.

Citizens who have served in the army and are entering work for the first time will be required to present a military ID when registering a work record book. The first entry in it will be a line with information about the service.

Liner

After all the blank pages in the work report are filled out, the data will be entered on an insert form, which the employee additionally purchases. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document.

The number of inserts that an employee may have is not established by law.

Like the labor document, the design of the insert also has its own requirements:

• the cover must be intact;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the work itself, they must be included in each inserted form.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the employee had the document, then to restore it he must contact the last employer. In order for a duplicate to be issued, you need to submit a corresponding application, which must be reviewed within no more than 15 days. Additionally, the employee may be asked for documents indicating his previous places of work.

In the new work report, “Duplicate” should be written on the title page at the top. Further filling occurs as standard. All information about previous places of work is filled out based on the documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

Main settings

A problem that employers are afraid to face is a fake employment document. So, the original document has a distinctive feature - a watermark on each page.

• The old-style TC has a snake-shaped sign that can be seen in the light.
• The new model TK has a combination of the letters “TK”, which are also visible in the light.

The next difference between the old and new samples is the number of pages. There are 40 of them in the old shopping center, and 46 in the new one.

Samples

As a rule, there are three sections in the Labor Code and are completed:

• Information about the employee (full name, date of birth, place of residence - all information is filled out on the title page and supported by a seal).
• Work activity data. In particular, hiring, as well as transfer, dismissal and their reasons. Each entry must contain the name of the position, company and, of course, the date. The information provided is confirmed by the seal of the organization and the order number.
• Awards and achievements (separately records the fact of receiving an award for any achievement in the position held, supported by the date and number of the order).

Each entry has its own serial number. If one of the sections is completely filled out in the main work book, then a specialist from the HR department will draw up and paste in an insert.

It is worth noting a peculiarity in the design of dates: they are written exclusively in Arabic numerals. Writing rules:

• Year – XXXX.
• Month and day – XX.

As a result, we get that an employee hired on March 1, 2017 will have the following written in his work book: 03/1/2017

The language of completion is the official language of the country/republic.

Important! There is a separate requirement for the pen used to fill out the document: it must be a ballpoint pen of purple, blue or black color. Gel pens are not allowed!

In addition, there should be no abbreviations in the document; each word is written in full for accuracy of understanding.

You should also know the deadlines for obtaining a work book:

• After 5 days of the employee performing his immediate duties, the employer is obliged to enter the relevant information into the Labor Code.
• If an employee gets a job for the first time, the employer is given 7 days to issue a work book.

The validity period of the work book itself is not limited. The entire time the employee performs his job duties, the Labor Code is kept by the employer and is issued only after dismissal. However, government agencies or banks often require a copy of the Labor Code to confirm the citizen’s work activity. In this case, the validity periods apply:

• The general validity period of a copy of the TC is 1 month.
• The exception is a certified copy of the work book for the bank - the period in this case is limited to two weeks.

At the legislative level, the minimum age is also established when it is possible to issue a work book.

As a general rule, the document is issued by the employer after 5 days of the employee performing his job duties.

It is generally accepted that official employment is possible only after reaching the age of 18. But the Labor Code establishes that a teenager who has reached the age of 14 can get a job and, accordingly, issue a work book, but under the following conditions:

• written consent of one of the parents.
• work will not interfere with studies.

From the age of 15, a teenager can get a job independently, without special parental consent, but in a job that is recognized as easy.

From the age of 16, a citizen has the right to independently conclude an employment contract and, together with it, draw up a labor contract.

https://youtu.be/pvGPz5KcB5E

Work book (sample)

Related publications

Discussions about the abolition of work records have been going on for several years. Already in 2017, it was proposed to abolish work books at small enterprises, and later extend the abolition to other employers: why do we need a work book if there is a personalized record, thanks to which the Pension Fund receives data on the length of service of employees? But this bill has not yet been adopted, and it is likely that we will not part with the paper document any time soon. In this article we will talk about work books and how to fill them out.

Why do you need a work book?

When starting a job, each new employee presents his work book to the employer, if he has already worked somewhere before. The work book is the main document about the length of service, reflecting the entire work activity of the employee (Article 66 of the Labor Code of the Russian Federation). If the person applying for a job has no work experience and has already worked for more than 5 days, the employer is obliged to create a work record book for him.

Today, having work books is convenient for both the employer and the employee:

• Since the work book contains information about each employee’s place of work and positions, incentives for success and reasons for dismissal, the employer can evaluate the candidate’s professional experience and his work path in order to make a decision on hiring him. Without this document, information about the employee’s professional activities and experience can only be seen from resumes and recommendations received from previous places of work, which may be far from objective.
• An employee’s work book is an official “paper” document that confirms his work experience. With electronic document management, technical failures are possible that lead to data loss, which means that the employee will have to prove his experience again.

What documents are used to record employment?

The responsible person must provide information about hiring only if there is a corresponding order. Information about it must be entered in the appropriate column of the work book.

Entrepreneurs are exempt from the need to issue orders. Therefore, information can be entered into the employment record on the basis of a formalized employment agreement.

Other documents, for example, a job application, cannot serve as a basis for making an entry.

Attention: in the case when an employee works part-time and wants to note this fact in the employment record, he must provide a certificate or an extract from the order to the personnel service at his main place.

If an employee has lost his or her employment status, then the personnel officer from the last place of work enters all previous places of work based on the provided certificates or extracts from orders.

Work book form

The form of the work book is established by the Government of the Russian Federation. Today, both old and new forms of work books are in use; it does not matter what year they are valid. These are forms approved in 1938, in 1975 and in 2003. The latest version was approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225, which contains the form of the work book and its insert, the rules for its maintenance, storage, as well as the forms of journals to record the receipt and expenditure of forms and their movement.

The employer must have a blank work book in stock in case of registration of an employee who has not previously worked anywhere. The work book is created once, and if there is no room for new entries in it, then a special insert is filled out. The employer provides himself with such forms by purchasing them in retail. Since each book has its own unique number and printing protection, and only Goznak has the right to print work books, the form can be downloaded on the Internet only for informational purposes, but cannot be used in work as a document.

Where to buy work record forms

The employer must always have a sufficient supply of blank work record books - in case an employee arrives who has never worked anywhere before and for whom a work record book has not yet been created. The employer sets the size of the reserve based on how often such employees come to him. For some, 1-2 forms are enough, while others need much more, for example, if the practice of hiring young people who have just completed their studies is widespread.

Note! You have a week from the date of hiring the employee to issue a new book. If suddenly the form is not at hand, there will be an opportunity and time to purchase it.

Employers provide themselves with work record forms

The official and only manufacturer of forms in the country is the GOZNAK association. It is unlikely that you will be able to purchase forms directly there. The association works through official distributors, a list of which can be found on its official website (https://goznak.ru/about/faq/?sphrase_id=53640).

In turn, distributors also do not sell books at retail. If you need a small number of forms, they can be purchased from bookstores or office supply retailers. They generally distribute forms legally.

The main thing is to make sure that you are buying an official form that has all the degrees of protection, series and number. If in doubt, you can ask the seller for documents confirming the legality of the sale. You should not buy books from hand, in stalls and passages. It's so easy to run into a fake.