Instructions: how to correctly change your last name in your work book

Changing the surname in the work book after marriage, how to make an entry

A change in information about an employee must be justified, for which supporting documents must be presented.
Changing the surname in the work book after marriage is the next step after receiving a new passport after marriage.

All personal and personnel documents must be properly executed and contain up-to-date information about the person. After registering a marriage, employees of an enterprise often change their last name, which should also be reflected in personnel documentation.

General design rules

There may be several reasons for changing personal data, but the most popular reason is marriage with the adoption of the spouse's surname. In case of divorce, a similar procedure is provided with the return of previous information.

It is necessary to report a change of surname as soon as you receive a new civil passport, since the company submits monthly and quarterly reports on the number of employees to government agencies and makes the corresponding tax and insurance deductions. If the employer does not make timely adjustments to personal documentation, problems may arise with confirmation of length of service and the right to pension accruals.

When changing the surname, the employer is obliged to make changes to the personal file, work book, and issue the appropriate internal personnel orders. If for some reason the employee did not have time to notify about the changes, and the documents were not reissued at the enterprise, the subsequent employer has the right to correct the situation based on the documents presented.

The list of papers involved in re-registration of labor is determined based on the specific situation.

The change procedure is regulated by clause 26 of the RF PP No. 225 of April 16, 2003.

What documents are needed

To make an entry in the labor record about a change of name, the HR employee will need a number of documents, on the basis of which an order to make corrections will be issued and an additional agreement to the employment contract will be prepared.

When determining the list confirming the fact of a change in personal information, they are guided by clause 2.3 of the Instructions for registration of labor documents, approved by Resolution of the Ministry of Labor No. 69 in 2003.

The list of papers provided to the personnel service includes:

1. New passport.
2. Certificate of birth, registration or divorce.
3. Confirming certificates issued by government agencies.

A link to the document that provided the basis for the adjustment is indicated on the inside of the first page of the form. If the surname is changed on the basis of a marriage certificate, the series, certificate number, and date of registration are written inside the employment form.

When correcting the employee’s personal information and documents, the employer and employee additionally fill out:

• an application from an employee with a request to make a correction (filled out according to the HR department model);
• management order about the need for adjustments;
• additional agreement;
• internal regulations, accounting sheets, etc.

Step-by-step description of changing the last name in the work book

Acting in the following sequence, the personnel service changes information about the working person:

1. Submitting an application along with supporting documents.
2. Issuance of an internal order.
3. Preparation and signing of a new additional agreement to the contract.
4. Making an entry in the work book.

Since the successful coordination of length of service and the right to receive a pension depends on the proper execution of the book, when making corrections it is important to adhere to the following rules:

1. Complete the entry in the last name column on the 1st page. The previous value is crossed out with one straight line, and the current data is entered next to it. If there is not enough space, the word is written above the line.
2. A link to the documentary basis for the adjustment (from the registry office) is written on the inside cover of the form.
3. After indicating the series and number of the certificate, the authorized official signs, certifying the record with a seal.

To avoid problems with decoding information entered manually, it is recommended to stamp it in such a way that the entire text is visible. At the same time, it is necessary to take into account that the form is valid throughout life, during which the surname can change several times.

Enough free space should be left so that later there will be no problems with fixing new data.

The process of correcting personal information is not difficult, but requires careful attention as erasures and illegible entries are unacceptable.

Application for changing personal data

Changing the surname of an employee of an organization requires the employer or HR department employee to have a clear understanding of the actions regarding how to make changes to the work book.

The most common case for changing a surname is a change in the marital status of an employee and adopting the surname of a spouse.

In this case, adjustments must be made to the work book immediately after the employee changes his passport to a new surname.

In addition, the surname can be changed at the person's own request. As a rule, changes to the employment record are also made after receiving a new passport.

A change of entry in the work record regarding the surname is also made for other reasons, for example, after a divorce proceeding.

Such an action is always executed using the same algorithm.

After this, you must adhere to the following algorithm of actions:

1. The employee should prepare the necessary package of documents.
2. Making changes to the work book is the responsibility of the HR department employee.
3. Before changes are made to the labor contract, the employee must carefully read the order that the employer will issue to him.
4. The employee does not need to see the fact that changes have been made to the employment document, but for his own peace of mind it is better to inspect the book and check that the new information is filled out correctly.

The procedure for making entries in the work book is carried out after the employee’s application with a request to make changes to the work book.

Then, on its basis, an order is created from the head of the organization to make appropriate corrections in relation to the employee.

Under the date and signature, you must indicate in the application a list of copies of the passport and certificate on the basis of which you need to change the employee’s individual data.

The list of required documents from the employee looks like this:

• passport with a new surname;
• marriage certificate, if the data has been changed as a result of its conclusion;
• other evidence that confirms the change in last name, first name or patronymic.

But experts strongly recommend making such changes in the work book as quickly as possible, immediately after receiving a passport with new information.

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Application for change of surname

An application to change a surname is submitted personally by the person who is changing the surname. At the territorial registry office, the applicant fills out a form according to Form No. 15.

Information required to be included in the application:

• current surname, first name, patronymic;
• date, month and year of birth, as well as place of birth;
• citizenship;
• Family status;
• details of civil registration records that already existed at the time of filing the application;
• personal data of minor children, for each child separately;
• surname chosen to replace the existing one;
• the basis for the change of surname;
• a list of documents attached to the application;

The application must be signed and dated by the applicant.

Papers to be attached to the application:

• photo for documents with the image of the applicant;
• passport;
• birth certificate;
• autobiography, which provides information about the date and place of previous civil registration;
• marriage certificate or certificate of divorce;
• birth certificates of existing minor children;
• other documents confirming the existence of the grounds for changing the surname provided for by law.

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On the basis of what documents do they change the data in the work book?

The list of documents that allow you to record a change of name in the work book is established by Resolution of the Ministry of Labor No. 69 of October 10, 2003. Clause 2.3 of the instructions approved by him defines the list of supporting documents:

• passport;
• birth certificate;
• marriage certificate or divorce certificate;
• documents confirming the change (indicating the number and date).

The presence of these papers will allow the HR specialist to enter information into the employee’s work book.

Employment contract

How to make changes to an employment contract? There are two points of view on this matter.

One of them involves drawing up an additional agreement to the contract, where the personnel officer reflects the changes. It is based on the Labor Code of the Russian Federation, Art. 57, which states that the missing information should be included in the text of the employment contract itself, and a change of surname means changed information. Therefore, an additional agreement is necessary.

Another position is that a change in the full name is a change in information about the employee, and not in the conditions of his work. The missing information should be included in the text of the agreement (clause 3 of the same article of the Labor Code of the Russian Federation). Additionally, supporters of this position refer to Art. 72 of the Code, which states that an additional agreement applies only when the employee’s working conditions change.

Prudent personnel officers often make changes to both the employment contract and the additional agreement drawn up to it in order to guarantee that claims from regulatory authorities are excluded. In the practice of inspections of companies by the Labor Inspectorate, sanctions for such “double” reporting of information have not yet been recorded.

There must be supporting documents

It is important to understand that copies of supporting documents must be attached to the application to change your surname after marriage. Without them, the HR officer cannot accept an application.

Moreover, they should be in the hands of the employee. The HR specialist will simply have to make copies of them and attach them to the application.

In this situation, the main required document is a marriage certificate:

Such a document will be provided to the civil registry office employee (Federal Law dated November 15, 1997 No. 143-FZ). You will also need a copy of the employee’s new passport, which will be issued to her by the passport and visa office of the police department of the relevant territory.

Reasons for changing the surname

The most common reason for changing a surname is marriage, and in this case not only women, but also men can change their surname. The same situation arises in case of divorce and the return of the premarital surname. Particularly complicated cases occur in cases of repeated marriages and divorces.

For example, Rifkina-Gindelstein-Abramyan-Kovalenko-Rivkina

Please note that in this example, the returned premarital surname differs by one letter, because the real premarital surname was “Rivkina” (according to premarital passport data), but when filling out the first entry in the work book, the personnel officer misspelled the surname. Therefore, when changing your last name, you should know how to correct an erroneously written last name in your work book.

The surname can also be changed by personal request, when a person wants to change a dissonant name or abandon the surname for other reasons. In any case, the change of surname must be confirmed by official documents.

Changing the surname in the work book, example, sample, changing your name after marriage

The application form is standard, with a request for changes. It is imperative that under the date and signature of the applicant, it is necessary to indicate in the application a list of copies of the passport and certificate, on the basis of which it is necessary to change the individual parameters of the worker.

The employer whose employee's last name changed during his employment must make changes to the employment record.

If for some reason this was not done, then corrections are made by the next employer of the citizen.

The employee must notify the human resources department or, if the company is small, directly the employer of the change of name. The employee must notify management in writing or orally about the change of name, submit all necessary documents and their photocopies.

Submitting a written application is not mandatory, but may be regulated by the internal acts of the organization. After this, an order is issued on the basis of which an adjustment is made to the labor record (Government Decree No. 225 of April 16.

2003)

How to fill out an order for corrections in a work book

Having received an employee’s appeal, the employer issues a local administrative act, which makes it possible to make an entry in the employment record when changing the surname and approve the need to adjust personnel documents. The form of the order is not established by law; it is issued arbitrarily.

All employees mentioned in it are familiarized with the order.

What other documents need to be amended?

After completing and approving the order to use the employee’s new last name, it is necessary to update the records in the following papers:

• in the personal file, information about the employee is corrected in the card;
• re-register documentation on personal accounts;
• update the personalization changed in relation to the employee in all other personnel and accounting forms where there is individual data of the worker.

Personal card

Making changes to your personal card can be done in different ways.

Let's take a closer look at the example:

The most common option is when a worker takes her husband’s data after the wedding - for example, Anokhina became Danilchenko.

The maiden name is crossed out and, if space permits, a new one is added nearby.

On the inside cover, enter the name of the official documentation, series, number and date, for example, “Marriage Registration Certificate II-BB No. 342876 dated 04/11/2015.” Under this entry, the personnel employee must sign with his data and put a stamp. It is necessary to indicate the date when the update was performed. If there is not enough space, then a note about the personal parameter is made above the crossed out word.

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The parameters of the certificate, in accordance with which the record is changed with confirmation of its accuracy by the signature of a personnel employee, can also be indicated in the card, where there is a place in the “Additional information” section.

Sometimes HR officers print out a blank page from a worker’s card with new parameters, and leave a note on the old sheet about its replacement.

Employment contract

Not all personnel employees agree that when changing personal parameters, it is necessary to sign a new employment contract or draw up an additional agreement to it.

It allows editing of the text only for the purpose of containing missing information, and not changed.

Therefore, when changing the personal data of employees, an additional agreement must be signed.

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What other documents need to be amended?

First of all, you should pay attention to the employee’s personal card and make changes to it. As in the previous document, the last name (or other personal data) is carefully crossed out with a straight line and new information is written on the same line

To ensure that there are fewer questions for the HR officer in the future, the basis document and its details are briefly indicated in the open space next to these changes. Such a record is certified by the signature of the person who made the adjustment. You must also indicate the date the information was changed

As in the previous document, the last name (or other personal data) is carefully crossed out with a straight line and new information is written on the same line. To ensure that there are fewer questions for the HR officer in the future, the basis document and its details are briefly indicated in the open space next to these changes. Such a record is certified by the signature of the person who made the adjustment. You must also indicate the date the information was changed.

It is convenient to make these changes in the additional information section of your personal card.

In addition, personal data must be changed:

• in the time sheet (and calculation of wages, if this form is used), f. T-12 (13);
• in the vacation schedule, f. T-7;
• in personal account, f. T-54 (54A).

In small organizations, the functions of accounting and personnel services are often combined by one employee. In this case, it is advisable to remind the employee about the need for replacement:

• pension certificate;
• bank card details (if salary is transferred through a bank).

This is dictated by the importance of correctly submitting individual information to the Fund for an employee. An error may result in a refusal to accept reports and penalties for the organization.

Untimely payment of wages is fraught with conflict with the employee and the prospect of unscheduled inspections for the company.

The responsible persons of the company do not have the obligation to notify the social insurance and medical insurance funds of changes in personal data. There is no need to contact the tax office to obtain an updated TIN for the employee. Replacing a citizen’s personal data is not associated with changing his identification number.

Results

When an employee changes personal data, the responsibility for correcting information about him in documents rests with the HR department. There is no clearly defined procedure for such adjustments in the legislation. It is advisable to make changes on the basis of a citizen’s application with attached copies of the relevant documents: marriage (divorce) certificate, court decision, new passport, after the issuance of the manager’s order. Particular attention should be paid to adjustments in the work book and the contract with the employee. Corrections in any documents containing personal information must be made so that the information cannot be distorted when read and copied.

Order to change personal data

This order is issued based on the application of the employee whose data is subject to change.

It is not necessary to write a statement asking the employee to change her last name, but it is advisable. She must attach copies of the documents on the basis of which she requests changes to the application. The employee presents the originals of these documents to the employer for confirmation of copies. These include:

• marriage registration certificate}
• passport.

The issued order serves as the basis for the organization’s personnel service to make changes in documents containing personal data:

• work book}
• employee's personal card}
• personal account and other documents.

Like all orders, an order to change the personal data of an employee must be officially registered and entered under a serial number in a special order register.

The contents of the order to change the employee’s surname due to marriage are informed, against signature, to the employee herself, the employees of the accounting department and the personnel service of the organization.

What else you need to know

Change of signature

The personnel inspector must not only make changes to the last name in the documentation, but also obtain a new sample signature from the employee; this should not be forgotten.

Returning a surname in case of divorce

It happens that after a marriage is dissolved, they return to the surname that was before the marriage. In such cases, it is necessary to indicate that the marital surname has been replaced by a premarital surname, on the basis of a divorce certificate.

Example:

Making an entry for remarriage

The next marriage must also be reflected in the work book, just like the first.

If a change of surname occurred during a remarriage with the same person, then the record indicates that the old one was changed to a new one on the basis of a marriage certificate, just as when it was returned upon divorce.

How to correct incorrectly made changes?

The instructions contain information on how to correct an erroneous entry, but there is no information regarding the title page.

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If the employment form is being drawn up for the first time, then if it is filled out incorrectly, it must be destroyed.

This is discussed in paragraph 42 of the Rules. In accordance with clause 48, the employer must pay for its replacement.

But what if the work book already contains records from previous places of work? In such cases, it is necessary to make changes with the note “instead of the erroneous one” signed and stamped.

You should always remember that, first of all, the manager is responsible for recording and storing work books, because he appoints the HR staff. Officials appointed by him for violation of accounting or storage are subject to disciplinary penalties and other sanctions provided for in legislative acts.

Incorrectly made changes: how to fix them

There were cases when an employee changed her last name due to marriage at her previous place of work, and the employee who was required to keep work books did not know how to correctly write the change in last name in the work book. He simply crossed out the old one and wrote a new surname of the employee, without any justification or confirmation of the change with signatures and seal.

Due to the fact that any changes to the information in the work book must be confirmed by relevant documents and certified with seals and signatures, this entry with a change in the last name without justification is, in fact, illegal. But since the entry is not erroneous and does not require correction, and the information is presented incomplete and needs additional information, this flaw in the document can be corrected at the last place of work, without contacting the organization that made incomplete changes to the title page of the book.

To eliminate the shortcoming of recording the employee’s new surname, a personnel service employee or a responsible person of the organization makes an entry in the empty space on the cover about the document indicating its number and date, which is the basis for changing the employee’s surname. Preference is given to the primary document, i.e. marriage certificate, but the Instructions for filling out work books do not prohibit recording the employee’s passport as the basis for changing the surname.