How to make a missing entry about a transfer to another position in the work book?

General rules for registering activities

The duration of work, which is reflected in the work book, is taken into account when applying for employment and applying for a pension. The requirements for accurate registration of labor activity in documents establishing length of service are specified:

• rules for maintaining work books, approved by Decree of the Government of the Russian Federation dated May 16, 2003 No. 225;
• instructions for filling out labor documents, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69.

Detected errors and omissions of information about experience are eliminated in accordance with the same requirements. In the “Work Information” section, entries are numbered in the order in which they were made.

It should be borne in mind that correctly entered entries are not canceled, even if there are previously missed lines. If you notice a gap, you can enter information at any time. The mistake is corrected by the employer who made it.

If an entry about dismissal is missing, the work book in some cases can be filled out by another employer on the basis of supporting documents, for example, orders, employment contracts, acts. But this is difficult, so it is the employee who is most interested in fully entering data about his work.

Employer's obligation

What to do if an entry is not made in the work book? It is worth worrying not only for the person in whose document the necessary lines are not filled in, but also for the employer. It is he who is obliged to make a note about the acceptance, transfer, and settlement of the employee. And the main document is the work book.

The obligation to fill out, enter data and resolve the situation, how to make a missing entry in the work book, is regulated by the Rules for maintaining work books, approved by the Government and the Instructions issued by the Ministry of Labor.

Filling out the form, including a new one, is also the responsibility of the person hiring you; nothing can be skipped. There are a number of filling rules that cannot be violated.

1. The main page cannot contain errors, including strikethroughs and corrections.
2. If the form is damaged by an incorrect entry, replacement is at the expense of the employer.
3. Each new line of information has a serial number in turn.
4. You cannot cross out entries: incorrect data is signed “invalid”, and the correct data is entered under it.
5. If data is not entered (for example, about a transfer), and the following appears after it, the missing information is entered into the next line with the next serial number.

An employee often has a question about whether it is possible to enter information that was missed by HR staff. This must be done by the employer who discovered the error.

How to recover a missed entry

Missing information is identified under various circumstances. The method for restoring missed moments of work comes down to one thing: a line is added with the following serial number and the current date in column 2 . Each situation has its own nuances of supplementing information.

Let’s say that information about a transfer to another position has not been entered. The omission was noticed on the last working day when receiving the main labor document. Information about the dismissal has already been entered.

The fix here is simple:

• once again put the full name of the organization in the title;
• a line about the transfer is entered with the date of dismissal (the day the line was written) in column 2, and the date of transfer is entered in column 3;
• the line is endorsed by the responsible specialist (employer) with a transcript of the signature and an indication of the position, sealed;
• The employee confirms in writing that the form is filled out correctly, signs and dates it.

An example of making a missing entry:

If the work book does not contain a record of dismissal from a previous place of work, a record of admission cannot be made in the new organization. In this case, there may be 3 options:

1. The dismissal record must be made by the responsible specialist from the former place of work. If there is no record of hiring a new job, then the record of dismissal is added with the current date, and the day of dismissal is written in column 3. Column 4 contains the name of the document (order) and its details (date and number). The signature of the employer (specialist) with a transcript and indication of the position is certified by the main seal of the organization. If an appointment has already been made, then before adding the entry you need to put a stamp with the name of the organization or write the title by hand in column 3.
2. If for some reason it is impossible to restore the line about dismissal at the old job, but there is a supporting document (order), then the new employer has the right to add the missing information. The important point is that oral evidence is not grounds for reinstatement of a record.
3. If the organization is liquidated and there are no archives, then you will have to go to court to establish the fact of termination of the employment contract. The court decision must be included in the employment form as a replacement for the dismissal record.

Features of filling out a work book

It is important to know where to go if there is no entry in the work book about admission and dismissal. You need to go to your former employer with a written application to supplement your work record. Before adding lines, enter the title in the form of the full name of the organization. Column 2 can be filled in with the date of the application. This will confirm the eligibility of the additional line. In practice, the actual terms of hiring and dismissal are written in column 3.

There is no need to make an addition in the form of “missing line”; the entry is made in the usual manner. To confirm late information, you can enclose certified copies of orders, a certificate or other papers in the book.

Sometimes the loss of even a small amount of experience can have a negative impact when applying for a pension; for example, several months are not enough for active or teaching experience. You need to be very careful when checking your track record .

We correct errors in work books (komissarova T.Yu.)

• — documents of the enterprise;
• — employee documents;
• — an extract or copy of the order for transfer to another position in another company;
• — seal of the organization;
• — Labor Code of the Russian Federation;
• — Rules for maintaining work books.

Instruction 1 Let's assume that you have hired an employee who discovered that his work book does not contain a record of transfer to another position. The mistake can be corrected not only at the enterprise where the transfer was made, but also in the organization where the employee currently works. 2 The specialist should write a statement to his employer about the possibility of making a missed entry in his work book about a transfer to another position. The document must be endorsed by the company director. The employee must attach a document confirming the transfer to the application.

Regulatory regulation

According to Art. 66 of the Labor Code of the Russian Federation, the employer is obliged to make timely entries in the work book.

Labor Code of the Russian Federation Article 66. Work book

The work book of the established form is the main document about the employee’s work activity and length of service. The form, procedure for maintaining and storing work records, as well as the procedure for producing work record forms and providing them to employers are established by the federal executive body authorized by the Government of the Russian Federation. The employer (with the exception of employers - individuals who are not individual entrepreneurs) maintains work books for each employee who has worked for him for more than five days, in the case where work for this employer is the main one for the employee. The work book contains information about the employee, the work he performs, transfers to another permanent job and the dismissal of the employee, as well as the grounds for termination of the employment contract and information about awards for success in work. Information about penalties is not entered into the work book, except in cases where the disciplinary sanction is dismissal. At the request of the employee, information about part-time work is entered into the work book at the place of main work on the basis of a document confirming part-time work.

According to the law, an entry must be made in the work book if the new place is the main one for the employee and the employment period is from 5 days.

In addition, the procedure for making and editing entries is regulated by the following documents:

• Instruction of the Ministry of Labor No. 69 of 2003;
• a set of methodological recommendations and regulations approved. Government Decree No. 225 of 2003.

What to do if there are mistakes in the work book - watch this video:

Responsibility for making entries in the book

Both companies and individual entrepreneurs are required to make entries in the books of their employees. Article 66 of the Labor Code of the Russian Federation states that the book is the key document on the basis of which the work experience of a specialist is recorded. On its basis, other information about the employee is also determined. Features of management are approved by these acts:

• The rules established by Government Decree No. 225.
• Instructions established by Resolution of the Ministry of Labor No. 69.

Paragraph 4 of Rules No. 225 indicates exactly what data needs to be entered in the book:

• Information about the employee: position, specialty.
• The work being performed.
• Transfer to other positions.
• Grounds for dismissal of an employee.
• Awards.

A representative of the personnel service cannot either omit information or enter unnecessary data. Article 22 of the Labor Code of the Russian Federation states that the employer must comply with all provisions of the law. That is, when filling out the book, he cannot act at his own discretion.

When records may be missing in a document

The most common errors are the following:

• incorrect indication of the employee's full name or personal data on the title page;
• lack of printing on the title page;
• entering false information regarding the employee’s part-time job and generally storing the book at an additional place of work;
• incorrect indication of the qualifications and specialization of the employee, his position in the enterprise;
• absence or inaccurate date of hiring;
• lack of information regarding the employee’s transfer;
• inappropriate design of inserts.

Advice: the employee must be vigilant, understand that the employment form is being filled out by an ordinary person and check the accuracy of the information, especially personal data.

Important: each of the listed errors must be corrected according to the instructions individually.

Responsibility for missing an entry

Paragraph 45 of Rules No. 225 states that it is the employer who is responsible for filling out the books. Subparagraph “b” of paragraph 10 of the Regulation on Labor Supervision No. 875 of September 1, 2012 states that if an employer receives a complaint regarding violations in filling out the book, an unscheduled inspection awaits him. The result of control measures may be administrative liability on the basis of Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

In particular, this is either a warning or a fine:

• 1,000-5,000 rubles for officials and individual entrepreneurs.
• 30,000-50,000 rubles for legal entities.

If a repeated violation is detected, the fine will be increased.

How to make a missing or missing entry in a work book

For any employee, such a document as his work book is important. It contains information that will definitely be needed when establishing length of service and calculating a pension. That is why the information in this document must be complete and reliable. Filling out a book by hand often leads to certain consequences. To fix something, you need to rely on rules and regulations. For example, how to make a missing entry in a work book? This kind of question is very common. To answer it, you need to understand all aspects relating to this matter.

Common mistakes

The missing entry is entered into the work book at the company where it was made. The sample for entering data, even corrective ones, does not differ from the standard procedure.

To make a new mark, you cannot cross out existing ones. In this case, it is indicated that the data under serial number No. X is considered invalid. The most common mistakes when filling out the form:

• errors in writing the serial number;
• a typo in the date indicated in the second column;
• one of the options for inaccuracy is if the employer entered an incorrect wording of the reason for dismissal (this point must comply with the law and the article of the Labor Code);
• HR officers often “forget” to enter data regarding the transition from part-time work to a permanent basis;
• other typos, including grammatical errors.

Filling out a work book

Any document is a legally made record approved by an authorized person. Filling out the work report is also responsible. There is a specially designated place for each information in the book. All sections are clearly regulated by the Labor Code of Russia.

Work with labor begins when the applicant comes to work at the company. A manager who is ready to hire a person for a vacant position requests a work book form from a personnel employee (another person). Subsequently, the employee pays the employer the amount for the document provided.

The workbook contains sections:

• personal information>
• job details>
• information about awards.

Initially, personal information is collected, which includes:

• last name, first name, patronymic>
• date, month, year of birth>
• education, specialty, profession.

At the end of the title page it is necessary to put the signature of the owner and the employee filling out the book. The seal also confirms all written information.

All main aspects are recorded on the following labor pages:

• reception>
• dismissal>
• translation>
• awards and so on.

There are special columns where data recording is entered:

• number>
• date>
• name of organization>
• information about work (awards)>
• indication of the document that serves as the basis.

It is advisable not to make mistakes in this document, but often inaccuracies, omissions, and omissions occur in a variety of situations.

Types of errors in an employee’s workbook

The existence and correction of errors made is stated in the rules and instructions. What types of mistakes can those filling out the work report make?

1. incorrect spelling in title>
2. incorrect spelling on other pages>
3. missed entry (forgot to enter information).

No mistakes should be made on the main page where the employee’s data is written, since correction of such inaccuracies is prohibited by law. When a manager or a person authorized to perform these actions makes a mistake on the title page, the book form can be considered damaged. In this regard, an act is being drawn up, on the basis of which the illegal document is destroyed. The act itself is stored in a special file (folder) with the person responsible for these procedures. Next, a new form is issued for the employee. Clean labor costs are covered by the employer.

If an error occurred when writing information on other pages, then here the law allows you to make a certain type of change. But you cannot cross out entries (the only exception is the correction of personal data due to changed circumstances). Information recorded incorrectly must be invalidated. This happens by making a new entry below. All written data must be numbered one by one in any case. After recording the illegality of information, you must make a correct entry in accordance with all the rules.

New procedure for maintaining work books

Proceed as follows:

1. Enter the next serial number.
2. Indicate that the entry under the corresponding number is invalid and here, under the same number, enter the correct information.

• “Record number 45 is invalid
• Hired to the position of 3rd category cook from 11/11/2011.”
• Enter the order for the correct entry.

Pay attention to the most important nuances:

1. The name of the organization is entered before entering the serial number and date, that is, the entry ends with a line higher than the basic information is entered.
2. In numbering, a “0” is not placed before the current number of the serial number.
3. All information and wording must coincide with the data from the order by which the person is hired.

• information about work and rewards (promotions) that were entered into the work book at the last place of work.
• The total length of service is recorded in total, that is, the total number of years, months, days of work is indicated without specifying the employer, periods of work and positions of the employee.
• If the documents on the basis of which entries were made in the work book do not contain complete information about work in the past, only the information available in these documents is entered into the duplicate work book.

Issuance of a work book If there is a delay in issuing a work book to an employee due to the fault of the employer, or if the reason for the employee’s dismissal is incorrect or does not comply with federal law, the employer is obliged to compensate the employee for the earnings he did not receive during the entire delay.

How to make a missed transfer entry in the work book

If, when filling out information about the job, information about the transfer was missed, and the next entry is dated in advance, then the previous data cannot be recognized as incorrect (due to the correct spelling). A completely legal way is to write the missing information below under all the entries made so far.

The first column is filled in according to the rules, that is, the numbering is not confused in any case, the record number is entered in order. In the second column you must indicate the date, month, year in fact (today's date). The date of transfer and start of work at a new place (position) is written in the third column after the word “transferred”. Then it is written where and to what position the transfer was carried out. The document that is the basis for the changes must be indicated in the last column (name, number, date).

To avoid unpleasant consequences, the employee is given certain documentation confirming the length of service (certificate, copies of the order, and so on).

Skipping an appointment in another organization

If any information was omitted from the employment record by the current employer, then the correction of this error is made by him in this company. It is much more difficult if a specialist works in a company and an omission was noticed that was made by another manager.

There are two ways to correct a work book when an entry is missing where two different organizations are involved:

1. information is recorded by the former employer when the owner of the book contacts him>
2. the information is recorded by the employer upon the fact, if the corresponding document approved by the former manager was presented.

According to the law, in both cases, company managers cannot refuse the owner of the work book, since any important entry regarding information about the work must be recorded in this document.

The accuracy and correlation of the documents presented, which are the basis for the records, is the main condition for the authenticity of the information listed below. They will be the evidence base, and the testimony of eyewitnesses (in court proceedings) is just an addition to the specified document, unless there has been a massive destruction of documentation.

Recording of missing information occurs on the basis of the law. Approval of this type of records is made with the signature and seal of the manager or person authorized to perform such actions.

The most common violations when filling out a book

Responsibility for incorrectly filling out the book is imposed on the basis of Article 419 of the Labor Code of the Russian Federation. In order to avoid punishment, you must first check whether existing records comply with the law. Only then should new entries be made.

When filling out, they usually forget to enter this information:

• Education.
• Position and specialty.
• Employee benefits, if any.
• A record of termination of an agreement with an employee indicating the current date.
• Changing the name of the company or department if this occurred during the employee’s employment.
• Serial number of the record.
• Date of entry.
• Information about the assignment of qualifications.

The employer must check whether the information in the book is entered correctly, since it is he who is responsible for errors. However, the employee is recommended to check the information entered, as it may affect further employment and determination of length of service.

IMPORTANT! The employer may not simply forget to enter some information. He may not record at all that the employee worked for the company. This is a very serious offence. It is fraught for the employee.

Let's look at an example. A person has been working in a company for 5 years. Upon his dismissal, no entry was made in his Labor Code. Because of this, the employee will not be able to prove to the new employer that he held a certain position. In addition, the recorded length of service will be less than the actual one.

ATTENTION! There should be no erasures or strikethroughs in the work book.