Sample of filling out a personal registration card for the issuance of personal protective equipment

What are protective equipment?

This is property that workers use to reduce the negative impact of harmful substances and protect the body from pollution.

Classified into:

• Collective . Used to ensure the safety of the entire team.
• Individual . They are used to preserve the health of only one person.

Protection from the influence of external factors that negatively affect working personnel must be provided by the facility manager.

Important design details

The form for recording the issuance of personal protective equipment was introduced by the instructions of the order of the Ministry of Health and Social Development No. 290n. The employer is not allowed to use the old sample MB-6 personal card form. Its use is regarded as a gross violation of accounting document flow and entails the imposition of penalties.

The employer must issue an order to approve the personal PPE card form. It must be filled out in full accordance with the standards of legal acts regulating the issue.

If he does not comply with the procedure for maintaining records of primary accounting documentation, he will be brought to administrative liability for failure to provide workers with personal protective equipment.

In accordance with Part 4 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation, a fine is imposed on:

The fact that the employer issues PPE to employees is confirmed by an entry made in the personal card. Each enterprise carries out an inventory of material resources and property entrusted to the team to perform production tasks. It is conducted by a special commission, which includes a material accountant and officials responsible for the employer’s property.

Based on the results of the procedure, a written report is drawn up on the measures taken by the commission and on the execution of the instructions assigned to it. It can be drawn up in the form of an act of shortage of property, a defective statement of product damage, an establishment of a defect, or another type of official paper. It describes the movement of material resources and their remains.

The report is signed:

1. The management of the structural unit where the inventory was carried out.
2. Representative of the working class.
3. Members of the commission.

Its contents are communicated to employees who have signed a liability agreement. Each of them must sign on it, which indicates familiarization with the document and its contents.

Categories of protective equipment

Means for maintaining health are classified and divided into subgroups:

• First . From general pollution, mechanical impacts, from fumes of non-toxic compounds, from slipping. This includes protection from abrasion, vibration, cuts and punctures, noise, and from falling from a height.
• Second . For protection against chemical products (vapors of aerosols, varnishes and paints, petroleum products, fats, oils of various compositions).
• Third . To protect personnel from the effects of biological factors (insects and various microorganisms).
• Fourth . To preserve the health of personnel from radiation and ionizing radiation.
• Fifth . To ensure protection of the body from temperature changes, thermal study, as well as contact with heated and cold surfaces.
• Sixth . From exposure to electric current, shocks formed by an electric arc, static electricity, electromagnetic fields and radiation.
• Seventh . This is protective clothing for signal recognition when the worker is at a distance in the field of view.
• Eighth . Complex protective equipment. For example, a gas mask that simultaneously protects the organs of vision and smell from dust, gas contamination, as well as mechanical damage to the skin.
• Ninth . Dermatological products: they provide protection against low temperatures, ultraviolet exposure, microorganisms, and insects. Varieties: hydrophobic and hydrophilic action.

PPE is issued depending on production conditions.

Collective protective equipment

Means for protecting the collective are divided into the following categories:

• To bring the air environment to standard indicators . This is a device for ventilation units, pressure normalization and conditioning, signaling the presence of harmful substances and hazards found in the air of work areas.
• To normalize the lighting level (installation of light filters, light openings, lighting devices).
• From ionizing radiation (equipment for air purification, trapping harmful radiation, including the use of protective coatings).
• From infrared radiation (thermal insulation equipment or automatic alarm devices).
• From ultraviolet radiation (ventilation units and protective devices).
• From noise (soundproofing and sound-absorbing equipment).
• From electric shock (grounding devices, lightning rods, grounding).
• From mechanical influences (protective casings, blocking).

Means of collective protection of personnel are provided for by regulatory documents and local acts.

Individual protection means

Personnel are provided with the issuance of property to protect them from the negative effects of harmful substances on the body.

List of issued property:

• Workwear (winter and summer suits, scarves, hats, aprons and much more).
• Working shoes (shoes, boots, ankle boots, sandals).*
• Special means that provide respiratory protection (respirators of various types, gas masks).
• Hearing protection equipment (headphones, earplugs).

* Slippers are classified as technical clothing, as they do not provide ankle protection. Footwear used in production must be closed type.

Basic moments

Upon employment, primary accounting documentation is drawn up so that the employee receives the guarantees provided for by labor law. As for the employer, timely and correct documentation allows one to avoid administrative liability. The norm applies to all cases related to the creation of normal working conditions.

What it is

The wording “personal PPE card” means one of the types of primary accounting document. It certifies that the employer complies with his functional duties. It contains information about the issuance by the employer of special work clothing that allows protecting the employee from the effects of production factors.

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Photo: Personal PPE card

These include in accordance with GOST 12.4.011-89:

In addition to the above document, the employer keeps personal protective equipment logs, which must contain the name of the special clothing received by the enterprise, its name and quantity. The journal contains information about its release from the warehouse where the legal entity’s material assets are stored.

Photo: PPE log books

Personal protective equipment must be certified and in good condition. As a rule, they are issued after signing an employment contract after completing induction training.

As a rule, the employee receives them at the enterprise’s material assets warehouse. If it is not provided, it is issued by the management of the structural unit.

Who does it apply to?

The employer is responsible for providing PPE to employees. His functional responsibilities include maintaining documents related to filling out, storing and issuing.

In accordance with the instructions of Article 221 of the Labor Code of the Russian Federation, he must provide workers with uniforms free of charge if:

1. They perform labor duties in an enterprise with harmful and health-hazardous conditions.
2. Work that generates pollution is expected to be performed.
3. The work is performed in conditions that negatively affect the human body.

If the employer has not created the appropriate conditions and has not provided the employee with the funds due to him, then he is released from financial liability. This rule is enshrined in Article 239 of the Labor Code of the Russian Federation.

To be filled in by

In accordance with the regulations of legal acts, a certain part of the personal card is filled out by the head of the structural unit. And the other part is filled in by the warehouse manager. He enters into the document information that the employee has received the required IZ funds and submits it to the enterprise’s accounting department.

Procedure and standards for issuing PPE

All personal protective equipment issued by the enterprise must correspond to the physiological parameters of a person. Control over the collateral must be carried out within certain periods, and the issuance must be documented.

Several rules of procedure and norms of issuance:

• When combining professions, workers must be provided with additional PPE in accordance with the conditions regulated for these working conditions.
• Duty PPE is needed to carry out various tasks and work related to eliminating the consequences of accidents.
• PPE can be assigned to individuals based on hygiene requirements.
• If PPE is intended for a particular season, then at the end of it it must be put in the storeroom.
• The manager must provide instructions on the rules for using personal protective equipment, such as a gas mask, respirator or safety belts.

The standards for issuing PPE are specified in regulations and in special assessment cards for working conditions.

Legal basis for the use of PPE

The legal basis for the use of special protective equipment at an enterprise, including requirements for the acquisition, storage, issuance of PPE to employees, their use and care, is established by Intersectoral Rules, enshrined in Order of the Ministry of Health and Social Development of Russia dated 01.06.2009 No. 290n (hereinafter referred to as Intersectoral Rules, Order No. 290n ). This regulatory act canceled the previously existing rules approved by Resolution of the Ministry of Labor of Russia dated December 18, 1998 No. 51.

Intersectoral rules apply to all organizations and citizens. In accordance with clause 3 of the rules, personal protective equipment is used for the following purposes:

• to reduce the harmful effects of harmful factors;
• preventing the influence of hazardous production factors on the employee;
• in order to protect the employee from contamination during the performance of work duties.

Special protective equipment is purchased at the expense of the employer and issued to employees in accordance with physiological characteristics (height, suitable size) and taking into account hazardous production factors in a particular organization.

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PPE is divided into classes depending on their purpose. Thus, PPE is used to protect:

• eyes and faces;
• respiratory organs (for example, respirators);
• skin and its restoration after external influence;
• from falling when working at height;
• heads (helmets or caps);
• hearing organs;
• arms and legs.

The most common means is special protective clothing, which, depending on working conditions, can be divided into summer and insulated winter clothing.

Accounting for the issuance of personal protective equipment

Records of the issuance of PPE are kept in a special journal. The organization of work at the enterprise takes place according to the following scheme:

• The administrative document appoints a responsible person.
• Issue sheets are created, which indicate which personal protective equipment was issued and for what period.

Issue record sheet

To control the issuance of personal protective equipment, a statement of the established form is maintained. The document is filled out in 2 copies, one is given to the storekeeper, and the second is sent to the accounting department. After the PPE is issued, the employee signs.

How to issue a personal PPE card

Information about the employee, protective equipment that needs to be issued, body measurements, headgear, safety shoes are displayed in the document for issuing PPE. Using the card, it is easy to monitor the provision and compliance with wear deadlines.

Front side of the card

The following information is entered into the form:

• Last name and initials. Indicated in full.
• Employee personnel number.
• Number of the area where the personnel work.
• Position held.
• Date of entry into the enterprise.
• The number when the employee changed his profession or transferred to another job.
• Information is recorded: gender, height, sizes of clothes, shoes, hats, personal protective equipment, gloves.

The table indicates the name of the PPE, the item number from the standards, how it is measured and the quantity for 12 months.

Features of the form

The legislator introduced standards for the issuance of personal protective equipment for all sectors of production activity, which the employer must comply with. Legal acts contain a list of funds required for a specific production and the timing of their issuance. The employer has the right to establish its own standards, which should not contradict those established at the federal level.

A sample personal PPE card is available.

Prerequisites and requirements

Any employer, when hiring someone, undertakes to create the necessary working conditions for him. He, in turn, assumes the obligation to perform functional and labor duties in a timely and quality manner. Their agreement is secured by an employment contract, which can be terminated if one of the parties fails to fulfill its terms.

It certifies the emergence, modification and termination of the labor relationship arising between the employer and the employee. If they require the work to be performed in an appropriate uniform, then it must be issued to the employee without any reservations.

In addition, the uniform must be changed promptly by the employer within the time limits established by the regulations. They are determined by specific conditions and production technology. For example, an electrician is issued PPE for one year, and a steel worker is issued every six months.

If the employee refuses to receive it, the refusal must be documented. In addition, he is not allowed to perform work duties.

Document structure

The form for the personal PPE registration card is unified by Order of the Ministry of Health and Social Development No. 139. In accordance with its instructions, the form to be filled out is placed on both sides of the document.

They must be filled out. An employer can develop his own personal record card for issuing PPE.

The person hired gets acquainted with the contents of the personal card, after which he puts his signature. It is signed by the responsible employee of the personnel department, the head of the structural unit where the employee will work, and the material responsible of the accounting department.

Filling example

On the front side of the personal PPE card the following is indicated:

• employee personal data;
• Personnel Number;
• profession;
• employment date;
• the basis for issuing PPE, its name;
• the required set of things according to the worker’s profession - overalls and shoes, their sizes;

The reverse side records the date when the IZ funds were issued, the period of their use and the date of return. If they are required not constantly, but periodically, then in the column intended for entering personal data, a note is made - “on duty”.

Video: filling rules
https://youtu.be/FPqIM42nF38

Nuances of drawing up a document at an enterprise

Current legislation assumes that the employer has the right to fill out cards both manually and using software. In the second case, their structure must correspond 100% to the standard structure approved by the Ministry of Health and Social Development. Instead of the “live” signature of the employee who took the valuables, it contains the date and number of the primary document drawn up by the accountant at the time of issuing the PPE, which contains the “physical” visa of the hired specialist.

The employer can organize the issuance of protective equipment using vending machines that do not require the physical participation of storekeepers or other authorized persons. In this case, the employee who received each item must be personalized. Automating the process does not relieve the company from the need to fill out cards. The hiring company independently determines the person who will be responsible for maintaining documents. The position and full name of the authorized employee is fixed by its local acts. As a rule, this role is played by:

• storekeeper;
• Warehouse Manager;
• shop manager, etc.

The law establishes that this function cannot be assigned to a labor protection engineer. This is explained by the fact that its task is subsequent control of the correctness of filling out the cards and the completeness of the information reflected in them.

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The card cannot be replaced with other similar documents, for example, an order for the issuance of personal protective equipment. The fact is that this administrative document does not indicate a specific date for the receipt of protective equipment by the employee, i.e. it cannot be used to track their actual wear.

Answer

The job responsibilities of the Occupational Safety and Health Specialist are approved by order of the Ministry of Health and Social Development of Russia dated May 17, 2012 No. 559n.

Maintaining (filling out) personal cards for recording the issuance of PPE is not provided for by the legally approved job responsibilities of an Occupational Safety and Health Specialist.

The issuance of PPE and its delivery are accompanied by corresponding entries in the personal record card for the issuance of PPE, which is filled out when issuing PPE by financially responsible persons.

Accordingly, the financially responsible person responsible for issuing PPE must fill out the registration card for the issuance of PPE.

Justification for providing workers with PPE

Art. 221 of the Labor Code of the Russian Federation obliges the employer to provide PPE for employees who perform labor functions in the following conditions:

• harmful or dangerous;
• special temperatures or pollution.

For almost all sectors of activity, there are established standards for the issuance of PPE, approved mainly by orders or resolutions of the Ministry of Labor or the Ministry of Social Development of the Russian Federation.

These documents, broken down by relevant specialty, contain lists of the minimum PPE required for an employee. An employer may, by approving the relevant internal regulatory document, establish its own standards for issuing PPE. However, they should not be reduced compared to those approved for the industry.

To learn about the cases in which a reduction in standards is allowed, read the material “Issue of PPE: standard standards are the minimum, but some are entitled to only half.”

The standards contain not only lists of personal protective equipment, but also the periods for which they are issued. The employer must, in compliance with these deadlines, replace worn-out PPE with new ones and, if necessary, ensure the process of washing, drying and repairing them.