What is it for?
A personal card is one of the elements of personnel records maintained by the personnel management department. It contains complete and detailed information about each employee from the day he took office until his dismissal. The HR department specialist fills out this document independently, based on the documents provided by the new employee. It is not permitted for the employee to fill out this card himself.
As soon as an employment contract has been signed with a new employee, a personal card is created for him. It is carried out throughout the entire work process and can be updated with new information. The data collected must be within the scope of the work process and not violate the right to privacy.
Section “Grounds for termination of an employment contract (dismissal)”
While the employee works in the company, the last, eleventh, section of the personal card remains blank. And when he resigns, here you will need to enter the basis for dismissal with reference to the relevant article of the Labor Code of the Russian Federation, indicate the date of dismissal, as well as the number and date of the order to terminate the employment contract. Close the personal signature card of the personnel officer and employee.
The employee changed her last name due to marriage. To change the last name on a personal card, do I need to enter into an additional agreement with her to the employment contract?
No, don't. Since the employee’s surname is not an essential condition of the employment contract, but refers to information about the employee, changing it does not entail the obligation of the parties to enter into an additional agreement. In this case, in order to make changes to personnel documents (personal card, time sheet, etc.) and accounting documents, an order is issued to make changes to these documents in connection with the change of the employee’s last name. The basis for issuing the order is the marriage certificate issued by the registry office.
When issuing an order to change an employee’s last name in a personal card and other accounting documents, do not use the wording: “on such and such a date, Ivanova shall be considered Petrova,” since it does not reflect the essence of the changes.
You also cannot write: “Change the surname of the senior inspector of the personnel department Ivanova to the surname of Petrov,” since the surname of a citizen is changed by the registry office department, and not the personnel service. The correct wording of the order to change the surname (first name, patronymic) sounds like this: “Change the surname of the senior inspector of the personnel department Maria Ivanovna Ivanova in the accounting documents to the surname of Petrov. Reason: personal statement of the senior inspector of the HR department Ivanova M.I. and a copy of the marriage certificate.”
The employee's personal card has undergone natural aging. Is it possible to get a new personal card?
You can re-register it. A personal card form T-2 is issued when an employee is hired. And in accordance with paragraph 12 of the “Rules for maintaining and storing work books,” you are obliged to familiarize the employee with each entry made in the work book against a signature in his personal card. When personal cards become dilapidated and unusable, the decision to reissue them is made by the head of the company. Such a decision must be formalized by order of the manager and familiarized with it to all employees against signature.
How to store employee personal cards in the HR department?
Since personal cards contain personal data of employees, you need to store them in a safe or cabinet that can be locked with a key. Free access of personnel to these documents must be excluded.
Personal cards of working employees are systematized using separators by structural divisions, and inside - alphabetically. The personal cards of those dismissed are confiscated and stored separately. They are arranged by year of dismissal, and inside - also alphabetically. The storage period for personal cards of dismissed employees is 75 years.
Download the program for personnel officers and managers (personnel accounting)
Form
Form T2 has been developed for maintaining personal cards of employees in a unified format, which is approved by the State Statistics Committee. However, since 2013, it has been allowed to use an independently developed document for this purpose (information of the Ministry of Finance of the Russian Federation dated December 4, 2012 No. PZ-10/2012). The internal form of the personal card must be approved by the head of the enterprise.
A sample of Form 2 is shown below.
Storage and accounting of personal cards in the T-2 form
Form T-2 is paper with a long “shelf life”; cards are prescribed to be stored for 75 years, which means you should take care of their integrity in advance, in particular, use thick paper of proper quality for printing. There are no strict accounting standards; cards are usually stored in locked cabinets in the personnel hotel or in the office of the head of the organization, arranged in alphabetical order. This issue is discussed in more detail in the following video.
Personal cards of already dismissed employees are sent to the archives after a certain time.
https://youtu.be/43PGcouEbkg
Documents required to fill out
A HR specialist cannot fill out an account card only from the words of a new employee. It is advisable that all information entered on the card be confirmed by original documents or certificates. Here you may need:
- internal passport;
- diploma of education, degree (master, bachelor, specialist, etc.);
- documents confirming additional knowledge (for example, qualification certificates for accountants, certificates confirming language knowledge, etc.), if they are required for the position;
- military registration documents (for men);
- employment order with number and date;
- certificate of compulsory pension insurance;
- work book or documentary evidence of work experience.
General information about the T-2 form and the intricacies of filling it out
The question of who fills out and maintains T-2 forms will be answered by the State Statistics Committee Instructions. According to them, personal cards are issued by an employee of the personnel service, and when the staffing table does not include such a position, by a person authorized to conduct personnel records or by the head of the enterprise. The employee himself is prohibited from making any entries in his personal card, with the exception of a personal signature during employment, personnel changes or dismissal.
Form T-2 contains 11 blocks, divided by topic and placed on 4 pages. For a more clear understanding of the structure and understanding of the filling features, we suggest that you familiarize yourself with the form. (link to download the form)
The law does not regulate the time frame for generating a T-2 card, and the best option would be to include this item in the set of standard operations for registering a new employee. This is due to the rule: an entry in the employee’s work book is certainly duplicated by a similar entry in his personal card. Materials are entered into the T-2 form based on a typical list of documents:
- The order of acceptance to work
- employment contract
- employment history
- SNILS
- documents on education, advanced training
- military registration documents (for persons liable for military service)
Some professions and types of work have their own specifics; in such situations, additional papers may be useful. The employer has the right to request them from the candidate, if this does not contradict current legislation.
An ultimatum request to provide a certificate of assignment of a TIN, a reference from a previous place of work, or a certificate of family composition may be considered illegal. It is prohibited to demand third-party documents, contrary to the current labor legislation of the Russian Federation.
Personal card structure
The employee card according to Form 2 has a strict structure and consists of 11 sections. Form 2 consists of four pages. They reflect:
- General information.
- Military registration.
- Hiring, transfers to another job.
- Certification.
- Advanced training in the organization.
- Professional retraining.
- Awards, honorary titles.
- Vacation.
- Social benefits.
- Additional information.
- Grounds for termination of an employment contract (dismissal).
If the company uses its own form of personal card, then some sections may be omitted or added. But, in any case, standard general information about each employee must be present:
- Full name, address, data on birth, professional level, length of service;
- family composition;
- military registration;
- accounting of events that happened to the employee during the period of work: transfer, promotion, going on vacation, advanced training, training, etc.
Let's take a closer look at what is included in each section.
How to fill out a personal T-2 card. Is it possible to do this with a pencil?
The employer contacted the Rostrud portal “Onlineinspektsiya.rf” with a question about filling out a personal T-2 card. We tell you what the labor inspectors answered:
1) It is not necessary to paste a photo of the employee onto the card.
2) It is not necessary to put codes on the card. Coding is intended for automated data processing and statistical accounting.
3) If, during a temporary transfer, an entry about the transfer is made in section 3 of the T-2 form, then there is no need to familiarize the employee with the entry made, since the entry about the temporary transfer is not entered into the work book.
In addition, the employer was interested in the question of whether some entries on the card could be made in pencil. After all, during the course of work, an employee’s marital status, passport details, etc. may change.
