This document is very important when compiling an employee’s personal file. It is given to fill out when applying for a vacancy in order to know the basic skills and abilities, as well as personal and biographical information about the employee.
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Its difference from a personal card and questionnaire is that the latter is filled out before being hired for a position, and the card is filled out by the employer himself. It is also mandatory for admission to some organizations.
Rules for drawing up a personal sheet
Today, a personal personnel record sheet is not a strictly mandatory document for legal entities and individual entrepreneurs-employers. However, it belongs to the category of in-demand documents, and is mainly used when applying for jobs in large commercial structures.
As for government agencies, the presence of this document is strictly mandatory for them.
The personal sheet does not have a unified, generally applicable template, so it may have different content and structure. However, there are sections that are always included in the standard form of the document. In particular, this applies to information about the employee’s personal data:
- date of his birth,
- residence addresses,
- passport series and numbers,
- information about marital status.
Also, almost always, your personal statement requires you to indicate your education and work experience. All other paragraphs can be changed depending on the needs and the employer’s understanding of this document.
Another important aspect is that when filling out a personal sheet, the employee must attach his photograph to it, which is then pasted into it.
The personal personnel record sheet is drawn up strictly in writing by hand, in a single copy and certified by the signature of the employee, who thus indicates that he has entered truthful information about himself into it.
About forms and forms for a personal sheet
There are no clear requirements for the structure of this document in the legislation of the Russian Federation. This means that the company has the right to independently develop a form that seems most suitable for personal accounting. The main thing is not to violate the rights that the employee himself has.
Employees in HR departments try to apply standard forms in practice, making only a few changes on their part.
It often happens that the information and questions on the cards repeat the same as indicated on the T2 form.
It can provide guidance for those who are unsure about what data should be present.
What about add-ons?
Additions to personal sheets are needed to reflect changes that occurred after filling out the primary document. In relation to the sheets, such additions are secondary.
Are you facing bookkeeping problems? Read this article and you will solve all your questions.
What information should be included in the supplement? You can’t do without the employee’s full name along with two sections presented in table form.
An example of a personal sheet.
The first section, if necessary, reflects movements in the service. Here you need to write when the person took the position and when he vacated it. The second section indicates the changes themselves regarding this or that accounting information.
An important requirement is the availability of documentary evidence for any changes related to the information in the personal sheet.
Additional rules for filling out
The education indicated on the form can be: higher or specialized secondary, vocational, or general secondary. But there are no references to basic education in the instructions for filling out the document and are not provided.
What can be done if wages are delayed? You will find the answer here.
As for the specialty obtained after higher education, it is described in the same way as it appears in the diploma.
The main thing is not to confuse the specialty with the assigned qualification.
Location and storage of the document
The creation of an employee’s personal sheet begins immediately after the employment contract has been concluded. And after the issuance of an order confirming the appointment to the position.
The document is kept only in the personal file of each employee. In front of it is an internal inventory along with an addition, if available and filled out.
An example of filling out a personal sheet for personnel records
First, a photograph of the employee is pasted onto the document, on the right or left (it doesn’t matter). Then his personal data is entered: last name, first name, patronymic (in full), date of birth, nationality (if desired, you can not indicate) and place of birth. Then the official and actual home address (if they differ), telephone number and information from the passport (series, number, when and by whom it was issued) are entered here. Just below you need to indicate your marital status.
The second part of the document contains information about the next of kin.
If for some reason the employee does not want to fill out this part of the sheet, it can be left blank, but the next line about military duty must be filled out.
Next are two tables about education and work experience. If we are talking about education, here you need to enter information about the maximum level achieved. That is, if this is a school, then indicate information about it; if you have a secondary specialized or higher education, then you no longer need to indicate the school; it is enough to provide information about the last completed educational institution.
As for previous experience, data must be entered here, starting from the last place of work and in descending order.
The next part refers to additional knowledge as well as professional achievements. Only information that is supported by documentary evidence should be included here. As for staying abroad, this section is not mandatory and can be left blank.
In conclusion, we should list the awards that were previously received in the field of professional activity. If there are none, the line can be left blank and proceed to the final stage: indicating the date of filling out the personal sheet and signature.
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| alex_ds |
| Is it included in the personal file immediately or only after new information about the employee becomes available? The instructions say that the personal file is formed in chronological order, where this addition comes first in the list of documents. That is, we immediately create an addition to the personal sheet, and fill it out as changes occur in the employee’s work activity? Edited by the moderator according to the forum rules (subclause 4.3.3.) |
| I want to draw the moderator's attention to this message because: Notification is being sent... |
| VyacheslavV [email hidden] Belarus, Vitebsk Wrote 9692 messages Write a private message Reputation: 1077 | #2[257739] February 3, 2011, 12:09 |
I want to draw the moderator's attention to this message because:ALEX wrote:
That is, we immediately create an addition to the personal sheet, and fill it out as changes occur in the employee’s work activity?
Notification is being sent...
| nikolena777 [email hidden] Belarus Wrote 1 message Write a private message Reputation: | #3[262813] February 21, 2011, 1:37 pm |
Notification is being sent...
| modryga [email protected] Belarus, Minsk Wrote 68 messages Write a private message Reputation: | #4[346022] February 16, 2012, 16:10 |
Notification is being sent...
[email protected]| Scorpion_grass [email hidden] Minsk is my life’s residence! Wrote 19779 messages Write a private message Reputation: 4005 | #5[346025] February 16, 2012, 16:12 |
Notification is being sent...
- Dad, tell me how to live without getting tired? “Live like a person, white Rio de Janeiro,” this is the crystal dream of my childhood, don’t touch it with your paws. (c) I'm not afraid to stand out from the crowd, I'm afraid to be one.| tikhan [email protected] Novogrudok Wrote 6516 messages Write a private message Reputation: 1846 | #6[346027] February 16, 2012, 16:13 |
modryga wrote:
WHERE you can read, when and how to fill out the Addendum to the personal sheet.
for example here (3rd post)
I want to draw the moderator's attention to this message because:Notification is being sent...
"Opinions of the authors may not coincide with his point of view." (V. Pelevin)| modryga [email protected] Belarus, Minsk Wrote 68 messages Write a private message Reputation: | #7[346029] February 16, 2012, 16:18 |
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[email protected]| Scorpion_grass [email hidden] Minsk is my life’s residence! Wrote 19779 messages Write a private message Reputation: 4005 | #8[346031] February 16, 2012, 16:20 |
modryga wrote:
In addition, I write his FILO, and immediately the position, date of reception, order number .. right???
Exactly.
I want to draw the moderator's attention to this message because:Notification is being sent...
- Dad, tell me how to live without getting tired? “Live like a person, white Rio de Janeiro,” this is the crystal dream of my childhood, don’t touch it with your paws. (c) I'm not afraid to stand out from the crowd, I'm afraid to be one.| modryga [email protected] Belarus, Minsk Wrote 68 messages Write a private message Reputation: | #9[346037] February 16, 2012, 16:26 |
Scorpion_grass wrote:
modryga wrote:
In addition, I write his FILO, and immediately the position, date of reception, order number .. right???
Exactly. Thanks a lot!!! otherwise the deputy headmistress just put me on a horse
I want to draw the moderator's attention to this message because:Notification is being sent...
[email protected]| agdam-18 [email protected] Belarus Gomel Wrote 368 messages Write a private message Reputation: | #10[408090] March 15, 2013, 2:39 pm |
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Is it possible to refuse to fill out a personnel registration form?
An employee of non-state enterprises and organizations has every right to refuse to fill out this document and no one can force him to complete this procedure. But when deciding to refuse, you should remember that such actions can lead to undesirable consequences, for example, the employee will be “taken for granted” from the first day.
If we are talking about an organization that is required to use personnel records sheets in its personnel accounting policy, then a refusal to fill out a document can be equated to a refusal to begin official duties.
Filling rules
The labor legislation of the Russian Federation does not establish a specific form for filling out this document. Based on this, the HR department is involved in the preparation. They also determine the range of questions and lines used in this questionnaire.
It is important that the head of the enterprise is familiar with this document. A fact confirming consent is the presence of his signature in the document itself and the order for its preparation. After this, the company will use this approved form.
An employee applying for a position has every right to refuse to fill out this questionnaire. However, when applying for a public position, refusal to fill out the form is commensurate with refusal to perform one’s direct duties.
In companies where it is optional, there will not be particularly negative consequences for the employee. The only aspect will be the possible negative attitude of management, as well as other employees. This may affect the employee's career in the future.
If the information provided by the employee is outdated or no longer relevant, he is obliged to inform management about this.
For example, if an employee:
- married;
- divorced;
- was abroad on a business trip;
- changed his last name;
- other changes.
Management must make appropriate changes to this document in a timely manner. Also, the head of the company must be familiar with the information specified when filling out this form.
The storage of this form at the enterprise depends on the time it is filled out:
- If it is issued before January 1, 2003, then the storage period is 75 years.
- If it is issued after January 1, 2003, then the storage period is 50 years.
- If it was drawn up by a citizen applying for a managerial position, then this document is stored indefinitely.
Why is this document created?
The sheet contains all the basic information about the citizen who is employed by the enterprise.
This allows the director to familiarize himself with them in the shortest possible time, which is very important for large organizations. In addition, data from the questionnaire may be required when reassigning a person to another position.
After studying the information, the manager forms his opinion about the person and makes a decision about what work he can be entrusted with.
Although small, private companies are not required to use this form of document, they use it because it is convenient.
State organizations are required to fill out such forms, since this requirement is enshrined in law - Order of the Prosecutor General's Office of the Russian Federation No. 135.
It is especially important that this document is in the personal file of each employee of the Prosecutor's Office.
However, there is no separate regulatory document that establishes the requirement to have a database of questionnaires for all employees of state-owned enterprises.
The personal sheet filled out for each employee by the HR department is an integral part of the personal file.
This is a kind of business card containing up-to-date information about where the employee lives, his personal and other data. Information about education, the presence of a spouse and children is indicated.
The woman must also indicate whether she plans to go on maternity leave in the near future.
The data presented in it can be requested only in extreme cases by prosecutors. In other situations, they must be reliably protected from third parties.
Budgetary organizations are required to take into account regulatory regulations, in particular such as Letter No. 03 - 51, which provides guidelines for document flow in educational institutions.
According to this document, a personal card must be issued for each employee of a school or institute.
A single unified form was not provided for by law. Employers independently create the form and approve it through approval through the Order.
You can simplify the task by using a ready-made form. This will allow you to take into account all the points and avoid mistakes.
What documents will be required for registration?
| Passport | If you plan to change your last name soon, you can fill out the card after receiving a new document, or you will need to make changes |
| Birth certificate | Provided if the passport is temporarily unavailable |
| Documentation | Confirming marriage and birth of children |
| Employment history | Data on previous places of work is written out from it. |
Other documents may be requested depending on the circumstances. Thus, a certificate may be required confirming that the employee received the bonus.
Rules for its compilation
The legislation does not contain any requirements for the form, so the company can develop any form in which to include the necessary sections - about professional skills, hobbies, additional skills, etc. Typically, the document is drawn up according to the principle of a questionnaire on 1-2 pages. It is filled out personally by the employee in handwritten, printed or electronic form and generally consists of the following sections.
When hired, an employee provides several color or black and white photos of 3*4 cm format for use in official documents. One of these photos is pasted into the upper right corner of the sheet; if necessary, a company seal is placed on the corner of the photo.
Next, the employee enters personal information:
- FULL NAME;
- floor;
- date of birth and locality;
- citizenship/nationality.
This item is also required to be completed, since the level and direction of education is important for any company. Data is entered on the basis of a diploma or certificate, other document of education:
- name of the institution;
- years of education;
- faculty, mastered specialty, etc.;
- a note from which course the student left (if a corresponding situation arises).
It is also necessary to fill in the field with the level of foreign language proficiency, presence/absence of an academic degree or title, data on scientific inventions, issued patents, intellectual rights. All information is confirmed by the original education document, from which the employer can make a copy.
Expert opinion
Chadova Svetlana
Leading HR specialist, lawyer, labor law consultant, website expert
We talked earlier about how to make a record of education in the labor record, you can fill out examples
look here
.
Places of employment are listed in reverse order, indicating the company, its field of activity, position, start and end dates of work, and the reason for leaving (similar to a resume).
If necessary, the company may request additional information:
- hobbies, hobbies;
- car ownership, license availability and category;
- data on stay abroad;
- participation in elected bodies;
- availability of state/departmental awards, etc.
When drawing up a document, you can use this example as a guide.
When drawing up an employment agreement, the employee himself fills out the form in a single copy.
Information must be entered strictly in accordance with official documents - birth certificate, passport, employee’s work book.
In addition, the following requirements and nuances must be taken into account:
- The document is not allowed to contain blots or corrections. If they were admitted, everything needs to be rewritten.
- A photograph measuring 4 by 6 centimeters is attached to the application form.
- The standard personal data of the employee is indicated - nationality, place of residence, home and actual address, date and place of birth, full name, gender.
- Data on previous places of work - name of the company, position held.
- Information about received prizes and awards.
- Information about traveling abroad.
- Full name of immediate family – spouse, children.
- Military duty.
At the very end, the employee’s signature and the date the form was filled out are placed. The questionnaire is pasted into the employee’s personal file and stored in the organization.
