Information entered into the work book
The work book first contains information about the employee’s initials, his date of birth, his profession, specialty and education.
But most importantly, dates and signatures record the length of time an employee has worked for a particular employer in a specific position, as well as the reasons for dismissal, which may be decisive.
One way or another, it is employers who must know how to correctly draw up a work book, because in accordance with the law, they are the ones responsible for maintaining and filling it out, especially if a person started working for the first time, after studying, and he has it clean.
This simply means that the employee has never been engaged in labor activity before, and this presupposes that it is the current employer who must create a work book in the employee’s name.
Of course, this state of affairs may not please the employer too much , but we repeat, it is he who is equally responsible with the HR department employee for filling it out.
What information should not be there?
The work book cannot contain information that relates to the employee’s place of residence, the composition of his family, or religious beliefs. All information that contradicts labor and does not in any way relate to the employee’s labor function is rightfully considered superfluous, which means it is not necessary to comply with and consider.
Of course, this state of affairs makes it possible to concentrate only on the employee’s labor function, but many HR employees unknowingly enter completely unnecessary information about the employee.
How to fill it out correctly?
Instructions (the instructions themselves are not needed, just a mention of them)
The work book must be filled out based on some very important rules. For example, these include rules for maintaining and storing work books, which were developed specifically for HR department employees.
One way or another, these rules are called instructions for personnel department employees (or methodological recommendations), and they also contain a complete list of rules on which filling out the work book is based.
Photo of the entry in the work book
You can see examples of entries in the work book in the photo:
Who has the right to fill out the book?
Of course, only an employee of the HR department or an employer has the absolute right to fill out a work book.
A personnel officer is an employee whose job responsibilities include the direct maintenance of work books, since according to the rules he must know all the rules for their maintenance and storage.
As for the employer, in the absence of an HR department employee, the function of maintaining labor records falls on him and that’s why - in fact, it is the employer who must put an entry in the labor record. This means that the employer must also have knowledge about filling out this document.
But an employee cannot fill out a work book - this is in no way provided for by law, and therefore is not permissible.
Where do you apply for labor?
The work book is drawn up in the organization where the employees carry out their work. Many people mistakenly believe that the pension fund is responsible for the registration of labor documents.
In fact, this is not true, and therefore, if there is a question about who fills out and conducts your work report, feel free to refer to the fact that it is the employer or employee of the HR department of the organization where you work that carries out this activity.
What do you need for this?
To draw up a work book, you first need to know the rules of how to do it correctly and consistently.
You also need the work book itself. After all, an employee who has just arrived at work should probably provide you with a work book. Only after signing a labor agreement with a new employee, that is, an employment contract, can we talk about filling out a work book.
Documents for registration
To fill out a work book, you need a number of documents that the employee must provide. Firstly, this is an employment contract signed by both parties. Secondly, this is, of course, a passport of a Russian citizen.
You also need to provide documents about the relevant education that you received anywhere. These can be diplomas and certificates.
And you can answer the question about what documents are needed to obtain an employment document for a citizen of a foreign country in the next article.
Writing an application
There is no need to write an application for registration of a work book. But many employees, and even HR department employees, for some reason require it to be submitted. Therefore, if your organization has such a requirement, make this statement in any form. If your organization has some kind of established form, then use the sample form.
How to correctly transfer an entry to another page of the work book – Personnel and Personnel
In this case, the wording of the entries must exactly correspond to the text of the base document. This is stated in the approved Rules.
At the same time, in entries that were made before April 30, 2003, there may be individual abbreviations that need to be corrected. General requirements for records What kind of ink should be used to make entries in work books? Entries in the work book must be made carefully, using a fountain pen, gel or ballpoint pen, light-resistant ink in black, blue or violet colors (Instructions, approved).
Features of maintaining a work book: is it possible to transfer the signature and seal to a new page?
When exchanging a work book, the employer is obliged to check the authenticity of the form, as well as the information indicated on the title page. If there is a discrepancy between the personal data in the work document and the passport, the employer has the right to conclude that the work book does not belong to the person.
To hire such an employee, a new employment record must be issued.
In the event that the last entry in the employment record is information about employment at the previous place of work, it will not be possible to hire the person, since legally he has not yet been fired.
The title page must contain the seal of the organization and the signature of the responsible person.
The procedure for transferring an entry from a work book to an insert
By itself it has no legal force.
The stamp is placed on the title page of the work book.
Any other method, such as handwriting, is not provided for by law.
The insert is not attached to the book with glue, paper clips or any other method, but is only sewn in with thread. You can sew it at the beginning, middle or end.
How to correctly transfer an entry in a work book from one sheet to another
Info Issuance of a duplicate at the request of an employee Loss of a work book by an employee Note.
The employee who lost it must be given a new one. We are hiring a new employee.
He wrote a statement about what he had lost and provided us with certificates from his previous places of work to fill out a duplicate of the book.
Typical mistakes in work books There is nothing illegal about this. In accordance with the Rules for the maintenance and storage of labor records, those previously established by employees are valid and cannot be exchanged for new ones.
In this case, the wording of the entries must exactly correspond to the text of the base document.
2440453.ru
No. 225. Entry of dismissal How to make an entry in the work book about the dismissal of an employee An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order:
- in column 1 of the “Work Information” section, enter the serial number of the entry;
- in column 2, indicate the date of dismissal (termination of the employment contract);
- in column 4, write down the date and number of the order (instruction) or other decision according to which the dismissal was recorded.
- in column 3, make an entry about the reason for dismissal (termination of the employment contract) with reference to the paragraph, part of the article of the Labor Code of the Russian Federation;
The day of dismissal (termination of an employment contract) is considered to be the last day of work, with the exception of cases where the employee did not actually work, but retained his place of work (position) (Art.
How to correctly transfer an entry to another page of the work book
Information about violations of the labor agreement with the organization and other penalties is not entered into the work book.
Any entries made in the work book must be accompanied by an appropriate decree from the manager. The procedure for making entries in the labor record is stipulated in the relevant code of the Russian Federation. Any failure to comply with this procedure may subsequently result in quite serious problems.
Entering information about the owner of the work book is carried out strictly in accordance with the identity document.
Both a civilian and foreign passport, military ID, driver's license, and so on are suitable.
Data entered into the work book incorrectly and not corresponding to reality can lead to problems associated with the registration of pension payments. That is why taking dictation of information is strictly not recommended.
How to transfer an entry in a work book if it doesn’t fit who filled out the book
Let's consider the general rules for preparing for use of the liner:
- The insert is an integral part of the work record book.
Only an exact reference to the corresponding norm-basis specified in the Labor Code of the Russian Federation or other federal law is mandatory (Part.
5 tbsp. 84.1 Labor Code of the Russian Federation). For ethical reasons, the wording “Dismissed due to...” is not used when recording the termination of an employment contract under clause 6 of part 1 of Article 83 of the Labor Code of the Russian Federation in connection with the death of an employee.
If an employee resigns of his own free will for reasons with which the law associates certain benefits and advantages (for example, in connection with caring for a child under the age of 14), then record the dismissal in the work book indicating these reasons (clause 5.
6 of the Instruction approved by the resolution of the Ministry of Labor of Russia dated October 10, 2003.
№ 69)
Are transfers allowed in the work book?
The insert is part of the book, without it it is not valid. The entry that did not fit into the book continues in the corresponding section of the insert.
What to do if the pages of any of the sections in the book are filled out, but there are a few lines left that allow you to enter part of the entry, but not the full entry.
To do this, do not change anything in the “Education” line, but in the “Profession, specialty” line, indicate another profession you received, separated by a comma. Additionally, there is no need to indicate the details of the supporting document on the cover of the work book. Such conclusions follow from the provisions of paragraphs 2.4, 3.1 of the Instruction, approved by the resolution of the Ministry of Labor of Russia dated October 10, 2003.
No. 69. Record of advanced training How to make a record of advanced training in an employee’s work book If an employee improves his qualifications during the period of work, then an entry about this must be made in the “Work Information” section of the work book.
How to transfer the word position in a work book sample
In the work book, make a record of the time spent studying in courses and schools for advanced training, retraining and training, indicating the details of the relevant documents (diploma, certificate, certificate).
Source: https://altaykotlostroy.ru/dokumenty/kak-pravilno-oformit-perenos-zapisi-na-druguyu-stranitsu-trudovoj-knizhki.html
Marks in the work book
What moments are reflected in it?
Several entries are made in the work book. Of course, these are employment records. Secondly, these are records of awards.
If the employee committed an offense, these records also take place and, finally, records of dismissal. Each of them must be properly executed and only in this case is it correct.
An entry about a fact in a work book must have a strictly established form.
Of course, not all HR employees may be aware of these features and formulations, so we suggest that you read our article in more detail and study a number of examples of what they should actually look like.
Are transfers made in the work book?
In the work book, enter information about the following awards (incentives) for the employee’s labor merits:
- on the awarding of state awards, including the conferment of state honorary titles, on the basis of relevant decrees and other decisions;
- on other types of incentives provided for by law, collective agreements, labor regulations, charters and discipline regulations.
- on awarding certificates of honor, conferring titles and awarding badges, badges, diplomas, certificates of honor, carried out by the organization in which the employee works;
Do not enter entries about bonuses that are provided for by the organization’s current remuneration system or are paid on a regular basis in work books.
Rules and procedure for entering information
How to make a new entry?
In order to make an entry in the work book, you must have a basis for this. For example, the basis in organizations is the issuance of an appropriate order.
An order can be aimed at various actions, for example, an order to hire, approve a document, or to dismiss an employee. But everything entered in the work book must be certified on paper.
How to make the first mark?
If you are making the first entry in your work book, treat this very responsibly.
Of course, you must put the first serial number in Arabic numerals and only after that write everything in a clear and neat handwriting, while observing all legal rules.
Sample of the first entry in the work book:
Correct numbering
Numbering? as we have already said, it starts with the first digit, namely one, and follows in increasing order. You should not put numbers on every line in the work book.
It is possible that some entries may extend over several lines. Also, do not enter numbers in advance.
What if there are two entries with the same number?
If you mistakenly put two numbers in a row in your workbook, then don’t worry.
The number can either be carefully corrected, or the entry with the next serial number can be correctly and competently rewritten.
Is it possible to make an entry in the work book retroactively?
Of course, the legislator does not provide for filling out a work book retroactively, but sometimes circumstances simply require this.
For example, if an employee died, and this became known a week after the incident? the employer retroactively registers the termination of the employment relationship at the time of employment, setting the immediate date of death.
In other cases, this is not permitted by law itself.
Responsibility for this action
If such an action is detected, the employer will be forced to pay a fine of 1,500 rubles.
How to write the date correctly?
The date is written in numeric format. At the end of the entry is the word year, or the letter g for short.
Is it possible to make cuts?
Entries in the work book cannot be shortened, but if there is no other way out, for example, if the name of the profession is very voluminous, then some of the prescribed words can still be shortened.
What kind of pens can you use to fill out a book?
The work book is filled out either with blue or black ink. No more colors are used in the fill. Better than a regular roll-on rather than a gel.
Can I write with gel ink?
A helium pen is acceptable in the above colors and if it does not leave dirty fingerprints or smudges.
What color can you use to fill out a work book?
The work book cannot be filled out in pencil. Black and blue are acceptable, but must be written carefully.
Ballpoint pens or gel pens that do not leave dirt are acceptable, but fountain pens are unacceptable because their ink takes a long time to dry.
What pens should you not use?
- Fountain pens and felt-tip pens are not acceptable for filling out work. Many people try to emphasize something with markers, but this is also unacceptable.
- You cannot fill out a work book with pens of different colors.
- A pencil cannot appear in a work record book in accordance with the law.
- Red and green colors are unacceptable for filling out, and you risk changing the employee’s employment status in this case.
What problems might arise in this case?
If the work record uses ink that is prohibited for use in the document, then in the best case, the entry will have to be corrected, and in the worst case, the work record will have to be changed.
Forums
This is stated in paragraph 10 of the Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. Abbreviations in entries Is it possible to use abbreviations when making entries about work in a work book? Any abbreviations of words in a work book are not allowed. For example, you cannot write “pr.” instead of “order”, “order” instead of “order”, “Labor Code of the Russian Federation” instead of “Labor Code of the Russian Federation”. This is stated in paragraph 11 of the Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.
Info
However, in entries that were made before April 30, 2003, there may be individual abbreviations that do not need to be corrected. General requirements for records What kind of ink should be used to make entries in work books? Entries in the work book must be made carefully, using a fountain pen, gel or ballpoint pen, light-resistant ink of black, blue or violet colors (p.
Miscellaneous entries in labor records
Registration of the position of a clergyman
Clergymen have work books, since they also work officially and pay taxes.
Entries corresponding to church rank are made in the work book, for example, he was appointed to the position of bishop, and so on.
Entry in the driver's work book
The driver also has the right to have a work record book. His work record, in addition to standard records, must contain information about a medical certificate that indicates good health.
Registration of the position of a forwarding driver
The forwarder driver must also provide a certificate stating that his health is in good shape, and the entry in the work book is carried out on a general basis and in accordance with the rules.
Teacher hiring mark
In addition to employment records, a teacher’s work book may also contain a record of advanced training. This also needs to be taken into account when conducting labor.
Chief accountant's note
When registering a work book, the chief accountant must necessarily present a document on education.
Also, an accountant may be awarded various awards, which may be reflected in the labor report.
Registration of the position of foreman
The entry in the foreman’s work book is made by his supervisor.
These records contain information about the objects where this employee is involved.
Entry in the work book - logistician
The logistics worker is also the rightful owner of the work book. His work report contains information about work, education, awards and dismissal. As in other cases, the general rules for making entries in the labor record apply here.
Note to manager
A manager is hired on the basis of a diploma of completion of an educational institution in this specialty. Entries are made in the general order, and the specialty “manager” must be indicated on the title page. This concludes all the nuances of this profession to fill.
We have not listed all the professions of citizens; when filling out employment forms, you should pay attention to some nuances.
Filling out a work book, word transfer
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Each new insert must have its own number and series, which are noted in a stamp on the title page of the work book.
Making corrections and changes If the owner of the work book changes his last name or other personal data, the information is entered on the title page. The adjustment, like the initial entry, is carried out on the basis of relevant documents. The entry is entered in the same way as the first time on the title page, with the previous data being crossed out.
Standards governing the transfer of a recording to an insert General procedure for preparing an insert for use Some situations that arise when transferring a recording to an insert Subscribe to our channel in Yandex.Zen!
The first page of the work book categorically does not allow any kind of corrections or errors. If there are any, the form is considered canceled and must be destroyed. Correct transfer of entries in the work book is carried out in accordance with the laws of the Russian language.
This means that in the “information about awards” section it is not allowed to make entries that should be included in the “work information” section, and vice versa. If a recording was started in one section, but does not fit completely into it, you cannot transfer it in whole or in part to another section.
