Renaming a position/department in a work book: sample entry

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Published: 05/22/2020

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A work book is a document containing all the basic information about a citizen’s work activity. This document serves both to confirm the professional qualifications and competence of a citizen for employment, and to determine the size of the labor pension upon reaching the appropriate age.

A work record book is created upon the first official employment of a citizen. Throughout his working career, all operations for maintaining and storing this document are carried out by authorized employees of the personnel services of the employing organizations in accordance with legally approved instructions and rules.

• Name of position and structural unit
• Entering information about the structural unit
• Entry on renaming a position in the work book
• Making a record of renaming a position

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In accordance with current standards, not only entries are made into the work book confirming the facts of employment and subsequent dismissal of the employee, but also entries indicating personnel changes that in one way or another affect him (the employee) - both within a separate structural unit and within on an organization-wide scale. One of the cases that requires making a corresponding entry in the employee’s work book is the renaming of his position.

General rules for filling out a work book

There are a number of special requirements for how to fill out a work book. For this purpose, employees of the Ministry of Labor of the Russian Federation in their Resolution No. 69 of October 10, 2003. described the general legal requirements for the preparation of the documents in question. Also, as practice demonstrates, HR employees often draw up detailed samples for younger specialists, which reveal the nuances of filling out work books in accordance with legal requirements and extensive legal practice. In particular, the general requirements for the preparation of such documentation are:

• A mandatory aspect that must be included in the work book is a link to the original source of the labor relationship. It is assumed that the document in question will contain a link to the individual employment agreement with the subject (its number and date);
• marks in the labor report are made within 7 working days from the date of execution of the contract, in accordance with which the subject will carry out his professional activities.

This provision is not relevant in the event of removal of an employee from office.

• the text of the entry that is written in the employee’s document in question must correspond to the data taken from the manager’s order on accepting a new subordinate to the position;
• all dates in the book must be marked in Arabic numerals and written in the standard sequence: day, month, year;
• It is prohibited to shorten the entered information, including references to the provisions of legislative regulations). Abbreviations are allowed only if the specific abbreviation has previously been deciphered within the same entry;
• When recording any information in the book of an employed person, the subject must be informed about the data entered. Also, the information in question is duplicated in the subject’s personal card, with which he must be familiarized with his signature.

Renaming departments

Obukhova Daria (05/31/2016 at 13:15:02)

Good afternoon Federal Law No. 99-FZ of May 5, 2014 (hereinafter referred to as Law No. 99-FZ) amended the Civil Code. According to Part 7 of Art. 3 of Law N 99-FZ, the constituent documents, as well as the names of organizations created before the entry into force of this law, are subject to compliance with the norms of Chapter 4 of the Civil Code of the Russian Federation (as amended by Law N 99-FZ). When changing the name of an organization, it is not necessary to make changes to the local acts in force in it, since when changing the name, there is no change in the employer as a party to the labor relationship. There is also no need for the employer to introduce new numbering of internal documents. The new name will appear in local acts as they are issued (adopting new or updating existing documents) within the framework of the employer’s current activities. Such conclusions follow from the totality of the provisions of Articles 2 and 20 of the Labor Code of the Russian Federation. At the same time, in order to update the name in all documentation, it is still recommended to change the name of the organization in local acts by crossing out the old one and introducing a new name or publishing documents in a new edition, that is, with a clarified name.

Grounds for renaming a position in the work book

The Labor Code of the Russian Federation stipulates that an employee hired by a company must be hired for a specific position, the name of which must be documented. This provision is fixed in Art. 57 Labor Code of the Russian Federation.

Thus, the employer has every right to adjust the company’s staffing table at his own discretion. It is understood that the legislator does not impose any restrictions on the manager in this matter. However, if the head of the company decides to make any changes to the schedule, he needs to coordinate this issue with his subordinate, and, as a result, correct all the information contained in the employment agreement, work book and personal card of the subject.

However, Art. 74 of the Labor Code of the Russian Federation gives the employer the opportunity to unilaterally make changes to the title of an employee’s position if the list of the employee’s job functions does not undergo any changes. In particular, the reasons for such a procedure may be:

• changes in the company's organizational structure;

• objective impact of adjustments in the labor legislation of the Russian Federation;
• optimization of the production process or professional activities of the company in the context of the management sector;
• other valid reasons due to production needs.

However, it is important to emphasize that if an employee decides to appeal in court the changes made to the name of his position, as well as to the employment agreement, then the employer will be obliged to document the existence of a corresponding need due to changes in working conditions. This provision is fixed in clause 21 of the RF Supreme Court Decree No. 2 “On the application by the courts of the Russian Federation of the Labor Code of the Russian Federation” dated March 17, 2004.

A few words about job titles

There are many professions with obvious names: no one will have any questions about what to call an accountant, director or salesperson in the staff list. But it also happens differently: there is functionality, a list of responsibilities, but it is not clear what to call the employee who will perform them. And does it matter? Why not call the cleaner a cleaning manager?

Whatever the reasons for which it is necessary to change the name, first of all you need to decide whether the employee’s functionality is changing - the algorithm of actions for these two situations will differ.

Let's remember two important rules when you need to approach the name with special attention:

1. The law provides for benefits and compensation (see Resolution of the USSR Cabinet of Ministers of January 26, 1991 No. 10) - example 1.
2. There are restrictions (for example, Article 265 of the Labor Code of the Russian Federation, as well as Decree of the Government of the Russian Federation of February 25, 2000 No. 163) - example 2.

In addition, sometimes it is necessary to rename due to changes in qualification reference books (previously it was “occupational safety engineer”, now it is “occupational safety specialist”).

Example 1. If a miner involved in surveying work is simply called a worker, the Pension Fund will not count the period of his work as a preferential period for granting an early pension. It is necessary that the name corresponds to that specified in the Unified Qualification Directory and lists approved by the Resolution of the Cabinet of Ministers.

Example 2. If you hire a minor as a loader, the labor inspectorate may have questions (a 17-year-old teenager should not lift more than 4 kg), which means it is better to name the position not “loader”, but, for example, “logistics department employee” .

The procedure for renaming a position in the work book

The procedure for renaming a position in the work book is to implement the following algorithm of actions :

1. Notification of the owner of the work book. It is assumed that the employee should be notified orally if no changes are made to the list of his rights and obligations, as well as in writing if the adjustments concern the conditions of his work indicated in the employment agreement. The legislator does not regulate the time frame when notification must be delivered to the person. However, practice demonstrates that such notification is often provided to personnel three working days in advance if working conditions remain unchanged, and two weeks before the procedure is carried out if a change of name entails significant adjustments in working conditions.
2. Drawing up an order by the manager to rename a specific position. It is assumed that the Order must indicate the previous job title, as well as the new one, which will be recorded in all personnel documents about the employee.
3. Registration of the considered changes in the company’s staffing table.
4. Changing the text of the job description in those moments where it is necessary due to the adjustment of the title of the position and, if provided for, a number of responsibilities of the subject.
5. Execution of an additional agreement to the main contract with a subordinate. It is assumed that this document will confirm the employee’s consent to make adjustments to his documents, without changing the basic (essential) conditions of his employment.
6. Making the necessary entries in the citizen’s work book, as well as in other documents that accompany the process under consideration. First of all, changes should be made to the T-2 card.

When an employee enters into an additional agreement with an employer, he must carefully study the text of the document and make sure that the paper does not make significant adjustments to his working conditions reflected in the employment agreement. Otherwise, the employee may refuse to endorse the document.

If a department is renamed

To make an entry in the labor record about changing the name of a structural unit, you need to determine whether this is necessary at all. This is required to be done only if the condition of work in a certain department is considered essential according to the clauses of the contract.

The entry about the structural unit is indicated in column 3 of the form. Often this point is not indicated at all in the labor contract. For example, an employee is a specialist in the sales department, but there is no such clarification in the form. Only its affiliation with the retail department is noted. In this case, changing the name of the sales department will not affect the additional entry in the labor record.

If the name of the retail department changes, you need to make a corresponding note in the labor record. For example, if the retail department merged with the logistics department and became a retail logistics department.

Sample entry about a change in position in the work book

A note about a change of job title must be written in the following order:

1. In the first column you must enter the serial number of the entry being made.

2. Next, you should indicate the date when the entry was made.
3. Then the main text is indicated. It is understood that the HR department employee must enter the previous job title, and then note the new, corrected title. It is also necessary to indicate the date from which the adjustments made are given legal force.
4. At the end of the entry, it is necessary to indicate the details of the document, which is the basis for making adjustments. In particular, it is expected that the manager will order changes in the job title of a specific subordinate.

The legislation does not provide specific wording and rules for recording changes in the title of a position in an employee’s work book . However, in practice it looks like this:

In addition to what is described, it is necessary to indicate the changes made in all local regulations where specific positions appear. After the Order was published and, as a consequence, the entry was changed in all official documents, the employee’s position is considered renamed.