Many workers mistakenly believe that there is nothing complicated about making an entry in the labor record.
It would seem that it could be difficult to write the date of hiring and dismissal on the form. But in fact, a personnel department employee or an employer must know many nuances that relate to making each entry. The type of entry itself will depend on the position of the employee and on many other factors that in one way or another affect the entry made.
The work of an HR department employee cannot be underestimated, therefore, to help novice HR officers, as well as for the general education of workers, in this article we consider different situations of making an entry in the work book.
Procedure and rules for filling out a work book
Hiring an employee is a very responsible task. In addition to the fact that a new employee must be quickly brought up to speed, in order for him to begin fulfilling his work function as soon as possible, it is also necessary to correctly draw up his employment document.
Many employers or HR department employees, due to carelessness or lack of experience, often make erroneous entries when filling out employment forms. Because of this, the employee has to change not only one work form, but also the entire book.
Therefore, especially if this is your first experience, you should approach filling out the work book as competently as possible.
Filling
In order to fill out a work book for employment, you first need to familiarize yourself with the title page. In this information you must find a match with the employee’s passport data and only then fill out the form.
But if you issue a work permit for an employee because this is his first job, you will need to fill out the title page yourself. To do this, you must write in the prepared space the employee’s first, last and patronymic names, as well as his date of birth, information about education and specialization.
Check every entry you leave carefully. Be sure, especially if this is your first experience, and also use samples when filling out.
Now that the entry on the title page has been left, you can move on to the next steps.
How to correctly make an entry in the work book about hiring?
To correctly record the hiring of an employee for a completely new job, you will need two documents. The first is the employee’s employment contract, and the second document is an order issued by the organization.
In the leftmost column, indicate the serial number of the entry, and if it was preceded by another, indent exactly one line.
Next, you need to write the serial number. In the next column you leave the date when the entry was made.
Now you can already write what position the employee has been hired for, and also indicate the name of the organization that accepts the employee into its ranks.
Now you need to enter the order number, as well as the date of its issue.
Only after this can you put the organization’s seal and ask the employer to leave his signature. Only after this the employee is considered officially employed and payments for him will begin to be made immediately.
What is the date?
If we talk about the date of hiring, then, as a rule, the date of concluding a direct employment contract between a specific employee and the employer is considered official. But in addition to this, the official date can also be considered the day on which the employment contract comes into force, for example, after the weekend, starting on Monday.
Is there a stamp?
When applying for a job, a stamp must be placed in the work book. This is proven by the fact that the employee did not enter this entry himself, but actually performed a labor function.
Sometimes the seal in the work book is accompanied by a sticker in the form of a hologram. As many personnel officers say, this is additional protection from unscrupulous employees.
Is the rate stated?
The work book does not indicate such information as the amount of salary, salary amount and other similar information.
But many employers mistakenly enter this data into the work book form, thereby creating the possibility of completely replacing the work record, which is very unprofitable for the employee.
Hiring a General Director
When hiring a general director, information about the date and position of such an employee is also entered into the employment record, however, the documentary basis for acceptance will not be an order, but a decision of the company’s founders.
Entry in the work book about hiring the general director of an LLC - sample.
Driver
If you are hiring a driver , then you should not include in the labor mark of the car in which he will carry out his work. It is much more important before hiring a person to look at the results of the medical examination he has passed and only after that begin to fill out the employment form in the general manner.
Temporary job
If a citizen is hired temporarily , this entry must also be in the work book. Many believe that this is not necessary, because the work has its own term, but despite this, temporary work should be reflected in the labor job.
A sample of filling out (formatting) a work book for temporary employment.
Without work book
Is it necessary to have a work book when applying for a job?
Often employers hire workers without a work permit. To do this, it is necessary for the employee to have a work record, because he is just starting his journey in the world of work. The cost of purchasing a work book falls on the shoulders of the organization that hired the employee. The title page is filled out in accordance with the employee’s documents. The data is checked, a record of employment is made and the employment record is sent to your personal file.
How to make a recording correctly?
If the employment contract is fixed-term , this must also be indicated in the employment record. In the line where you must write information about the job, you must indicate the name of the organization, position, and at the end of the entry indicate that you have been hired for a specific position under a fixed-term employment contract.
Hiring by transfer
If you have been transferred to a position, this is reflected in the work book entry in the job information column. You must indicate your new position, the organization to which you were transferred and inform that this is a transfer. If you were transferred within an organization, then there is no need to write its name.
Entry in the work book about employment in the order of translation sample.
Is it necessary to make an entry in the employee’s work book when he is temporarily transferred?
The situation when one employee, at his own request or on the initiative of the employer, is transferred from one workplace to another is not uncommon today.
However, both parties often have no idea whether an entry is made in the work book during a temporary transfer.
As a rule, an employee’s transfer occurs at a time when the main employee, for some reason, is unable to perform job functions.
Based on the general rules and requirements in accordance with which a document on professional activity must be maintained and stored, information related to a temporary transfer is not provided. Moreover, making such entries is a violation. But the work book continues to be valid.
Regulatory documents that form the basis of this rule
The Labor Code of the Russian Federation provides instructions on what information must be included in the document and how to do it correctly. So, in Art.
72 clearly states how an employee can be transferred to another position and that this is done only if an additional agreement to the employment contract is concluded between him and the manager. Such an agreement must be made exclusively in writing.
After this, the employee can move to another workplace within the same organization.
However, it should be remembered that if an employee is transferred in connection with the replacement of the main employee, then the agreement is drawn up strictly for a certain period.
Therefore, as soon as an absent employee returns to work, the employee temporarily replacing him is obliged to vacate his position. Everything related to the question of whether an entry is made in the work book about the transfer is decided in advance.
In addition, the instructions established by law stipulate the rules for registering the transfer of employees only to another permanent place of work, and not to a temporary one.
Thus, only the entry that is directly related to the transfer to another job should be made in the document on professional activity.
As for a temporary transition, such information must be reflected in the employee’s personal card, in a section specially designated for this in Form N T-2.
Information related to a temporary transfer should not be noted in the labor report.
Therefore, the problem related to whether it is necessary to make entries in the work book during a temporary appointment to a position has already been previously resolved. If, out of ignorance, such information was entered, it should be immediately corrected in accordance with the rules.
Procedure for obtaining a temporary transfer
Before an employee moves from one work position to another, this action must be properly documented. An experienced manager should be aware of how this is done.
First, you should issue an order or instruction in form N T-5. This is done necessarily on the basis of the intended translation and the subsequent agreement concluded between both parties. It must be certified by signatures.
The Labor Code of the Russian Federation regulates not only the relationship between employer and employee. Together with certain rules, it dictates the standards according to which it is necessary to carry out registration of this kind. If you are concerned about the question of whether a temporary transfer is recorded in the work book, then you can easily find the answer in the regulatory documents.
In accordance with legislative norms, it is customary to make only the following entries in a document on professional activity:
- details of the employee who is planned to be transferred}
- data related to the performance of labor functions by the employee}
- information related to transfers, including temporary ones}
- data related to the transfer of an employee to another main workplace}
- information indicating that the employee has been laid off and with the obligatory entry of reasons for termination of the employment contract}
- data related to employee incentives and awards.
Further, the transfer of an employee from one place to another, but not outside the organization, which is temporary in nature, is more correctly formalized as a kind of dismissal. The translation itself should be taken as the basis. So, in accordance with the order issued by the employer, the employee must be transferred through dismissal from the workplace of one enterprise to the workplace of another.
The employee should remember that if the manager does not offer him his old job at the end of the temporary transfer period, then he must demand this.
Despite all the requirements, if an employee is promoted, then it is allowed to enter the relevant information into the work book. The growth of citizens on the career ladder, on the contrary, is encouraged by law.
Source: https://hr-portal.ru/article/nuzhno-li-delat-zapis-v-trudovoy-knizhke-sotrudnika-pri-ego-vremennom-perevode
At the same time
Part-time work is a way of working in which an employee combines several types of employment.
We’ll talk about how exactly to make an entry in the work record in the next paragraph. In the work book, when hiring a part-time employee, we make an entry of the following nature: it must contain a serial number, the date of hire, as well as a mention of part-time work. An order must also be issued.
What do they write in the Labor Code if an employee is fired due to staff reduction?
When staffing is reduced, a separate entry is made in the labor report. At the beginning of the entry, one of the following two formulations is given:
- “Dismissed due to reduction...”
- “The employment contract was terminated due to layoffs...”
At the end of the above wording of the entry, the following phrase is added - “... the staff of the organization’s employees, paragraph 2 of part 1 of Article 81 of the Labor Code of the Russian Federation.”
The labor form is filled out in accordance with the following regulations:
- The instructions specified in the resolution of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003 (hereinafter referred to as the Instructions).
- The rules established in Decree of the Government of the Russian Federation No. 225 of April 16, 2003 (hereinafter referred to as the Rules).
In accordance with clause 5.1 of the Instructions, the following information about the dismissal of an employee is reflected in separate columns (hereinafter referred to as gr.) of the labor record:
- in gr. 1 — serial number of the record;
- in gr. 2 - date of cancellation of the employment contract (agreement);
- in gr. 3 - legal basis (clause 2, part 1, article 81 of the Labor Code of the Russian Federation - in case of staff reduction, the Instructions say - clause 2, article 81);
- in gr. 4 - official order (order).
For a clear example, below is a situation where the employee’s last working day is the following date: 09/14/2019. Then the following entry is made in 4 columns of the labor record:
- in gr. 1 - “No. 2” or another number depending on the number of entries in the labor record;
- in gr. 2 — «14.09.2019»;
- in gr. 3 - “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of part one of Article 81 of the Labor Code of the Russian Federation”;
- in gr. 4 - “ Order No. 12 dated June 20, 2019. ”
In accordance with clause 35 of the Rules, the information on official dismissal due to staff reduction specified in the employment contract is certified by the personal signature of the employer:
- the head of the company or another official authorized by him;
- signature of the individual entrepreneur;
- company seal and signature of the dismissed employee.
The exception is situations in which the employee does not leave his signature on this document.
This is possible if the dismissed employee officially refuses to receive a work book or if he is absent from the workplace. In accordance with clause 1.1 of the Instructions, a new entry about the dismissal of a certain employee is entered into the labor record without any abbreviations (for example, you cannot abbreviate “pr.” instead of the whole word “order”). Any deviation from this requirement is considered a violation of the established rules for document management and may result in disciplinary and administrative liability for the personnel officer.
An official sample of a notice of dismissal due to staff reduction can be found below.
How to correct the recording?
If you made a mistake in your employment letter, for example, the date of hiring was indicated incorrectly, do not despair. Labor legislation allows for minor blots in records. But if you have an incorrect entry, under no circumstances should you use a corrector, brush or eraser. You will have to restore the employee’s work book on new forms, therefore, as soon as you make a mistake, inform the employer and employee about it.
How can I correct an error in the appointment date?
If a mistake is made in the date in one digit, it can be corrected by crossing it out and entering a new one . If the error is more than two digits, the work book will have to be changed. Some people also allow this method. They put as the next serial number the entry indicating that the previous entry is incorrect and then rewrite the correct option.
How to cancel a job posting?
In order to cancel a job application, it is enough to write in the next paragraph that the previous entry is not correct .
Sample correction (cancellation) of an entry in the work book about employment.
Making an entry about temporary transfer in the work book
Some personnel service employees do not know whether it is necessary to make an entry about a temporary transfer in the work book. The result of such ignorance is incorrect entries in documents or their absence as such. It is necessary to understand the issue. After all, it depends on him how the employee’s pension will be paid in the future.
Legal basis
In order not to be mistaken in this matter, you need to carefully study the available information. A new HR officer will have to deal with various nuances that must be taken into account in his work. And if there is a good base, then all information, including about translation, will be entered correctly.
The transfer of an employee relates to the field of labor relations, and therefore is regulated by relevant legal acts. The most important of them, of course, is the Labor Code. Naturally, in his articles there is a mention of translation and other features associated with it. This information is set out in Art. 70.1 Labor Code of the Russian Federation.
Also important for the personnel officer is the Instruction for maintaining work records, which is approved by the Ministry of Labor. It contains basic information about what an entry in a work book looks like.
Other data is also contained in the Instructions for storing and maintaining work books.
This document is also freely accessible and helps to understand in detail how marks are made in the document that are associated with a transition to another position or location.
These documents do not represent the entire list of legal sources. But they are basic, and it is advisable to listen to their norms in order to do everything correctly if necessary.
Main rules
First of all, it should be noted that an entry about a temporary transfer or a permanent job must be indicated in the work book. Art. will tell you better what translation is than anyone else. 72.1 TK. It states that it is permitted by agreement of both parties, except in certain cases specified by law. The corresponding agreement is drawn up in writing.
The term means a temporary change in the functions and working conditions of an employee. It can be expressed in different actions, both in the matter of changing a position, and in relation to moving to another area. The transfer is carried out in accordance with the provisions of the Labor Code.
In addition, an entry about a permanent or temporary transfer in the work book must comply with all approved rules for filling out this document. And HR department employees must strictly implement them.
The first is the understanding that all data entered into the work book is secured by order. If it is not there, then the personnel department employee does not have the right to write anything in the document.
The mark is made strictly on the basis of what is indicated in the issued order. All dates are indicated only in Arabic numerals, and the only language is Russian. Handwriting should be clear and neat.
Various reductions in labor are unacceptable.
How to record: instructions
In order to work in another place, they must make an entry in the labor record. To do this, the personnel officer must first make sure that there is an appropriate order for this action. Only after this you can start filling out.
- For this purpose, open a spread indicating the last place of work.
- Then you need to indent one line.
- After this, indicate the number on the page in Arabic numerals.
- They write the date.
- Next, fill out the information about hiring, and the transfer record looks like this: “Transferred to the position...”.
- At the end, indicate information about the order with number and date.
- The entry is signed and sealed.
Transfer to the post
In this case, usually we are talking about improving the employee’s career. It is also called internal because it is done within the company. At the same time, HR employees should remember the following points.
- There is no need to indicate the company name in the book, since it is in the previous entry.
- Much attention is paid to the job title. It is better to write correctly right away to avoid crossing out.
- Temporary transfer to another position.
- Sometimes temporary transfers are made, for example, to replace another employee due to illness, or while on regular or maternity leave. In this case we are also talking about a temporary nature. But you also need to remember that information is also recorded with the mark “temporarily”.
To another department
Translation is external, since the place of work also changes. If the department has a different name, then it must be indicated in the appropriate column. Then they indicate that the place of work has changed. If the position remains the same, then it is simply rewritten.
About the director
With this temporary or permanent transfer, an entry in the work book must be made. If an employee worked in the same company in a different position, then after a line they write to him: “Transferred to the position of director.” Naturally, even then, before marking, you need to wait for the appropriate order.
Temporary transfer
Some personnel officers may have a question about whether information is entered into the book if the transfer is carried out only for some time. The answer to this question is positive; the information must be recorded.
From temporary employment to permanent employment
It also happens when a citizen is re-registered from a temporary job on a permanent basis. The recording, as before, is carried out on the basis of an order. Then they write the same position in it, but do not indicate that this is a transfer and that it is temporary: “Accepted to the position on a permanent basis.”
Hiring for an individual entrepreneur
How to correctly fill out a work book when applying for a job with an individual entrepreneur? If you are applying for a job with an individual entrepreneur , you first need to ask whether he has any experience in preparing employment documents. Be sure to look at the labor report after filling it out. Filling out a work book in an organization and an individual entrepreneur should not differ, except for the name of the place of work.
An example (sample) of making an entry in a work book when hiring for an individual entrepreneur.
How to fill out the document correctly?
When staffing is reduced, the employment contract is formalized as follows:
- Dates are written in Arabic numerals only. In particular, when an employee is dismissed on September 25, 2020, the following entry is made: “09.25.2019” (clause 1.1 of the Instructions).
- The necessary entries are made with a pen with waterproof black, purple or blue ink (clause 1.1 of the Instructions).
- The date of dismissal of an employee, established in the labor contract, must be the last specific day of the employee’s actual work, unless otherwise established by an official contract (employment agreement), a separate agreement between the employee and the employing company (IP) or a specific federal law (clause 5.1 of the Instructions) .
- Necessary amendments to an incorrect entry are made only by creating a new entry declaring the previous one invalid (clause 1.2 of the Instructions).
- Entries are made in strict accordance with the specific provisions of the Labor Code of the Russian Federation (clause 14 of the Rules).
- Cancellation of a contract with an employee is made by a record that must contain a link to the relevant article, paragraph of the Labor Code of the Russian Federation or other federal law. When abbreviated, this is clause 2, part 1, art. 81 Labor Code of the Russian Federation.
Staff are notified in advance of future layoffs. Such notification is carried out only in writing (against signature). After this, the head of the organization (employer) issues an official order confirming the actual dismissal of the employee (read more about what the employer is obliged to do when laying off an employee here, and from this article you will learn how this procedure is formalized and what documents are issued).
