An insert in the work book was issued

A work book is an important document, the pages of which contain information about a person’s work history throughout his life. A standard work book contains ten page spreads for entering information about the work path of its owner. Sometimes this volume is not enough to record all the data, and the use of pages intended for “information about awards” for this purpose is strictly prohibited. To continue recording the employment history, a separate special insert is used, the form of which is approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books,” and how to correctly fill out the insert for a work record can be found in Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 “On approval of the Instructions for filling out work books.”

Liner

In fact, it is a continuation of the work book, so you can use the main pages as an example of filling out the insert in the work book in 2020. The insert form has its own separate series and number and is a document of strict accountability, but cannot be valid without the main technical code. If you run out of space for notes on the work and on the insert pages, you can use another one. The employer, who stores the employee’s work book in real time, must purchase, record and fill out the insert. Subsequently, the cost of the form is deducted from the employee’s salary (with mandatory prior notification). Information about the inserts is entered into a special accounting journal stored in the personnel department, recording the unique number and series of the form.

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Design algorithm

To receive an insert for your work book, you need to fill out an application and submit it to your manager.
In the application, the employee asks to deduct the price of the form from his salary. The additional form is securely attached to the main document. However, loss of the form cannot be ruled out. If a person has managed to lose an important supplement, then you need to fill out an application. A note is also written explaining that the document was lost.

After this, an order is issued and the employee receives a new form in his hands. In 2020, registration of work books, as well as inserts for them, is carried out in a special book.

Important! You cannot write down employee records in a regular notebook. The personnel officer is required to keep a book of work records and inserts.

To make it clear how to sew in a form, we suggest watching a useful video.

To the question of how to properly attach the addition, there is only one answer: stitch it with threads. Using glue or a stapler means breaking the rules.

Issuance of an insert in the work book, sample filling

It is enough to look at the title page of the main document to understand how to draw up a sample insert for a work book. The work record book and the title page of the insert must contain duplicate relevant information. The title page should be filled out carefully.

Marks and corrections are not allowed; in case of an error, the form is considered damaged and must be disposed of. Since inserts are strict reporting documents, the number of the damaged form must be recorded in the accounting journal. By the way, therefore, it is recommended to enter a record of the presence of the insert, its series and number in the work book after sewing in the correctly completed insert. If the inscription about the insert was nevertheless made in advance, then appropriate amendments must be made to it.

Subsequently, corrections on the insert sheets are made according to the same rules as in the main document. The main example of how to fill out an insert in a work book is the work book itself. The date of completion of the title page, which corresponds to the beginning of use of the insert, and the seal of the employing organization must be included. Entries on the sheets of the insert must continue the overall current numbering, and not start from number 1. From the moment the work book is supplemented with the insert, entries can only be made on its sheets. All records are certified by the signature of the personnel officer and the seal of the employing organization.

There are cases when, in order to continue making entries, a new work book form is pasted into the Labor Code. It is not right. A person can only have one work record book with a number and series. The possibility of obtaining a new or other work book to replace the expired one is not provided for by law. To continue to maintain records, only a compliant insert form must be used. It is also not allowed to file or paste separate blank sheets of paper into the work book. To continue to keep correct records, you should use a blank insert containing nine full “job information” spreads.

Sometimes, in order not to leave blank pages and not to sew in a bulky insert, personnel officers cross out the last word in the main form in the “Information about awards” section, replace it with the word “work” and continue keeping records. This is strictly prohibited. If the employee did not have any awards, then ten blank spreads should remain in the work book form, intended for entering “information about awards,” and records of work should be continued on the corresponding sheets of the insert. It should be recalled that a summary of the rules for maintaining and storing work books, producing work book forms and providing them to employers is contained on the last two pages of the work book.

Errors: how to correct them?

Please note the importance of observing the following algorithm of actions when designing an insert:

The insert is filled out completely - the title page and the entry.
The information entered is double-checked, the information on the title page must completely match the data on the title page of the work report, the entry numbers must be in order, and the entry must be entered correctly.
On the title page of the work report, you need to enter information about the issue of the insert (in the upper right corner), that is, make a note about the issue and put the series and number.
Hem the liner.

This algorithm is important to avoid making and correcting errors. If an error is made when filling out the insert on its title page or when making an entry, then in accordance with the Rules (No. 225), it is written off and destroyed.

Please note that if a blank insert is filed and its identification number is entered on the title page of the work, you will have to correct the error on the title page and tear out (remove) the insert. The employee may try to classify these actions as damage to the document.

Therefore, it is advisable to file and record the issue only after filling out the insert. This point concerns its initial filling.

After the insert is successfully filed and the first entry is made in it without errors, filling it out continues in the same way as filling out a labor document, without any exceptions. It and the work book are one document. Accordingly, error correction is done in the same way:

If the next entry in the insert was made by mistake, with blots or typos, correcting it by crossing out or erasing it is unacceptable.
Leave it as is, with the mistake made and not corrected.
Under the following serial number, make an entry: “The entry by number (specify) is considered invalid.”
Following this wording, without a new serial number, enter the information correctly and accurately.

If all the pages of one of the sections in the work book are filled in, then an insert is sewn into the work book (clause 38 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Government Decree No. 225 of April 16, 2003, hereinafter - Rules).

In accordance with clause 38 of the Rules, the insert is drawn up and maintained by the employer in the same manner as the work book. The insert without a work book is invalid.

When each insert is issued, a stamp is placed in the work book with the inscription “Insert issued” and the series and number of the insert are indicated (clause 39 of the Rules). Moreover, in the Rules we are talking specifically about the stamp, i.e. It turns out that the handwritten entry is not correct.

Anatoly Eshchenko, head of the department of the Department of supervision and control over compliance with labor legislation of Rostrud of Russia:

In accordance with the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225, if all pages of one of the sections are filled out in the work book, an insert is sewn into the work book, which is drawn up and maintained by the employer in the same manner as the work book. The insert without a work book is invalid.

When each insert is issued, a stamp is placed in the work book with the inscription “Insert Issued” and the series and number of the insert are indicated. If, when issuing the insert, the specified inscription is written by hand, then, in our opinion, this cannot be a basis for declaring the insert invalid. However, the employer’s obligation to have the appropriate stamp and, accordingly, to put it when issuing each insert follows from the requirements of the above Rules.

We invite you to read Dismissal of an employee under an employment contract

Also, the Rules do not indicate a specific place in the work book where a stamp with the words “Insert issued” should be placed. In this case, it is usually placed in the upper right corner of the title page of the work book (see Example 1).

Anatoly Eshchenko, head of the department of supervision and control over compliance with labor legislation of Rostrud of Russia: The rules do not establish where in the work book a stamp should be placed with the inscription “Insert issued.” However, in practice, such a stamp is always placed not on the cover, but on the first page of the work book (title page) so that it does not cover other completed entries on the title page containing information about the employee.

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In addition, the Rules do not indicate the specific place in the work book where the liner should be sewn, or the quality of the threads used. Usually the insert is sewn between the last page and the back cover of the work book.

Anatoly Eshchenko, head of the department of supervision and control over compliance with labor legislation of Rostrud of Russia: The rules do not establish where the insert should be sewn - at the beginning, middle or end of the work book. This issue is not of fundamental importance either for the employee, or for the employer, or for supervisory control authorities, however, from a purely technical point of view, it is more convenient to sew an insert into the middle of the work book.

Please note that the numbering in the insert for the work book is continuous for each section and continues the numbering made in the work book.

Anatoly Eshchenko, head of the department of the Department of Supervision and Control of Compliance with Labor Legislation of Rostrud of Russia: The numbering of entries in the insert does not start over, but continues the numbering of entries in the work book. In this case, there may be cases when the entry number, for example, about hiring will be entered in the work book, and the continuation of this entry indicating the position (profession), place of work (structural unit) due to the fact that everything in the work book has already been filled out pages of the corresponding section will be transferred to the insert.

The Supreme Court, in its decision dated June 19, 2007 No. GKPI07564, recalled that in accordance with paragraphs 2, 4 of the Procedure for providing employers with work book forms and an insert in the work book, approved by order of the Ministry of Finance of Russia dated December 22, 2003 No. 117n, the production of work book forms and insert into the work book is carried out by the GOZNAK Association of the Ministry of Finance of the Russian Federation. The forms of the work book and its insert have the appropriate degree of protection. Providing employers with work book forms and work book inserts on a paid basis is carried out on the basis of an agreement concluded with the manufacturer or distributor. At the same time, another method of acquiring these forms may be considered an administrative offense in the field of labor relations.

Sample design of an insert in a work book 2020. Title page

The work record book and the title page of the insert must contain the same relevant information. In this matter, you must follow the official instructions. In the central part of the title there are several columns for recording the name, patronymic, and surname of the employee to whom the work book belongs. Below is the date of birth and specialization of the employee. The work book and, accordingly, the insert must contain information about the employee’s place of study or indicate the education received. Since education is (in some cases) the basis for hiring an employee for the corresponding position. The position fits into the columns of the “job information” sheets. As usual, on these pages of the insert the serial number of the entry is recorded (in the insert the numbering continues and does not start over), the date, as well as the order (with number and date) reflecting the employee’s hiring.

An insert in the work book was issued, a record, a sample, instructions for sewing in

The insert without the main work book is invalid. For high-quality and reliable fastening of forms, the sewing method is used. The insert is inserted unfolded between the last page and the cover of the work book. There are no special regulations for the location of the liner. Using an awl, several through holes are made, through which the insert is attached to the main form with a thick thread. The ends of the thread are secured inside the binding with knots. There is no need to seal this structure with a paper seal, much less sealing wax.

The work book can be supplemented with any number of inserts, as many as needed to enter the necessary up-to-date information. For each title, the title page of the main Labor Code serves as a sample for filling out the insert in the work book for 2020 or any other year. Important note: all inserts are sewn in the same form in which they were released from the printing house. You cannot tear off the paper cover from them.

Entry about the insert in the work book: sample filling

The work book must also have an announcement about the presence of an insert. For convenience, there is and is often used a small rectangular stamp in three lines “Insert issued. Series. Number". If there is no stamp, then it is allowed to write by hand using a ballpoint pen with blue or purple ink. The series and number of the insert must be indicated. The location of the inscription (stamp) is not clearly regulated, the main thing is that nothing should hide this mark, the record should be clear, and the information from the stamp should be readable.

Legal regulation

The government approved the Rules on how to correctly maintain employee work books (Resolution No. 225 of April 16, 2003). The insert is maintained by analogy with the work book itself.

Important! It is necessary to make correct entries manually and simply put a stamp. The company must have the appropriate seal. The place for the stamp is the upper right corner of the title page.

The answer to the question whether the insert is valid without a work book is negative. An application without a work book has no legal force. The personnel officer makes a note about the issue of the insert, affixing the series and number of the insert.

A sample of how to fill out an insert in a work book and make a record of its availability

After a detailed consideration of the rules on how a work book can be supplemented with an insert, it is worth reducing the above to a list of things to remember.

Tear off the cover of the insert.
Correct errors when initially filling out the title page of the insert.
Paste the new work book form into the expired old book.
The current work book cannot be supplemented with separate blank sheets.
Instead of using an insert, cross out the last word in the main form in the “Information about awards” section and change it to the word “work.”

It is important to remember that the work book must be included with the insert. Without it, the insert itself, even certified by signatures and seals, is invalid. From these documents, as a whole, it will be possible to learn about the work and work skills of the owner. The numbering of entries on the pages of the insert does not start anew, but continues what has already begun in the main work book, which should be taken as a model on how to fill out the insert in the work book for 2020. It is allowed to make transfers for entries from the pages of the main work book to a sewn-in sheet from the place where the entry breaks off. The document must certainly be registered in the work record book, indicating its series and number.

The work book is the main document used to confirm and determine the length of service of citizens of the Russian Federation. It is used in the calculation and assignment of pensions in Russia. This form is drawn up upon the first employment of an individual and accompanies him during all subsequent movements among positions or places of work. As a result, it may be necessary to issue an insert in the work book.

Making an insert: step-by-step instructions for making an entry

The question of whether it is necessary to file an insert in a book may arise:

from an employee during employment;
from the personnel officer;
at the employer.

To understand where to get the insert and who should buy it, i.e. pay, know that having a record in the employment record is the responsibility of the employer. Therefore, the employed person does not need to show anxiety, fussiness regarding the need for an insert, or worry about this.

It is the employer who is obliged to make an entry in the Labor Code, and also decide how it is convenient to do this. He can offer options on how to order the insert:

Pay the cost of the insert form against the invoice in cash.
Write an application for an insert in the book.

Both actions will be legal, in addition, he can accept the work book without explanation and file the insert, without demanding payment and without introducing the employee to the nuances of personnel operations.

Are applications required?

If an employee is asked to write an application for the provision of an insert, then the employer will deduct the cost of the form from his salary. The fact is that the employer or accounting department do not have the right to make deductions from wages without an application or other written request from the employee.

It is also possible that at an enterprise, applications for the issuance of inserts and technical documentation are an additional form of accounting and control of these forms, which also makes sense.

The application is written in any form addressed to the manager, but can be submitted to the chief accountant, accountant or HR department employee. The statement requests:

On the issuance of an insert form for filling out information about the work.
About deducting the amount of payment for the form from earnings.

We invite you to familiarize yourself with the Sample Ventilation Efficiency Test Report. Ventilation efficiency check report

If an offer to write an application has not been received from the employer or an authorized person, the employee should not take the initiative to write an application. But provided that he insists on this, the refusal on the part of the employer will be unlawful. In this case, the insert must be issued upon application, and the application must be filed in a personal file.

It is quite possible that at his previous place of work he wrote a statement regarding some documents, and the employer convinced him that this should be so in accordance with the regulations.

If you provide work to citizens or maintain labor records, keep in mind that employees may impose their opinions, as they consider themselves knowledgeable and informed on many issues.

In unprincipled situations, it is better not to enter into an argument with them, otherwise they will demand lengthy explanations about the structure of your personnel records.

And entering into a debate about this with subordinates is ineffective. All your actions in the eyes of the employee should look like the actions of a competent person. But in fact, they should be.

Application for an insert in the work book - sample.

Filling out the insert is carried out in the context of continuing to enter information into the Labor Code. Keep in mind that these are the same document. An insert without labor is invalid. Therefore, the main rule and purpose of filling out the insert is to transfer information from the labor report into it. To do this, the entries on the title page of the insert must fully correspond to the information on the title page of the book.

All information must be entered correctly, in accordance with the Rules, Instructions and nomenclature documents that define the general rules for maintaining TC. It is necessary to be guided by the fact that all the requirements established for maintaining books are fully applicable to maintaining inserts. Below you can see an example.

Insert in the work book, how to draw it up - sample.

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Blank form.

Numbering plays an important role. Please note that the serial number of the first entry in the insert is one greater than the last serial number in the book. That is, the order of serial numbers continues to be observed, and the information entered continues with that included in the work record.

The complex should create a semantic unity of all data entered into the document. Situations often arise in which the last entry in the Labor Code is the employment entry, and the dismissal entry is already included in the insert.

This is a normal situation and quite common.

Decor

In addition, the associative and legal unity of the document is created in a special way, when preparing an insert in the work book. Without a registration record, a sewn-in insert (see here how to sew in an insert) is invalid. Registration is done in two ways:

By placing a stamp: “Insert issued.”
By making a note that the insert has been issued.

Both methods are identical. The employer, if it is not possible to put a stamp, makes the entry manually. Both the stamp and the entry are placed in the same place: in the upper right corner on the title page of the work. In general, the design looks like this:

A stamp is placed or a note is made “the insert has been issued.”
Below is the series and number of the insert.
At the end of the work, an insert is sewn between the last page and the cover.

The number of the insert is its identifier, that is, it must certainly match the one written on the title page of the TC. So you need to transfer it very carefully, carefully checking every letter and number. The number of inserts that can be issued to an employee is not limited. Accordingly, if there is already a mark on the issue of the insert in the designated place, make a new mark a little lower.

When filling out a work book, the following mistake, made due to inattention, is quite common: part of the entry that should be in the “Information about work” section is entered in the “Information about awards” section. This inaccuracy occurs when the “Work Information” section is completely filled out, and personnel officers, turning over the page of the work book, do not notice that they are already writing in another section.

Meanwhile, in accordance with paragraph 30 of the Rules, in sections of the work book containing information about work or information about awards, crossing out inaccurate or incorrect entries is not allowed. In this case, changes in entries are made by declaring them invalid and making correct entries. Accordingly, in our case, the entry that was mistakenly included in the “Information about awards” section should be considered invalid. Next, you need to fill out an insert for the work book, where the required entry is made in the “Work Information” section (see Example 2).

In this case, the personnel officer made a mistake as follows: part of the dismissal record (“part one of Article 77 of the Labor Code of the Russian Federation”) ended up in the “Information on awards” section:

We invite you to familiarize yourself with the claim for recognition as missing

An entry about work included in the “Information about awards” section should be considered invalid. In this case, in our opinion, the indicated entry needs to be numbered. Indeed, if it is necessary to change a specific entry after the corresponding last entry in this section, the subsequent serial number, the date of entry is indicated, and in column 3 an entry is made: “The entry with the number such and such is invalid” (clause 1.2 of the Instructions for filling out work books, approved by the resolution of the Ministry of Labor dated 10.10.2003 No. 69).

Here it should be taken into account that when dismissing an employee, all entries made in his work book during his work with this employer are certified by the signature of the employer or the person responsible for maintaining work books, the seal of the employer and the signature of the employee himself (clause 35 of the Rules).

Next, we draw up an insert, where in the “Work Information” section we enter that part of the record that initially fell into the wrong section of the work book.

Employment history

The provisions of the Labor Code of the Russian Federation assign a special role in the relationship between an employer and an individual to the work book. This document is created upon the first employment of the employee.

For all subsequent registrations, this form is provided to the new place of work and is stored there until dismissal.

All facts related to the performance of official duties should be reflected in the work book. These include information about concluding an agreement with an individual and issuing an order, moving employees across departments and positions, dismissing citizens, and others.

Based on the information contained in the work book, it is possible to calculate the periods of performance of official duties by a citizen and his length of service. The records reflected in it can confirm or refute both the qualifications of the employee and his professional career.

Taking into account all that has been said, a situation may arise when the above form is filled out and the employer has a question about how to correctly fill out the insert in the work book.

Nuances

Questions often arise about how to correctly format an insert in a work book (sample). It is better not to make mistakes in the question of how to fill out the insert in the work book. Companies that ignore the law pay fines.

3 situations that raise questions for HR specialists:

An employee gets married and changes her last name.

The event is certainly a joyful one. But how can a personnel officer prepare the documentation correctly: make adjustments only to the main document or will you also have to change the insert? The Ministry of Labor clarified the issue. According to the instructions, the passport is the basis for filling out the employee’s personal data. When the passport data changes, the information in the work book and its attachments will need to be changed.

The personnel officer crosses out the previous name on the title page and writes new information there. Indicates the name of the document confirming the changes. The new entry in the work book must be confirmed by the director with his signature, then a stamp is affixed.

The previous employer did not stamp the title page of the additional form.

If there is no stamp on the issue of the insert, then the employee will have to apply to his previous place of work.

According to the instructions, the stamp is affixed by the organization that issues the application. The seal certifies the signature of the manager. Therefore, the situation will not be corrected at the new place of work. The employee needs to apply to the place where he previously performed duties.

The HR specialist made a mistake and made an entry in another section.

Insert in the work book

Taking into account the special importance of the work book, the legislator developed Rules for their maintenance and storage, which were approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225.

Each work book and any entry made in it must comply with the above-mentioned regulatory document.

In accordance with paragraph 38 of these Rules, if all the pages in the work book are filled out, then it becomes necessary to prepare an insert for it. The form of such a document was developed and approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225.

It should be noted that it is impossible to issue an insert in the work book as an independent document. This prescription directly follows from paragraph 2 of clause 38 of the Rules.

The employer should make entries in the specified attachment in the same order and according to the same rules as in the work book itself.

Failure to comply with this requirement, as well as ignoring it, may be grounds for bringing the relevant organization or entrepreneur to justice in the form of a fine, the amount of which is established by Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Rules for preparing an insert in a work book

The Government of the Russian Federation, having approved by its Resolution No. 225 of April 16, 2003, the Rules for maintaining work books, did not develop a detailed description of the actions for filling out the inserts in them.

There is no such algorithm in the Instructions approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 N 69.

The indicated departments have not developed an official sample for filling out the insert in the work book.

The only thing that is directly established by the Government of the Russian Federation in the Rules is the need to affix the “Insert Issued” stamp in the work book. It is necessary to indicate the series and number of the form of the document being issued.

It should be emphasized that the norms of domestic law do not regulate the place of affixing such a mark. However, taking into account the contents of the book form and business customs, it seems reasonable to affix a stamp on the issue of the insert on the inside of the first page of the cover.

The total number of inserts that can be issued for one work book is not regulated by law. It is important that all of them are issued in accordance with the law and that a separate stamp is placed in relation to each of them. A sample of how to draw up an insert in a work book is available for download at this link.

When filling out the insert, the numbering of entries in it should continue the serial numbers in the work book. This prescription follows from paragraph 11 of the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225.

On the title page of the insert, all fields must be filled in and signed by the owner of the book and the responsible employee of the employer. It is also mandatory to have a seal imprint of the enterprise or individual entrepreneur.

In the future, all entries are made and documented in the same order as in the work book.

It is important to remember that if errors are made when preparing the insert, then you should ensure that the insert is prepared in the work book according to the sample indicated above.

What else you need to know about maintaining work records

Work books must be purchased and stored by the enterprise for timely issuance to employees applying for jobs (no later than five days from the date of employment).
Material costs for the acquisition of work books by an enterprise are collected from employees hired at workplaces, except for the following cases:

in case of damage or destruction of work books for reasons not related to the owner of the book (for example, an emergency at the enterprise)}
incorrectly completed first page of the work book.

In addition to the employee responsible for maintaining work books, only the employer has the right to make entries in work books.
The employee is notified of all changes in the entries in the work book in writing and signed.
Entries in the work book are made exclusively with a pen with black, purple or blue ink. Corrections are excluded.
Disciplinary records and fines are not included in the work book.
It is prohibited to enter abbreviated entries and initials.
Records of remuneration are of a general nature (without specifying the amounts and qualities of remuneration) and are always numbered. The numbering does not depend on the employer and is sequential in nature.

https://youtu.be/MIioSnzZjIY

How to fill out the title page of the work book and the insert in the work book

On the title page of the work book and the insert in the work book, enter the employee’s full name, indicate his date of birth, as well as education, profession or specialty. Be sure to indicate the date the title page was completed and certified by the signature of the employee authorized to maintain such documents. The employee must also sign the completed document. After this, the organization’s seal, if available, is affixed.

The answer was prepared jointly with the editors of System Personnel

Answered by Ivan Shklovets, Deputy Head of the Federal Service for Labor and Employment

Fill out the inserts in the same order as the work books. Indicate information about them in the accounting books. In our recommendation we will tell you how to properly design and sew the liner.

Complete the insert when you need to make a new entry in one of the sections of the work book, but all the columns in this section are occupied. This follows from paragraph 38 of the Rules, approved by Government Decree No. 225 dated April 16, 2003 (Rules No. 225). You cannot make a new entry in other free sections of the work book. For example, a transfer record is entered in the “Job Details” section. Therefore, do not include this entry in the “Information about awards” section.

The numbering of entries in the insert continues the numbering of work book entries in the corresponding sections. At the same time, the inserts themselves without work books are invalid. This follows from the provisions of paragraphs 11, 38 of Rules No. 225...

Legal registration of the insert: nuances

Legitimization of the use of the insert as an element of the work book is carried out through:

entering information about him in the book of work records and inserts;
affixing the stamp “Insert issued” in the book and writing in its fields the series and number of the insert.

The solution to the first problem, as a rule, does not involve significant problems: all the personnel officer needs to do is enter the necessary data into the unified form approved in Appendix No. 3 to the Resolution of the Ministry of Labor dated October 10, 2003 No. 69.

Certain difficulties may arise when affixing the “Insert Issued” stamp. Let's consider this nuance in more detail.

If it becomes necessary to fill out an attachment, it is useful to focus on the following nuances:

Entering data and registering attachments is carried out by the employer who has a need to make an entry if there are no free lines in the section where the necessary entry should be made.
When filling out the title page, the HR department employee is required to indicate the actual date of completion. This means that it will differ from the date of issue of the book and is later.
When filling out the title page of the application, you must make entries that are current at the time of registration of this attachment. For this, the employee provides a passport and a document on education or, if available, on advanced training. All data must correspond to the actual state of affairs at the time of filling. For example, an employee received a higher education after receiving a job. The insert will contain his specialty according to the new document-diploma of higher education.
The entries made must be checked by the owner of the book and he must sign. Information about the person filling out the document must also be entered; in addition, the correctness of the entries is endorsed by the signature and seal of the employer who issued the insert. Here, you need to pay attention to whether there is a seal on the title page of the book itself in which the addition will be inserted; if the seal is not affixed, the employee should be obliged to put it on the employer who prepared the document.
The book can contain as many inserts as are required to make all the necessary entries reflecting the employee’s work activities. There is no regulation of their number and only as many as are required to make all the entries in the labor record are registered.

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The attached document must be sewn into the book. It cannot be stapled or glued in, and it cannot be stored separately from the main one.

Recommendation: First, it is advisable to fill out the title page and make the required entry, and only then attach it to the main document. It is prohibited to correct incorrect filling of the first sheet. Necessary:

Withdraw the erroneously completed application.
Draw up a report regarding the damaged form and destroy the incorrectly filled out form itself.
Register the fact of the damaged form in the Book of registration of the movement of labor and inserts for them.
Next, you should receive and write out the next insert without corrections or errors.
Attach the completed form to the employment form.

Only after performing the actions prescribed in this case, making all the necessary entries and checking them, should you file the correctly completed new attachment to the main book.

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Important! Previously, in the “Education” line it was possible to record incomplete education. Such entries were made on the basis of the submitted document received from the educational institution. Taking into account the adopted Law of December 29, 2012 No. 273-FZ, records of incomplete education are not made. Based on the procedure provided for in paragraph 2.1 of Instruction No. 69, they enter the relevant information about the specialist’s last completed education - secondary general or secondary vocational, and so on.

In the “Date of Filling” column, enter the day and year indicated in numbers. The month can be indicated in words or in numbers, since Instruction No. 69 does not explain how to correctly indicate the date of completion. There is only a recommendation to display dates in Arabic numerals in sections of the Labor Code and the insert in the labor document. But it should be taken into account that in the format of the “Date of completion” column you can only enter the month in words. Examples of entries: “May 4, 2018” or “05/04/2018”.

The completed information on the title page when drawing up the Labor Code and the insert in the work book (sample 2018) must be certified by his signature:

the specialist responsible for filling out these documents;
the owner of the book signs in the line specifically designated for signature.

The title page should be stamped if the organization uses it in its work, or the seal of the personnel service if it contains the name of the organization and its location indicated in Russian.

How to design the title page of a work book and the insert for a work book (example)

A.V. Dezhneva was hired by the organization on January 15, 2020 as a psychologist. This is her first job. The HR officer filled out the title page of the psychologist's technical documentation.

Sample of filling out an insert in a work book (sample title page)

Entry in the work book about the insert (sample)

Errors when filling out

It would seem that you can familiarize yourself with the samples and correctly record the issue, however, mistakes are made.

5 personnel errors that inspectors often find:

Information about experience is entered in other sections.
Glue is used instead of thread.
You forget where the liner is sewn correctly.
Instead of an additional form, regular A4 sheets are used.
A stamp indicating the issuance of the form is not affixed, but a note is made in pen.

Mistakes give rise to nagging labor inspectors and bring trouble to the company. Every mistake means a fine for the organization. The more serious the violation, the greater the penalty. The fine is issued for large sums.

Before sewing an insert into a work book or filling out a form, look at the examples. Remember the rules for maintaining work books and instructions, then there will be fewer mistakes.

How to fill out an insert in a work book

Inserts in the work book (sample) must be filled out in the same order as work books. All information about such documents is indicated in the accounting books. The insert is drawn up if it is necessary to make a new entry in one of the sections of the Labor Code, if all the columns of the corresponding section have already been filled out (in accordance with paragraph 38 of the Rules, approved by Government Decree on April 16, 2003 under No. 225).

For example, information about hiring, transfer, and dismissal should be entered in the “Job Information” section. You cannot make this entry in free sections of the TC, for example, in “Information about awards.”

When preparing an insert in a work book (sample), the numbering of entries continues the numbering of the corresponding entries by sections of the Labor Code. It should be taken into account that the work insert (sample) without filling out the work book is invalid (based on paragraphs 11 and 38 of Rules No. 225).

What is this application and why is it important?

The need for additional insertion occurs when there are no blank form pages needed to make new entries.

Previously, personnel officers did not particularly bother purchasing new forms, but simply crossed out information about awards and made the necessary notes. Nowadays such documentation is unacceptable.

The following actions are also prohibited:

pasting blank pages into the book with a note from the HR department about such a modification of the document;
registration of the second form as a continuation of the initial one.

If there are no blank pages for entering information about moving from one place of work to another, it is necessary to prepare an insert. This document complies with the rules for maintaining personnel documentation.

The presence of qualified employees responsible for the correct maintenance of personnel documentation is a “headache” for the manager. The lack of qualified HR managers leads to big problems both for the enterprise and for its employees. The manager must not only be able to fill out and write out forms correctly, but also comply with the deadlines for completing the forms and monitor their availability.

The presence of an insert is mandatory, since if an employee is registered with an organization who does not have free space in the work book (LC), the employment record must be made within 5 working days. Failure to comply with this requirement within the established time frame will result in a violation.

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The application is an important, although not always necessary, form. It has the same data and size as the work book.

The employer does not have the right to demand the purchase of an insert from an employee. It is also prohibited for the HR department to accept a blank document from an employee. Purchasing forms is only permitted from certain licensed organizations, so the enterprise must do this independently.

Inserts refer to strict reporting forms.

What requirements should be taken into account when making entries in the work book insert (how to prepare a sample)

When drawing up a document, all entries are made with a blue, black, or purple pen. To fill out, you can use pen, gel or ballpoint writing instruments; you cannot write with other pens or colors. The words fit in completely. Corrections and abbreviations are not permitted.

If the pen runs out of ink while taking notes, you must complete the notes with another pen with ink of the same type and color. When it was not possible to find the same type of ink, you should try to preserve the color.

The completed insert in the work book includes, in particular, information about:

work;
transfers to another permanent job;
obtaining a second or subsequent profession or specialty;
increasing the level of qualifications;
part-time work (this entry is made at the request of the employee);
changes in job titles;
awards for success in work;
dismissal.

Information about penalties is not included in the work book and the insert in the work book. The exception is cases where the dismissal was due to misconduct.

Errors in the work book: what they forgot to write about in the instructions

An insert in the work book was issued - a sample entry