How to fill out a work book correctly: sample

Every employee knows that a work book is the main document confirming his work experience and indicating that he is engaged in a certain type of activity. Therefore, it is obvious that the design and completion of the work report should be treated with special care, because even seemingly insignificant errors and inaccuracies can lead to undesirable consequences in the future.

Unfortunately, HR department employees or persons authorized to engage in such activities do not always know all the intricacies of maintaining this document. Therefore, this article, in which we will examine in detail the requirements for filling out a work book and some of the features of this document, will be useful both to the employees themselves and to employees of the personnel department.

Legal requirements

To begin with, it should be noted that at the moment in the Russian Federation there are 2 types of work books, depending on the period of their opening. The first type is Soviet-style labor , i.e. issued to an employee who began his activity before 2003, until they were replaced by books of the second type. The 2003 labor models differ slightly, mainly in appearance (smaller size, different color).
And at the moment, all citizens starting working activities are issued with books of the 2003 model. The procedure for filling out labor records is regulated by a Government Decree, which establishes the form of the document, the rules for its maintenance and storage, and a special Instruction approved by the Ministry of Labor in 2003, which describes in detail exactly how to fill out a labor record and what to do in case of an erroneous entry. In addition, the status of the work book as the main document of the employee, confirming his specialization and experience, is determined by the Labor Code.

To emphasize the seriousness of the document, administrative liability is established for failure to comply with the rules for maintaining and storing a work book (Code of Administrative Offenses).

So, we have examined in which legal acts you can familiarize yourself with the legal requirements for work books. Next, we will consider what rules are established for filling out the labor form.

Provisions of Art. 66 Labor Code of the Russian Federation

Article 66 of the Labor Code of the Russian Federation consists of 6 paragraphs, and the last of them has lost legal force. Its main provisions are the definition of a work book as a document of strict accountability, confirming the activities of a person at the enterprise and the length of service received over the entire period. In addition, the norm regulates the following:

The form and procedure for maintaining the document, requirements for making an entry for each person who has worked at the enterprise for more than 5 days.
Basic conditions for entering information into a document.
List of information that must be indicated when filling out.
Possibility of recording awards, penalties, etc.

The main objective of this article of the Labor Code is to regulate the rules for maintaining records and ensuring the safety of workers during their stay with the employer. Every business entity that has hired personnel should be guided by it. Identification of errors in this matter during a routine inspection results in a fine. Responsibility usually rests with the HR or accounting department, depending on the size of the enterprise.

What is a work book?

A work book is an official document that is provided by every citizen when applying for a job. If registration occurs for the first time, then the responsibility to initiate it rests with the personnel department. This is done no later than 3 days after writing an application for admission and signing an employment agreement. On the territory of Russia, the updated 2004 model books are valid. A document is created for each person who has worked in the company for at least 5 days. Despite the automation of databases, the relevance of labor remains for the following reasons:

Registration of a pension in the future. The information provided in this document is used as a basis. The Pension Fund of Russia keeps records independently, however, thanks to the provided copies of the pages, the organization can verify the accuracy and correctness of the information entered. After all, many data were lost or entered by companies that no longer exist, for example, when the experience was obtained under the USSR.
Confirmation of experience when applying for a job. Management often checks the reason for the previous dismissal, the presence or absence of disciplinary sanctions and awards for conscientious work in the labor department. All essential information must be included in this document.
Independent control of a citizen regarding accumulated length of service to verify the correctness of accruals and calculation of benefits. Bonuses are awarded for long work experience in the North or in hazardous working conditions. They are not accrued unless evidence is provided that the citizen has the right to them. Labor can also serve as confirmation.

It is important to know! Despite the fact that the Pension Fund independently keeps records of information regarding the accumulated experience of each employee, confusion or missing years often arises. This happens due to incorrect information provided by the company or technical errors. The “lost” values can be confirmed by making entries in the work book.

https://youtu.be/GsQWOtC-wKQ

Procedure for maintenance and storage

Article 66 of the Labor Code of the Russian Federation establishes the legislative necessity for the employer to maintain and store the main document provided by the employee in accordance with all requirements. In addition to this norm, the personnel service also undertakes to be guided by the official Rules for maintaining and storing work books (hereinafter referred to as the Rules). For this purpose, a Book of Accounting and Movement is opened. Thanks to it, the movement of a document is registered. Key requirements for entering information:

A document is drawn up for each person who has worked for more than 5 days; this requirement is directly reflected in Article 66 of the Labor Code of the Russian Federation.
Individuals who are not registered as an individual entrepreneur do not have the right to open a work book for a citizen for the first time. They also cannot make entries in it. This right is granted only to government organizations and legal entities.
Any entry is made only in the state language of Russia - Russian. The exception is the republics, which have their own official language, then the information is carried out in two simultaneously.
All new entries in the labor record must be duplicated in the personal file issued for each employee. The citizen becomes familiar with any change by signing.

In Art. 66 of the Labor Code of the Russian Federation there is no clear indication, but the Rules require the employer to save documents for each employee in a safe, metal cabinet or special closed room. Another responsibility of the personnel service is the constant availability of new unfilled work reports, the established form and inserts for them.

Filling procedure and entered information

Article 66 of the Labor Code of the Russian Federation determines that all basic information related to the citizen’s activities at work is entered into the book. These include awards for success, disciplinary action, transfer to a new position and dismissal. The title page should contain basic information about the employee, his full name, education. There are certain requirements when entering information into labor documents:

For writing, use gel, ballpoint or fountain pens of a dark blue shade, perhaps purple if it is not too bright.
The date, month and year are indicated in Arabic numerals only.
Abbreviations, even generally accepted ones, are not allowed.
The numbering is continuous; each entry must have its own serial number.

If an erroneous entry was made, then crossing them out is not allowed. First of all, it is declared invalid, after which the line with the correct data below is filled in. The next serial number is placed next to it. Information about part-time employment is indicated only at the request of the citizen himself, as stated in the Labor Code, Art. 66. But for this he will need to provide documentary evidence to the personnel service at the main place.

Filling rules

First of all, we note that responsibility for entering information and storing work books is legally assigned to the employer or a person authorized by the employer. We will look further into who exactly these individuals are. When hiring, the employer continues to keep records in an existing employment record book or, if the employee is getting a job for the first time, starts a new record book.

A special period has been established within which the employer is obliged to make a note in the work book of a newly arrived employee. According to the requirements of regulations, a work book is kept for each employee who has worked for more than five days . All entries are made within a week from the moment of committing an action that requires registration in the work book (hiring, transfer, award, etc.), except for the entry on dismissal, which is made directly on the day the dismissal order is issued.

All entries in the book are made in Russian. The exception is the republics that are part of the Russian Federation, which have established a different state language. On the territory of such republics, employers can choose the language in which to keep records (Russian or the state language of the republic).

You can use fountain pens, ballpoint pens, and gel pens for notes. The ink can be blue, black or purple, but it is desirable that it is waterproof and will not fade over time.

It is important to note that no abbreviations are allowed (for example, mistakenly writing “pr.” instead of “order”), all information is indicated in full. Each entry is assigned a serial number. There are also special requirements for writing dates: you must indicate the day and month (in Arabic numerals, 2 characters each, for example, the second of May is 02.05), the year (in Arabic numerals, 4 characters, i.e. you cannot write 05/02/14, correctly - 02.05 .2014).

The work book contains several sections. Please note that it is important to adhere to the rule of recording information exactly in the section to which it relates. If there is no longer room in this section for a new entry, you should not add it to another section. In this case, it is necessary to sew an insert into the work book.

Filling example

labor and

So, let's look at what information needs to be entered in the work book. First of all, this is information about the employee. Let's break it down line by line:

FULL NAME . The requirements for the entry are quite standard - it must correspond to what is written in the passport. Please note that even if your passport is misspelled and according to the rules of grammar your name or patronymic is written differently, you should not write it correctly in your work book. Therefore, make sure that the person filling out the work report has not made any corrections, and the entry in the book exactly matches the entry in the passport.
Date of Birth . We have already outlined the requirements for recording dates above.
Education . The information must be complete. That is, for example, you cannot simply write “higher”; it would be correct to indicate “full higher”.
Profession/specialty . It is written in the nominative case, in accordance with the data specified in the education document.
Labor completion date . The requirements are the same.
This is followed by the signatures of the person who filled out the work book and the employee who owns the work book.
At the end there is a stamp .

If an error was made when filling out the cover page of the work report, it is corrected by simply crossing out the erroneous entry and entering the correct information.
On the back of the cover there is a link to a document confirming the correctness of the data. The link is certified by the seal and signature of the person who made the entry. In addition, information about the work performed by the employee (for example, legal adviser, engineer, cook, etc.), transfer to another job on a permanent basis, rewarding the employee for labor achievements (certificates, titles, other types of incentives, except bonuses), as well as dismissal.

Please note that information about penalties is not entered into the work book, except in cases where the dismissal is a disciplinary sanction.

All this information must be entered only on the basis and in strict accordance with the order or instruction of the employer. This information fits into one large “Job Information” section. Let's look at the order of filling it out:

First of all, enter the full name of the employer. This entry is not numbered. The general rule is that no abbreviations are allowed. Therefore, you cannot write LLC “Zarya” or CJSC “Kolos”; the organizational and legal form must be completely deciphered. What to do if the company is renamed? Such information must be reflected in the labor report. The entry should be made as follows: in column 3, without indicating the serial number of the entry, it is noted that from a certain date such and such an enterprise is (completely) renamed to ... (completely). Column 4 indicates the document that is the basis for the renaming.
Further records are kept under the name of the employer. Column 1 contains the serial number of the entry.
Column 2 – date. The rules for entering dates are described above.
Column 3. Occupies the main place. Information about hiring, dismissal, transfer, etc. is directly entered here. Important! Next to such a record there must be the signature of the owner of the work, confirming that he is familiar with this information.
Column 4 – grounds for recording. This indicates the date and number of the order, instruction, protocol of the employer, on the basis of which the entry was made in column 3.

If the work report is filled out incorrectly, you cannot simply cross out what is incorrect. The correction is made at the place of work in the records of which the error was made, or at a new place of work upon presentation of evidence (documents) confirming the need for correction.

As with a regular entry, a date and number are indicated for correction. Column 3 “Information about work” indicates that entry No. ... is invalid. After which, without indicating the serial number, the date of the entry that was made in error is entered, and in column 3 - the correct information. Column 4 must contain the grounds on which such an entry was made. After this, information about who made the corrections, the date, stamp and the entry “corrected correctly” are indicated.

More information about making entries in the book can be seen in the video:

https://youtu.be/nfNtEfkAklQ

You can learn about what a chart of accounts for 2020 is and why you need it from this article. If you are interested in the basis on which the individual entrepreneur acts in the contract, you can find this information here.

Making corrections and changes

In accordance with paragraph 26 of the Rules, the necessary changes regarding the last name, first name, patronymic, date of birth and education of the employee are made at the last place of work. To make amendments, documentary evidence must be provided, for example: passport, marriage certificate, birth certificate, divorce certificate, etc.

If it is necessary to change the surname, you should cross out the old surname on the title page with one line and enter new data. A similar procedure is provided for changing the name, patronymic, date of birth. The corresponding indication of the documents that served as the basis for making changes must be made on the inside cover of the work book and certified by the seal of the enterprise (clause 2.3 of the Instructions).

Changes regarding education, profession or specialty are made by simply adding entries already made without crossing out (clause 2.4 of the Instructions).

If an erroneous entry is made, the correction must be made at the place of work where it was made. Correction at a new place of work can be made only after presenting an official document from the employer who made the mistake (clause 27 of the Rules). If the employer who made the mistake is liquidated, a correction can be made on the basis of a document confirming this fact.

It should be remembered that it is strictly forbidden to make corrections to the section that contains information about the work by crossing out incorrect entries. In accordance with paragraph 30 of the Rules, in order to make changes to this section, it is necessary to make an entry declaring the erroneous entry invalid, and then enter the correct data.

https://youtu.be/B9MPcS1xiPA

Who should fill out the work form?

As already mentioned above, the employer or his authorized person must keep a work book. Let's take a closer look at the question of who could be such a person.

The employer can appoint responsible for filling out and storing work books only the employee who, according to the employment contract or job description, is obliged to perform such work. The appointment is made by issuing an order. Only after this the person indicated in the act issued by the employer can begin to work with work books.

Please note that such an order must be issued, because it is brought to the attention of labor inspectors during inspections, and if there are violations of the rules for maintaining labor books, officials are held accountable.

But what should a small enterprise do when among its employees there is no person who can be authorized to keep work records? Then such activities must be carried out directly by the employer. To do this, he must, by order, take responsibility for the work books of employees, their maintenance and storage. Thus, the employer (director) will be authorized to make entries in all work books, including his own.

What is included in the work book in the section “Information on awards and incentives”

All old documents had separate sheets that were intended for this. With the advent of new forms, the situation has changed. Now this is a new combined page of the work book, in which all the employee’s regalia are recorded simultaneously. Such information may contain data on the following points:

state awards;
honorary titles;
certificates from various organizations;
diplomas, distinctions and much more;

Information in this section is entered in exactly the same way as in all previous ones: with a serial number and a mandatory date of entry. Specifically for awards, it is noted who gave them and for what merit. Their type must also be recorded in the work book.

Now let's look at incentives. Nowhere in the laws is it written that such marks cannot be entered in the work book. It’s just that many people don’t deal with this issue. If desired, you can ask the employer to include all this in the document, and he cannot refuse the employee this.

Features of filling out a duplicate book

A duplicate work record book is issued if this document is lost (including in the case of mass loss of employee work records as a result of emergency circumstances) or has become unusable (for example, burnt), as well as in cases where records of transfer or dismissal are declared invalid , or when an employee is reinstated after a court acquittal in a criminal case in which he was accused.

Where to go for a duplicate? To obtain a duplicate, you need to submit a written application to the employer at your last place of work. The exception is the case when the dismissal of an employee was declared illegal in court, but the employee has already taken a new job. Then the new employer issues a duplicate.

A duplicate of the work book must be issued no later than 15 days after the employee’s application. On the title page of the work report, the entry “Duplicate” is made in the upper right corner.

When filling out a duplicate, the total length of service of the employee (number of years, months and days) is indicated in total, without indicating specific employers, positions and periods of work. Please note that when an employee starts a new job, the administration must facilitate this employee’s receipt of documents confirming his work experience, if necessary.

How to fill out a work IP?

An individual entrepreneur (hereinafter referred to as individual entrepreneur), like any employer, maintains work books of his employees. However, should he keep his work record? The individual entrepreneur himself is the employer, i.e. he cannot conclude an employment contract with himself, which means he does not have the right to make entries in his work book . This cannot be done by any other person, the only exception being the case when an individual entrepreneur gets a job somewhere.

What about work experience? Individual entrepreneurs make contributions to the pension fund and tax office from their earnings. Thus, they are accrued work experience even in the absence of a work book.

Examples of employment records

Example of a job acceptance note:

The name of the employer is indicated, as described above.
Column 1 contains the serial number of the entry.
Column 2: date of entry in accordance with the requirements described earlier.
Column 3: “Accepted as a legal adviser/accountant/engineer/...”
Column 4: “Order dated 05/02/2014 No. 1.”

Example of a transfer record:

Columns 1 and 2: similar to the admission record.
Column 3: “Transferred to the position/in… department to the position of head of the legal department/chief accountant/…”
Column 4: similar to the employment record.

Example of a resignation letter:

Columns 1 and 2: similar to the admission record.
Column 3: “Dismissed for (reason), clause ... part ... article ... of the Labor Code of the Russian Federation"
Column 4: similar to the employment record.
Below is an indication of who made the entry and that person's signature and seal.

Example of an award entry:

Columns 1 and 2: similar to the admission record.
Column 3: “Awarded with a diploma/valuable gift/order/... for (reason for award).”
Column 4: similar to the employment record.

Employer Responsibilities

The Labor Code obliges the employer to correctly enter information into the labor report and remember their responsibilities and comply with established deadlines. The main ones are:

Within 5 days, issue a book for each hired employee who is getting a job for the first time in his life.
No later than 7 days, enter information about hiring; the same period is set for entering information about awards and penalties.
On the last day of going to work, issue a completed and certified work report and an extract from it.
Within 15 days, issue a duplicate if a former employee has filed a complaint about the loss of the main document.
An unclaimed work book must be kept in the archives of the enterprise for 75 years.

Attention! It may also be necessary to issue a duplicate if some entries are declared invalid after the dismissal of a person, or if the work book becomes unusable. The document is drawn up by the employer in accordance with the established Rules.

https://youtu.be/nw_W_xxIgWA

A work book as an official document is used for a variety of purposes. With its help, controversial issues regarding the calculation of length of service are being resolved to this day. Therefore, the employer should pay maximum attention to the correctness of filling it out, and also strictly follow the established procedure so that all entries made are legitimate.

Typical mistakes when filling out

Let's look at the typical mistakes that an employer or his authorized person makes when filling out employee work books:

Most often, it happens that the employer allows abbreviations (in the date, in the name of the employer, in the full name). As we have already found out, this is strictly forbidden, so be careful and double-check that all information is complete.
Use of Roman symbols. It has also already been stated that only Arabic numerals are acceptable.
Correcting mistakes with a simple strikethrough. We discussed the procedure for making corrections above.
Inconsistency of the full name in the employment record with what is indicated in the passport. Be sure to double-check that this information matches.
Indication in the “Profession” column on the title page of the position for which the employee is being hired, and not the profession according to the diploma.
Lack of required signatures and seals.
Failure to comply with deadlines for entering information into the work book. We discussed the deadlines above.
Lack of reference to the paragraph, part and article number of the Labor Code when making an entry about the dismissal of an employee.
Making entries in the work book about penalties (except for dismissal as a disciplinary sanction).
Entering records of awards in the “Work Information” section. There is a separate “Award Details” section for this category of entries.

In this article, we tried to collect answers to all questions that may arise in the process of entering data into the work book. We hope this information will help you make your work easier and avoid unpleasant consequences and mistakes in maintaining this important document.

Rules for entering information

The order of the head of the enterprise is the basis for entering all information into the employee’s work book. If he was transferred to another position or place of work, then this must be completed within a week, and if he was fired, the mark is placed immediately.

All information is recorded in the following order:

Company name;
serial number of the entry in the book;
date of entry;

It is unacceptable to make entries in abbreviated form and without a serial number. Everything must be clearly structured, otherwise it will be a violation of the design rules. The employee must be notified of all marks in his work book with his signature in the employee’s personal card, which must be kept at the enterprise.

Information is recorded in the work book using a ballpoint or gel pen in standard colors. Writing in green or red ink is not permitted.

All notes in this document are made in Russian or, if the company operates in a territory that has its own state language, in two languages at the same time - Russian and national. If a person is hired for a job who is a citizen of another state and has a work book from a foreign country, then he is required to be issued another document that falls under the norms of the legislation of the Russian Federation.

An employee can check the information in his work record at any time, and to do this he needs to submit a request to his employer. He is obliged to submit the document or its notarized copy to the employee no later than three days later.

https://youtu.be/oyUWlUrmdDU