Change of surname in card t 2 sample filling

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Published: 10/09/2019

1 Changing the last name on a personal card: sample
2 Registration of a personal card
3 How to correctly register changes in the T-2 card?
4 Making changes to your personal card
5 We accept the application and issue an order
6 Results
7 Personal card of employee T-2

Changing the last name on a personal card: sample

By Resolution of the Council of Ministers dated April 30, 2019 N 269, changes were made to 42 resolutions. Some of the adjustments are editorial and clarifying in nature.

Next to them, indicate the details of the document on the basis of which the changes were made (marriage certificate, passport, etc.). In connection with receiving a new passport when the Employee reaches the age of 45, change the Employee’s passport details in the section “Addresses and details of the parties” of the employment contract “passport series 46 02 No. 545177 was issued by the Internal Affairs Directorate of the Voskresensky district of the Moscow region. 10/22/2012.” 2.

Read more about the T2 employee’s personal card here: Question: what to do if you run out of lines for making entries about admissions and transfers to work, about vacation? The list of required documents is indicated in Art. 65 Labor Code of the Russian Federation. Some data on the card must be certified with a personal signature, so it makes sense to issue it on paper.

To do this, on a blank sheet of paper of the appropriate format, make an entry “Addendum to the employee’s personal card” (Form No. T-2), indicate the date of completion and enter the employee’s data (last name, first name, patronymic, date of birth, position and structural unit, as well as details employment contract). The law does not regulate exactly how to make changes. As a rule, if old information is no longer relevant, it is crossed out or put in brackets, and new data is written on top.

Personnel part of the work

STEP 1. Ask the employee to bring you the original document confirming the change in name. And. O. (for example, a certificate of marriage or its dissolution, a change of name. 30, paragraph 1 of Article 38, Article 62 of the Federal Law of November 15, 1997 No. 143-FZ “On Acts of Civil Status”), as well as a passport with new data (when received) and make copies of them.

It is not necessary to require an application from the employee to make changes to accounting and personnel documents, or to issue a corresponding order.

Some experts believe that labor inspectors may request these documents during an inspection and fine you for their absence. It is not true. The legislation does not establish the obligation to draw up the mentioned application and order. But just in case you decide that extra paperwork won’t hurt you, we’ve provided a sample application.

General Director of Push LLC Lebedev A.I. from office manager M.G. Sheremeteva

Registration of a personal card

For each new employee, upon hiring, the personnel department issues a personal card. The basis for this is the employment order and the entry in the work book. The legislation does not directly indicate the use of a unified form of card. The company has the right to independently develop an acceptable form of this document (letter of Rostrud dated 02/14/2013 No. PG/1487-6-1) or use a document in form T-2 (Resolution of the State Statistics Committee of the Russian Federation dated 01/05/2005 No. 1).

Read more about this in the material “Unified form No. T-2 - form and sample filling”.

The card reflects basic information about the employee - his passport details, information about education, work experience, etc. The basis for filling out are supporting documents provided by the employee. The list of required documents is specified in Art. 65 Labor Code of the Russian Federation.

Some data on the card must be certified with a personal signature, so it makes sense to issue it on paper. It is not recommended to replace an old card with a new one. Some information may be lost, and if necessary, the HR department will not have a complete picture of the employee.

At the moment, there is no legal act with clear recommendations on the procedure for maintaining personal records of employees. Inspecting authorities may regard incorrect completion of this document or its absence as a violation of labor laws. In this regard, HR employees have various questions when filling out a personal card. One of the most common is how to make a change to a personal card?

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What should HR employees do if an employee changes his passport?

To correct personnel documents, a verbal message about a change of name is not enough.
The employee must submit original documents that confirm the change of personal data (clause 26 of the Rules approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225, clause 2. 3 of the Instructions approved by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69) . Such documents are a passport, which indicates the new surname, as well as a certificate of marriage or divorce, a certificate of change of surname.

Make copies of the documents that the employee submitted, but there is no need to keep them in your personal file. The law does not require employers to keep copies of employees' personal documents. In the event of an inspection, Roskomnadzor will consider that you are processing excessive personal data, thereby violating the rights of an employee (Resolution of the Federal Antimonopoly Service of the North Caucasus District dated April 21, 2014 No.

It would not be superfluous to obtain an application from the employee to change her surname. According to the law, it is not necessary to formalize it, but this way you will have an additional written basis for changing personnel documents if you return the original passport and certificate. Ask to indicate the reason for the data change and details of the documents that confirm it.

Issue an order to change the name in personnel documents in free form (sample below). Indicate the name of the organization, the date and place of its preparation, the serial number of the document, old and new personal data of the employee.

Leave your personnel number the same. The order is signed by the head of the organization or another person authorized by him. Familiarize the employee with the order, as well as HR employees, the chief accountant, the head of the security service, and the IT department.

The most problematic situation for employees of personnel departments of various organizations is considered to be the change of a civil passport by one of the employees. This can happen as a result of an emergency, such as loss or planned replacement after reaching the ages of 20 and 45 years.

A sample of filling out a T-2 card begins with the so-called header or basic details of the organization.

We enter the name of the organization and the eight-digit OKPO code.

We enter information into a table in which we indicate the date of completion, the employee’s personnel number, his Taxpayer Identification Number (if available) and SNILS, the type and nature of the work (as in the employment contract), gender.

In the “Alphabet” cell the first letter of the employee’s last name is placed.

In the “Nature of work” cell, either permanent or temporary (if a fixed-term employment contract) is written.

Enter the details of the employment contract.

We record the employee’s last name, first name, patronymic and other personal data, including OKATO and OKIN codes. Sample filling, or how to fill out a personal T-2 employee card for this section, see the picture

The OKATO code is a classifier on an administrative and territorial basis; Moscow has its own codes, St. Petersburg has its own, Chelyabinsk has its own. You can find the code on the Internet.

The OKIN code is a classifier of information about the population. This classifier includes 293 sections, each of which contains a corresponding code.

Degree of knowledge of a foreign language, in this case English, the employee’s personal card may contain:

reads and translates with a dictionary;
reads and can explain himself;
is fluent.

Next, fill in the educational information in detail.

If a person has two higher educations or an employee has additionally received postgraduate professional education, the T-2 card has additional columns.

In paragraph 7 we indicate the profession that the employee received as a result of training at an educational institution. If there are two or more professions, indicate the one for which the employee was hired.

We enter the work experience as of the date of filling out the personal card, i.e. at the time of admission. We take information from the work book.

Total length of service is the period of working activity that gives the right to an old-age pension.

Continuous length of service is a period of working activity that is taken into account when calculating benefits, including temporary disability.

The length of service that gives the right to a long service bonus is the time spent working in certain organizations and institutions and in certain positions, for example:

in the apparatus of the Defense Council of the Russian Federation;
in the Administration of the President of the Russian Federation;
in the Judicial Department of the Supreme Court, etc. (for the full list, see Section II of the Regulations approved by Order of the Ministry of Health and Social Development dated December 27, 2007 No. 808).

As the employee works in the organization, the employee’s length of service will naturally increase, therefore, in order not to cross out or use various proofreaders, initially write down information about the length of service in pencil, then, when the employee leaves, write it in with a pen.

Next, we move on to the section on the employee’s marital status and the composition of his family.

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In paragraph 9, we indicate his marital status and marital status: married or single (if single, it is better to indicate in pencil; if married, write in pen; if married, write in pen; if divorced, indicate the document on the basis of which the marriage was dissolved).

We indicate the OKIN code for the state of marriage:

never been married;
the marriage is registered;
the marriage is not registered;
widower or widow;
officially divorced;
separated (when unofficially).

The family consists of husbands, wives and children.

In principle, you can indicate parents and brothers and sisters, but this is at your discretion (spouses, by the way, are not close relatives, this relationship is inherent, not blood).

Next, fill in your passport and registration information, simply rewriting them. See below for a sample of filling out the T-2 form.

The date of registration at the place of residence can be found in the stamp in the passport.

A telephone number is necessary for communication: for example, an employee did not show up for work, you can call and find out what’s wrong with him. It is advisable to take a second telephone number from the employee for communication (from practice).

Perhaps the most difficult section in this document is filled out based on:

certificates of a citizen subject to conscription for military service (conscripts);
or military ID (in reserve).

Based on the order (instruction) on hiring, the personnel service employee fills out the employee’s personal card (Form N T-2). The personal card is filled out based on data from the following personal documents of the employee:

documents on education, qualifications or special knowledge when applying for a job that requires special knowledge or special training;
passport or other identity document;
insurance certificate of state pension insurance;
other information about the employee.
work book or document confirming work experience;
military registration documents - for those liable for military service and persons subject to conscription for military service;

So, the order has been issued, and you can begin to correct the entries in the card (section 1 of the instructions, approved.

Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1). Entries that have become irrelevant must be crossed out and new information written next to them.

As for the last name, it is indicated with reference to the passport.

The Labor Code of the Russian Federation contains current provisions that if any information is not included in employment agreements, they cannot be officially declared invalid or even terminated.

In the future, the relevant agreements must be supplemented with missing information. In this case, the information is entered directly into the text or an additional document can be drawn up.

A change in personal information in some cases quite significantly affects the course of a career, and government contributions in the form of pensions or benefits.

45 “Fundamentals of the legislation of the Russian Federation on notaries (approved.

RF Armed Forces 02/11/1993 N 4462-1) (as amended on 04/05/2013) notaries do not accept for notarial acts documents that have erasures or additions, crossed out words and other unspecified corrections, as well as documents executed in pencil.

Thus, if a correction is simply made to the employment contract by crossing out one surname and adding another surname, then the employee will simply be deprived of the opportunity, if necessary, to notarize a copy of this document.

INFORMATION ABOUT MILITARY REGISTRATION”, in accordance with the military ID (temporary certificate issued in exchange) or the ID of a citizen subject to conscription for military service: 1) enter the reserve category (this item is not filled out for reserve officers);

2) indicate the employee’s military rank, or write the phrase “subject to conscription”; 3) indicate the composition (profile) - “command”, “soldiers”, etc.; 4) we put down the full code designation of the VUS, which can be digital or alphanumeric;

5) indicate the category of suitability for military service (from “A” to “G”); 6) indicate the name of the military commissariat at your place of residence; 7) if the person is on general or special military registration, we indicate this information in pencil.

No. 475 (hereinafter referred to as the Employment Contract), the following changes: 1. In connection with the change of the employee’s surname in connection with the registration of marriage (Marriage Certificate series No. issued “”), change the surname “Ivanova” to “Zaitseva” in the preamble of the employment contract.

2. Change in the section “Addresses and details of the parties” of the employment contract “the surname of the employee “Ivanov” to “Zaitsev”. 3. All other terms of the employment contract are considered unchanged and binding on the parties.

Our article will help answer it.

Registration of a personal card Making changes to a personal card Results Registration of a personal card For each new employee, upon hiring, the personnel service issues a personal card.

How to properly register changes in the T-2 card?

Certify the changes made, that is, indicate your position, put down your signature and a transcript of the signature and the date the change was made. - renaming an organization: When renaming an organization, a note is made in the personal card that from such and such a date the organization such and such was renamed to such and such. A personal card is the main accounting document containing information about the employee.

The HR department creates a personal card for each employee of the organization on his first day of work. Based on the order (instruction) on hiring, the HR service employee fills out the employee’s personal card (Form N T-2). Is it necessary to include in transfers if the employee’s position does not change, but the salary does change.

We submit documents to the tax office

The Unified State Register of Legal Entities (USRLE), among other information, contains information about a person who has the right to act on behalf of an organization without a power of attorney. This is established by paragraph 1 of Art. 5 of Federal Law No. 129-FZ of 08.08.2001 “On state registration of legal entities and individual entrepreneurs” (hereinafter referred to as Law No. 129-FZ).

Any change in the surname or other passport data of the current manager must be reported to the registration authority at his location within three days from the moment the manager receives a new passport (Clause 5, Article 5 of Law No. 129-FZ). If the deadline is missed, tax inspectors may bring to administrative responsibility the head of the organization who manages the current activities of the organization. That is, they can issue a warning or impose an administrative fine in the amount of 5,000 rubles. (clause 3 of article 14.25 of the Code of Administrative Offenses of the Russian Federation).

- through a representative;

- by mail with a notification and a list of the contents, which is certified by a postal worker.

If documents are submitted to the inspection by an authorized person, it is necessary to issue a power of attorney certified by a notary (paragraph 3, paragraph 1, article 9 of Law No. 129-FZ).

Making changes to your personal card

The need to change information about an employee arises quite often. Typically, this happens if the employee:

changed his last name;
changed his place of residence;
received a new passport;
got married;
received a new education, degree, qualification;
interrupted his vacation;
transferred to another job or position;
recovered after dismissal, etc.

When making changes, it is important to determine whether you need to change existing data or supplement existing ones.

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If we are talking about changing existing data about an employee, for example, last name or residential address, then outdated data is crossed out with a single line. New data is written above the old ones or to the right of them. Some personnel officers prefer to indicate the details of the documents on the basis of which a new entry is made.

In the same way, incorrectly specified data or errors made in them are corrected.

Sometimes it is necessary to supplement existing data with new ones. For example, when an employee received a new education or qualification. In this case, an additional entry is made. If there is not enough space, a loose leaf is drawn up, where additional information is entered.

When does an employee have the right to change his last name?

Let us say right away that there is no need to re-sign an employment or other contract with the employee (for example, an agreement on full financial liability) or make changes to it by drawing up additional agreements.

When an employee tells you about a name change:

ask him for the original certificate of change of name. Order of the Ministry of Justice dated June 25, 2014 No. 142 or a marriage certificate and a new passport;
make copies of them and keep them;
return the originals to the employee.

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Based on these documents, it is enough to change only the information about the employee in the contracts in this way.

Employment contract No. 14

December 16, 2013
Lipetsk

Marriage certificate No. 1138 dated 08/20/2016, senior accountant Selivanova

Limited Liability Company "Vulcan", hereinafter referred to as the "Employer", represented by the General Director Pyotr Mikhailovich Proshkin, acting on the basis of the Charter, on the one hand, and Novikova Eremina Victoria Evgenievna, hereinafter referred to as the "Employee", on the other hand, together referred to The “Parties” have entered into this employment agreement as follows:

But in the accounting program, change the employee’s name after he brings you a bank card reissued in his new name. After all, until this moment, payments must be made to a valid card with the old name.

Tatyana Skorobogatova, Moscow

Women usually change their surname when entering into an official marriage: it has long been accepted that the wife switches to her husband’s surname.

But there are often cases when a man, upon marriage, decides to take his wife’s surname (if his wife’s is more euphonious or more noble), such changes in personal data do not contradict the law. A change of surname is also possible for the following reasons:

your own surname sounds ugly or denotes an object, plant or other thing;
the person is tired of being constantly teased and given nicknames during his childhood and adolescence;
there is a trail of criminal past, and there is a desire to get rid of it;
enmity with parents has reached a critical point, and the son or daughter wants to completely cut off their pedigree;
gender change;
a father or brother sadly “glorified” his family, gaining fame as a maniac, etc.

The number of shifts is not limited in any way. No matter what idea an employee is guided by, this action entails an adjustment of personnel records (Article 3 of the Federal Law of July 27, 2006 No. 152 “On personal...).

Last name change.

The application is addressed to the head of the enterprise, and then it is indicated whose application it is. You need to understand that for now there is a person at work with the same data, and it is from him that you should contact the administration.

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The text of the appeal does not have a specially designed form, it is a simple statement in form and essence: I ask you to change my surname such and such in the registration documents to such and such in connection with marriage.

Below you should indicate the number, put a signature, and do not forget that this must be the previous signature. List the attachments below; they may differ in different situations, but most often these are copies of a marriage certificate or a new passport. You should have the originals with you; the personnel officer will check the provided copies with them.

It immediately makes sense to fill out the ADV-2 application form (this is a request to the Pension Fund to adjust the number of the insurance certificate and personal accounts, as well as the client base, taking into account new circumstances).

Important! The individual numbers themselves will remain the same, because the entire backstory concerns the same person.

If you do not correct the input data, namely the surname, then it will not be possible to transfer pension contributions, because the employees of the Pension Fund of the Russian Federation do not know that the citizen has decided to change his family surname, and the money will not go to the account with the client’s previous details, they will either freeze or be returned back .

For this reason, based on the ADV-2 application and annexes, a new insurance certificate will be issued and adjustments will be made to the registers and accounting documents.

Changing the last name in the work book.

We accept the application and issue an order

When an employee changes his last name, adjustments must be made to personnel documents. One of them is a personal card. A change of surname by an employee is reflected, among other things, in it. We'll tell you how to do this without errors and illustrate the procedure for making changes with a completed sample. However, in practice, employers act as follows.

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After the “Vacation” section is completely filled out, an addition is made to the employee’s personal card. To do this, on a blank sheet of paper of the appropriate format, make an entry “Addendum to the employee’s personal card” (Form No. T-2), indicate the date of completion and enter the employee’s data (last name, first name, patronymic, date of birth, position and structural unit, as well as details employment contract).

Then indicate the number and title of the corresponding section (for example, VIII. VACATION) and transfer its tabular part. Such additional sheets can be issued for any completed section of the personal card. The number of additions is unlimited, so you can maintain a unified form for many years.

It often happens that an employee asks to change his last name in personnel documents only on the basis of a certificate issued by the civil registry office, without having yet changed his passport. Be sure to explain that the previous passport is only valid for a month from the date of issue of the certificate, and that there is an administrative fine for living with an invalid document.

Ask the employee to indicate in the application exactly when he undertakes to present you with a new passport. Cross out the old information on the employee’s personal card with one line, and carefully enter the new information on the right or top. Next to them, indicate the details of the document on the basis of which the changes were made (marriage certificate, passport, etc.). Certify the changes made, that is, indicate your position, put your signature and a transcript of the signature and the date the change was made.

The employee changed her last name. Three documents that need to be corrected

When an employee changes her last name, according to the law, adjustments only need to be made to the work book and personal card. But the employment contract also needs to be corrected. Otherwise, it will be difficult for the personnel officer to work with the documents of this employee. After all, if agreements are drawn up to accompany the contract, the new name will already appear in them, and it will be unclear where it came from. In this article we will tell you how to change these three documents so that inspectors do not find violations, and the personnel officer does not subsequently get confused when working with the employee’s personal data.

Results

Labor legislation does not contain direct instructions for the employer to maintain personal records of employees. At the same time, some regulations imply the presence of this document in the personnel records of the enterprise. It is in the employer’s interests to organize personnel records in such a way that, in the event of an inspection, the regulatory authorities will not have any complaints regarding this issue.

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More details

Is it possible to punish an employee who kept silent about a name change?

Perhaps the manager will want to somehow punish an employee who “forgot” to immediately say about changing his name. Explain the following important points to your boss.

The employee’s obligation to inform the employer about a change of name is not established by current legislation. Therefore, it is possible to hold him accountable for untimely reporting of this only if Articles 8, 22, 86 of the Labor Code of the Russian Federation:

the obligation to transmit information about a name change is specified in the employee’s job description, employment contract or LNA (for example, in the regulation on the protection, processing and transfer of personal data);
such documents indicate the period within which the employee must transfer information to the employer. For example, it could be written like this.

The employee is obliged:

…

— when applying for a job, provide your reliable personal data (last name, first name, patronymic, address, passport details, education information); - if any of the listed information changes, report the new data to the employer no later than 5 working days from the date of change.

the employee has signed for familiarization with the LNA or job description.

If a company is fined for providing false information, then the fines paid are unlikely to be recovered from the employee. Even if you fulfill all the conditions for bringing him to financial responsibility, the court will not support you. Since, according to many courts, a fine as an administrative punishment:

does not constitute direct actual damage to the employer. 238 Labor Code of the Russian Federation;
is a measure of financial liability for companies for the offenses they have committed and cannot be transferred to someone else.

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Therefore, the employee is not obliged to reimburse the employer for the fines he has paid. Resolution of the Presidium of the Court of the Khanty-Mansiysk Autonomous Okrug - Ugra dated August 28, 2015 No. 44G-37/2015; Determination of the Primorsky Regional Court dated August 24, 2015 No. 33-7376/2015; Appeal rulings of the Supreme Court of the Republic of Karelia dated 04/03/2015 No. 33-1331/2015; Ulyanovsk Regional Court dated October 28, 2014 No. 33-3911/2014.

A disciplinary sanction in the form of a reprimand or reprimand can be applied to an employee who has not provided his new name. 192 Labor Code of the Russian Federation. If this employee receives another penalty within a year from the date of issuance of the order for the first penalty, he can be dismissed. 5 tbsp. 81, art. 194 Labor Code of the Russian Federation. Do not forget that in order to impose a penalty, you must follow the legally established procedure. 193 Labor Code of the Russian Federation.

If an employee who has changed his name wants to receive a new certificate indicating the previously assigned TIN, he should submit an application to his Federal Tax Service Inspectorate. 36 Order of the Ministry of Finance dated November 5, 2009 No. 114n; Appendix 6 to the Order of the Federal Tax Service dated August 11, 2011 No. YAK-7-6/ [email protected] The employer should not participate in this process.

We inform the bank

A budgetary institution has the right, in addition to the established state (municipal) assignment, as well as in cases determined by federal laws, within the established state (municipal) assignment, to perform work and provide services related to its main types of activities provided for by its constituent document for citizens and legal entities for a fee and on the same conditions for the provision of the same services (clause 4, article 9.2 of the Federal Law of January 12, 1996 N 7-FZ “On Non-Profit Organizations”).

Also, in accordance with the Federal Law of 05/08/2010 N 83-FZ “On amendments to certain legislative acts of the Russian Federation in connection with the improvement of the legal status of state (municipal) institutions”, a new type of budgetary institution has the right to attract loans and enter into financial leasing agreements, which give managers of budgetary institutions the opportunity to purchase vehicles or equipment for the provision of paid services, develop the material base for scientific research, etc.

The head of the organization has the right of first signature on payment or loan documents, and therefore, it is necessary to notify the bank about the change in the name of the head and replace the bank card with sample signatures (clause 7.14 of the Instruction of the Central Bank of the Russian Federation dated September 14, 2006 N 28-I “On opening (closing) ) bank accounts, deposit accounts).

— a bank card indicating the new name of the manager. The new signature must be certified either by a notary or directly at the bank by an authorized employee (clauses 7.12 and 7.13 of the said instructions);

- a document proving the identity of the manager, with a new surname.

The deadline for notifying the bank about changes in the personal data of employees and managers who have the right of first signature is not established by law. Typically this period is specified in the bank account agreement.

We inform the Pension Fund

Having changed the last name, the manager must contact his territorial branch of the Pension Fund of the Russian Federation to enter information about the change into the personal account of the insured person (Clause 2, Article 9 of the Federal Law of 01.04.1996 N 27-FZ “On individual (personalized) accounting in the compulsory pension system insurance" (hereinafter referred to as Law No. 27-FZ)).

Moreover, the manager must write an application for the exchange of the insurance certificate in the ADV-2 form, approved by Resolution of the Board of the Pension Fund of the Russian Federation dated July 31, 2006 N 192p. Having received such an application, the employing organization must, within two weeks, submit it to the territorial body of the Pension Fund of the Russian Federation, along with a list of the necessary documents.

Based on the documents received, Pension Fund employees, within a month, reflect all changes in the individual personal account of the insured person and issue a new insurance certificate with the same individual personal account number (Clause 4, Article 7 of Law No. 27-FZ).