Rules and instructions for filling out work books. Based on the order, the work book is entered

The rules of conduct are discussed in detail in the following documents:

The procedure for providing employers with forms work book and an insert in the work book, approved by order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n.

How is storage and accounting carried out?

According to the Rules, responsibility for the safety of employee forms rests with the employer. He also appoints an employee responsible for maintaining the forms of the company’s employees. Such a decision is formalized by order.

Order on maintaining work records, sample

Each organization for its own purposes must purchase clean documents. They are stored in the personnel department and are issued when registering employees who are employed for the first time, as well as if it is necessary to issue a duplicate. All forms are subject to strict accounting and are stored according to the rules.

To account for TC, you need to keep two books:

a receipt and expenditure book for accounting for TCs and inserts in them (maintained by the company’s accounting department. Information regarding the use of forms is entered into it, indicating the series and number of each document);



When issuing a TC to an employee, the manager charges him a fee equal to the cost of its acquisition. The production time for a new TC is 1 week (clause 8 of the Rules).

What information is indicated in the work book?

What information is included in the work book? During the initial registration of the Labor Code, the following information about the employee is entered on the title page:

• Date of Birth;
• education information;
• profession;
• speciality.

After registration title page The employee certifies with his signature the correctness of the information entered (paragraph 1, clause 2.2 of the Instructions). Personnel worker The person responsible for filling out the form puts his signature and the organization’s seal in the required line.

The following pages contain information about hiring, promotion, and dismissal. There is also a section on rewarding and encouraging employees for good work. All information in the document is entered on the basis of the employer’s order. Its details are also required to be indicated in the appropriate column.

The employer is obliged to familiarize each entry made about work activity, transfer and dismissal to its owner against signature in his personal card.

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MINISTRY OF LABOR AND SOCIAL DEVELOPMENT
RUSSIAN FEDERATION

RESOLUTION

ON APPROVAL OF INSTRUCTIONS FOR COMPLETING WORK COOKS

In accordance with Government Decree Russian Federation dated April 16, 2003 N 225 “On work books” (Collection of Legislation of the Russian Federation, 2003, N 16, Art. 1539) Ministry of Labor and social development The Russian Federation decides:
1. Approve: Instructions for filling out work books in accordance with Appendix No. 1; the form of the receipt and expenditure book for recording the forms of the work book and the insert in it in accordance with Appendix No. 2; the form of the book of accounting for the movement of work books and inserts in them in accordance with Appendix No. 3.
2. Recognize as not valid on the territory of the Russian Federation: Resolution of the State Committee for Labor of June 20, 1974 N 162 "On approval of the Instructions on the procedure for maintaining work books at enterprises, institutions and organizations"; Resolution of the State Committee for Labor of the USSR dated August 2, 1985 N 252 " On introducing amendments and additions to the Instruction on the procedure for maintaining work books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 N 162"; Resolution of the State Committee for Labor of the USSR of March 31, 1987 N 201 "On making additions to the Instruction on the procedure for maintaining work books at enterprises, institutions, organizations"; paragraph 2 of the Resolution of the USSR State Committee for Labor dated August 15, 1990 N 332 "On invalidating and amending the resolutions of the State Committee for Labor on issues of part-time work"; Resolution of the USSR State Committee for Labor dated October 19, 1990 No. 412 "On amendments to the Instructions on the procedure for maintaining work books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 No. 162 (as amended by Resolution of the State Committee for Labor of the USSR of August 2, 1985 No. 252)" .

Minister of Labor
and social development
Russian Federation
A.P.POCHINOK

INSTRUCTIONS

FOR COMPLETING WORK BOOKS

(as amended by Order of the Ministry of Labor of Russia dated October 31, 2016 N 588n)

This Instruction in accordance with paragraph 13 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers (hereinafter referred to as the Rules for maintaining work books), approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books”, establishes the procedure for filling out work books, inserts in them, duplicates of work books (hereinafter referred to as work books).

1.1. Dates are recorded in all sections of work books Arabic numerals(day and month - two digits, year - four digits). For example, if an employee was hired on September 5, 2003, an entry is made in the work book: “09/05/2003”. Entries are made carefully, using a pen or gel pen, rollerball pen (including ballpoint), light-resistant ink (paste, gel) black, blue or purple and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." instead of "order", "trans." instead of "translated" etc.
1.2. In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed. For example, if it is necessary to change a specific entry about employment in the section “Information about work” after the corresponding last in this section of the entry, the subsequent serial number and the date the entry was made are indicated; in column 3, an entry is made: “The entry with the number such and such is invalid.” After this, the correct entry is made: “Accepted in such and such a profession (position)” and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order is indicated ( order) or other decision of the employer, on the basis of which the correct entry is made. In the same manner, an entry on dismissal, transfer to another permanent job in case of recognition of the illegality of dismissal or transfer by the employer himself, the control and supervisory body, the review body labor disputes or court and restoration to previous job or changing the wording of the reason for dismissal. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to an order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal. If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, a duplicate work record is issued upon the employee’s written application book without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

2. Filling out information about the employee

2.1. The information about the employee provided for by the Rules for maintaining labor books, indicated on the first page (title page) of the labor books, is filled out as follows: the last name, first name and patronymic are indicated in full, without abbreviating or replacing the first name and patronymic with initials, the date of birth is written down in full (day, month, year) on the basis of a passport or other identification document (for example, a military ID, foreign passport, driver's license, etc.); registration of education (basic general, secondary general, primary vocational, secondary vocational, higher professional and postgraduate professional) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.); a record of incomplete education at the appropriate level can be made on the basis of submitted duly certified documents (student card, grade book, certificate educational institution etc.); profession and/or specialty are indicated on the basis of documents on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training) or other properly executed documents.
2.2. After indicating the date of filling out the work book, the employee, with his signature on the first page (title page) of the work book, certifies the correctness of the information entered. The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the organization’s seal is affixed (stamp personnel service) (if there is a seal), in which the work book was first filled out.
2.3. Changes to entries in work books about last name, first name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce certificate, change of last name, first name, patronymic and other documents and with reference to their number and date. changes are made to the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to relevant documents are made at inside covers of the work book and are certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (if there is a seal).
2.4. Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are carried out by adding existing entries (if they already exist) or filling out corresponding lines without crossing out previously made entries.

3. Filling out job information

3.1. In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if available). Under this heading in column 1 is the serial number of the entry being made, in column 2 the date of employment is indicated .In column 3, a record is made of acceptance or appointment to a structural unit of the organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as essential), the name of the position (job), specialty, profession indicating qualifications, and in column 4 the date and number of the order (instruction) or other decision of the employer are entered, according to which the employee was hired. Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements stipulated by the relevant qualification directories. Changes and additions made in the prescribed manner to the qualification directories and the organization's staffing table are brought to the attention of employees, after which they are added to their work books on the basis of an order (instruction) or other decision of the employer appropriate changes and additions are made. If an employee is assigned a new rank (class, category, etc.) during the period of work, then a corresponding entry is made about this in the prescribed manner. The establishment of a second and subsequent profession, specialty or other qualification for the employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned the second profession “Electric and gas welder” with the assignment of 3rd category. In this case, in the work book in column 1 of the section “Information about work”, the serial number of the entry is indicated, in column 2 the date of establishment of the second profession is indicated, in column 3 the entry is made: “The second profession “Electric and gas welder” has been established with the assignment of 3rd category,” in column 4 indicates the corresponding certificate, its number and date. At the request of the employee, information about part-time work is recorded in the work book at the place of main work on the basis of a document confirming part-time work. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number. A record of dismissal from this job is made in the same manner.
3.2. If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered the basis for renaming is an order (instruction) or other decision of the employer, its date and number.
3.3. In the work books of persons who have served a sentence of correctional labor, an entry about the non-inclusion of work time during the period of serving the sentence in the continuous seniority is entered as follows. In the “Information about work” section of the work book, in column 1 the serial number of the entry is entered, in column 2 - the date of entry, in column 3 the entry is made: “Work time from such and such a date (day, month, year) to such and such date (day, month, year) is not counted towards continuous work experience.” Column 4 indicates the basis for making an entry in the work book - an order (instruction) or other decision of the employer (issued in accordance with the court verdict), its date and number.
3.4. When reinstating continuous work experience in the employee’s work book in accordance with the established procedure last place work, in column 3 of the section “Information about work” an entry is made: “Continuous work experience has been restored from such and such a date, month, year,” in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made, with reference to its date and number.

4. Filling out information about the award

The procedure for entering information about awards is as follows: in column 3 of the “Information about awards” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period labor activity employee); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.

5. Filling out information about dismissal (termination employment contract)

5.1. An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order: in column 1 the serial number of the entry is entered; column 2 indicates the date of dismissal (termination of the employment contract); in column 3 an entry is made about the reason for dismissal (termination of the employment contract); column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number. The date of dismissal (termination of the employment contract) is considered the last day of work, unless otherwise established by federal law, the employment contract or agreement between the employer and the employee. For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2003 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Work Information” section, the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of article 81 Labor Code Russian Federation", column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.
5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (clauses 4 and 10 of this article), an entry about dismissal is made in the work book ( termination of the employment contract) with reference to the corresponding paragraph of this article. For example: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed by at will, paragraph 3 of Article 77 of the Labor Code of the Russian Federation."
5.3. When terminating an employment contract at the initiative of the employer, a record of dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for terminating the employment contract at the initiative of the employer, provided for by law. For example: “Dismissed due to liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation" or "Dismissed due to termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation."
5.4. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation. For example: “Dismissed due to non-election to a position, paragraph 3 of Article 83 Labor Code of the Russian Federation" or "The employment contract was terminated due to the death of the employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation."
5.5. When an employment contract is terminated on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law. For example: “Dismissed due to with repeated gross violation of the charter of the educational institution, paragraph 1 of Article 336 of the Labor Code of the Russian Federation within a year" or "Dismissed due to reaching the age limit established for holding a public position civil service, paragraph 2 (1) of Article 25 of the Federal Law of July 31, 1995 N 119-FZ “On the Fundamentals of the Civil Service of the Russian Federation”.
5.6. When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another area, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation."

6. Features of filling out information about dismissal (termination of an employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

6.1. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to another permanent job with another employer (another organization), in column 3 of the “Information about work” section of the work book, it is indicated in what order the transfer is carried out: at the request of the employee or with his consent .When hired for a new job, an entry is made in the employee’s work book in column 3 of the “Information about work” section as provided for in clause 3.1 of this Instruction, indicating that the employee was accepted (appointed) as a transfer.
6.2. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed in connection with the transfer to an elective job (position) in (indicate the name of the organization) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation." At a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the section "Information about work" of the work book, an entry is made that what job (position) the employee was elected to, and column 4 indicates the decision of the elected body, the date and number of its adoption.

7. Features of filling out a duplicate work book

7.1. A duplicate of the work book is filled out in accordance with sections 1 - 6 of these Instructions.
7.2. If an employee, before joining this organization(for this employer) has already worked, then when filling out a duplicate work book in the section “Information about work” in column 3, first of all, a record is made about the total and/or continuous work experience as an employee before joining this organization (for this employer), confirmed by relevant documents. The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past. After this, the general and /or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications for which the employee was hired. If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this. Then in column 2 the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (ground) for dismissal, if the document submitted by the employee contains such data In the event that the documents do not fully contain the above information about work in the past, only the information available in the documents is entered into the duplicate work book. Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries in the duplicate were made. The original documents confirming work experience, after making copies of them and duly certified by the employer or personnel service, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining the employer.

FORM
RECEIPTS BOOK FOR ACCOUNTING FORMS
EMPLOYMENT BOOK AND INSERTS IN IT

1. Approve:

Instructions for filling out work books in accordance with Appendix No. 1;

form of the receipt and expenditure book for accounting of work book forms and the insert into it in accordance with Appendix No. 2;

form of a book for recording the movement of work books and inserts in them in accordance with Appendix No. 3.

2. To recognize as not valid on the territory of the Russian Federation:

dated August 2, 1985 N 252 “On introducing amendments and additions to the Instruction on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Labor Committee of June 20, 1974 N 162”;

Resolution of the USSR State Committee for Labor of March 31, 1987 N 201 “On introducing additions to the Instructions on the procedure for maintaining work books at enterprises, institutions, and organizations”;

paragraph 2 of the Resolution of the State Committee for Labor of the USSR of August 15, 1990 N 332 “On invalidating and amending the resolutions of the State Committee for Labor on issues of part-time work”;

Resolution of the State Committee for Labor of the USSR dated October 19, 1990 N 412 "On amendments to the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 N 162 (as amended by the Resolution of the State Committee for Labor of the USSR dated August 2 1985 N 252)".

Minister of Labor
and social development
Russian Federation
A.P.POCHINOK

INSTRUCTIONS
FOR COMPLETING WORK BOOKS

1. General Provisions

1.1. Entries of dates in all sections of work books are made in Arabic numerals (day and month - two digits, year - four digits). For example, if an employee was hired on September 5, 2003, an entry is made in the work book: “09/05/2003”.

Entries are made carefully, using a fountain or gel pen, a rollerball pen (including a ballpoint pen), light-resistant ink (paste, gel) in black, blue or purple, and without any abbreviations. For example, it is not allowed to write "pr." instead of "order", "dispatch." instead of "order", "trans." instead of "translated" etc.

1.2. In the sections “Information about work” and “Information about awards” of the work book, crossing out previously made inaccurate, incorrect or other invalid entries is not allowed.

For example, if it is necessary to change a specific entry about employment in the “Job Information” section, after the corresponding last entry in this section, the subsequent serial number and the date the entry was made are indicated, in column 3 the entry is made: “The entry with such and such a number is invalid.” After this, the correct entry is made: “Accepted in such and such a profession (position)” and in column 4 the date and number of the order (instruction) or other decision of the employer, the entry from which was incorrectly entered into the work book, is repeated, or the date and number of the order is indicated ( order) or other decision of the employer, on the basis of which the correct entry is made.

In the same manner, a record of dismissal or transfer to another permanent job is invalidated if the dismissal or transfer is recognized as illegal by the employer, the control and supervisory body, the labor dispute resolution body or the court and reinstatement to the previous job or the wording of the reason for dismissal is changed. For example: “The entry for number so-and-so is invalid, reinstated to previous job.” If the wording of the reason for dismissal is changed, an entry is made: “The entry for number so-and-so is invalid, dismissed (new wording is indicated).” Column 4 makes reference to the order (instruction) or other decision of the employer on reinstatement or changing the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, which is subsequently declared invalid, upon the written application of the employee, a duplicate work book is issued without making an entry declared invalid. In this case, in the upper right corner of the first page of the duplicate work book, the inscription: “Duplicate” is made. On the first page (title page) of the previous work book it is written: “Instead, a duplicate was issued,” indicating its series and number.

2. Filling out information about the employee

2.1. The information about the employee provided for by the Rules for maintaining work books, indicated on the first page (title page) of the work books, is filled out as follows:

last name, first name and patronymic are indicated in full, without abbreviation or replacement of first and middle names with initials, date of birth is recorded in full (day, month, year) on the basis of a passport or other identification document (for example, military ID, foreign passport, driver’s license, etc. .);

record of education (basic general, secondary general, primary vocational, secondary vocational, higher vocational and postgraduate vocational education) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.);

a record of incomplete education at the appropriate level can be made on the basis of submitted duly certified documents (student card, grade book, certificate from an educational institution, etc.);

profession and/or specialty are indicated on the basis of documents on education, qualifications or the presence of special knowledge (when applying for a job that requires special knowledge or special training) or other properly executed documents.

2.2. After indicating the date of filling out the work book, the employee certifies the correctness of the entered information with his signature on the first page (title page) of the work book.

The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the seal of the organization (stamp of the personnel service) (if there is a seal) in which the work book was first filled out is affixed. (as amended by Order of the Ministry of Labor of the Russian Federation dated October 31, 2016 N 588n)

2.3. Changes to entries in work books about surname, name, patronymic and date of birth are made on the basis of a passport, birth certificate, marriage certificate, divorce, change of surname, name, patronymic and other documents and with reference to their number and date.

These changes are made on the first page (title page) of the work book. The previous surname or first name, patronymic, date of birth are crossed out with one line and new data is recorded. Links to the relevant documents are made on the inside cover of the work book and certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (if there is a seal). (as amended by Order of the Ministry of Labor of the Russian Federation dated October 31, 2016 N 588n)

2.4. Changes (additions) on the first page (title page) of the work book of entries about new education, profession, specialty obtained are carried out by adding existing entries (if they already exist) or filling out the corresponding lines without crossing out previously made entries.

3. Filling out job information

3.1. In column 3 of the “Work Information” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any).

Under this heading in column 1 the serial number of the entry being made is indicated, in column 2 the date of employment is indicated.

In column 3, an entry is made about acceptance or appointment to a structural unit of the organization, indicating its specific name (if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position (job), specialty, profession indicating qualifications, and Column 4 contains the date and number of the order (instruction) or other decision of the employer, according to which the employee was hired. Records of the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table. If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements provided for in the relevant qualification reference books.

Changes and additions made in the prescribed manner to qualification reference books and the organization's staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.

If an employee is assigned a new rank (class, category, etc.) during the period of work, then a corresponding entry is made about this in the prescribed manner.

The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, a repairman was assigned the second profession “Electric and gas welder” with the assignment of 3rd category. In this case, in the work book: in column 1 of the section “Information about work” the serial number of the entry is indicated, in column 2 the date of establishment of the second profession is indicated, in column 3 the entry is made: “The second profession “Electric and gas welder” has been established with the assignment of 3rd category”, in Column 4 indicates the relevant certificate, its number and date.

At the request of the employee, information about part-time work is recorded in the work book at the place of main work on the basis of a document confirming part-time work. In column 1 of the “Work Information” section of the work book, the serial number of the entry is entered, in column 2 the date of employment as a part-time worker is indicated, in column 3 an entry is made about acceptance or appointment as a part-time worker in a structural unit of the organization, indicating its specific name ( if the condition of working in a specific structural unit is included in the employment contract as an essential one), the name of the position, specialty, profession indicating qualifications, column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number. A record of dismissal from this job is made in the same manner.

3.2. If during the employee’s work the name of the organization changes, then an entry about this is made in a separate line in column 3 of the “Information about work” section of the work book: “Organization such and such has been renamed to such and such date,” and in column 4 it is entered the basis for renaming is an order (instruction) or other decision of the employer, its date and number.

3.3. In the work books of persons who have served a sentence in the form of correctional labor, an entry about the non-inclusion of work time during the period of serving the sentence in the continuous work experience is made as follows. In the “Information about work” section of the work book, in column 1 the serial number of the entry is entered, in column 2 - the date of entry; in column 3 an entry is made: “Work time from such and such a date (day, month, year) to such and such a date (day, month, year) is not counted towards continuous work experience.” Column 4 indicates the basis for making an entry in the work book - an order (instruction) or other decision of the employer (issued in accordance with the court verdict), its date and number.

3.4. When continuous work experience is restored in accordance with the established procedure, the following entry is made in the employee’s work book at the last place of work in column 3 of the “Work Information” section: “Continuous work experience was restored from such and such a date, month, year”, in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made with reference to its date and number.

4. Filling out information about the award

The procedure for entering information about awards is as follows: in column 3 of the “Information about awards” section of the work book, the full name of the organization is indicated as a heading, as well as the abbreviated name of the organization (if any); below in column 1 the serial number of the entry is entered (numbering increasing throughout the entire period of the employee’s work activity); Column 2 indicates the date of award; Column 3 records who awarded the employee, for what achievements and with what award; Column 4 indicates the name of the document on the basis of which the entry was made with reference to its date and number.

5. Filling out information about dismissal (termination of employment contract)

5.1. An entry about dismissal (termination of an employment contract) in the employee’s work book is made in the following order: in column 1 the serial number of the entry is entered; column 2 indicates the date of dismissal (termination of the employment contract); in column 3 an entry is made about the reason for dismissal (termination of the employment contract); Column 4 indicates the name of the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.

The date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and employee.

For example, when an employment contract with an employee is terminated due to a reduction in staff, October 10, 2003 is determined to be the last day of his work. The following entry must be made in the employee’s work book: in column 1 of the “Work Information” section, the serial number of the entry is entered, in column 2 the date of dismissal is indicated (10.10.2003), in column 3 the entry is made: “Dismissed due to a reduction in the number of employees of the organization, paragraph 2 of article 81 of the Labor Code of the Russian Federation", column 4 indicates the date and number of the order (instruction) or other decision of the employer on dismissal.

5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of the employment contract at the initiative of the employer and due to circumstances beyond the control of the parties (clauses 4 and 10 of this article), an entry about dismissal is made in the work book ( termination of the employment contract) with reference to the relevant paragraph of this article.

For example: “Dismissed by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at his own request, paragraph 3

5.3. When terminating an employment contract at the initiative of the employer, an entry about dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for terminating the employment contract at the initiative of the employer, provided for by law.

For example: “Dismissed due to the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation” or “Dismissed due to termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation.”

5.4. When an employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for termination of the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation.

For example: “Dismissed due to non-election to a position, paragraph 3 of Article 83 of the Labor Code of the Russian Federation” or “The employment contract was terminated due to the death of an employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation.”

5.5. When an employment contract is terminated on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.

For example: “Dismissed due to repeated gross violation of the charter of an educational institution within a year, paragraph 1 of Article 336 of the Labor Code of the Russian Federation” or “Dismissed due to reaching the age limit established for holding a public position in the civil service, paragraph 2 (1) of the article 25 of the Federal Law of July 31, 1995 N 119-FZ “On the Fundamentals of the Civil Service of the Russian Federation.”

Due to the loss of force of the Federal Law of July 31, 1995 N 119-FZ, one should be guided by what was adopted in its place Federal law dated July 27, 2004 N 79-FZ.

5.6. When an employment contract is terminated at the initiative of an employee for reasons that are associated by law with the provision of certain benefits and benefits, a record of dismissal (termination of the employment contract) is made in the work record book indicating these reasons. For example: “Dismissed at her own request due to the transfer of her husband to work in another area, paragraph 3 of Article 77 of the Labor Code of the Russian Federation” or “Dismissed at her own request due to the need to care for a child under 14 years of age, paragraph 3 of the article 77 of the Labor Code of the Russian Federation."

6. Features of filling out information about dismissal (termination of an employment contract) and hiring (appointment) in connection with the transfer of an employee to another permanent job with another employer (to another organization) or his transfer to an elective job (position)

6.1. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to another permanent job with another employer (another organization), in column 3 of the “Information about work” section of the work book, it is indicated in what order the transfer is carried out: at the request of the employee or with his consent .

When hired to a new place of work, an entry is made in the employee’s work book in column 3 of the “Information about work” section provided for in paragraph 3.1 of these Instructions, indicating that the employee was accepted (assigned) by way of transfer.

6.2. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work book: “Dismissed in connection with the transfer to an elective job (position) in (indicate the name of the organization) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation."

At a new place of work, after indicating the full name of the elected body, as well as the abbreviated name of the elected body (if any), in column 3 of the “Work Information” section of the work book, an entry is made about what job (position) the employee was elected to, and in the column 4 indicates the decision of the elected body, the date and number of its adoption.

7. Features of filling out a duplicate work book

7.1. A duplicate of the work book is filled out in accordance with sections 1 - 6 of these Instructions.

7.2. If the employee had already worked before joining this organization (for this employer), then when filling out a duplicate work book in the section “Information about work” in column 3, first of all, a record is made about the total and/or continuous work experience as an employee up to admission to this organization (to this employer), confirmed by relevant documents.

The total work experience is recorded in total, that is, the total number of years, months, days of work is indicated without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.

After this, the total and/or continuous work experience, confirmed by properly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of hire; Column 3 records the name of the organization (employer) where the employee worked, as well as the structural unit and job (position), specialty, profession indicating the qualifications for which the employee was hired.

If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding entry is also made about this.

Let's consider the basic rules for preparing and maintaining work books: general rules and the procedure for filling out records of work, dismissal, and awards.

All documents on employee experience must be filled out according to certain rules. The work book is of particular importance for the employee, because it reflects his professional path, in essence, this is service biography, because here there are notes about all stages of a citizen’s activity. Rules for maintaining labor books in the Russian Federation in 2019 (that is, valid for currently), contained in approved by Government Decree in 2003.

Why does it exist?

The main function is quite obvious; in the Russian Federation, the work book serves as the main evidence of the length of service (both labor and insurance) of a citizen, without which it is impossible to register a pension and accrual of social insurance benefits. This document is also required:

• to reflect data on all changes in the employee’s activities, transfers and positions held;
• to record information about the reasons for dismissal from work;
• to record awards.

This is very important information, which can subsequently be reflected only in a single copy (during the liquidation of an enterprise, for example). Therefore, the employer must ensure that the document form is filled out correctly and responsibly by qualified employees. More on this later.

Rules for maintaining and registration, who prepares

The basic rules for filling out and registration are contained in instructions for maintaining work books; So far, 2019 is not expected to lead to major changes in the legal procedure. Various printing organizations are engaged in production, the form is called a “work book”. All entries are made only by the employer.

General rules

Title page: filling rules

The maintenance of work books and entries in them are thus made according to strictly established rules, which also apply to the design of the title page. It is filled out by the first employer, and the correctness of the information entered is certified by the employee’s signature.

Information indicated on the title page:

• last name, first name and patronymic in full accordance with the passport of a citizen of the Russian Federation. If the surname changes during work, a correction is made, and old surname crossed out;
• Date of Birth;
• education data is entered on the basis of the education document provided by the employee. If a citizen receives additional education, information about it is entered without any corrections to old data;
• specialty is indicated in the nominative case;
• Date of completion;
• signature of the person responsible for filling out with a transcript, signature of the owner.

Maintaining a work section

Algorithm of actions, general rules:

• first of all, in the third column the name of the organization is indicated - both full and abbreviated, or the stamp of the enterprise is affixed;
• then below in the first column the serial number of the record is entered, in the second - the date of reception of the employee;
• in the third column it is recorded that the citizen has been accepted into the department or division for the corresponding position;
• The fourth column must indicate the date of recording the information and the order data.

When transferring to another organization, information about dismissal is first entered, then about admission to another company. When transferring within an enterprise, information about the transfer is simply recorded with the data listed according to the above algorithm; only the third column will contain information about the transfer to a new position (permanent transfer).

When registering a dismissal Special attention You should pay attention to filling out the third column. It must be filled out in accordance with Labor Code of the Russian Federation and have a link to the corresponding article of the Labor Code of the Russian Federation. When registering a dismissal, all previously made records are certified by the person responsible at the enterprise, the organization’s seal is affixed, and the dismissed employee also gets acquainted with the records, which must also be certified by his signature with a transcript.

Maintaining the awards section

Information is entered according to an established algorithm in the designated place. The section is maintained according to general rules. First, the full and abbreviated name of the company is written, below in the first column is the entry number, in the third column it is deciphered for what the citizen is awarded and what the reward is. An indication of the award order is also required.

How and where should they be stored?

The rules for maintaining and storing work books are established by the legislator; the employer’s task is not limited to filling it out correctly, ensuring the safety of this important document is also extremely important.

It has been established that work books must be stored in a specially designated, safe place. Usually a tray or box in an iron cabinet or safe is selected for this. It is imperative that a book is drawn up to record the movement of work books and their inserts, and a personnel department employee responsible for its maintenance is appointed.

Copy: issuance rules

A copy of the work record book is required for submission to the authorized bodies in order to confirm the length of service. A properly certified copy is a document indicating the citizen’s employment.

How to obtain and certify a copy:

• first, copies are made of all pages of the document containing records;
• copies are certified by an authorized employee of the organization;
• the copy is signed by the head of the personnel department, for internal documents it is written “correctly”, the date of completion is indicated, the sheets are endorsed by the person in charge, and an indication of his position and a seal or stamp is required;
• On copies for other organizations, it is necessary to indicate the storage location of the original.

Duplicate: filling rules

A duplicate is a document that has the same validity as the lost original. In fact, this is a re-issued work book. It is issued in accordance with the rules for maintaining and registering work books. A citizen writes a statement about the loss of a document from his last place of work and asks for a duplicate. Filled out according to general rules.

If a citizen has already worked in another organization, then in the duplicate, in column three, data on the length of service prior to joining this organization is indicated. They are given in general view, length of service is calculated without indicating the position and company, if it is confirmed by relevant documents. Then the length of service is deciphered on the basis of written evidence of the activities carried out, indicating the name of the employing organization, dates of hiring, dismissal, transfer, names of position and department, qualifications and profession, specialty, while the documents provided are indicated in the fourth column.

If there is data on a transfer within the organization, this is also recorded. Then the date of dismissal is indicated in the second column, and the reason in the third. If the forms submitted by the employee do not contain all the required data, only those that are available are entered. HR department specialists must make copies of certificates and return the originals to the citizen. The employer, whenever possible, assists in obtaining proof of length of service.

Liner

The insert is also prepared according to the specified instructions on maintaining and compiling work books. It is filled out when there is no space left in the main form (it must be taken into account that maintaining information about work in the section intended for maintaining information about awards is not allowed). It has the same legal force as the main document, but is invalid without the main form. A note on the design of the insert must be contained in the main document. The insert is sewn into the work book.

When issued upon dismissal

Records of dismissal are made on the last working day, and on the same day a document on the length of service must be handed over to the person, filled out in accordance with all established rules for its execution and maintenance. If the citizen does not appear for it, it is necessary to send him a notification about where and when it can be subsequently received. A citizen can agree to have it sent by mail to a specific address. The work book is kept for 75 years.

Today, the registration of work books is regulated by the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation No. 225 “On work books” and Decree of the Government of the Russian Federation No. 69 “On approval of instructions for filling out work books”. But these regulations contain quite a lot of contradictions, so if controversial situations arise, you need to apply the document that has the greatest legal force - the Labor Code. So, to help HR officers, there are a few instructions on how to fill out work books.

General rules for filling out a work book

Let's start with the fact that a document is kept for each employee of the organization who has worked for more than five days and for whom this work is the main one. Such employees also include seasonal and temporary workers, as well as freelancers, if they are subject to social insurance. Work books of part-time workers are kept at their main place of work, and if they are lost due to the fault of the employer, a duplicate is issued.

All entries must be made in full (without abbreviations), have their own serial number in the section, and all dates must be written only in Arabic numerals. In this case, the number is written with two digits (for example, 03, 24 or 15), the month with two digits (for example, 01, 10 or 11), and the year with four digits (for example, 2014).

When hiring an employee, the authenticity of his work record is checked according to comparative characteristics and compliance of the data on the first page with the passport data (they must completely match). In addition, the title page must bear the seal of the first organization in which the employee worked. Without a seal, the book is considered invalid. If violations or absence of a work book are detected, the employer creates a new one. And if the last record of the new employee’s work is not closed (that is, there is no record of dismissal from the previous place of work), then an appointment record cannot be made, since there is no legal confirmation of the dismissal from the previous place of work.

Records of penalties imposed on an employee, with the exception of dismissal, are not made in the labor record. But here are the records about the establishment of continuous service or non-inclusion in continuous experience certain time periods are entered in the prescribed manner.

Sections of the work book

There are only three sections:

• information about the employee;
• information about work;
• information about awards.

The first section is located on the title page and contains information about the employee: last name, first name, patronymic, date of birth, information about education and profession (specialty). All this data is indicated in full, without abbreviations, initials, based on the passport and educational documents. After filling out the title page, the employee checks the accuracy and signs. The title page is also signed by the HR employee who is responsible for maintaining work records. The official seal of the organization is placed at the bottom of the sheet. The second section is filled with information about the work, where records of admission, transfer and dismissal are made, indicating the terms, positions and names of organizations. Each entry is confirmed by the order number and the stamp or seal of the organization. In the awards section, all awards and incentives of the employee are recorded, indicating the date, achievements and awards, as well as the document on the basis of which the entry was made.

If any of the sections ends, the HR department employee draws up a special insert in the work book.

Step-by-step filling instructions

When hiring an employee, a representative of the HR department must check that he has a work book and that it is filled out correctly. If there is no such document, then it must be created. The Instructions approved by the Decree of the Government of the Russian Federation No. 69 will tell you how to fill out a work book correctly, but in short, you need to proceed as follows:

Step 1: Check or complete the cover page

The title page should contain the following information:

• last name, first name and patronymic in accordance with passport data;
• date of birth written entirely in Arabic numerals;
• education, for example, “secondary vocational” or “higher vocational”;
• specialty (indicated in the nominative case, for example, “accountant”);
• date of completion (it must be no later than five days from the date of registration for the first place of work);
• owner's signature;
• signature and transcript of the signature of the HR department employee;
• seal of the organization.

Step 2. Making an entry

After checking or filling out the cover page, you can begin entering information about hiring. This is done within the employee's first five working days. First (before the text itself), you must either put a stamp on the organization, which indicates all its data, or write them by hand. Then you can proceed to filling out the fields:

• column No. 1 - serial number - is placed under the stamp of the enterprise or its name and opposite the entry on admission (dismissal, transfer);
• column No. 2 – date – it is filled in in Arabic numerals and fully corresponds to the date of hiring (transfer, dismissal), regardless of what day the work book is filled out; in this case, the day of acceptance is considered to be the date specified in the employment contract, and the date of dismissal is the last working day;
• Column No. 3 - information about hiring (transfer, dismissal), renaming the enterprise, department without abbreviations, for example, “dismissed due to the expiration of the employment contract, paragraph 2 of part one of Article 77 of the Labor Code of the Russian Federation” and the signature of the owner of the book;
• Column No. 4 – the basis on which the entry was made – order, protocol, decision general meeting, its number and date, for example, “Order dated June 12, 2010 No. 148-ok.”

Step 3. Awards

In the section “Information about awards” only entries about honorary titles are entered, state awards, awarding certificates of honor, badges or diplomas, which are provided for by the legislation of the Russian Federation, the organization’s charter or a collective agreement. In this case, the entry is made in the same way as when filling out the “Job Information” section. That is:

• in column No. 1 – the serial number of the entry
• in column No. 2 – date
• in column No. 3 - type of award, by whom and for what merits the employee was awarded
• in column No. 4 - the basis (decree, order, resolution).

It is worth noting that cash bonuses and valuable gifts are not included in the awards section.

Filling the insert

If all the pages of one of the sections are completed, then an insert is sewn into the book, which is maintained and filled out according to the same rules. The insert, like the work book, is a strict accounting form and when it is issued to an employee, a stamp “Insert issued” is placed in the book indicating its number (an entry cannot be made by hand, and the stamp is usually placed on the title page, but this can also be done on the double page covers).

The insert itself without a work book is considered invalid, and it is customary to sew it between the last page and the cover (although regarding the place of sewing in the exact instructions in regulations No). The page numbering in the insert continues the page numbering. And the organization’s seal must be placed on the title page of the insert.

Part-time records

By law, the work book is filled out in the organization where the person works as the main employee. It is not necessary to make records of part-time work. But at the request of the employee they can be added. How to fill out a work book in this case? This should be done by an employee of the personnel department of the enterprise where the employee is the main one, and records are made on the basis of documents that the employee provides from the place of part-time work. If an employee works part-time at the same enterprise, then the entry is made on the basis of internal documents. The procedure for making an entry is as follows:

• Column No. 1 – indicates the serial number of the entry;
• Column No. 2 – indicates the date of admission to part-time work;
• Column No. 3 – an entry is made about hiring part-time work, indicating the name of the structural unit of the organization, the name of the position, profession, indicating qualifications;
• Column No. 4 – indicates the document with the number and date on the basis of which the entry was made.

If an employee resigns from a part-time job, the dismissal is recorded in the same manner, on the basis of a document from the place of part-time work.

Corrections to entries on the title page

Sometimes it becomes necessary to make corrections to the information on the title page. For example, if after marriage a woman changed her last name or vice versa, after a divorce she returned her maiden name. What does the Instruction for maintaining work records say about this? The answer is simple: the previous data is carefully crossed out with one line and new ones are written down, while all changes must be made on the basis of documents (passport, marriage certificate, divorce certificate, birth certificate, change of surname, name, patronymic, date of birth). A link to the relevant document, which the employee provides to the HR department, is made on the inside cover of the work book and certified by the seal of the organization and the signature of the manager or responsible person.

But there are cases when the employee’s personal data on the title page is indicated with an error (instead of “Natalia” it is written “Natalia” or a mistake was made in the date of birth or surname) and this is only found out when the employee gets a job new job and the HR employee, checking the documents, finds a discrepancy. In this case, according to the Instructions, you need to contact your previous employer, who must ensure that errors or identified inaccuracies are corrected.

Common mistakes when filling out a work book

The audit often reveals errors made by HR employees when filling them out. Among the most popular:

• incorrectly specified last name, first name or patronymic;
• incorrectly recorded date of birth (when filling out the title page before November 11, 2003, the month of birth was indicated in words, and after November 11, 2003 - in Arabic numerals);
• lack of information about education (the column remains empty, and information about education is underlined at the bottom with one line); if a person first had one education and then received another, information about him is recorded next to the first one (in this case, a link to the document on the double page may not be made);
• information about education is incomplete;
• profession or specialty is not indicated;
• the date of completion is not indicated;
• the owner's signature is missing;
• there is no organization seal on the title page;
• information about hiring was entered after six or more working days;
• violation of the order of indicating the basis for making an entry (in column No. 4 you must first write the full name of the document, then its date, and then the document number);
• affixing the seal of the enterprise's HR department after the record of dismissal (according to the current rules, after the record there must be the official seal of the organization);
• absence after the last entry of the employee’s signature confirming that he has read and agrees with all entries;
• entering information about work into the awards section.

Post corrections

According to the Instructions, crossing out inaccurate entries in the sections “Information about work” and “Information about awards” is not allowed. How to correct an entry in a work book? An incorrect entry should be invalidated and the correct entry should be made.

If the numbering of records is incorrect, then it can be corrected only by declaring the entire record under the corresponding number invalid, and then putting the number under which the record should have originally been, and in column No. 3 write: “The record by number (specify number) is invalid.” After this, you need to repeat the recording again under a different number.

Destruction of damaged forms

Outdated or damaged forms of work books or inserts must be destroyed. This must be done according to the rules for working with strict accounting forms, creating a special commission that will confirm the destruction procedure by drawing up an appropriate act. The act indicates the reason for the destruction of the forms, as well as their serial numbers. All members of the commission sign the act, and the act is approved by the head of the organization.

Special cases

Often, HR department employees are faced with the question: how to reflect information that a certain period is not included in the continuous work experience. This happens if a citizen is assigned, for example, correctional labor. In this case, the following entry is made in the work book:

• column No. 1 – serial number of the entry;
• Column No. 2 – date of entry;
• column No. 3 – entry in the form: “Work time from (day, month, year) to (day, month, year) is not counted towards continuous work experience”;
• Column No. 4 - indicates the basis for the entry (order, order of the employer, which is issued in accordance with the ruling or court verdict), its date and number.

Special cases include the need to make a record of assigning a new rank, category, class to an employee, as well as the establishment of a second profession. Relevant entries are made in the “Work Information” section in the prescribed manner. A sample of filling out a work book with similar wording can be found below.

If during the employee’s work in the organization its name is changed, an entry about this is also made in the work book. This is very important point, since after changing the name of the enterprise, the seal will change and if an employee is fired, a new seal with a new name will be placed under the record. And if there is no record of renaming, the pension fund will not count the time spent working for this enterprise. The same applies to renaming the position in which the employee works. If there were changes in staffing table, they must also be reflected.