A sample of filling out a work book for the first time. Sample letter of resignation at will

The work book is the main document that confirms the fact of cooperation between the employer and the employee. The official book indicates any changes associated with a particular citizen, confirms his admission and dismissal from a particular enterprise. This article will consider the nuances of innovations regarding work books in 2017.

To this day, every employer, whether it is the head of a legal organization or an individual entrepreneur, is required to keep a work book for each employee. It notes the moment of entry to work, the position of the employee and reflects the movement of positions or dismissal. This rule applies to both citizens of Russia and foreigners crossing the border of our country in search of employment.

In addition to hiring, positions and dismissals, the work book also reflects information about the employee's receipt of any labor achievements: diplomas, advanced training courses, any letters of thanks. Of course, there can also be negative reviews here, but they are much less common than encouraging entries, since any negative experience can completely ruin the future life of any able-bodied citizen.

But the established order will soon be subject to serious changes that will affect every able-bodied citizen.

Since 2017, the Government of the Russian Federation will carry out a serious reform that will affect every employed citizen. The fact is that by presidential decree an order was given to remove from use such a document as a work book.

The initiators of such a bill indicate the fact that the elimination of work books will have a positive impact on the economy of the entire country. Employers and employees will no longer have to go through a lengthy procedure for registering and obtaining work books, the need to enter any information into them and headaches in calculations. Of course, all the work experience of people will be preserved, because the submitted documents will be sent to the Pension Fund, where all the work experience of people will be taken into account, which allows them to count on social benefits when they reach retirement age.

For whom, first of all, work books will be canceled?

The first in the list of testers will be individual entrepreneurs and owners of companies employing no more than 15 employees. Such institutions will have to remove work books from use in the near future, and the government will carefully monitor the development of the situation, observing the course of labor relations in such organizations after innovations.

At the moment, all information about a person's employment is transmitted by an individual entrepreneur directly to government agencies through personalized accounting, so, in principle, this system is sufficient to control the work of people. Employment books have long served as a sort of formal proof of experience gained, and private entrepreneurs could experience serious problems if they did not observe the smallest nuances of maintaining documents, which, in fact, were more a tribute to tradition than a reasonable need.

What are the positive features of the abolition of work books in 2017?

The initiators in the government of the Russian Federation clearly note a number of positive trends that this event will lead to.

For the employer, this will bring:

Reducing liability due to the reduced volume of paper documents;
facilitating the work of employees of personnel departments;
the ability to reduce the physical storage location where the work books of employees were previously located;
there is no fear of being fined for any inaccuracies that inspection authorities will notice in work books.

For the workers themselves, this initiative will lead to the following points:

No need to carry an important document with you, which can be easily lost, but rather difficult to recover;
foreign persons are no longer required to open a work book of the national Russian sample, which facilitates the process of employment;
when you retire, it will be enough to write a simple application.

Of course, there are also not very bright prospects, since the future pension of workers will directly depend on the honesty of the employer, who is obliged to make payments from the wages of workers to the Pension Fund and provide all information on employment for reporting periods. But the employee can influence this aspect on his own, requiring the employer to comply with the Law, so that every employed citizen will be maximally stimulated to work officially, which is good news.

Entries in the work book in 2017

Each organization maintains work books of its employees. They display all the information about the length of service of employees - about when they were hired, transferred to another department, when they left. It is also the main document that confirms the length of service of the employee when applying for a pension. We will analyze how to correctly draw up specific entries in the work book in 2017.

How to make a job entry in the work book

A work book is one of the main documents presented to an employer when concluding an employment contract (paragraph 3 of the first article 65 of the Labor Code of the Russian Federation). And if an employee enters into an employment contract for the first time, the employer gets him a work book on his own.

So, when hiring an employee, an appropriate entry must be made in his work book. Moreover, the employer is obliged to do this in relation to all employees who have worked in the organization at the place of their main work for more than five days (part three of article 66 of the Labor Code of the Russian Federation).

All entries in the work book are made neatly, in blue, purple or black ink and without abbreviations (clause 11 of the Rules approved by Decree of the Government of the Russian Federation No. 225, clause 1.1 of the Instruction approved by Decree of the Ministry of Labor of Russia No. 69). An entry in the work book on employment is made after the issuance of the relevant order.

In column 3 of the section "Information about work" in the form of a heading, write the full name of the organization, and then the abbreviated name (if any). It is not necessary to number such an entry. Under the name in column 1 of the section "Information about work", put down the serial number, in column 2 - the date of employment. Then, in column 3, write that the person is accepted, appointed, or elected to a specific position. Moreover, the position and structural unit where the employee is accepted, indicate in accordance with the order for employment or other document-base. In column 4, indicate its number, date and name. More often than not, this is a job order.

If you are hiring an ex-military

In this case, before the entry for employment, you must indicate the period of military service (subparagraph "a", paragraph 21 of the Rules approved by Decree of the Government of the Russian Federation No. 225). This entry in the work book must be numbered and put the date of its introduction. After that, in column 3 of the section "Information about work" in the form of a heading, write the full name of the organization, then the abbreviated name (if any). Title entries are not numbered. Next, make a record of employment according to the general rules.

If you are issuing a work book for an employee for the first time

This is possible in a situation when an employee first comes to work. The employer is obliged to have a work book for him. In addition to the employment record, you also need to fill out the title page (clauses 2.1, 2.2 of the Instructions approved by Decree of the Ministry of Labor of Russia No. 69).

Fill in the column "Last name, first name and patronymic" according to your passport or driver's license, military ID, international passport. It is forbidden to replace the name and patronymic with initials.

In the column "Date of birth" in Arabic numerals, indicate the day, month and year of birth, which are indicated in the identity document.

In the “Education record” column, enter information about the levels of education completed by the employee, for example, “basic general”, “secondary general”, “secondary vocational”, or “higher”. Do not include information about incomplete education. Take the data from the diploma (original or notarized copy).

Write down the profession or specialty of the employee according to the document on education, indicate the presence of qualifications or special knowledge.

Enter the date of filling out the work book as follows: the year and day - in numbers, and the month - in a word. This method of writing is provided for in the form of a work book.

After you have made everything, ask the employee to sign in the column provided for this. Let him at the same time check whether the information is entered correctly.

Following the signature of the employee, the person responsible for maintaining work books must put his signature and certify it with the seal of the employer or the seal of the personnel department.

Translation records in the work book

If an employee is transferred to another job on a permanent basis and this happens within the same organization, you will need to make an appropriate entry in the work book (part four of article 66 of the Labor Code of the Russian Federation) and assign it a serial number. In this case, the name of the organization is not required. In column 2 of the "Information about work" section, enter the date from which you transfer the employee to another position. In column 3 of the "Information about work" section, make an entry in the work book about the transfer of the employee and indicate his position. If not only the position changes, but also the structural unit, this must also be reflected in the work book. For example, enter: "Transferred to the marketing department as a marketer." After you have made a record of the transfer, in column 4 indicate the details of the transfer order.

Entries about dismissal in the work book in 2017

When an employee is fired, an appropriate entry must be made in the work book. This must be done on the last day of work, after which the work book is issued to him in his hands (part four of article 84.1 of the Labor Code of the Russian Federation). Assign a serial number to the dismissal entries in the work book. In column 2 of the section "Information about work" indicate the date of entry. In column 3 of the "Information about the work" section, enter the entry itself. You can use several wording options: “fired (a)”, “employment contract terminated”, “employment contract terminated”. Check that the grounds for dismissal indicated in the work book match those contained in the dismissal order. At the end of the entry there should be a link to the article of the Labor Code, according to which the employee is fired. In column 4, indicate the details of the order to terminate the employment contract.

Record of dismissal in the work book in 2017

The main document confirming work experience can be considered a work book. The personnel officer or the employer himself is responsible for the correct record of dismissal in the work book. A person receives it in his hands after his dismissal. The document must contain appropriate notes on the termination of the contract. The book must be issued on time. Otherwise, the company may be fined. Let's talk about the correct execution of leaving the company in 2017.

How to fill out a work book upon dismissal

The provisions of the Labor Code on the termination of labor relations, as well as the regulatory requirements for work books, were not changed in 2017. Therefore, as part of filling out a work book upon dismissal, you can safely be guided by the rules that were in force in 2016.

The procedure for leaving the enterprise is accompanied by the formation of a number of documents.

According to labor law, the day of dismissal is considered to be the last working day.

The organization (IP) must fully calculate the employee who completed the employment relationship, as well as issue him all the necessary documents:

work book;
certificates of labor activity, the amount of earnings, transferred personal income tax and contributions.

The duties of the employer include not only the issuance of documents to the person at the end of the employment agreement, but also the correct execution of the entry in the work book upon dismissal.

At the same time, data on the admission of an employee to a vacancy should already be entered in the worksheet. They include:

Name of the employer (enterprise or individual entrepreneur);
on the basis of which the employee takes up duties (number of the order and its date);
position data.

Previously made entries should correspond to the actual situation with the work. Then you need to make an entry in the work book about the dismissal. It is possible to terminate an existing labor contract, focusing on the order - the basis.

All data in the labor should be recorded:

1. the signature of the personnel officer (the head of the company, who is responsible for maintaining the books);
2. seal of the organization (if any).

Each time, the employee must make sure on the spot that the entries in the book are fully true.

Therefore, his signature in the work book upon dismissal will indicate that he:

Agree with recorded data;
when the contract was terminated, the book was received in a timely manner.

But these actions are possible if the employee is at the enterprise on the last day of work. In other cases, a work permit is issued in a different way (through a colleague, by mail) or at the written request of an interested person (relative, etc.).

How to make a record of dismissal in the work book

Entering information about the termination of labor relations usually does not cause great difficulties. Keep in mind: a correct entry will not cause additional questions from the labor inspectorate and tax authorities in the future.

As a rule, the most common reason for leaving a job is the desire of the employee himself. A sample of filling out a work book upon dismissal in 2017 implies the presence of the following positions (see table).

Note that the record of dismissal in the order of transfer is made according to the same model. The difference will be only on the grounds in accordance with the Labor Code of the Russian Federation.

If it is necessary to make a record of dismissal of one's own free will, they refer to paragraph 3 of Article 77 of the Labor Code of the Russian Federation. Please note: all words in this case are not subject to abbreviation. The spelling "p. 3 art. 77 of the Labor Code of the Russian Federation" will be regarded as erroneous).

How to get fired due to old age

The grounds for termination of an employment relationship may also be the retirement of an employee or the achievement of a respected age of life. And this situation should be recorded in the work book.

Please note that the old-age dismissal entry in the labor contract assumes the same as at the end of the employment relationship on a personal initiative or with the consent of both parties. That is - paragraph 1 of article 77 of the Labor Code of the Russian Federation.

It should not be forgotten here that in such situations a person is not required to work for 2 weeks to finally leave the organization. The day of dismissal must coincide with the date indicated in the application.

Delayed work book upon dismissal

Documents that are not always required upon termination of employment contracts can be issued to employees on the last working day. That is - the day of dismissal. In the presence of a number of circumstances, the books may arrive to their owners and a little later.

For example, in the absence of an employee due to illness or absenteeism, documents are issued to him personally on the basis of a written application within 3 working days. It is worth noting that at this moment the mark in the work book on dismissal should already be.

If it is impossible to personally transfer the book, then the employer sends the documents to the former employee by Russian post. The written appeal of the dismissed person should also serve as the basis for the commission of these actions. The difference from the usual procedure for handing over a document to the hands is the fact of the one who signs in the work book upon dismissal. Given that it is impossible to obtain the signature of the former employee in this case, the fact of dismissal is recorded only by the employer.

In other cases, the delay of the work book due to the fault of the employer is unacceptable.

Management may be responsible for:

For late issuance of the document;
if the entries made do not correspond to the completion of the work book upon dismissal of the 2017 sample.

Organizations can be fined up to 50,000 rubles under the first part of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation.

Filling out a work book in 2017 sample

Each employer is obliged to provide its employees with well-filled work books. To do this, the employee must work for more than five days, and it does not matter if this employee is full-time, seasonal or temporary. An exception to this rule are only those workers with whom the employer has concluded a civil law contract. At the beginning of an employee's career, it is necessary to take an empty form if he does not have a work book and, in his presence, fill out this form after a week worked. How to do this - we will tell in this article.

The work book is intended to display the length of service of each citizen. In addition, it must be presented to the FIU for the appointment of a pension.

To complete it, you must be guided by the following regulatory documents:

1. Labor Code of the Russian Federation.
2. Rules of reference (Decree of the Government of the Russian Federation No. 225).
3. Instruction (Order of the Ministry of Labor No. 69).

The employer keeps work books from the moment of entering the service until the day when the employee is dismissed. If, upon termination of an employment contract, a record of this is drawn up incorrectly, then this fact may make it impossible for a person to find a job in the future.

It must be remembered that the first working enterprise for a person is responsible for filling out the first sheet of this document.

Who is responsible for completing, maintaining and storing

Recall that it is the employer who bears the responsibility for maintaining, storing and filling out the work book. The order or order given by the employer gives every reason to appoint a certain authorized person who will be delegated all responsibility and authority for the storage, maintenance, issuance and accounting of work books.

And the same person who will have the right to sign has the opportunity to certify all the necessary records. All these persons bear full responsibility for labor, which is regulated by the legislation of the Russian Federation.

Orders and orders on the appointment of a personnel officer by the management during inspections are mandatory checked by employees of the State Labor Inspectorate of Russia.

Registration of a work book: general rules and procedures

It is necessary to start the design of a work book from the title page. It indicates the passport data of the employee, education and specialty in accordance with the submitted documents, the date of filling and signatures of the parties - the employee of the personnel department and the employee himself. Also on the title page is the seal of the organization.

After this stage, information about the actual employment is indicated. Entries must be made in one color - either blue or black, purple is also allowed.

Entries are made in full format, abbreviations are not allowed.

Be sure to reflect information about the company on the appropriate page. After that, you need to specify the record number, its date of affixing.

Then the name, number and date of the document is indicated, which serves as the basis for creating this record.

The next step is to enter information about the titles and awards of the employee, confirmed by the order, order, diploma or some other document. In addition to all this, it is worth noting for what merits and by whom exactly the employee was awarded.

It must be remembered that entries on cash bonuses are not made in the work book.

An example of filling out a work book: information about an employee

1. Fully recorded last name, first name and patronymic, without any abbreviations. The employee's date of birth should also not be abbreviated.
The personal data of the employee must be reflected on the basis of the passport. 2. Employee education.
An entry about this factor should be filled out only if there are those documents that can confirm it - a certificate, diploma or certificate.
3. If there are correctly completed documents that confirm incomplete education, on their basis it is also possible to make an appropriate entry.
4. Profession and specialty must be recorded only in the way as reflected in the relevant document, without any changes.

This can usually refer to continuing education courses.

After this entry has been made, the employee must familiarize himself with it, check it for errors, and certify it with his signature, which will express agreement with the accuracy of the data. After that, the seal of the enterprise is put on the page under the record.

How to issue a book in terms of information about work

In the information section about the work, you must write the name of the organization in full and its abbreviation, if any. After that, the record number and the date of employment are written.

Next, a job entry is made, the structural unit and the full title of the position held are required. Also, after that, you need to enter information about the document that served as the basis for admission to the position.

The date and number of this document must be reflected necessarily!

In the event that an employee performs certain duties part-time, if desired, records can be made about this fact. But this is only possible if there is a document that can confirm this activity.

To do this, you must specify the entry number, its date, then you need to make a record of the appointment of an employee as a part-time worker. Next, you must specify the name of the structural unit, the name of the profession or position, and, of course, information about qualifications.

The fulfillment of these obligations should be regulated by the relevant document, the data on which are entered last.

How to fill out a document in different cases:

For the first time

The new labor is filled in in accordance with the information indicated above.

To issue a duplicate, there must be certain circumstances, which include the loss of the book, the rendering of this document into disrepair, in other words, the loss of the presentation of the work book. Also, a duplicate can be issued when the record of dismissal is invalidated, the employee is reinstated when an acquittal agreement is issued, or the employee loses the work book in case of emergency.

Duplicate

How to make a duplicate? In the upper right corner of the title page of the book, you must write "Duplicate".

If there is a previous work book on its cover page, it is necessary to sign the following: “A duplicate was issued instead”, and it is imperative to indicate the series and number of the duplicate. The duplicate must contain information about the total and continuous length of service of the employee before arriving at this organization for service. This must be confirmed with relevant documents.

Next, you need to write down information about the activities and encouragement that were entered in the book when serving at previous jobs. The total work experience must be recorded in summary form, that is, it is necessary to indicate the total number of years, months and days of the activity.

At the same time, there is no need to write about employers, enterprises and periods of work for them.

If, before joining a certain organization, the employee already had work experience, then when registering a duplicate, information on continuous work experience must be entered, if this fact is confirmed by the relevant documents.

Then there is already a list of continuous experience for periods of time, indicating all the enterprises where the employee was on the staff and performed his professional activities.

Copy

A copy of the work must be certified by an employee of the personnel service. It is necessary to make copies from those pages of the work book that have any entries.

The copy quality must be satisfactory. You should not print the scan, and you do not need to change the scale on the copier.

After the last entry on the copy of the page, an entry must be made that contains its serial number, the inscription "works to the present." It is also necessary to indicate the date of certification of the copy, the surname, initials and position of the certifying person and put a seal under the entry.

Below the page of the copy, you need to make an entry “the copy is correct”, sign the name, initials and position of the certifier, time of certification and signature. Such an entry must accompany each page of a copy of the work book.

For IP

Individual entrepreneurs are required to perform all operations to fill out labor. That is why, when registering this status, it is required to create a seal for this type of employers, so that the activity of the enterprise has an official character.

Drivers must provide the employer with the following documents for registration of a work book:

1. Passport.
2. SNILS.
3. Work book.
4. Military ID.
5. Driving license.
6. Documents on education.

For the driver

It is important for drivers to have passed a medical examination in order to identify contraindications to work. All this information is not reflected in the work book.

In general, for drivers, everything is filled out in exactly the same way as for other positions.

For citizens of the Republic of Belarus

Since 2016, citizens of the Republic of Belarus can also start work books. All data that is entered in this document about an employee is made on the basis of valid documents of a citizen.

Be sure to indicate the nationality of the employee and make a note when filling out the employee's personal data on citizenship.

How to make corrections

Personnel employees are also people, and they, like everyone else, tend to make mistakes. It must be remembered that if an error is noticed during the initial filling, then this document must be destroyed immediately, without making any changes.

Then you need to draw up an act of destruction and fill out a new form. If an error is found when filling in the data by the second and subsequent employer, you will have to go to court to recognize that you belong to the labor force.

This applies to errors in the name, surname and patronymic of the employee, as well as other personal data. There are situations when a person makes entries about incomplete higher education, and then receives it, finishes it. Accordingly, it is necessary to change the data on education.

Based on the received document, you just need to create the following entry on the assignment of qualifications to the employee.

Features of the cancellation of the record

If an error was made in the information about the employee, it is necessary to cross out the old entries and sign new ones based on the relevant documents.

Note that strikethroughs are not allowed in the information about the work.

It is necessary to proceed as follows - after the last entry in the relevant section, make an entry on the invalidation of the erroneous entry and make the correct entry under the new serial number.

If an error in the record is found with the new employee responsible for making entries in the work books, then the personnel officer makes a record of the invalidity of the previous one, then writes according to the correct one, signs the date of correction and the order. In this case, the record of the cancellation of the incorrect one should be numbered with the next number in sequence.

When an employee's dismissal is declared invalid, there are two options.

First, a new entry is made in the employment record about hiring, as well as a record that the information about the dismissal is invalid.

In the second case, the old entry should also be invalidated, but the personnel officer already makes a record of dismissal with a new reason.

Rules for maintaining work books in 2017

A work book is a strict reporting document containing information about a person's work activity. It is an opportunity to get an idea about a citizen as a future employee - to learn about his incentives and awards, seniority, previous jobs, etc.

The rules for maintaining work books in the Russian Federation in 2017 are regulated by RF PP No. 225.

Instructions for the correct maintenance of work books

Maintaining and storing work books is the responsibility of the employer. If a citizen works simultaneously for two employers, then the document is with the head of the main place of business. The performance by an employee of a labor function for more than 5 days is the basis for making an appropriate entry in the work book.

The following information must be entered in the work book:

1. About the employee: full name, date of birth, education, specialty.
2. About the employer: the name of the enterprise, its organizational and legal form.
3. On labor activity: hiring, incentives, transfer with the consent of the employee to another position, dismissal.

Instructions for maintaining work books, put into effect by order of the Ministry of Labor of the Russian Federation No. 69, must be observed by all employers.

Impression, seal and signature

The employer appoints an employee authorized to store and maintain, i.e. entering information into the work books of employees. After each completed entry, he must put a seal or impression (depending on the information contained in it).

The instruction on the procedure for maintaining work books establishes that an imprint is affixed only upon termination of the employment contract. When making other entries, the seal and signature of the employee himself is sufficient, which will indicate that the employee has been notified of new data in his work book.

The seal is used as evidence of the signature of the employer or an official authorized by him. Only the main seal is affixed in the book, the use of a personnel seal is prohibited (even large enterprises are not an exception).

Error correction

The procedure for maintaining work books in the Russian Federation is carefully regulated. The legislator establishes a procedure for correcting errors - it is forbidden to cross out information, they can be invalidated or canceled.

Labor books and duplicates of labor books not received by employees are stored for 2 years in the personnel department of the organization separately from other labor books. After the expiration of the specified period, unclaimed work books are stored in the archives of the organization for 50 years, and then are subject to destruction in the prescribed manner.

A different procedure concerns the correction of errors in the design of the title page. In practice, the damaged form is destroyed, about which an appropriate document is drawn up. Its form is not established by the legislator, therefore the act of destruction is drawn up by the head independently.

A few nuances:

If an act was not drawn up on the destruction of the damaged form, then the incorrectly indicated information can be crossed out and the correct information indicated;
When crossing out personal data, it is necessary to write down the details of the document serving as the basis for making changes on the reverse side of the title page;
If mistakes were made by the employer at the previous place of work, then corrections are made by the new leader.

If the employee performs a part-time labor function, then he must submit the appropriate document to the main employer. Information that he is employed in another organization will be entered at the main place of work.

The legislation does not stipulate a specific period in which an entry should be made on the implementation of part-time activities. However, the main employer may refuse the employee to indicate this information in the work book if there is a document confirming that he has additional work.

An employee of the personnel department or an accountant can be appointed to maintain work books in accordance with the order. Employment contracts, issuing orders for employees and maintaining work books are usually handled by the personnel department. However, in small organizations, if there is no such department, their duties may be assigned to the chief accountant.

Making a duplicate and insert

The insert is used to continue the work book if the free pages have run out. It is issued by the employer, sewn at the end of the document and filled out in the same way as a work book.

If the work book has been lost, then the employee must issue a duplicate. To do this, you need to contact the employer directly. He is obliged to issue a duplicate, in which information about the work experience of the employee will be entered. However, in order to start a new work book, you will need documents confirming the loss of the previous one.

The duplicate includes the same information about the awards, titles and promotions received. To indicate these data, the employee must submit the relevant documents.

The regulation on the maintenance of work books provides for the rules for their issuance. So, an employee can receive a document only upon termination of the employment contract with the employer. In all other cases, the personnel specialist issues only an extract from the work book or a certified photocopy of the document.

Electronic work books in 2017

It is generally accepted that a work book is a document that displays the experience of an individual. Usually it is carried out on paper. Moreover, the development and approval of the form and form of this accounting document takes place at the level of federal legislation. What are the chances of an electronic work book from 2017? More on that in our current review.

New format for an old document

Today, maintaining a work book on paper is a general rule. Inserts, which are sewn into it, if necessary, are also made on a carrier of a similar material.

Recently, a significant number of official documents already have their electronic counterparts. However, the possibility of legally issuing this form in electronic form on the territory of the Russian Federation is still only a topic for discussion. Although the social bloc of the Government of the Russian Federation is already actively preparing the relevant amendments to the legislation.

Thus, what it is - an electronic work book - remains an open question.

Document status today

Article 66 of the Labor Code of the Russian Federation pays much attention to the importance of the work book. There are also instructions on how to maintain (fill in) this document.

According to the established legal norms and rules, enterprises and entrepreneurs are obliged to keep work books, taking into account all legislative requirements. They have no right to violate them.

If the employer is usually an individual, he does not have the right to make entries in the work books of his employees.

You can get acquainted with the exact form of the paper form of the work book using Decree of the Government of the Russian Federation No. 225, where it was recorded immediately after development.

The same regulatory document contains a number of rules regarding:

How to maintain and store the forms in question;
how to make these forms;
coverage of the issues of supplying employers with book forms.

Paper copy rules

Paragraph 4 of this resolution gives a clear definition of what should be reflected in the work book.

These are records that record:

1. Hiring an employee for a position.
2. Leaving work (with a note on the basis of which the dismissal occurred).
3. Transfers from one position to another.
4. Data on awards.

The document itself is kept by the enterprise until the end of the period when a person performs his duties in this place.

For this reason, the employer is responsible for:

Document security;
its actually correct filling and design.

Paragraph 12 of the same Rules, approved by Decree of the Government of the Russian Federation No. 225, noted the need for the employee to confirm the fact of each entry made in the work book and its contents by putting his signature on a personal card.

It is also extremely important for the correct design of the labor form to take into account the procedure for changing existing records in order to correct inaccuracies or errors in them. First of all, you should strictly remember: crossing out erroneous marks is strictly prohibited! Only corrective entries are allowed, which invalidate already indicated information. And at the same time they give the correct data in return.

Entries in the work book must be made by hand, using ink (clause 1 of the Instruction, approved by the Decree of the Ministry of Labor No. 69).

The above regulations indicate quite clearly that they are not related to electronic work books. In 2017, the rules for the latter have not yet been developed. Just like the format. As a result, all the necessary manipulations can be performed only in relation to a paper document.

It is enough to at least recall the method of attaching an insert to a work book. You can sew paper only with a needle and thread and nothing else.

Document on electronic media: status quo and prospects

According to Clause 46 of the Rules, a special procedure is prescribed for the production of work book forms, which was developed by the Ministry of Finance of Russia.

So, by order of the Ministry of Finance No. 117n, there is a procedure in accordance with which employers must be provided with the necessary number of forms of the work book and inserts in it. Only GOZNAK is authorized to manufacture them. Moreover, it is especially noted that the only acceptable form of issuing the document in question implies a paper medium.

This order of the Ministry of Finance does not provide for the possibility that an electronic work book can be produced. What it is is also not defined anywhere.

Any mark or entry that the enterprise makes in the work book must:

Comply with all legal requirements;
be verified and signed by the employer.

On the part of the employee, a confirming signature is needed only after the record of dismissal. Therefore, the question of whether it is possible to keep work books on non-paper media is no longer relevant. If so, then only for purely internal purposes.

To date, the only progress on this issue can be considered the initiative put forward by the Russian Ministry of Labor. According to the proposal put forward, in the future, officials assume a gradual transition to electronic work books, followed by the complete replacement of documents in the traditional format. Officially, this initiative is reflected in the Project for the Development of the Pension System until 2030.

According to our information, officials want to start introducing electronic work books from remote work (Chapter 49.1 of the Labor Code of the Russian Federation). And then integrate their design through the public services portal.

But so far, no real decisions, and even more so legislative acts regarding work books that could be issued on non-paper carriers, have been adopted.

The future of electronic documentation

The history of the use of paper work books in the Russian legal system is quite long. For the first time, the meaning and form of production of this document were determined even before the advent of computer technology. Since then, no significant changes have taken place.

However, in the digital age - when the possession of computer technology is not the prerogative of a small minority - maintaining a paper work book can hardly be called effective.

There are several reasons for this:

Making a document on paper is more time consuming and costly;
certain difficulties are associated with the process of maintaining a document, amending the content of records already made, restoring it in case of loss, etc.

It is believed that an electronic work book from 2017 or later should eliminate the described problems and significantly simplify the position of employers and employees themselves.

In 2017, the question of whether it is possible to keep a work book in any form other than paper is still not resolved. In addition, any attempt on the part of the employer to ignore the existing rules for maintaining this document on a traditional medium may lead to liability for non-compliance with labor laws.

Insert in the work book in 2017

What to do when the lines for making entries in the work book run out? Design and sew an insert. Let's figure out what kind of document it is, how to fill it out correctly in 2017.

Anyone can face such a problem when there is no longer room for making entries in the work book. This situation arises if a citizen often changes jobs.

Where to enter information for a new employer? There is a special document for this - an insert.

Knowledge of what it is and where to get it will be useful not only to HR specialists, but also to the employees themselves.

After all, the work book reflects their length of service and it cannot be allowed that a certain time of work is not taken into account when the retirement age comes.

Yes, and fill out the inserts in the work book must be correct. Otherwise, red tape in paperwork and the restoration of seniority cannot be avoided.

An insert in the work book is a document with the help of which it is further possible to maintain the employee's length of service (when the sheets in the work book run out).

In this case, it is not allowed:

The only correct solution in this situation is to hem an insert in the work book. Otherwise, the HR specialist will violate the requirements of the law. As a result, the book may be considered invalid.

Therefore, individual entrepreneurs, the management of legal entities, the chief accountant, the management of the personnel department or other authorized persons are required to ensure that the inserts are available at the enterprise.

Purpose of the document

As soon as a new employee gets a job in your organization who does not have space left for entries in the work book, you will need an insert.

After all, without it, it is impossible to reflect the acceptance of a person for work in his labor. The entry must be made within 5 days after the employment of a citizen, after he takes office (Regulation No. 225).

It is also impossible to refuse to hire a person, otherwise the employer will have to bear responsibility in accordance with the norms of the law.

The labor inspectorate may consider an unlawful refusal to apply and punish for it. So, the insert is an important document in personnel records management.

The rules for filling out inserts in the work book are prescribed in the Decree of the Ministry of Labor of Russia No. 69.

Be sure to make an entry in the labor "Issued insert".

Regulation No. 225 also applies. Conditions for providing an insert to an employee:

It is issued free of charge in accordance with clauses 44, 48 of the Rules;
issued upon payment of commensurate compensation, which will not exceed the price of the form - clause 47.

A fee is charged, which is equal to the price when the document is purchased by the employer.

How to fill out an insert in a work book, the chief accountant and the head of the enterprise simply must know. Consider all the important nuances.

Outwardly, the insert form differs from the work book:

It contains 36 pages.
Its cover is cardboard.
Document format - 88*125mm.
There are several protective elements.
The title page is similar to the title page of the work book.
The insert has the same fields as the labor one.

It is necessary to adhere to the following order:

Issue forms first	Which are acquired by the management of the company, where at the time of the end of the fields in the work book a citizen worked. A personnel worker must know how to issue an insert in a work book
	The first sheet reflects information about the employee: his full name according to passport data; date of birth; education according to the records of the diploma or certificate; profession - according to education documentation; registration date; Name of the specialist who makes the entry; stamp and signature of the authorized person. The information in the insert may differ from those in the work book. This may be when changing a surname, receiving additional education, etc.
Entries are made according to the same rules as in the labor	The numbering of information should be end-to-end - continue those that are entered in the work book. That is, the numbering does not start from the beginning, but continues. The second column has the date the entry was made. The next one is data on a person's employment, dismissal. Abbreviations are not allowed. In the fourth, they write the name, date and number of the documents, on the basis of which information is prescribed
Information that the insert was issued is prescribed in the work book	Write the number and series of the form. There is no precise description in the legislation how the information on the issuance of inserts should be located. It is usually displayed at the top right.
	It is better to put it when the document has already been drawn up
	There shouldn't be any mistakes
The liner is stitched

If errors are made or the document is incorrectly filled out, you cannot continue to make entries.

Forms in this case are subject to destruction in accordance with specially drawn up acts. If the series and number are already reflected in the labor, you need to put another stamp on the title page.

It is worth correcting errors by adhering to the following rules:

The most common mistakes that are made when filling out the insert:

Information about education, full name is entered incorrectly	The occurrence of such a situation takes place when drawing up a document from the words of an employee, and not when rewriting data from documents. There is only one way out - the destruction of the insert and the design of a new one
Work data is not displayed correctly	The date of admission to the company is incorrectly indicated, the name of the company is not prescribed, there is no position, structural divisions, words are abbreviated. Such errors are corrected only at the place of work where the recording was made. The new employer can make corrections only on the basis of official documentation issued by the enterprise where the inaccuracy was made. Make a new entry on a new line with a clause about the invalidity of the previous entry
If the stamp “Issued insert” is not set, the document is considered invalid	In the absence of a stamp in the company, the entry is written by hand

The legislation does not limit the number of use of insert forms. You can sew in 2 and 3 forms.

But all numbers are registered in the book. The insert is invalid if provided without a work book.

Please note that if the employer requires you to write an application for the issuance of an insert, then you will have to pay for it.

In the absence of an application, the company's management cannot deduct the cost of the form from the salary. The application can be of any form and is addressed to the management.

Although it can be transferred to the chief accountant or other authorized employee. The application expresses a request for the issuance of forms of inserts, as well as for the deduction of their cost from earnings.

This document is filed in the personal file of the employee. The reflection of any information in the insert must be correct and comply with the requirements of the Rules, Instructions and nomenclature documentation.

You can apply all the requirements for maintaining work books. We make a reservation that the data on the title pages of the labor and insert must match.

If they differ, it is necessary to submit all the documents on the basis of which the entries were made. A marriage certificate is submitted (if the surname is changed), diplomas (if another education is entered), etc.

To be sure that when reflecting the data, all changes are taken into account, the questionnaire filled out by the employee will allow.

Only companies buy insert forms. The employer cannot:

Accept a clean insert from the employee;
submit a requirement to provide forms from employees.

Inserts are a form of strict reporting. They are bought from an intermediary that specializes in the sale of such goods, which has the State Sign of the Ministry of Finance of Russia.

Such a person must have a power of attorney to conduct such activities. Must have a license and certificate.

If you buy forms elsewhere, the question may arise that work books are forged. Acquisition is carried out by firm according to the contract with the distributor.

Purchased inserts must be kept by an accountant or other employee who is authorized to keep work books.

Data on the purchase of documents are entered into the register of income and expense books. Then they are transferred against the receipt of the persons who keep records.

The design and filing of inserts should be handled by employees of the personnel department or the company's management.

How to sew (instruction)

When the title page is filled out and the insert is registered, the document is sewn into the work book by the personnel specialist.

It is advisable to carry out such a procedure with a ready-made insert, otherwise you will have to prepare acts of damage.

The legislative norms do not prescribe in which place the document is sewn. So, you have the right to attach it at the beginning of the work book, in its middle or at the end.

Inspection authorities will not make claims in this regard. Usually, inserts are sewn at the end of the work sheet - between the last sheet and the cover.

But it is more convenient to attach the forms in the middle, since in this case additional holes will not be needed.

In this option, there is such a drawback - in the work book, old entries will be interrupted by newer ones. Be sure to include the document. You can not attach it with tape, staples.

It is also not permissible to simply put forms in a work book. Compliance with this requirement will ensure the safety of the document.

What you need to stitch a document:

1. Work book.
2. Insert forms.
3. Needle and thread.
4. Awl and scissors.
5. Stamp "Insert issued".

How to sew forms:

The insert becomes valid after it has been sewn in and the title page has been completed. The second liner is sewn in the same way, only they put another stamp.

An insert is as important a document as a work book. Therefore, this document should not be allowed to be drawn up incorrectly.

Indeed, in the future, a person may have difficulties with employment, as well as taking into account the length of service when applying for a pension.

In some cases, the situation is also considered in the labor inspectorate, the judicial body or the prosecutor's office.

Extract from the work book form 2017

Usually, extracts are required in:

State bodies (to establish the right of a person to subsidies, benefits and other financial indulgences),
banking structures (to analyze the solvency of the client when issuing loans and credits).

However, the list of institutions that can ask for an extract from the labor force is not limited to these organizations - the list is actually much wider. Among other things, an extract may be needed when applying for another job as a part-time job.

Why you can not use the work book itself

The work book is in the hands of the owner only when he is unemployed. Upon employment, this document is transferred to the personnel department of the enterprise, where all the necessary entries are first made in it, and then it is included in the employee's personal file. After that, the responsibility for the content and safety of the work book passes to the specialist of the personnel department. The procedure is organized in this way because the work book is a strict accounting document, on the basis of which the length of service is calculated and the old-age pension is calculated in the future.

What is the difference between an extract and a copy

As a rule, ordinary people rarely see the difference between a copy and an extract. And meanwhile, although it is quite small, it is there. The copy is identical to the document from "A to Z" - in other words, the document is removed from cover to cover. The extract usually concerns some separate small part or section of the document.

Usually, the following is directly involved in issuing extracts from work books:

HR officer,
secretary of the organization (if this function is part of his official duties),
or the manager himself.

Who should certify the statement

The extract can be certified by any responsible employee of the company authorized to sign such copies.

The absence of the signature of the chief executive of the enterprise (director or general director) does not invalidate the extract. At the same time, it is desirable to certify the document with a seal, but it is also not necessary, since since 2016 enterprises and organizations have been exempted from the requirement to use seals and stamps in their activities.

The procedure and terms for issuing an extract

If there is a need for an extract from the work book, the only thing to do is to write and in any convenient way transfer to the employer a free-form application addressed to the head of the enterprise or responsible employee.

Based on this application, an appropriate order is issued, which serves as the basis for issuing a document.

By law, an extract must be ready within three days from the date of writing the application. At the same time, the employee may indicate other, shorter deadlines, but the employer is not obliged to meet him halfway. Therefore, if there is any particular urgency, it is better to stock up on written evidence of this and be sure to attach them as an attachment to the application.

Do they have the right to refuse

The work book is the property of the one to whom it is issued, therefore, it is temporarily under the authority of the employer, namely, exactly for the period while the employment contract is in force between the enterprise and the employee.

The employer cannot refuse to extract from the work book - the employee's right to receive it is enshrined in the labor legislation of the Russian Federation.

If it is violated, an employee of the company may complain to the labor inspectorate for the restoration of justice.

How many times can I apply for an extract from the work book

There is no norm on the number of applications for an extract from the work book, so that each employee of the enterprise can do this as many times as he likes and at any time - the employer will be obliged to satisfy the employee's request each time.

Do I need to state the reason for the withdrawal?

The employer is obliged to issue an extract from the work book, regardless of where and for what purposes the employee needs it.

Moreover, he has no right to demand explanations from him. In other words, a subordinate can simply ask for an extract without any justification and the address at which it is required.

Do I need to register an extract

Any actions with a work book are recorded in a special internal journal for recording the movement of work books, including making copies and extracts from them - the date of the statement is entered in the journal, as well as to whom exactly it was issued.

Sample extract from work book

The statement is made either manually or copied through a photocopier, while both a simple sheet of A4 format and the organization's letterhead can be used. Regardless of the mode in which it is prepared, it must be certified by the autograph of the responsible officer. Usually, an extract fits on one page, but if there are several of them, then each must be certified with a signature, numbered and stamped.

The extract must contain the following information:

Document's name,
name of the employing organization,
the position of the responsible person,
surname, name, patronymic of the responsible person who made it,
data on the owner of the work book (i.e., the one who actually needs an extract): his last name, first name, patronymic, date of birth and information about education and profession.
workbook number,
the date of its commencement.

The rest of the information depends on the specific need for which it was made, and be sure to put a mark that "This employee has been working in the company to date."

In conclusion, the extract must be signed by the responsible person with a transcript.

Change of surname in the work book sample 2017

When a surname is changed by an employee, the personnel officer needs to make changes to the documents, including the work book of the employee. Changing the last name in the work book is one of the operations that must be performed in such a situation.

We start with a statement and an order

The procedure for making entries in the work book is preceded by the statement of the employee and the order of the head of the organization issued on its basis. Without these documents, no entries can be made in the book. Copies of documents confirming the change of surname by the employee must be attached to the application. Such documents are a passport and a marriage certificate. Or a certificate of change of surname (if the employee changes his surname without marriage).

We make an entry in the work book correctly

After filling out the application and issuing an order to change the name of the employee in all documents, you can proceed to change the name in the work book.

The old surname must be crossed out with one line and a new one written next to it. Then, on the flyleaf (inner side of the cover), it is necessary to explain the reason for the correction. At the same time, a reference to the documents that served as the basis for correction is obligatory (clause 2.3 of the Instruction, approved by Decree of the Ministry of Labor of Russia No. 69, and Clause 26 of the Rules, approved by Decree of the Government of the Russian Federation No. 225) the personnel service certifies its signature and seal of the company (if any).

Duplicate work book sample filling in 2017

The work book is a special document. It is extremely important for both employees and employers. It records data on hiring and dismissal, promotion, as well as information on awards and other incentives.

Among other things, this is a document of strict accountability.

But on what grounds can a person need a duplicate of it? And how can you get it? This article will discuss this and other aspects of the problem.

Why is it necessary to obtain a duplicate

Making a duplicate work book is a forced procedure. Sometimes it is called "recovery" of the document, but this term has neither legal nor just logical meaning. It's about creating a "double", a duplicate.

Consider what are the reasons leading to the need for such actions:

Loss of the document by the owner of the work book or by the employer;
intentional or accidental damage, which led to the fact that the records are difficult (impossible) to read;
mass loss of documentation as a result of a natural disaster, fire or other emergency;
the presence in the work book of an entry later recognized as illegal, for example, about the reasons or the very fact of the transfer or dismissal.

If the employer is guilty of loss or damage

Issuing a duplicate of a work book lost by an employer is an infrequent phenomenon, but such incidents still happen. When applying for a job in a new organization, at an enterprise, a person gives this important document for storage to the personnel officers of the company or its head.

This responsible person also sometimes shows irresponsible negligence. If the work book is lost or seriously damaged due to the fault of the above persons, the employee has the right to even bring them to administrative responsibility. But the main thing: to require the perpetrators to issue a duplicate themselves, for which they will need to collect all the necessary certificates, extracts, copies of orders and other information from previous employers.

If the document is intact, but an inaccuracy or error has crept into it, the employer or his employees have made an illegal entry, then it will be even easier to make a duplicate by transferring the old entries from the original.

If it is lost or damaged by an employee

It is he who is obliged to deal with the execution of a duplicate work book in case of loss or damage by its owner himself. We receive this document in our hands, most often when we leave one organization and plan to get a job in another, when we go on a well-deserved rest and have to deal with the registration of a pension.

In other special cases, if for some reason we needed a document, but we are not going to quit, the employer does not have the right to hand over the original. Certified copy only. Otherwise, in case of loss or damage to the book, the responsibility will be on the employee himself, and on the responsible person who made the mistake.

If this strict accountability document is lost or seriously damaged due to the employee’s own negligence, then before issuing a duplicate work book, the scattered owner will have to write a statement and collect all the supporting certificates required in this situation.

Another possible situation: you came to a new place of work and assure the manager that the work is lost, but you do not have time to duplicate it. If you are really ready to be hired by this company, then in such a situation they can only start a new work book, where the first entry will be exactly hiring here.

What data needs to be recovered

An application for the loss of employment and the need for a duplicate can be drawn up in any form. Although often organizations develop their own templates for relevant forms that help to quickly and clearly state the essence of the problem.

How to make a duplicate of a work book is described in Decree of the Government of the Russian Federation No. 225. It specifies the terms for working on this document: a duplicate must be issued by the employer no later than 15 days from the date the employee submits the application. The next year, 2017, will not be an exception, all rules remain in force.

Just when demanding from the company's management to issue you this document on time, do not forget: if you yourself have lost your labor, then before leaving a statement, collect all the necessary papers:

References from the archives;
data from the tax service, labor inspectorate, FIU;
copies of employment contracts concluded earlier;
certificates from previous employers;
extracts from hiring and dismissal orders or their certified copies in cases where necessary.

How to fill out a duplicate

It is very important to follow all the rules on how to fill out a duplicate work book. Recall that this is a strict accountability document, and errors can negate all the efforts and time spent: the same work will have to be done “for an encore”, drawing up another duplicate.

The first rule: at the top of the title page of the duplicate must be the inscription "Duplicate".

Second: do not forget about possible changes in the personal data of the owner of the work book. For example, a person in the past time could get a higher education or simply change his last name. This must be taken into account when entering personal data.

Third: what was said above. It does not matter whose fault the document was lost. In any case, entering data into a duplicate is possible not from the words of the “victim”, but solely on the basis of those certificates, copies of documents that we have already listed above. Otherwise, the new employer will not make any records of previous places of work, and the old one too. The only option, if for some reason you do not want, you cannot restore the old data, is to start from scratch, from a new work book. However, then the lack of work experience can significantly reduce the amount of your pension. The first entry in the section on work will be the value of the total work experience of a person received before the moment of applying for a job with a new employer who draws up a duplicate. Further, the employer or employee of the personnel department details this information, paints on the basis of the certificates received, the dates of the person’s work in various previous organizations. Be sure to include links to documents that have become the basis for fixing certain data.

A very important point for personnel officers and managers: this previous recoverable data cannot be numbered! Record number 1 in the duplicate can only be about hiring an employee in the exact company where the duplicate is made.

Having finished filling out the document document, the personnel specialist (or the head of the organization) enters the date of its execution in a special book for recording the movement of such forms. The last procedure that completes the process: the signature of the employee in a special column of this ledger. So he endorses the fact of receiving a duplicate.

Correction in the work book in 2017

Everyone makes mistakes from time to time, and recruiters are no exception. Mistakes occur when filling out work books. But there is nothing terrible, any mistake can be corrected. Let's take a closer look.

There are two regulatory documents governing the procedure for amending work books. These are the Rules approved by the Government Decree No. 225, and the Instruction approved by the Decree of the Ministry of Labor No. 69.

In the Rules, the procedure for making corrections to the work book is highlighted in a separate third section. This is the first section of the manual.

Incorrect initial filling

It happens that during the initial registration of the labor or insert in it, an error is made in the last name, first name, patronymic or other personal data of the owner of the labor.

If this happens, you will have to take a new form of the book and enter the correct data into it. At the same time, according to paragraph 48 of the Rules, in case of incorrect filling out of the labor or insert in it, as well as in case of damage through no fault of the employee, the cost of the damaged form is paid by the employer.

If an initial filling error occurred during the design of the insert, when the series and number of the insert are already entered in the work sheet, the insert itself must be replaced, and the information in the work book must be corrected: on the inside of the cover under the stamp “Insert issued”, it is necessary to write that the record of issuing the insert for such and such a number is not valid. Date, signature, transcript and seal are put. Next, enter the information with the correct details of the insert.

Making changes to the personal data of the owner of the book

If it is required to make corrections about the surname, name, patronymic and date of birth, as well as about the education, profession or specialty of the employee, this is done only on the basis of a passport, birth certificate, marriage, divorce, change of surname, name, patronymic and other documents. No corrections at the request or for the reason that someone somewhere heard something are categorically not allowed (clause 26 of the Rules).

Corrected information must fully comply with the document on the basis of which they are corrected (paragraph 29 of the Rules).

These changes are made on the first page (title page) of the labor. The former surname or first name, patronymic, date of birth is crossed out with one line, and new data is recorded. Links to the relevant documents are made on the inside of the cover and are certified by the signature of the employer or a person specially authorized by him and the seal of the organization (clause 2.3. Instructions).

Making changes on the title page of the labor on obtaining a new education, profession, specialty is carried out by supplementing the available information or editing the necessary information in the appropriate lines (clause 2.4. Instructions).

Corrections in sections about work and awards

Unlike the title page, in the sections "Information about work" and "Information about awards", it is not allowed to cross out previously entered inaccurate, incorrect or other invalid entries (paragraph 30 of the Rules, paragraph 1.2. Instructions).

All changes are made through the invalidation of the entries and the introduction of new and correct information (paragraph 30 of the Rules).

For example, if the data on employment changes, in the corresponding section after the last entry, the next serial number and date of the change are indicated. The third column is entered: "The entry for the number such and such is invalid." After that, a correct entry is made.

The fourth column contains the correct details of the order or other document that issued the employer's decision, the information from which was incorrectly entered into the book (clause 1.2. Instructions).

In the same order, the dismissal record is invalidated, for example: “The record for the number such and such is invalid, reinstated at the previous job.”

When changing the wording of the reason for dismissal, it is entered that “The entry for the number such and such is invalid, dismissed (the new wording is indicated)”.

In any case, wherever you make a mistake, including dates, serial numbers, etc., no strikethroughs are allowed, all changes are made by new entries.

The main document confirming work experience can be considered a work book. For a correct record of dismissal in the labor book responsible for the personnel officer or the employer himself. A person receives it in his hands after his dismissal. The document must contain appropriate notes on the termination of the contract. The book must be issued on time. Otherwise, the company may be fined. Let's talk about the correct design of leaving the company in 2018.

How to fill out a work book upon dismissal: general approach

The provisions of the Labor Code on the termination of labor relations, as well as the regulatory requirements for work books, were not changed in 2018. Therefore, as part of filling out a work book upon dismissal, you can safely be guided by the rules that were in force in 2017.

The procedure for leaving the enterprise is accompanied by the formation of a number of documents.

According to labor law, the day of dismissal is considered to be the last working day. The organization (IP) must fully calculate the employee who completed the employment relationship, as well as issue him all the necessary documents:

work book;
certificates of labor activity, the amount of earnings, transferred personal income tax and contributions.

At the same time, data on the admission of an employee to a vacancy should already be entered in the worksheet. They include:

name of the employer (enterprise or individual entrepreneur);
on the basis of which the employee takes up duties (number of the order and its date);
position data.

All data in the labor should be recorded:

the signature of the personnel officer (the head of the company, who is responsible for maintaining the books);
seal of the organization (if any).

Each time, the employee must make sure on the spot that the entries in the book are fully true. Therefore, his signature in the work book upon dismissal will indicate that he:

agree with the recorded data;
when the contract was terminated, the book was received in a timely manner.

How to do employment record

As a rule, the most common reason for leaving a job is the desire of the employee himself. A sample of filling out a work book upon dismissal in 2018 implies the presence of the following positions (see table).

Note that the record of dismissal in the order of transfer is made according to the same model. The difference will be only on the grounds in accordance with the Labor Code of the Russian Federation.

EXAMPLE

If it is necessary to make a record of dismissal of one's own free will, they refer to paragraph 3 of Article 77 of the Labor Code of the Russian Federation. note : all words in this case are not subject to abbreviation. The spelling "p. 3 art. 77 of the Labor Code of the Russian Federation" will be regarded as erroneous).

When it is necessary to dismiss an employee in the order of transfer, they make a reference to "Clause 5 of Article 77 of the Labor Code of the Russian Federation":

How to get fired due to old age

Delayed work book upon dismissal

In other cases, the delay of the work book due to the fault of the employer is unacceptable. Management may be responsible for:

for late issuance of the document;
if the entries made do not correspond to the completion of the work book upon dismissal of the 2018 sample.

Organizations can be fined up to 50,000 rubles under the first part of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation.

Correctly fill out the work book- a sample for this should be in the personnel department of each organization. If the company is the first employer of a specialist, it is obliged to create a work book for him, which means that it must correctly fill out the necessary sections. However, even when a person with experience comes to the company, it is important for the employer to monitor the relevance of the information contained in the book, as well as make appropriate entries. How to do it correctly, we will tell in our article.

Filling out a work book: general rules

As a general rule, an employee entering a job for the first time must have a work book. Moreover, the obligation to establish and fill out a work book is assigned to the first employer (Article 65 of the Labor Code of the Russian Federation).

NOTE! If a company hires a person under a civil law contract, then the institution and filling out a work book is not required, even if the employee does not have one.

In the future, when an employee quits and goes to get a new job, he must transfer his work book to the new employer, and he will continue to make the appropriate entries in it.

Therefore, any company should know how to fill out a work book correctly.

The main requirements and procedure for filling out work books are enshrined in the Rules for maintaining and storing work books (approved by Decree of the Government of the Russian Federation of 16.04.2003 No. 225), as well as in the Instructions for filling out work books (approved by Decree of the Ministry of Labor of the Russian Federation of 10.10.2003 No. 69).

What exactly is important for a company to know?

1. In the work book, any changes in the employee's career position must be recorded (the official position has increased, he has been transferred to another department / department, awards have been awarded, etc.).

2. Entries in the work book must be in Russian. However, if, where the organization operates (for example, in a national republic), in addition to Russian, another language is additionally adopted, then in the work book it is also possible to make a duplicate record of the facts of the specialist’s biography in this language (clause 6 of Regulation No. 225).

3. Some technical requirements should be followed. So, all the facts of the labor biography should be reflected in the book without any abbreviations, in strict chronological sequence with continuous numbering. There is even a special requirement regarding the type and color of the pen with which the company fills out the work book: fountain or gel, blue or purple (clause 1.1 of Instruction No. 69, clause 11 of Rule No. 225).

Are we waiting for electronic work books? Answer .

An example of filling out a work book: information about an employee

So, the “starting” information about the employee is entered into the work book by his first employer. What is this information? This is the surname, name, patronymic, date of birth, education of the employee at the time of the establishment of the work book. All this information must be entered in the appropriate columns of the title page.

On the tax consequences for the employer when issuing a work book, see the material “The Ministry of Finance recalled how to deal with VAT and profit when issuing work books” .

NOTE! The organization fills in such columns based on the original supporting documents provided by the employee (passport or other identification document, diploma of education, etc.). But if the employee for some reason cannot provide the originals, then the company has the right to fill out the title page of the work book and on the basis of copies that must be notarized.

After all the specified information about the employee has been entered in the work book, it is necessary to complete the filling procedure. To do this, the company puts down the date of completion on the title page and personally demonstrates to the employee the information that was entered in the book. Further, the employee, if all the information entered is correct, must put his signature on the title page, after which the representative of the personnel department signs on the same sheet. At this point, information about the employee is considered entered.

After filling out the work book remains in the personnel department of the employing company.

However, if any “starting” information about the employee has changed (for example, the last name or first name has changed), then the company must update the information in the work book. To do this, cross out the old data and enter new ones (if the changes relate to the name, surname or patronymic of the specialist). If the changes relate to education / profession, then you should simply add the current information to the work book as an additional entry immediately after the previous data (paragraphs 2.3–2.4 of Instruction No. 69).

How to fill out a work book in terms of information about work

"Starting" information, as mentioned above, is entered into the work book once, and then only updated if necessary.

However, the main content of the document in question is not information about the education of the employee and his personality; this is information about the places where he worked at various periods of his life.

To fix this kind of information in the work book, a section "Information about work" is provided. Consider how to fill out this section in the work book. Information about work begins to be filled in by the first employer of the specialist and in the future with each transition to a new organization, as well as with each change in the official (career) position of the employee.

This section reflects both general information about the place where the employee works, and specific information about his position, functions performed. In addition, if there is a transfer of an employee from one structural unit of the company to another or dismissal from the company, then this fact is also reflected in this section.

The section itself consists of 4 columns.

The first of them should indicate the sequence number of the event. The second column is intended to indicate the date when such an event took place. The content of the fact of the employee's work biography is reflected in the third column. There, the employer indicates (in the case of hiring a new specialist) the full and abbreviated names, as well as what position and in which department he was enrolled.

For the correct indication of the name of the company, see the article "Rostrud allowed to "stamp" work books" .

The fourth column serves to document the reliability of the reflected event. Here the company indicates on the basis of which document, for example, the order of the head, the specialist was enrolled in the staff of the organization. At the same time, the main details of such a document should be written in this column (clause 3.1 of Instruction No. 69).

NOTE! If a new employee, before joining the company, managed to serve in the army, then immediately before the record of admission to the company's staff, the years and place of his service should also be indicated (clause 21 of Regulation No. 225). In this case, a military ID acts as a supporting document. A similar rule applies in the case when the employee took any advanced training courses before employment.

The above algorithm should record all the facts of the change by the employee of the main place of work, as well as his promotion up the career ladder. In addition, information about the work of a part-time specialist with another employer may also be reflected here. How to fill out a work book when working part-time is indicated in paragraph 20 of Rules No. 225. According to them, it is the main employer who must enter information about part-time work with another employer into the work book (paragraph 20 of Rules No. 225). To do this, the employee needs to request from the second, non-primary, employer a correctly executed document confirming the work with him as a part-time job.

Along with what is indicated in the work book, there is another section for reflecting information about the work of a specialist - “Information on the award”, which also consists of 4 columns and the filling procedure of which, in fact, is similar to the algorithm for making entries in the section “Information about work”. In this section, the company indicates the facts of awarding the employee state awards, titles, certificates, etc.

If the employee leaves the company, then this fact is also recorded in the work book in the "Information about work" section. At the same time, it is necessary to indicate (in column 3) on the basis of which (the reason and the corresponding norm) the employment contract was terminated. For example: "The employment contract was terminated by agreement of the parties, clause 1 of part 1 of article 77 of the Labor Code of the Russian Federation."

IMPORTANT! The record of the dismissal of a specialist must be dated by his last working day (clause 5.1 of Instruction No. 69).

At the same time, the employer should remember that if the reason for the dismissal was the grounds in connection with which the employee has any benefits, then such grounds should also be listed in column 3 when making an entry about the departure of a specialist from the company (for example, resigns due to the departure for a child under 14).

For information on the order in which the work book is returned to the employee upon dismissal, see the article .

How to fill out a work book correctly: sample-2018

Above, the basic rules and approaches to filling out a work book were reflected, regardless of the type of activity of a specialist and the nature of the work performed.

To understand how to fill out a work book correctly, you can download a sample on our website.

Results

The procedure for filling out a work book is regulated in detail by Instruction No. 69 and Rules No. 225. In order to know how to fill out a work book correctly, the personnel department needs to familiarize itself with these documents, study the provisions and norms given in them - both technical and substantive. In particular, when filling out work books, the legislator requires to put down a continuous numbering of the events entered, to record entries in Russian, etc. The main substantive requirement is to reflect absolutely all the facts from the employee’s work biography, leading both to career advancement and to a change of place of work. At the same time, it is important to monitor the reliability of such facts. Namely: to make entries in the work book only on the basis of original documents or notarized copies.

It is issued by the employer at the first employment after the conclusion of the contract. On this fact, an order is issued. Based on it, an entry is made in the form no later than five days.

The absence of a work book when applying for a job is not a basis for refusing employment. A citizen may not have a document, because he had not worked before. To start it, a person needs to write an application addressed to the employer with a request to issue a form (Article 65 of the Labor Code of the Russian Federation).

Entries are made in Russian in blue or black ink.

Filling begins with the title:

From the passport, the full name of the employee is entered.

Date of Birth.

Information about education.

The profession and specialty are entered on the basis of a diploma.

If the employee is under 18 years old and he continues his education, the education line is not completed before receiving a diploma (see paragraph 2).

On the title page, the citizen signs, confirming the correctness of the information entered.

The personnel officer indicates the date of filling, puts the seal of the organization and signature.

Designing the Job Details Section

According to Art. 66 of the Labor Code of the Russian Federation, registration of a work book when applying for a job is a prerequisite.

In everyday work, personnel officers often use a sample of a work book when applying for a job. Let's imagine it on the example of making an appointment with a seamstress in a work book:

In the section “Information about the work” the name of the company is indicated: “Pion Limited Liability Company” (LLC “Pion”);

In the first column under the name of the company, the record number is indicated in order.

In the second, the actual date of commencement of work is entered in Arabic numerals.

The third contains information about employment indicating the position: “Accepted to the workshop for tailoring women's light clothing for the position of a seamstress”;

In the fourth - the details of the order are indicated.

Sample information filling

Design rules

Entries are made to the form on the basis of no later than 5 days from the date of employment. Upon termination of the contract - on the day of dismissal.

The employee, against signature, is introduced to each entry in the form and in the personal card.

Registration of a work book for subsequent employment

Entering information during subsequent employment occurs in the same manner, with the exception of the design of the title page.

If a citizen says that he has lost the document, he can write a statement addressed to the employer with a request to issue him a form. Based on the application, a new one will be issued to him. But sometimes workers do this in order to get. It may be needed to work simultaneously on two forms in different organizations. However, keep in mind that this is illegal.

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How to fill out a work book correctly in order to avoid fines from inspection bodies? Read our article, download filling samples

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Rules for filling out a work book

A work book is a document that most fully reflects the labor activity of a citizen, and when filling it out, personnel officers are required to comply with certain rules (Resolution No. 225 of 04/16/2003).

If a person gets a job for his first job in his life, the work book form is issued by the organization that accepts it, and it also fills out the title page.

Incorrect filling of the title page can create problems for the employee in the future, so you should pay special attention to its design:

surname, name and patronymic are entered completely in the corresponding lines, the use of initials is not allowed;

Date of Birth entered in Arabic numerals in the format dd.mm.yyyy (a common mistake of personnel officers is the designation of the month of birth with a letter equivalent);

education- this line is filled strictly in accordance with supporting documents:

In our country, people start their career quite early, often combining it with studying at a college or university. When filling out a work book for such an employee, personnel officers may have a question - what to write in the line "education"? According to the rules, of course, you need to enter information on the basis of a school certificate, since the student does not yet have a diploma. However, it will not be a violation to temporarily leave this line empty, and upon receipt of a diploma, enter the relevant information into it;

speciality- is entered on the basis of a diploma. A common mistake when filling out a work book in 2019 is that a personnel officer confuses qualifications and specialties, although these concepts are clearly separated in the document on education. Returning to the question of student employees - it is obvious that they have not yet received a specialty, so what should be written in this line? By analogy with the previous one, it is best to leave it temporarily empty than to make a ridiculous mistake and enter here not the specialty, but the position for which the employee is hired;

date of issue of the document most often coincides with the date of employment (by order), but not always, since the employer is required to fill out a work book only for those employees who have worked for more than five days;

The title page must be signed by the owner of the book and the person who issued it. The document is certified by the seal of the organization.

How to fill out a work paper: step by step instructions

Any information is entered in the work book no later than 7 days after the head of the relevant orders is issued. The exception is cases of dismissal of an employee - then a mark is put in the work book on the last working day.

The structure of the document is quite simple and clear to fill in, however, there are some subtleties that you need to be aware of.

Step 1. Section "Information about work". Oddly enough, you need to start filling out this section from column 3. The first entry in it is the name of the first organization in which the owner of the work book was hired, a kind of subsection in which the events of a person’s labor activity in this organization will be recorded in the future.

Step 2. Let's go back to columns 1 and 2. The lines containing the name of the organization are not numbered. A serial number is assigned only to the line in which, according to the entries in column 3, an event was recorded.

Step 3. Enter in column 3 directly the essence of the event, indicating its cause, if any. When applying for a job, for example, such a reason is not indicated. In the same column, other events related to the work activity of the employee are recorded:

recruitment;
permanent transfer to another position (temporary transfer is not recorded in the work book);
information on advanced training, change in qualification category or rank;
dismissal.

Also, column 3 contains information about the renaming or reorganization of the enterprise, for example: Limited Liability Company "Kristall" (LLC "Kristall") on January 22, 2018 was renamed the Limited Liability Company "Edelweiss" (LLC "Edelweiss").

This information is not directly related to a person’s work activity, therefore, such an entry in column 1 is not assigned a serial number, but column 4 indicates the basis, according to the rules.

Step 4. Position and signature of the person who made the entry - on the line below.

Step 5. Column 4 indicates the details of the document on the basis of which the event occurred. Usually these are the orders of the leader, i.e. the entry may look like this “Order No. 17 dated February 25, 2018”.

Step 6. Entering each new entry in the work book, in addition to being certified by the signature of the head, is endorsed with the seal of the organization.

Step 7. When applying for a new job in column 3, the employer writes the name of the organization (without numbering in column 1), after which he makes the first job entry, already numbering it. It is worth noting that the numbering is end-to-end, that is, each subsequent employer continues the numbering started by the previous one.

The information section on awards and incentives is filled in similarly to the section on work information. It reflects information about the titles awarded, awards and diplomas received, including state ones. Only those awards that are issued according to the order of the management are entered. For example: “Awarded with a certificate for many years of conscientious work” (with the details of the order in Article 4).

Entry in the employment record book: sample

How to fill out a work book upon dismissal

There are also not very pleasant reasons that are not often seen in work books. For example: due to inconsistency with the position held, due to violation of labor protection requirements, due to the provision of false documents, etc.

Having carefully studied the Labor Code, you can find articles that correspond to these and other reasons, and be sure to indicate them in the work book, if you still could not avoid the so-called "dismissal under the article."

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How to fill out a work book correctly: sample-2018

Results

Designing the Job Details Section

Sample information filling

Design rules

Registration of a work book for subsequent employment

Rules for filling out a work book

How to fill out a work paper: step by step instructions

Entry in the employment record book: sample

How to fill out a work book upon dismissal

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