How to make an entry in a work book if blank pages have run out. Making a new work book (or insert): the correct option Insert instead of a work book what to do

Transferring an entry from a work book to an insert - one of the most controversial issues in maintaining a work book. We will talk about the regulation and some of the nuances of this procedure in our article.

Regulations governing the transfer of an entry to an insert

Due to the fact that the insert is a continuation of the work book, all the rules related to it also apply when filling it out. The list of regulations that apply when using inserts can include the following:

Everything that is not regulated by law is carried out on the basis of a regulatory description. similar situations or established personnel practice.

General procedure for preparing the insert for use

The insert is used only in one case: if the place has run out in some section of the work book. At the same time, it is forbidden to start a new work book or paste additional pages.

Consider general rules preparation for the use of the liner:

Don't know your rights?

1. The insert is an integral part of the work book. By itself, it has no legal force. Inserts can be any number. To the old model of the book, inserts of the new sample are issued. Before sewing and entering the insert into the book, it is better to fill it out. If an employee suddenly makes a mistake, you can simply take a new document.
2. To make it clear which insert refers to a particular work book, the stamp “Issued insert” is stamped, which indicates its individual number and series. The stamp is placed on the title page of the work book. Another method, such as a handwritten inscription, is not provided for by law.
3. The insert is attached to the book not with glue, paper clips or in any other way, but only sewn in with threads. You can sew it to the beginning, middle or end.
4. The design of the title page of the insert is carried out on the basis of the documents of the employee. The information from this part of the insert is more relevant than in the work book itself. You don't need to migrate old records. date on title page the one is set when the liner is filled and sewn in.
5. The order of entries in the insert begins with the number following the last number in the work book.

Some situations that arise when transferring a record to an insert

How is an entry transferred from a work book to an insert? There are no instructions on this issue, and it is not regulated by law. When transferring, you must follow general rules personnel workflow.

Before making an entry at the end of any of the sections of the work book, you need to make sure that there is enough space for this. What to do in the case when the lines are definitely not enough for recording? There are 2 options:

1. Skip these lines and start recording already in the insert. Nowhere in the rules does it state that you can't leave blank lines between entries.
2. Start an entry in the work book (for example, the number, date and start of the transfer to another position), and finish (indicating the structural unit and position) already in the insert.

However, sometimes a personnel worker, without following, starts recording, but there is not enough space. Then he continues to write in the section "Information about the awards." You can't do that. In this case, already in the insert, the erroneous entry is invalidated and a new one is made in the "Information about the work" section in the prescribed manner.

What to do when there is no space left on the title page? For example, the surname often changes or several educations and specialties are received. There is no information in the manual about this. However, if guided general provisions, then the Instruction prescribes the following: if there is not enough space in one of the sections of the work book, it is necessary to start an insert. Therefore, it is also possible to use an insert to fill in the information contained on the title page of the work book.

If the data on the title page changes and there is an insert, the information is updated in both sections, but the supporting documents can only be indicated on the cover of the work book.

Thus, the procedure for transferring a record to an insert is practically not regulated by law. In this regard, it is logical to carry it out as a normal transfer to another page of the work book. The only difference is that the insert must be prepared for use in accordance with the regulations before filling.

Often, personnel officers have a question about if the work book has ended, how to continue recording correctly. In this case, a special insert is used. But at the same time, it is important to adhere to various rules for its conduct.

For a citizen who works a lot, it may happen that the pages in the work book, where information about work is indicated, end very quickly. This happens for various reasons, which include the following:

• job change;
• career growth;
• a lot of encouragement brought into the document.

In order not to start a new book, they use a special insert that is protected from fakes. In doing so, the following rules are observed.

1. An employer who has completed a section must start an insert.
2. The title is filled in with the date when it starts, that is, different from the date the work book was established.
3. The insert contains information about the employee that is currently valid.
4. The title is signed by the personnel officer who keeps the record, and the seal of the organization is affixed.
5. The number of inserts can be as many as needed. Their form and sections are determined by Government Decrees. The document is maintained in the same order as the book. Moreover, apart from the latter, it is considered invalid.

stitching

In addition to how to make a record, you need to know about stitching. It begins when the sections on job information and/or awards are finished. There are no special legal acts regulating the rules for sewing in a document. There is also no indication of the place where the document should be located, what thread is sewn in and how many punctures are needed for this. Control authorities will not find fault with these details.

If you approach the issue from the technical side, then it is more convenient to sew it in the middle. However, in this case, some records will be separated. Therefore, more often the insert in the work book is sewn at the end, making 4 to 5 punctures between the cover and the last page of the document.

Fastening should be carried out using stitching. Simply investing will not be enough. Pasting, fixing with a stapler or other methods is also wrong, since all of them will not save the document in the same way that stitching can do.

By law, each company must have its own stamp. And if it is not available, then you need to order. As in the case of labor, the liner is issued for a fee. The employee can pay for it through the cashier or transfer money. But, in addition, these papers can also be issued free of charge, if such an order is provided for in the relevant legal act.

Possible mistakes

Sometimes it also happens that those employees who fill out the relevant documents make mistakes. Corrections are then invalid. If we are talking about the insert, then it is better to dispose of it. Since there is a unique number, it is cut out and pasted into the register. A common mistake is observed when it is decided to make an entry in the "Information about the awards", instead of entering in the data on the work.

Such a mistake is made when the “Job Information” is filled out to the end, and the personnel department was too inattentive. Then, according to special Rules, strikethrough is allowed on the pages. Correct entry with the next serial number will be made in the insert. At the same time, it is prohibited:

• the use of a new form of the book instead of filling out an insert;
• crossing out a word in the phrase of the section "Information about awards" to replace it with "work";
• fixation different ways clean sheets.

When filling out the insert, the following points should be observed:

• the document continues to be maintained, as well as the book;
• he has no legal force without presenting labor;
• if in the course of activity the employee's name has changed, then this information is reflected both in the labor and in the insert.

When there is no space left on the page, and the record has not yet ended, then it is transferred to the insert, starting from the place where it had to be broken off.

If the insert did not start and the seal was not set, but the employee works on a permanent basis, he should contact the employer with a request that the insert be maintained properly.

Last name change

The employer should inform the employee about the nuances that should be taken into account when changing the full name. The rules are stored in the relevant personnel and accounting documents. An employee with a changed surname has the right to come to the director with a corresponding statement, indicating the replacement of the surname. Then the following is done:

• the manager approves the employee's application;
• on the basis of this document, the personnel officer makes an appropriate entry on the worksheets;
• after that, an order is issued to change the surname;
• at the end, the worker responsible for the changes performs the remaining actions.

The name is changed on the title. To do this, cross out the one that was, and enter another. Recording is done on the inside. side, usually on the cover, and indicate links to other papers. The certificate of completion of this action is the signature and seal of the company. In a similar manner, changes are made to personal card worker.

Insert note

Important! It is most correct to start by entering all the data into the insert, and only after that fill out the labor and do the filing. Then, in case of making mistakes, you do not have to correct the book. It is worth remembering that there is not enough space on the title. Therefore, corrections can be difficult.

Attention! Due to recent changes in legislation, Legal information This article might be out of date!

Our lawyer can advise you free of charge - write a question in the form below:

After reviewing your questions, we answer:

1. I found an entry in the work book in the section "Information about awards" a record of employment in our organization. What to do?

It is not correct to enter records about work in the section "Information about the award". In this situation, you can do the following:

Issue an insert to the employee's work book,

Transfer to it incorrect entries that were made in the "Information about awards" section.

In order to correct incorrect entries, it is necessary to invalidate the entries about the work in the "Information about the award" section and transfer them to the newly designed insert in the "Information about the work" section (see the sample below).

At the same time, it should be noted that the presence of individual incorrect entries does not invalidate the entire workbook. Therefore, if there are enough records in the wrong section a large number of, then in order to avoid confusion and clutter of the work book with canceling entries, from our point of view, it is not always advisable to make all changes. Therefore, in this case, it is more expedient to draw up an insert and make subsequent entries in it.

Thus, we can say that you can do one of the above methods that is most suitable for your situation.

2. Another employee's work book has ended and a second new work book has been issued instead of an insert. An entry was made in the old labor record that a slip was issued and the number of the second new labor book was indicated. Tell me what to do?

If all pages of one of the sections are filled in the work book, then an insert must be sewn into the work book. At the same time, the employer must draw up and maintain an insert in the same manner as the work book. An insert without a work book is invalid.

Consequently, the legislation does not provide for the possibility of sewing in a work book instead of an insert. All entries made in such an "insert" will be invalidated and will have to be confirmed in the prescribed manner.

Thus, in order to avoid problems with the employee's pension fund in the future, you can issue a duplicate insert in the work book.

A duplicate of an insert in a work book must be issued in the same manner as a duplicate of a work book.

Consequently, when making a duplicate insert, the inscription "Duplicate" is made in the upper right corner of the first page of the duplicate. On the first page (title page) of the work book, it is written: "Instead, a duplicate insert was issued" indicating its series and number.

The procedure for issuing a duplicate work book, see below.

At the same time, the issued new work book (instead of the insert) must be recognized as damaged and destroyed.

Details in the materials of the System:

1. Answer: How to make entries about work in the work book

During the period of the employee’s work in the organization, enter the following information in his work book:

• about the work they do;
• about transfers to another permanent job;
• on the establishment of the second and subsequent professions, specialties;
• on training in courses and schools for advanced training, retraining and training of personnel;
• about part-time work (at the request of the employee);
• about changes in the names of positions;
• about rewarding for success in work;
• on dismissal (with grounds for termination employment contract).

Do not enter information about penalties in the work book, unless disciplinary action is dismissal.

If the name of the organization changes during the work of the employee, also make a note about this in the work book (Instructions approved).

If a personnel officer needs to make a new entry in one of the sections of the work book, and all the columns of this section have already been filled out, then an insert in the work book should be drawn up (Rules approved). It is illegal to make a new entry in other blank sections of the work book. approved.

When issuing an insert in the work book, put a stamp with the inscription “Insert issued” and indicate the series and number of the insert (Rules approved). As a rule, the stamp is affixed in the upper right corner of the title page of the work book.

The specific place in the work book where the approved insert should be sewn in is not indicated. In practice, the insert is sewn between the last page and the back cover of the work book.

Situation: Is it possible to sew a new work book instead of an insert

If all pages of one of the sections are filled in the work book, in the work book. The employer must draw up and maintain the insert in the same manner as the work book. An insert without a work book is invalid. This is stated in the Rules approved.

Thus, the legislation does not provide for the possibility of sewing in a work book instead of an insert. All entries made in such an "insert" will be invalidated and will have to be confirmed in the prescribed manner.

Ivan Shklovets

1. Answer: How to make changes and corrections in the work book

Correction of information about work, awards

If you find an incorrect or inaccurate entry in the sections and work book of an employee, you need to correct it. * Corrections can be made in two ways. The first - the employee independently applies to the organization that made a mistake in the work book, and there it is corrected in the prescribed manner. The second way is the organization where the employee is currently working, sends a request to the previous employer and, based on his official response, makes corrections to the work book.

It is possible to make corrections in the work book of an employee at a new place of work on the basis of copies of orders for hiring, transfer and dismissal, for the cancellation of these orders, as well as certificates and extracts from documents in which these orders are mentioned (personal card, personal account, book registration of orders, etc.).

If the organization that made an incorrect or inaccurate entry in the work book was reorganized, the correction entry is made by its successor. If the organization has been liquidated, such corrections must be made at the new place of work. If an entrepreneur who ceased his activity made an incorrect or inaccurate entry in the work book, corrections must also be made at the new place of work. It is possible to make corrections to the work book of an employee at a new place of work on the basis of copies of orders for hiring, transfer and dismissal, for the cancellation of these orders, as well as certificates and extracts from documents that mention these orders (personal card, order registration book and etc.). This is stated in the Rules approved.

In the sections of the work book “Information about work” and “Information about awards”, nothing can be crossed out, cleaned up and covered with corrective fluid. All incorrect entries must be invalidated in the prescribed manner.
This is stated in the Instruction approved by .*

How to correct incorrect information

Correct an incorrect or inaccurate entry in the employee's work book in the following order. In column 1, put the serial number following the last entry. In column 2, enter the date the entry was made, and in column 3, indicate: "The entry under the number such and such is invalid." Then write the correct entry. In column 4, repeat the number of the order, on the basis of which an entry was incorrectly made in the work book. If the order itself was issued with an error and then canceled, then in column 4 indicate the date and number of the order that canceled it. If the entry in the work book is correct, but the details of the order are erroneously indicated, reproduce the entry without changes, and in column 4 indicate the correct details.

According to this scheme, correct all inaccurate or incorrect entries: on hiring, transfer, dismissal, awards (including a record of transfer or dismissal, if these actions are recognized by the court, labor inspectorate or by the organization itself illegal).

Ivan Shklovets
Deputy Head Federal Service for work and employment

1. Answer: How to issue a duplicate work book

Reasons for issuing a duplicate work book

Filling out the title page of the duplicate

Duplicate issue on a blank form of the work book. On the title page in the upper right corner, write the word "Duplicate". Then, based on the documents submitted by the employee, fill out the title page. The data entered must correspond to the information about the employee on the day the duplicate was filled out.

Filling in information about work in a duplicate

After that, write down the total and (or) continuous experience for individual periods of work. In column 2, indicate the date of employment, in column 3 - the name of the organization, as well as structural subdivision and work (position), specialty, profession, indicating the qualification for which the employee was hired. If during the time of work there were transfers to another permanent job, this should also be recorded accordingly.

Then, in column 2, put the date of termination of the employment contract, and in column 3 - the reason for dismissal, if the submitted document contains such data. In column 4 of the duplicate work book, after each entry, indicate the name, date and number of the document on the basis of which it was made.

In column 4, indicate the name, date and number of the document on the basis of which the corresponding entries were made in the duplicate. Original documents confirming the length of service, after making copies of them and duly certifying them by the employer, or personnel service return to the employee. If the documents on the basis of which entries were made in the work book do not contain complete information about work in the past, then enter only the information available in these documents into the duplicate of the work book.

The procedure and features of filling out a duplicate work book are given in the Rules approved, and the Instructions approved.

Situation: Can an employer issue a duplicate insert in a work book

The employer must issue a duplicate insert in the work book to the employee if:

• the insert in the work book is lost;
• the insert in the work book has become unusable (burned, torn, soiled, etc.);
• an entry in the work book was made about the dismissal or transfer, which was subsequently declared invalid.

A duplicate insert in the work book must be issued in the same manner as.

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

At one of the previous places of work, instead of an insert in the work book, the employee was issued a new work book. When hiring an employee in our organization, for accounting, maintenance and storage, it was this work book containing records from the last place of work. The employee, already working in our organization, has drawn up an insert in the first work book, which now contains information about previous places of work, similar to the information in the second work book. The records are drawn up in the prescribed manner by the organizations where the employee worked after the registration of a new work book. Now the employee asks to take into account, maintain and store the first work book with an insert. How legitimate is this, if so, how to do it right?

Answer

Answer to the question:

Labor legislation does not provide for the possibility for an employee to have two work books. In the general case, marks on seniority should be reflected in one document. At the same time, the law does not establish sanctions for employees who have more than one work book.

Don't miss: the main article of the month from leading specialists of the Ministry of Labor and Rostrud

Encyclopedia on the design of work books on a turnkey basis from the Kadra System.

Therefore, due to the fact that you have already made an entry about the acceptance of an employee in the second work book, and also registered it in the Book of accounting for the movement of work books, then in this case you have every reason to continue to keep it.

We also note that the current legislation does not provide for the possibility of registering an employee in two places of work, which would be the main ones for him, under any circumstances.

If, when hiring, an employee presented several work books at once, the employer should follow the book that contains the latest record of dismissal.

Material from the Frames System
Ready-made solutions for the personnel service at www.1kadry.ru
Copy date: 01/20/2016

With respect and wishes for comfortable work, Ekaterina Zaitseva,

Expert Systems Personnel

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It is rare for a person to work in one place for a long time, or even all his life. In most cases, people have a fairly large track record in the work book. And since the number of pages for writing about places of work in it is limited, then you have to purchase How to make a record correctly? We will consider these and other nuances in this article.

Document Form

Sometimes you may encounter the fact that the pages in the work book, where records are kept about the place of work, end. And this does not mean that you need to change the labor and start a new one. For such purposes, a special form was developed - an insert, which continues to count the length of service for the employee.

The form of the insert in the work book is established at the legislative level. The title page is filled out in the same way as a work book. For entries about the place of work, the insert has 9 spreads, for awards - 8 spreads.

The insert is sewn into the labor and filled out in accordance with the regulated rules (Decree of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003).

Purchasing an insert

Where is the form taken? The insert in the work book, however, like the books themselves, must be purchased directly by the employer from unitary enterprise"Goznak". The employer cannot:

• accept a clean insert from the employee;
• require you to bring your own insert.

Any personnel worker knows that an insert in the labor is therefore, it should be purchased only from those companies that have entered into an agreement with the Goznak enterprise. A company engaged in the distribution of liners and labor is required to have a license, as well as a certificate that confirms the authority to sell.

The person who purchases the inserts must have a special power of attorney. Further, after the acquisition, the inserts are stored in the accounting department. The accountant must enter all the numbers of the purchased forms into the income and expense book and transfer them against receipt to the personnel department.

The employer must always have the required number of strict reporting documents available. The issuance of an insert in a work book can only be carried out in accordance with the rules established by the government of the Russian Federation.

The fee for the insert form is charged by the employer in the following cases:

• when registering it for the first time (that is, the pages of the desired section have ended in the labor);
• when issuing a duplicate work book.

The insert can also be issued free of charge if this item is provided for by local regulations. The law also provides for several more cases when the insert form is issued free of charge:

• when issuing a duplicate, if the main document was lost due to the fault of the employer;
• when re-filling out the insert form, damaged due to the fault of a personnel employee (the person responsible for maintaining work books).

If by the time the entry is made in the insert in the work book, its price has increased, then the employer cannot charge the employee monetary compensation exceeding the purchase price of this particular form. Otherwise, it will be a legal violation. The cost of the insert today is about 180 rubles.

Sewing rules

An employee of the personnel department must independently take care of sewing an insert into the work book, because it is a direct continuation of the main work document. Sewing in an insert consists of several steps:

1. The personnel officer makes a mark on the title page of the labor on the issuance of the insert. Near the mark, the series, the number of the insert are written, which must match those indicated on the form itself.
2. The first sheet is filled in in accordance with the documents provided by the employee. The date of completion may coincide with the date the employee was hired.
3. Insertion of an insert into the labor. This must be done in a timely manner to avoid the imposition of penalties.

There are no fixed rules on how to draw up an insert in a work book. But in practice, experienced personnel workers it has been proved that the following algorithm is the best option for sewing in an insert:

• it is necessary to expand the labor between the last page and the cover;
• open the insert form in the middle;
• make two holes with an awl - in the labor and in the liner;
• using a needle and white thread, sew the insert to the book (the ends of the threads should remain inside the insert).

Sewing errors

Even despite the fact that it seems to be not difficult to sew in an insert, inexperienced personnel officers still manage to make mistakes.

The main mistakes include:

1. Stitching the form before filling it out. This may cause the information on the cover pages of the two documents to differ. The consequence of this will be the detachment of the form and the correction of the data. At the same time, a special act is drawn up for the damaged insert upon its destruction.
2. Tear off cover from insert. This is not just a mistake, but a gross violation. The form is a document approved by law, and any modification of it, in addition to fines for the employer, entails a refusal to issue a pension for an employee who provides such a work with a damaged insert.

For a new insert form, as mentioned above, the manager must charge the employee. But if the insert is damaged due to the fault of the personnel department, a second form is provided free of charge.

Fill algorithm

Experienced personnel officers know that inserts are filled out similarly to a work book. Nevertheless, you can keep samples of entries in the work book in front of your eyes so as not to make corrections once again. The filling algorithm is as follows:

1. The insert begins to be filled in by the organization, during the work in which the fields for entries in the work book have ended.
2. The date on the insert is put on the fact of filling, and not on the date of commencement of seniority.
3. Only the data that is relevant at the moment should be written in the insert.
4. The title page must bear the signature of the person who issued the insert and the seal of the organization.
5. There can be as many forms of an insert in a work paper as the law does not limit their number.

Nuances of filling

Filling out the insert requires compliance with a number of principles:

• the insert form is maintained in the same way as the work book itself;
• without labor insert not valid;
• the numbering in the form continues the one that was started in the labor;
• if the mark in the work book is broken, then it is continued on the first page of the insert;
• when changing the surname, corrections are made both in the labor and on the new form;
• if the insert does not bear the seal of the organization in which it was established, and the citizen has already changed his place of work, he needs to contact former employer for her placement.

How to fix the error?

A personnel worker may, through inattention, make a mistake when filling out the title page of the form. In this case, it will need to be written off, while drawing up a special act.

If you make a mistake in writing the series or insert number in the work book, you must make a note about making an erroneous entry and enter the data again.

If a mistake was made when filling in the fields about the place of work, then corrections are made in the same way as labor. The entry is not crossed out or corrected. Under it, a note is made about the invalidity of the entry, a serial number is put and a new entry is made.

In any case, this does not mean that errors can be made in documents. To make sure once again, you can keep samples of entries in the work book in front of you.

What can not be done?

How to draw up an insert in a work book and how to keep records is understandable. Consider what is strictly forbidden to do when maintaining the insert form:

1. Use a new labor instead of filling out an insert form.
2. Hemming or sticking blank sheets into the work sheet instead of the liner.
3. Make corrections in the section "Information about awards", that is, change the last word to the word "about work".

For actions of any nature that are not prescribed in and inserts, the employer may be fined.

Is the form valid without a work book?

The Labor Code clearly regulates the use of work books and inserts to them. And if the former are valid in themselves, then what about the inserts? Can they be presented separately from labor?

According to the Basic Rules and instructions for maintaining and filling out these documents, the insert is not valid separately, and even more so, it is impossible to use it without a work book.

Considering the Labor Code of the Russian Federation, an employer or a personnel specialist does not have the right to perform the following actions if a citizen presents only an insert:

• register this citizen for work;
• dismiss a citizen this place work;
• make any entries in such insert form;
• perform other actions with the form.

The document has weight and can be taken into account only when it is sewn into the work book in accordance with all established rules, and there is an entry on the title page indicating the registration of this document.