Workbook without errors. The subtleties of filling out the title page of the work book

One of the most important documents for a Russian is his work book. It is necessary not only for the duration of a working career.

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After retirement, the accrual of payments occurs on the basis of the entries made in it. Therefore, it is so important to thoroughly know all the nuances regarding the correct and clear filling.

Normative base

It is also determined there that the work book is filled out in Russian, with the exception of special cases when double filling is allowed for residents of republics that have their own national language.

The algorithm for filling out the form is indicated in a special one.

Who is responsible for maintaining, recording and storing?

Prepare and fill out work books in accordance with the rules of current legislation Russian Federation can only organizations and private entrepreneurs.

After hiring, the work book is transferred to the personnel department of the employer, and as long as the individual is working at this enterprise, it is his employees who are responsible for storing the form and filling it out in a timely manner.

Upon dismissal, the work book is handed over to the employee, and, thus, he is responsible for the document until he gets a job at a new job.

At the same time, he must sign in the accounting book of the enterprise.

He does not have the right to fill out the pages of the form on his own.

The personnel department in a large company is engaged in accounting for work books of workers. In a smaller enterprise, such authority may be vested in an accountant, secretary, or other executive officially authorized to do so by order.

Who fills in if there is no personnel officer?

If the enterprise does not have a personnel department or a person specially authorized to perform such actions, the registration, filling in and necessary correction of data in the work book is carried out directly by the director of the organization or a person officially authorized by him with the necessary qualifications.

When does it open?

The work book must be opened at the time of employment for the first official job.

In this case, an application should be written to the name of the employer with a request to issue a form in the name of the new employee.

The first filling of a new book is made within one week after the application is submitted in any form.

It should be carried out only in the presence of the person for whom the document is being drawn up, since at this moment all basic personal information is entered, and they must be drawn up correctly.

A sample of filling out a work book in 2019

Now let's look at the main points on filling out a work book.

Instructions and basic rules

Registration of a work book is carried out in accordance with a special instruction of the Ministry of Labor. It will be useful to familiarize yourself with its main provisions in order not to make mistakes, as well as to make sure that the form is maintained in accordance with all the rules.

When filling out the labor for the first time, the following data must be transferred to the title page:

Full name of the employee, as they are recorded in the presented identity card.
Full date of birth.
Information about education received
If a person has a specialist diploma, then, on the basis of this document, information about the profession and specialty is entered.

Labor is the most complete and relevant reflection of the employee's work path, therefore, all significant changes in his labor and public life must be recorded on the pages of the form.

The following points are mandatory:

the fact of admission of an employee to the staff, indicating the exact name of the position currently held;
the fact of transfer to another position, demotion or reinstatement in the previous position;
transfer to another company;
violation of the rules of the enterprise, the established work regime;
award for special merit;
change of surname and name;
additional education, courses;
changes in the name of the employer's organization;
the fact of dismissal with an indication of the reason.

The columns of the work book are filled in in strict order:

Each column, with the exception of the section "Information about the employer", is assigned a serial number.
In accordance with the order for amendments, the date is entered in the format day / month / year.
Information is entered directly.
The number and details, the date of issue of the order to amend the employee's form are indicated.

Which pen to fill?

According to paragraph 1.1 of the instructions, entries are made in black, blue, purple ink.

Under no circumstances are inks of other colors allowed.

Is it possible to fill work book gel pen? Yes. When filling out the pages, it is permissible to use a ballpoint, fountain, as well as a gel pen.

All other writing utensils are not suitable for the design of the form and will lead to its damage.

Numbering

The numbering of information in the work book, according to the established rules, is carried out strictly in chronological order and nothing else.

Can you write in block letters?

Filling in the columns with data is carried out capital letters. There is one exception, namely: when signing an employee on the title page, you can indicate your full name and do it in block letters, in order to avoid possible questions and confusion.

This must be done carefully, without errors and blots.

The entry is made without abbreviations, all words must be indicated clearly and legibly. The information required for entering must be indicated in the appropriate columns according to the filling rules, certified by the signature of the person making the changes and the seal of the personnel department, or the seal of the enterprise.

Foundation Documents

These are documents that serve as the basis for making additions and changes to the work book.

These include:

personal documents of the employee (identity card, certificate of marriage/dissolution of marriage, education);
internal working documents (orders for hiring, dismissal, promotion, transfer, etc.).

Title page

The title of the work book should be filled out with great care. In the presence of any blots and corrections, this page is considered invalid, the book is subject to write-off and replacement.

The first page contains the following information:

FULL NAME. in full, as indicated in the passport;
date of birth, date and year are written in Arabic numerals, month - in a word;
on the basis of a document on completed or continuing education, its level is recorded;
is brought the exact name professions and specialties, also based on information from education documents;
at the very end of the sheet, the date is put in the above format and the personal signature of the owner of the work book, confirming the accuracy of all the specified data;
must be signed responsible person, seal of the organization or personnel department.

Recruitment

Dismissal

When an employee is dismissed, column 3 indicates the reason for dismissal, the details of the order are recorded, on the basis of which the action was carried out.

Records made during the time of work in the organization must be certified by the signature and seal of the head before the labor document is issued to the employee.

Downsizing

Upon dismissal due to a reduction in staff, an entry is made in the labor form about the reduction of the employee on the basis of an order with the details of this document.

Reinstatement

If an employee disputes in court the decision to dismiss him, then, upon passing a favorable verdict, he must be reinstated in his last position immediately.

Refusal to execute a court decision leads to administrative liability.

In this case, an entry is made in the work book, on the basis of which the dismissal record should be considered invalid. The details of the writ of execution are indicated as the basis document.

Death of an employee

In the event of the death of an employee, the head of the enterprise issues a decree to terminate the employment contract based on the fact of death.

After that, a detailed entry is made in the work book based on the documents:

Identity card of the deceased (passport).
Death certificate.
Statutory documents of the enterprise.
Documents provided by the personnel department.
Accounting.

Reprimands and reprimands

Records of disciplinary sanctions cannot be entered into the labor book in a legal manner. The dismissal can be recorded on the form, indicating the reason, which may be a disciplinary violation.

Changes and fixes

How are changes and corrections made to outdated information? Let's figure it out.

When changing the surname and assigning qualifications

If there is a change in the surname, name, qualifications of the employee, then according to clause 2.3 of the Instruction, the changes are made as follows: the existing entry is crossed out with one line, new information is entered on top of it.

Its reliability is confirmed by the name and number of the document on the basis of which the change was made (for example, a marriage certificate). The correction is certified by the signature of the employee and the seal of the enterprise.

Renaming an organization

Although changing the name of the employer's organization does not in any way affect the change in the working conditions of the employee, according to clause 2.2 of the Instruction, this information must be entered in the work book.

This is done as follows:

the first and second columns of the record remain blank;
the third column contains information about the change in the name of the organization, where the former and present names are indicated in full and abbreviated form;
the fourth column contains the date and details of the document on the basis of which it is made.

The entry is invalid

If you need to correct an entry made in the section "information about the work", you should remember that you cannot cross it out.

After the entry containing the error, the next numbered entry is made, the date of entry is affixed, and in column 3 it is written: “entry No. ... considered invalid”, followed by a corrected, correct entry.

Column 4 is filled in two options:

a footnote is re-given to the number and date of the order that became the basis for the invalid entry;
indicate the number and date of the order issued for the purpose of making changes.

How to make a missed

If, for some reason, a record of the changes made was not made in the work book in a timely manner, the employee can apply to the employer by submitting an official document confirming the event that must be recorded.

When making this entry, the actual date of the event is indicated. The rest of the TC is filled in according to a standard sample.

If the employer refuses to make changes retroactively, you should file a complaint with the labor inspectorate.

Oral statements cannot be grounds for retrospective entry.

Filled in later

What is the risk of post-dated entries? For the employee, this may have negative consequences, as it affects his length of service and, accordingly, the accrual of a pension subsequently may not be in his favor. Such situations should be avoided whenever possible.

How to fill out the insert

When filling out all the blank pages in the shopping mall, the following data is entered on the insert form, which is additionally paid by the employee:

The insert is filled in by the employer.
The date is stamped on the title.
Up-to-date information regarding the worker is added.
The record is certified personal signature filling it with a face and a seal.

The legislation does not establish the maximum allowable number of inserts for one work book.

Usually the form is sewn under the cover at the end of the completed book.

It should be remembered that:

damage to the cover itself is unacceptable;
correction of errors is unacceptable, all entries must be drawn up according to the rules of the TC;
without the labor book itself, the insert has no legal force;
when changes are made to the form, they are entered on all pages, including pasted forms.

Data entry date

It is affixed to the stamp at the top of the insert. It can also be affixed without a stamp. There is no strict place for putting down the date in the document.

Making a duplicate

If a book is lost, it is damaged (when it becomes impossible to read the entries on the pages), it is necessary.

If the loss or damage occurred at the time when the shopping mall was in the hands of the employee, then to restore the document, you should contact the last employer.

To do this, an application is submitted in the prescribed form, which is considered within 15 working days. Additionally, it may be necessary to provide all available information about previous jobs: certificates of enrollment, dismissal, career movements, orders.

In the new work book, the word “Duplicate” is put on the title page at the top, then the title page is filled in according to the standard pattern.

On the first spread, the total work experience is affixed, then the specified information about the places of work based on the information provided.

If the damage or loss of labor occurred due to the fault of the current employer, he is responsible for collecting information and restoring information regarding the employee's labor history.

Nuances

Like every other document, a work book has its own nuances of design and filling. Let's consider the main ones.

Do individual entrepreneurs make entries for themselves and employees?

An individual entrepreneur can enter data into the work book on himself independently if he is registered as a legal entity and has received the appropriate status of the head of the organization.

This gives him the right to also make entries in the shopping mall of his employees.

If an individual entrepreneur combines his activities with work at another enterprise, then in that company a form is kept for him as for an ordinary employee, which does not relieve the entrepreneur from the obligation to pay tax on private business.

When filling out the TC, instead of the name of the organization, “IP” is affixed, then the full name of the employer is indicated.

What data is entered by civil servants?

Upon admission to public service the work book is filled out in the usual manner, only instead of the name of the organization in column number 3, the structural unit of the public authority is indicated.

The title of the position of the new employee is indicated in accordance with the register of positions of the state civil service.

Can I make entries myself?

According to the law, a private person does not have the right to make any changes and make new entries on his own. However, there is an exception.

If an employee was awarded a bonus by a third-party or higher organization and received an order to enter an extract about this in the Labor Code, but a record of this fact was not made before he left his last job, he has the right to make this entry himself, following the pattern.

Does it have to be a hologram?

A hologram is an additional means of protecting a document from forgery. It is not necessary to paste it in the Labor Code, but the employer can add this element to the form.

A clear place for pasting a hologram is not indicated by the Legislation, but most often it is entered on the title page of a work book.

Is it possible to enter data without printing?

A work book is a document informing about the areas of human activity. It is on it that attention is focused when applying for a job and applying for a pension.

Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and IS FREE!

Instructions and helpful tips help you make the right notes.

The legislative framework

Decree of the Government of the Russian Federation N 225 - rules for maintaining and storing work books.
Decree of the Ministry of Labor of the Russian Federation N 69 - requirements for filling out documents that fix the areas of activity of citizens.
Labor Code: art. 66 - work book (TK), features; Art. 192 - 193 - responsibility for non-compliance with the procedure for maintaining the Labor Code; Art. 83 - termination of the contract due to circumstances beyond the control of both parties.
Rostrud letter dated N 656-6-0 - responsibility for the storage of shopping malls.
Art. 5.27 of the Code of Administrative Offenses - the consequences of non-compliance with the law regarding the maintenance, accounting and storage of books.

You can view the documents here:

Who is responsible for maintaining, recording and storing?

Based on the Rules, the issuance of the TC is the responsibility of the head. By his order, an employee is appointed responsible for their maintenance, accounting and storage.

Job description must be prescribed in the Order. In case of violation of the requirement, the employer is liable.

There are situations when an employee asks to temporarily issue a book in his hands (for example, to provide it to the FIU).

Remember that in case of loss, all the blame falls on authorized person, that is, a specialist in the human resources department or a manager.

Possible punishment:

for personnel officer- for violation of Articles 192-193 of the Labor Code, an administrative fine of 1000-5000 rubles is paid;
for the head– according to Art. 5.27 of the Code of Administrative Offenses, a penalty in the amount of 30,000-50,000 rubles. or stop the company for 3 months.

Even the presence of a receipt from the employee on the return of the document does not exempt from liability.

What to do to avoid negative consequences:

independently present the TC to the required authorities;
provide the employee with a notarized copy of the document.

Rules for filling out work books in 2019

The enterprise is obliged to draw up a Labor Code for each employee who has worked on a permanent basis for more than 5 days.

A similar requirement applies to those who take seasonal, temporary or subject social insurance employees.

According to legislative acts, the rules for issuing books in 2019-2016 remained unchanged.

The general order of filling is as follows:

each entry is numbered with a through type;
all information entered must be in Russian; if an enterprise from another state operates on the territory of the Russian Federation, duplication of the text in another language is allowed;
abbreviations cannot be used;
the date has the format DD.MM.YYYY;
Arabic numerals are written, “0” is put in front of single ones;
all information entered is certified by the seal of the organization;
allowed font colors: blue, purple, black.