Every person working officially must have a work book. It contains records of all the places where a citizen previously worked. A work book is being executed at the first place of work, and it is usually the applicant himself who must bring this document to the personnel department of the company, where appropriate marks are put.
Purpose of the document
The need for a work book is prescribed in Art. 66 shopping mall. Here it is indicated that the registration of the work book is required when applying for a job for the first time, after which this document should be provided at the next employment. Based on the entries from it, you can determine the seniority and other parameters of the citizen.
It is intended for different purposes:
- contains data on the seniority of a citizen from the moment when he first officially got a job;
- helps to determine why a person left his previous place of employment;
- Includes information on various awards that have been provided to a specialist for conscientious and high-quality performance of their duties.
Entries are made exclusively by employees of the personnel department of various enterprises. The title page is filled in during the initial employment of the person, and this process should be carried out in the presence of the employee so that he is convinced of the correctness of entering different information. On the same page they put a signature that confirms that all available data is true.
The nuances of using a document
The work book is intended to confirm that a citizen worked at a particular enterprise. With its help, you can evaluate his qualifications, work experience and professional activity.
With the help of the correct registration of the work book, you can find out exactly where the citizen worked, what position he held, how long he was employed in the company, and also for what reason he quit. It is formed only by a special unified form enshrined in the Customs Code. It is in this code that the basic requirements for the design, issuance, recording, storage and return of a document are indicated.
Ways of paperwork
Its initial creation can be performed in three different ways. The registration of a work book is first implemented by the following methods:
- The employer independently submits this document to the employee. This option is considered the most common. Usually a document is filled out immediately after signing the employment contract. If the employer does not have information on how to correctly form and fill out the book, this may cause future problems for the specialist using this document when applying for another job.
- Handing over the work book to graduates of educational institutions. Such a method is rare, since there is no information in the TC that these institutions should issue books to all graduates. Typically, such a decision is made voluntarily by organizations. If the applicant already has a work book, he must notify the employer so that a new document does not start on him.
- Self document purchase. The citizen himself, who plans to get a job for the first time in a company, can take care of buying a work book in advance. Most often this method is used by people who are not the first time applying for a job, but at the same time there are notes in their book that they do not want to make public.
Each employer must make sure that the work book received from the applicant is correctly executed. The fact is that often citizens independently enter different information into this document in order to improve their reputation as an employee. But this is a serious offense for which administrative responsibility is assigned.
When can I get started?
According to Art. 63 TC, each person can find a formal job after reaching adulthood. It is allowed to work in certain positions and under specific conditions from the age of 14, but in any case, the applicant must have a passport. Teenagers may work exclusively with permission from parents and guardianship authorities.
Regardless of the age of the employee, a separate work book is created for him. To do this, the applicant must write a special statement. It indicates that the registration of a work book is required, where information on the employment of a citizen will be entered.
How to get the form?
The most optimal solution is to obtain this document in the first place of employment of a citizen. Each company must form a work book in a strictly established form.
Registration and maintenance of work books is carried out by the personnel department of each enterprise. The first entry in the document is made within 14 days after the order on the admission of a particular citizen to work is issued. The title page is filled in directly with the employee himself, so he can control this process.
What is the procedure regulated by?
The completion and maintenance of the document is governed by various regulations. The procedure for registration of the work book is contained in the acts:
- Art. 66 shopping mall;
- PP of the Russian Federation No. 225 "On labor books", which contains data on the rules for the formation of labor books;
- Resolution of the Ministry of Labor No. 69, including instructions for the correct completion of this document.
Therefore, all entries should be made only on the basis of the requirements of the above official documents.
What documents will be required?
Documents for registration of the work book are presented by the following papers:
- passport of a citizen, which can be replaced by a birth certificate;
- documentation confirming the presence of education or certain specific skills, for example, a certificate of completion of various courses or other similar papers.
Employers may ask to additionally present SNILS or TIN. But it is the information from the passport and the document on education that is required to fill out the first sheet of the book.
What data is entered into the document?
During its initial filling, it is required to enter various significant information. Making the title page of a work book is considered a simple process. The data is entered into it:
- Name of the new employee of the organization;
- his date of birth;
- available education;
- chosen profession;
- specialty of a new employee.
Personal information about the employee should be entered only on the basis of a passport, therefore errors are not allowed. Education data should only be entered if relevant documents are available.
As soon as all the information has been entered, the rules for registering the work book require certification of this document with the personal signature of the citizen. The first page is additionally signed by the person who issued this document. The company seal is also placed here.
Entry Rules
Different data are required in the work book. They relate to job placement or dismissal from a permanent place of employment. Any entry in the workbook should be made exclusively in Russian. When setting dates, standard Arabic numerals are used.
All data is entered neatly using a regular black or blue pen. Is it possible to shorten the words in the work book? The law clearly states that all information should be entered without abbreviations.
Each record is assigned a specific serial number. Information fits in with different actions:
- employment;
- transfer to a new place of work;
- dismissal;
- employee rewarding.
To make any entry in the workbook, an order must first be issued by the head of the company. At the same time, only two weeks after the issuance of the order are given, so that the necessary data are entered in the work book. No records of various penalties are made, but the penalty is the exception, which results in the dismissal of a citizen.
Data entry procedure
The correct design of the workbook suggests that all information must be entered in the correct order. Therefore, the main requirements and nuances are taken into account:
- the first column is intended to indicate the record number;
- in the second column is the date when a particular entry is made;
- Further, data on the adoption of a citizen to a certain position, on the rewarding of a person, his transfer or dismissal are recorded;
- Section 4 contains the grounds for entering different information, and usually for this purpose different orders or instructions of the management are used.
This document is presented by a strict reporting form, therefore, by all means, the process of making an entry must be recorded in a special journal of movement of labor books. This journal contains information about the number and series of the document, as well as information about the employee himself. You must keep this form until the person quits his job.
How are bugs fixed?
When filling out a document, HR officers may make various mistakes. It is important to figure out how to fix a mistake in the work book. Incorrectly indicated dates in the document can cause difficulties with obtaining a pension in the future, therefore, employees themselves must ensure that the rules for the formation of this document are not violated.
If there are errors in the dates of hiring or dismissal, then the employee performs the following actions:
- a written statement is drawn up in the name of the director of the company where the record was made, and this statement must indicate the need to correct the error;
- a company order is issued by the company’s management on the basis of which the information is adjusted;
- the personnel department specialist shall indicate in writing in the document that the previously made entry is invalid;
- correct information is entered, after which the order number is written, on the basis of which the information is corrected;
- the position of the specialist and his full name are indicated, as well as the seal and signature of the personnel officer.
Often an error in the work book is even revealed at all on the title page. How to correct incorrect information under such conditions? For this, it is not allowed to use different correctors, so you just need to make a note that the available data is invalid. After that, new relevant information is entered. In exceptional situations, it is allowed to cross out some words. Corrections are certainly certified by the head of the company, and the company’s seal is also put.
When is a duplicate issued?
A duplicate can only be issued in exceptional situations. These include the following:
- erroneous data was originally entered into the document;
- a work book has been lost.
If there are errors, it is advisable to correct them. If there is too much false information, then a duplicate may be issued. To do this, the employee himself must write a statement addressed to the director of the company with a request to replace the documentation. The issuance of the document does not require payment of any funds by the citizen, if the reason for the replacement is errors made by the personnel department. If the citizen himself loses the book, then you have to pay its cost.
All reliable and relevant information is carefully entered into the new form, for which the data from the previous work book are taken into account. The documentation is issued within 15 days after the transfer of the application to the employer. No new information should be added to the duplicate, nor should corrections be allowed.
The nuances of issuing a document upon dismissal
Company executives are obliged upon transferring an employee to transfer him a work book with an existing record of termination of work at a particular enterprise.
Information about the dismissal will certainly be certified by the signature of the head of the company and an employee of the personnel department responsible for maintaining such books. Additionally, a company seal is placed. At the end should be the signature of the citizen himself.
If, due to the fault of the employer, the issuance of the document is delayed, then a penalty shall be charged, paid by the head of the company. Under such conditions, the day of dismissal will be considered the day when a citizen receives a document in his hands.
Conclusion
Thus, work books are considered significant documents for any person. They contain the necessary information with the help of which the length of service of a citizen is determined, as well as the positions held at different enterprises. Based on these data, you can determine the qualifications and experience of a specialist.
The registration of the work book when applying for a job is done by personnel officers. When making mistakes during the execution of the document, you should know how to correct them correctly.