For a number of reasons, a person's last name may change. This circumstance requires amendments to the documents, including the work book. Timely change of surname in the workbook will allow to avoid a number of problems associated with accrual of experience, etc.
When changes
The most common cases when there is a change of surname is considered marriage or divorce. You can make a change to the last name in the work book as follows:
- If the corresponding changes have occurred, then all the changes are made by the employer, for whom the employee directly works.
- If, for some reason, no changes have been made at the old place of work, the new employer must do so.
In any case, all changes must be based on documentary evidence. And this in this case - documents from the registry office.
Decor
In order for the change of surname in the work book to be legal, the authorized employee must collect all necessary documents from the employee.
If the surname has changed after marriage, then this is a marriage certificate and a copy of a new passport. If the reason was a divorce, then a certificate of divorce is attached.
Rules and stages
The process of making an entry in the work book about the change of last name occurs in several stages:
- First, a correction is made in a special column, where the last name is written on the first sheet of the document: the old information is crossed out with one line, and the new one is written on top.
- Basic information is taken from the underlying document. Knowledgeable personnel advises to enter data from the base document sparingly, as further changes may appear in the future.
- Next, the data of the authorized person making the changes and the seal of the organization are indicated.
The entry must be made without corrections, typos and erasures.
Base
The basis for changing the name in the work book is an order from the director.
The employee must notify the authorized employee of the event that led to the change of name. The personnel worker, in turn, raises a personal file and draws up an additional agreement to the employment contract. After making all the necessary changes, the surname changes in the work book, about which the authorized person informs the employee about the signature.
For the documentation in the personal file of the employee to be valid, any changes must be confirmed by his written statement. In this case, certifying papers must be attached.
According to paragraph 2.3 of the Instructions for filling out work books, information on the name, surname, patronymic or date of birth must be changed after the employee himself has presented a list of certain documents:
- passports
- birth certificates;
- certificates of marriage or divorce;
- other documents issued by state bodies of the Russian Federation.
In the work book on a spread, it is mandatory to indicate the number of the document-basis.
In addition to those documents that are presented by the employee, there are those that are drawn up directly in the organization. It:
- statement of the employee indicating the request to make a change;
- an order from the head to make the corresponding changes in the labor.
The application form in this case is no different from the standard requests to the head. The company details, employee data, the request for a change of surname, as well as a list of all attached copies and originals are indicated. The application must indicate the date of writing and put a signature. Next, we consider how a change in the surname is entered in the work book (sample document):
Where else are the changes being made?
As mentioned earlier, the changes apply not only to work books. In addition, you need to update the data:
- in the personal file;
- in documents on personal accounts;
- in other personnel and accounting documents where there is personal data of the employee.
How to make changes to an employee’s personal card? On the inside of the cover is the name, number, series and date of the document of foundation. Next is the current date and signature of the authorized employee. Replacing the last name in the personal card is done in the same way as changing the last name in the work book: the old data is crossed out, and the new ones are written on top or next.
Some personnel officers print a new form for a page from a personal file with updated data. And on the old one makes a note of the changes.
As for the employment contract, the document itself remains unchanged. But in order to fix new changes to the contract, an additional agreement is drawn up.
Nuances
In addition to the fact that the personnel employee makes all changes to official documents, he needs to receive a new signature sample from the employee.
If an employee divorced and returned her old name, this fact must also be reflected. Here it is indicated that the surname obtained in marriage is replaced with the premarital name on the basis of the relevant document.
And if an employee remarried? How in this case is the change of surname? An entry in the work book (a sample is presented in the article) is done similarly to the case with the first marriage.
In the case when the data are entered incorrectly, there are several options for correction. If the book is started for the first time and a mistake is made in the surname, the document must be destroyed, and a new work book is made for the employee. If the document contains records, then correct the incorrect information with the note “corrected believe” or “instead of erroneous” under the signature and seal of the responsible person.
You must always remember that all corrections must be made carefully, without violating legal regulations. First of all, the head of the organization is responsible for the maintenance and storage of work books, since it is he who appoints personnel officers. And the responsible persons appointed by him, in turn, are subject to disciplinary sanctions and other penalties (in accordance with the law) if they violate the rules of accounting and storage of documents.