The duties of an employee of the personnel department include filling out a T-2 card. A sample form and the correct entry of the necessary information into it are prerequisites for the correct accounting.
Employee Registration Rules
The hiring of employees, as a rule, is accompanied by the preparation of a certain package of documents. This is necessary for the most complete and comprehensive accounting of personnel. Filling in the T-2 card (the sample can be seen below) is carried out immediately after the head of the enterprise signs the order on hiring this employee.
It is better to do this without delay, so that at the right time all the necessary information is available. Filling in the T-2 card (the sample is in the article) is mandatory for all newly arrived workers, regardless of position, profession and category. The accuracy of the information entered is the responsibility of the employee of the personnel department, which directly implements the registration process. All data should be taken only from reliable sources and documented. When filling out the relevant sections, it is advisable not to make mistakes so that subsequently there is no need to make any corrections or adjustments.
Sources of information
The T-2 card, a sample of which is given in the article, is filled out on the basis of a mandatory set of documents that a new employee submits when applying for a job. A personnel officer can make the appropriate entries only if available:
- passport (or any other document that can verify a person’s identity);
- military ID (men only);
- employment history;
- document certifying graduation;
- other documents confirming the availability of qualifications or special knowledge;
- certificate of state pension insurance.
In addition, for registration you will need:
- autobiography;
- The order of acceptance to work);
- contract (labor).
Given the internal regulations and the specifics of the company, the employer has the right to request other documents from the citizen. This can be a medical certificate or information about the presence (or absence) of a criminal record. In any case, the need to provide the requested information must be confirmed by laws, decrees or decrees of the relevant bodies of the Russian government.
Approved Form
Currently, a T-2 personal card is used on the territory of our country, the form of which was approved by resolution No. 1 of the State Statistics Committee of Russia dated January 5, 2004.
This form contains ten mandatory sections, which fully reflect all the information about the employee:
- General information.
- Data on military registration.
- Information about hiring and all kinds of transfers.
- Certification data.
- Information about continuing education.
- Information about the awards and rewards received during the work.
- Vacation data.
- Social benefits provided to the employee.
- Additional information.
Thanks to all this information, the T-2 personal card is an ideal means of accounting. It has everything you need to know about an employee. Moreover, in each of the sections of this document the necessary additions are constantly being made. Thus, at the right time, the enterprise management, without raising a personal file, has the opportunity to get any necessary information about the employee.
Compliance with the rule of law
T-2 - an employee’s personal card, in which all information about him is entered in a certain order. After filling in the initial data, which are placed in the first two sections, the personnel officer must confirm their accuracy with his personal signature. The same must be done by the employee hired.
The personnel officer, in turn, must monitor the availability of the necessary signatures. Otherwise, his carelessness can be regarded as a gross violation of the law. For this, the negligent employee will have to answer not only to the management of the enterprise. Such actions fall under Article 5.27 of the Code of Administrative Offenses of Russia and threaten the perpetrator with a fine. In addition, it must be remembered that T-2 (employee’s personal card) is a document that duplicates information about the employee entered in the workbook. And on the basis of paragraph 12 of Government Decision No. 225 of 04.16.2003, a citizen must personally familiarize himself with this information. Confirmation of this fact will be his signature on the card.
Data adjustment
Of particular note is the introduction of changes to the T-2 card. Here, the employee of the personnel department should be extremely attentive.
To make legal changes (change of surname or place of residence) there is a certain methodology consisting of three steps:
- First, the employee of the personnel department must request the original document, on the basis of which he will have to make an adjustment, make a photocopy of it and put it in his personal file.
- Cross out the original information in one line and record new.
- Next, he needs to write the phrase “Corrected Believe”, then indicate his position, as well as put his personal signature with its full decryption.
If it is a mistake, then the actions of the culprit are limited only to the introduction of reliable information. Incorrect data in this case you just need to cross out. It is desirable that such situations occur as little as possible, since repeated errors are considered by the control authorities as a malicious violation. The punishment for such an offense will be more severe.
Electronic variant
To simplify his work, an employee of the personnel department maintains a card file. With its help, he can at any time find the necessary information about each of those who work in this enterprise. To do this, he must first fill out the T-2 card form. With the development of technology in many enterprises, responsible employees prefer to keep electronic records. This makes it possible to greatly facilitate the moment of search.
Such actions are not considered a violation. Everyone is free to do as he wants. True, in addition to the electronic database, the personnel officer will also have to compose a regular document, translating the information on paper. This requirement is quite true, given the need for the signature of the employee. He cannot install it on a computer. That is why a paper version of the document must also be present. In addition, do not forget that such information should be stored at the enterprise for 75 years. With electronic media, the search for the necessary data will constantly cause certain difficulties.
Subtleties of filling out the form
Any staff member knows how to fill out a personal T-2 card. In principle, the work is simple. It is only necessary to clearly transfer information from the appropriate source to the form.
When compiling such a document, you need to remember some important points:
- If an employee combines different professions, occupying two positions at once, then it is necessary to get 2 cards on him.
- In some cases, it becomes necessary to use abbreviations. Doing this is not prohibited. It is only necessary to adhere to generally accepted requirements.
- In section Y, when training an employee at the expense of the employer, this fact must be indicated. Such information may subsequently serve as the basis for a claim for the return of funds spent by the enterprise.
- In no case should you allow the employee to fill out the card independently. An exception can only be the case when this is done by a hired personnel officer.
Otherwise, the process of filling out a card is a normal mechanical operation. With the right approach to business, it should not cause any complications.