Rarely does a person for a long time, or even a lifetime, work in one place. In most cases, people have a fairly large track record in the work book. And since the number of pages for recording places of work in it is limited, you have to purchase an insert. How to draw up an insert in the work book? How to make a record? 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 labor and start a new one. For such purposes, a special form has been developed - the insert, which continues to count the employee the length of service.
The form of the insert in the work book is established at the legislative level. The title page is filled in the same way as a work book. For entries about the place of work, the insert has 9 turns, about awards - 8 turns.
The insert is sewn into the labor and filled in according to the regulated rules (Decree of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003).
Earbud purchase
Where does the form come from? An insert in the work book, however, like the books themselves, must be acquired directly by the employer from the Goznak unitary enterprise. An employer cannot:
- accept a clean insert from an employee;
- demand to bring the liner yourself.
Any personnel worker knows that a liner in the labor is a reporting document. Therefore, it should be purchased only from those companies that have concluded an agreement with the Goznak enterprise. A company engaged in the distribution of loose leaves 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 in the receipt book all the numbers of the purchased forms and transfer them against receipt to the personnel department.
The employer must always have the necessary number of documents of strict reporting. The issuance of an insert in the workbook 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 making it for the first time (that is, the pages of the desired section have ended in the labor);
- when issuing a duplicate work book.
An insert may also be issued free of charge if this clause is provided for by local regulatory acts. The law also provides for several more cases when the blank 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 the form of the insert damaged by the fault of the personnel employee (person responsible for maintaining work books).
If by the time the entry in the labor book insert is made, its price has increased, then the employer cannot take monetary compensation from the employee in excess of the purchase price of this particular form. Otherwise, it will constitute a legislative violation. The cost of the liner today is approximately 180 rubles.
Sewing Rules
The employee of the personnel department must independently take care to sew the insert into the work book, because it is a direct continuation of the main labor document. Sewing an insert consists of several steps:
- The personnel officer makes a mark on the cover page of the labor on the issue of the insert. Near the mark, the series, insert number, which should coincide with those indicated on the form, are registered.
- The first sheet is filled in accordance with the documents provided by the employee. The date of filling may coincide with the date the employee was hired.
- Sewing the liner into the labor. This must be done in a timely manner to avoid penalties.
There are no fixed rules on how to draw up an insert in the work book. But in practice, experienced personnel have proved that the following algorithm is the best option for sewing in the liner:
- it is necessary to deploy labor between the last page and the cover;
- open the liner form in the middle;
- make two holes with an awl - in the labor and in the insert;
- Using a needle and white thread, sew the insert into the book (the ends of the threads should remain inside the insert).
Sewing errors
Even despite the fact that it’s not difficult to sew a liner, inexperienced personnel officers still manage to make mistakes.
The main errors include:
- Sew in the blank before filling it out. This can lead to the fact that the information on the cover pages of the two documents will be different. 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 on the damaged insert upon the fact of its destruction.
- Tearing off the cover from the 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 apply for a pension for an employee who provides such a job with a damaged insert.
For the new insert form, as mentioned above, the manager must charge an employee. But if the insert is damaged due to the fault of the personnel department, the re-form is provided free of charge.
Filling algorithm
Experienced personnel know that the inserts are filled in the same way as a work book. Nevertheless, it is possible to keep before your eyes sample records in the work book so as not to make corrections once again. The filling algorithm is as follows:
- The insert begins to fill in the organization during which it ended the fields for entries in the workbook.
- The date on the insert is put on the fact of filling, and not on the date of commencement of employment.
- In the insert only those data that are relevant at the moment should be registered.
- The title page should bear the signature of the person who issued the insert and the seal of the organization.
- There can be any number of blanks in the labor, the law does not limit their number.
How to draw up an insert in the workbook further? When all the data has been entered, the insert is sewn into the labor, and the stamp “Issued insert” is stamped on the first sheet.
The nuances of filling
Filling the insert requires compliance with a number of principles:
- an insert form is maintained in the same way as the work book itself;
- without a labor insert is not valid;
- numbering in the form continues that started in labor;
- if the mark in the workbook 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 seal does not bear the seal of the organization in which he is established, and the citizen has already changed his place of work, he needs to contact the former employer for affixing it.
How to fix the error?
A staff member may inadvertently make a mistake when filling out the cover page of the form. In this case, it will need to be written off, having drawn up a special act.
If you make a mistake in writing the series or insert number in the work book, you need to make a note about making an erroneous record and enter the data again.
If an error was made when filling in the fields about the place of work, then corrections are made similarly to labor. The record is not crossed out and is not corrected. Under it, a note is made about the invalidity of the record, a serial number is put and a new record is entered.
In any case, this does not mean that you can make mistakes in the documents. In order to once again be safe, you can keep in front of you sample records in the work book.
What can not be done?
How to draw up an insert in the work book and how to keep notes is understandable. Consider what is strictly forbidden to do when maintaining the insert form:
- Use a new labor instead of filling out a blank form.
- Stitch or stick clean sheets instead of the liner into the labor sheet.
- Make corrections in the section "Information about the awards", that is, change the last word to the word "about work".
For actions of any nature that are not prescribed in the Rules for maintaining work books 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 their inserts. And if the former are valid in their own right, then how are things with the inserts? Can they be presented separately from labor?
According to the basic rules and instructions for maintaining and filling out these documents, a separate insert is not valid, and even more so, its use without a work book is impossible.
Considering the Labor Code of the Russian Federation, the employer or human resources specialist is not entitled to perform the following actions if the citizen presents only the insert:
- apply for a given citizen to work;
- dismiss a citizen from a given place of work;
- make any entries in such an 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 workbook according to all established rules, and on the cover page there is an entry that says about the registration of this document.