In the workbook reflect data on each workplace of the employee. This document is drawn up from the moment it is issued by the first employer. After that, the employee provides it at each subsequent enterprise. A human resources specialist enters data according to specific instructions and rules.
Main rules
The labor market can be conditionally classified into shadow and official. Most citizens seek formal employment and a job record that provides benefits related to seniority. It represents the main document, which reflects the facts of labor activity. General rules for filling out a work book regulate a certain procedure for its maintenance. Over time, the workbook is filled with important information about the accumulated experience.
According to the Labor Code, an employee provides his or her employment record book to an employer. The only exceptions are when he is a part-time worker. In the event that the employee previously did not work anywhere, the employer must write the workbook to him. This rule also applies when the candidate is not yet 18 years old. The main documents that guide the employer in its design are the Instructions for filling out the work book, as well as various rules and regulations.
The work book includes information about all organizations in which the specialist has previously worked throughout his life. At the same time, if an employee performs part-time duties and wants the information about another place of work to be reflected in the work book, you can contact the employer at the main place of work with this request. This is due to the fact that it is he who stores the documents of the employee, therefore, he has the right to make additions to them. The instruction of the Ministry of Labor on filling out work books establishes a general procedure for filling out.
The work book contains information on any changes related to official position. Instructions for filling out a work book require a certain way to formalize the promotion, transfer to another position, promotion and receipt of awards. Column 2 should include the date of the award, in the third indicate the person who awarded the employee with a concretization of the achievement and type of incentive (certificate, title, etc.). Column 4 is intended to indicate the name of the document on the basis of which the entry is made. Therefore, the Instruction for filling out a work book encourages rewards and other awards to be formalized in a certain way. Unified rules have been developed to be followed by personnel officers.
Penalties are not recorded in the work book. However, if, as a result of a certain misconduct, the employee is dismissed from work, which is called “under the article,” the employer must indicate this information in it. In the event that it has been lost, the employer is required to have a new document for the employee. The resolution of the Ministry of Labor, the Instructions for filling out work books oblige them to keep a correct record and draw up a special book on their movement. If the employee did not receive it when leaving, the company saves this document in accordance with the rules of archiving. As a result, the workbook can be stored for a long period of time in the company until the employee requests.
If the termination of the employment contract occurs for the reasons specified in Article 77 of the Labor Code of the Russian Federation, the personnel specialist shall record the dismissal and indicate a link to a specific point of the norm. If the contract is terminated as a result of circumstances that do not depend on the will of the parties, an appropriate entry should be made.
Primary requirements
Instructions for filling out a work book enshrines the basic rules for the correct completion of this document. The employing company must timely reflect all the facts of the professional life of the employee. In this case, you must definitely use a gel or fountain pen in blue, black or purple.
Among the basic rules for maintaining work books, the design of end-to-end numbering can be distinguished. In other words, an indication of all the facts of labor activity occurs under its own serial number in accordance with the chronology of events. Information is entered into the document only in Russian. An exception are territories in which another language is adopted besides Russian. In this case, the record can be entered in Russian and duplicated in another adopted in this territory. Instructions for filling out a work book oblige the employer to fully prescribe the wording without the use of abbreviations.
The document contains a special section called “Job Information”. It includes data that relate to movement, income, study during the work period. You can also enter information on advanced training, military service and other structures. In addition, the section reflects information regarding the renaming of individual structures of the enterprise, information on dismissal, etc. Information must be certified not only by the signature of the responsible person, but also by the employee’s own hand-painted list. The employee must personally familiarize themselves with the information that the staff member contributes to the workbook. The column for recording is intended for entering data on the name of the enterprise, structural units and the position of the employee. The last section includes information on the awards that are approved by the labor code of the Russian Federation or the collective agreement of the company. Such incentives are not always provided. If necessary, enter information about the position, company and type of promotion in the appropriate field. The following column contains a link to the appropriate basis. Please note that premiums are not reflected in this section.
Instructions for filling out the work book and the rules of reference regulate a certain period of time during which the employer must record information about the employee. This period is 1 week from the date of publication of the order of appointment. Upon dismissal, this information must be entered on the last day of work. The reasons for dismissal are recorded in the workbook in strict accordance with the Labor Code.
The employer is required to provide a copy of the work book or an extract from it within 2 days upon receipt of a written application with the corresponding request from the employee. The rules established that this is a strict reporting document, therefore it must be stored in the company for the entire period of the employee’s work. If the employee left the workbook in the company after dismissal or upon death, the employer stores it until the time of demand in accordance with the rules of archiving. The document can be stored in the archives of the company for 75 years, and then be disposed of.
Correct Fill Rules
The employer appoints responsible persons who are involved in filling out, storing and issuing these documents at the enterprise. Instructions for filling out the work book and the adopted rules govern the entry on the basis of issued orders. Information that is recorded in the workbook must be duplicated in the personal card of the employee. The employee must subsequently familiarize themselves with the receipt. This document is assigned a specific registration number. A personal card also contains personal data, information on experience, education and various awards. The employer must strictly follow the rules specified in the Instructions for filling out work books, a sample of which is presented below.
Entering information is permitted using a gel or ballpoint pen. In paragraph 3.1 of the Instructions for filling out work books, it is emphasized that the name of the organization must be indicated in full, and not abbreviated. It is unacceptable to use any abbreviations and abbreviations in the name of the company. The third column is intended for entering information on the appointment or acceptance in the structural unit of the company. It is necessary to indicate in detail the name of the position, profession, specialty and qualification. The theory and practice of the procedure for maintaining labor books should go hand in hand. HR specialists should closely monitor all changes in the law in this matter and respond to them in time. The rules prohibit the use of any types of abbreviations, including "RF". Therefore, it is necessary to replace all abbreviations with detailed formulations. The specialist, who is appointed the person responsible for the correct maintenance of work books of employees and their initial completion, puts his signature. It also puts the company seal and employee signature. It is forbidden to correct entries by corrections and strikethroughs. It is not allowed to use any kind of proofreaders. In such cases, it should be stated that this entry contains errors. Then you must specify the correct information. The employee, in turn, must carefully check the data that was recorded in the document.
If you refer to paragraph 1.2 of the Instructions for filling out work books, you can find out that any strikethroughs and corrections are not allowed in the document. Correction can be made after the corresponding record with a new serial number on a new line. In column 3, you must enter "The entry for the number is so-and-such invalid." Then you can make a correct entry and indicate in column 4 the number and date of the order or other administrative document of the employer.
General information
A work book is opened for each individual employee who has worked in the company for at least five days. Workers may be classified as freelance, seasonal or temporary, but they are covered by social insurance and the Instructions for the maintenance of their work books. All information is entered without abbreviations, as this may lead to incorrect reading and interpretation. Instructions for filling out and maintaining work books require you to fill out each new entry on a new line. All entries are accompanied by a unique serial number. When filling out the date, it is necessary to display the day and month, and when filling out the year, 4 digits must be entered. They keep work books in Russian or nationally accepted.
The resolution on approval of the Instructions for filling out work books, published on October 10, 2003 under number 69, includes the basic rules for their maintenance. The work book is divided into five sections (three main and two additional). The first includes a title page on which the surname, name and patronymic of the employee are displayed without abbreviations in the nominative case. The specialty, profession and education of the employee should also be indicated. The company that provided the workbook to the employee stamps this sheet. The second section includes information about the work of the employee. The third section contains data on awards and incentives that the employee received during his career. The last two sections are intended to indicate the documents on the basis of which the specialist made the record. As a rule, these are numbers of issued orders and their dates.
Employer Responsibility
The head of the company is the responsible person who is responsible for the availability of work books for employees, as well as for their correct design. He issues an order to appoint an employee who will be responsible for the correct completion, storage and accounting of personnel documents. The HR specialist draws up a document in accordance with the rules specified in the Instructions for filling out work books. In the Republic of Belarus (Republic of Belarus), this issue is regulated officially by the Resolution of the Ministry of Labor, published officially on September 14, 2014 under number forty.
The legislation of the Russian Federation allows the appointment of an additional employee who will replace the main responsible person during his absence from the workplace. As a rule, these are employees of the personnel service.
An official may be held liable in the event of improper performance of duties. If the employer does not comply with the rules specified in the Instructions for filling out work books, then he bears financial responsibility in the amount of up to 5000 rubles. In case of committing an offense by a legal entity in the field of registration of labor relations, the fine is from 30,000 to 50,000 rubles. In turn, a violation of the rules for storing a document entails fines in the amount of 100 to 300 rubles for individuals. For legal entities, the amount of a monetary penalty ranges from 300 to 500 rubles.
The work book belongs to the category of official documents, it confirms the seniority of a citizen. Based on this information, a pension will be awarded to him. That is why at the legislative level, the norms of maintaining, recording and storing this document are fixed. Instructions for filling and storing work books are the main regulatory document in this matter, which HR specialists should know by heart. Incorrect filling out, maintaining and storage of work books is the basis for bringing responsible persons to administrative responsibility or disciplinary.
Special situations
According to clause 3.2 of the Instructions for filling out work books, if during an employee’s work in an organization there is a change in its name or other structural changes that directly relate to a particular unit, this information is immediately entered into the work book. An employee of the personnel department makes a record that the company has been renamed from a certain number by an appropriate order or other decision. The record is mandatory certified with a new seal and signature of the employee who is responsible for maintaining personnel documents.
Instructions for filling out a work book in the Russian Federation oblige the employing company to make any changes to the employee’s personal data. If you change the name of the employee, you must cross out the old one and add a new one from above. Next, it is necessary to decipher the basis of the replacement and certify it with the signature and seal of the responsible person. This strikethrough is the only correction option that can be done in work books. If an unlawful dismissal of an employee has occurred, and the judicial authority obliges the employer to reinstate him, a record must be made that completely cancels the previous information about the dismissal. It is important to refer to the document substantiating such a decision.
The fact of the death of the employee leads to the termination of the employment contract, and it is necessary to indicate the date of death from the relevant document.
Not always in the workbook there are not enough pages for making all the entries. Therefore, it is allowed to issue an insert to this document. For labor booklet inserts, the instructions for filling out are not much different from the general. The insert is simply filed into the work book, and it becomes its continuation. This document is filled in by the employer or other responsible persons. Each record is stamped and signed by the personnel officer. There is no limit on the number of such pages, so there can be as many as you like. The insert is filed to the work book and stamped on the first page. You can replace the stamp with a regular handwritten note “Loose leaflet”. The mark should be located so that other notes are understandable and readable. If the place for entries has run out, the employer is obliged to purchase the form and continue to draw up and record the document. In this case, the cost of the form will be deducted from the employee's salary.
Additional sheet
Such a sheet is usually sewn under the cover of the document at the very end. However, this is not stipulated by the regulations. It is inserted between the cover and the last page in expanded form. After that, the employee makes through holes with an awl. For firmware use a special dense thread, with which the insert is attached to the form. The remaining ends are fixed inside the binding with ordinary knots. The rules do not require sealing the resulting stitching with a seal or sealing wax. Correct, timely and accurate entering of information into the work book at each stage of the employee’s labor activity can significantly facilitate the process of applying for a pension.
Accounting Rules
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When issuing a duplicate, the personnel officer will make an appropriate entry in the labor book register. In special situations, seniority can be determined by a specially convened commission. To do this, she is provided with the necessary papers. If the fact of a person’s work cannot be restored, all the missing information and data can be supplemented with the help of testimony. The commission draws up a special act on this. Often, restoring a work book is a long and complicated process. Therefore, it is better not to risk this important document.
Summary
Instructions for filling out work books in Russia were adopted in 2003. Filling out this document is a rather painstaking process, which requires knowledge of many nuances and legislative subtleties. A specialist in the personnel department should fill it in an understandable and clear handwriting. Any corrections are undesirable in this document. Any abbreviations of first names, dates, names and surnames should not be allowed. It is strictly forbidden to use Roman numerals for date design. Strikethrough of records and the use of putty are not allowed.
The instruction on the procedure for maintaining work books sets out the obligation for the employer to record in it all the facts of the employee’s labor and professional activities: hiring, receiving awards, any changes in official position, transfer, transfer to another job, dismissal, etc. The employee must remember that the work book should contain only relevant information. Therefore, when changing, for example, the surname, it is necessary to contact the employer in order to reflect this information and make appropriate adjustments. Instructions for filling out work books (Decree of the Government of the Russian Federation by which it was approved is indicated above) and other documents prescribe rules that the employer must strictly observe. The issue studied in this article is very important because it requires vigilance on the part of HR specialists. It is necessary to regularly monitor legislative changes and explanations provided by the Ministry of Labor.