How to apply for a workbook insert? Workbook insert: sample

A work book is the most important document for calculating seniority. In some cases, due to frequent job changes, the main pages of this document may end. Therefore, in order to continue to record work experience, an insert is inserted into the work book. How to draw up this document? Where can I get it and what are the basic principles for maintaining loose leaflet forms?

What the law says

The design and maintenance of a form of a labor insert is regulated by section V of resolution No. 255 of the Government of the Russian Federation. This document establishes a general procedure for maintaining, filling out, storing loose leaves, which, in principle, is no different from the design and maintenance of work books themselves.

In other words, the labor insert is exactly the same document as the labor one, and is maintained according to all legislative norms. But the insert is a continuation of the work, and this factor must be taken into account.

What is the liner for?

Basically, citizens have enough for the entire working period and one work book. Indeed, for information about the work, as many as twenty spreads of the document have been allocated. But there are different cases, and everyone's work is different.

For example, you can work all your life in one enterprise, but at the same time the labor will be completely written off. And this is due to the numerous transfers between posts, between departments, career growth, possible combination, etc. And all these facts should be reflected in the document.

In accordance with legislative norms, a work book can be in only one copy, or in case of damage or loss there can be a duplicate. But at the end of the section related to work information, it is necessary to start not a new labor, but an insert that will continue to calculate the employee's working experience.

How to draw up an insert in the work book will be discussed later.

Description

The form of the document is approved by Federal Law No. 225 and has its own characteristics regarding the work book itself.

The insert also has a title page, which should include information about the employee, spreads to record information about the work (9 spreads) and to enter information about the awards (8 spreads).

According to the order of the Ministry of Finance No. 117n, the insert and labor must have a hologram indicating a high degree of protection of the document. But for now, the hologram is not an obligatory moment, therefore its application is the decision of the employer himself.

Below is an insert in the work book (sample official document).

Does it work without labor

Labor law clearly stipulates the use of labor and liners to them. And if labor is valid in itself, then what about inserts?

According to the basic rules and instructions for filling out and maintaining forms of labor and inserts, the latter has no legal force without the labor book itself, and even more so, the employee is not entitled to present it instead.

Given the labor law, the employer or the authorized person does not have the right to perform the following actions if the employee shows them only an insert:

1. Get a citizen to work.
2. Dismiss an employee from work.
3. Make notes in the presented document.
4. Perform other actions.

It is possible to issue an insert in the workbook, as well as take the document into account only when it is sewn into the labor form, and the document itself has a note indicating its registration.

Acquisition

The form of the insert, like labor, should be purchased directly by the head of the organization. An employer cannot:

• take a clean insert from the employee;
• Demand to buy a document yourself.

Each manager knows that the insert is a document of strict accountability. Therefore, you can buy it only from those companies that have permission to sell loose leaves and labor. The organization that implements the forms of liners and labor must have a license and documents confirming the authority for these actions.

After the acquisition, the inserts are deposited in the accounting department, where the data on each form is entered in the income book, and then they are given against receipt to the personnel department. The issue of inserts is made in accordance with the rules. The employer has the right to issue an insert form:

• free of charge, while accepting the costs of the purchase on your own responsibility;
• taking a fee commensurate with the one spent on this document.

If, by the time of filling in the insert, the price for it has increased, the employer does not have the right to charge the employee a value higher than what he paid specifically for this form.

Next, we will examine how the insert is sewn into the work book, how to draw up this document according to the rules, and how to avoid basic mistakes.

Sewing Rules

For those who have never encountered a continuation of their work, it may be interesting to know what it means to “embed a loose leaf in a work book”? How to arrange this process correctly so that there are no problems in the future and does not have to be fixed?

An employee of the personnel department or the employer directly must make sure that the insert is sewn into the labor. Sewing the blank takes place in several stages:

1. An employee of the personnel department must make a mark on the first sheet of the employment form stating that an insert has been issued. Near this mark, the series and number of the insert should be registered, which coincide with those marks indicated on the insert itself.
2. The title page should be filled out exclusively according to the documents that the employee of the organization is required to provide. The date the information was entered in the insert may coincide with the date of the device in the company. The design of the insert in the workbook when applying for a job should comply with the general algorithm for filling out this document.
3. Direct stitching of the liner. This must be done in a timely manner to avoid various fines.

There are no fixed rules on how to embed a liner in the labor, but in practice it has been proved by experienced personnel from the human resources department that the following algorithm is most acceptable:

• labor should be opened between the last page and the cover;
• the liner needs to be opened in the middle;
• with an awl, the worker makes several holes: in the insert and in the work book;
• Using a needle and light thread, documents are stapled, while the thread should remain in the liner.

How to draw up an insert in the work book? A photo of a good example can be seen below.

Major mistakes

How to make an insert in the workbook without errors? Do not commit them. And for this you need to know several important nuances of working with the liner:

1. You cannot sew in the form before filling it out. The consequence of this may be that the information on the title pages of the documents will differ. If this happens, the employee will be required to unfasten the form and make corrections. Moreover, if the form is damaged, it is necessary to draw up an act on this fact and destroy it.
2. It is unacceptable to tear off the cover from the form. This fact is considered a gross violation. The insert is an approved document at the legislative level, therefore, any modification of it may entail not only fines for the employer, but also a refusal to issue a pension to the employee who provided such a document.

For the new form, as already mentioned, the organization may charge a worker. But if the form was damaged due to the fault of an authorized employee, then it is issued free of charge.

We have figured out what constitutes an insert in the work book. How to draw up this document, we will consider further.

Filling out

Personnel department employees know that the insert form is filled out similarly to the work book itself. The insert filling algorithm is as follows:

1. The document is filled in by the employer, during the work of which the section in the labor has ended, and it is necessary to begin the design of the insert in the work book. The numbering is preserved. That is, the first record in the insert section should have a serial number one more than in the previous labor record. This preserves the order and meaning of the entries.
2. The date should be put upon the fact of entering the data. You can not set the date of commencement of employment.
3. The data that are put in the form should be relevant at the time when the registration of the insert in the work book. Education, details, profession or specialty must correspond to the documents provided by the employee.
4. The first sheet should bear the signature of the authorized person and the seal of the organization.

Also, the law does not limit the number of inserts that can be filed to the work book.

After all the data has been entered, the insert form is filed with the labor form, and the stamp “The insert was issued” is put on the cover page of the last document.

The following is an insert in the work book. How to draw up a sample document demonstrates.

Corrections

An authorized person may inadvertently make a mistake when filling out the insert. If this happened, it will be necessary to write off, having drawn up an act, and destroy it.

If you make a mistake in the number or series of the form, you should make a note about making the wrong entry and write it correctly. At the same time, on the cover you need to indicate the base document and stamp.

We told how the design of the insert in the work book takes place. The seal of the organization with corrections must be present.

If a mistake was made in writing the last name or first name (or the employee changed his last name), you need to carefully cross out the incorrect entry and write the correct information on top. On the cover indicate the document proving the corrected record.

Below is the design of the insert in the work book (sample), change of name if occurred at the employee.

If an error is made when filling out the section on work, then the amendments are made in the same way as in the labor.

In any case, the ability to make changes does not mean that you can make mistakes in the document.

What can not be written

What absolutely can not be done when making an insert:

• use a blank labor form instead of a loose leaf;
• hem or paste ordinary blank sheets into the labor;
• Correct the section "Information about the awards" to "... about work".

The organization may receive a fine for such actions.