Correct filling out of the work book: filling procedure, basic rules, sample

The work book is an important document for every person. It contains information about all organizations where a citizen was officially employed. Therefore, it is necessary to correctly fill out the work book so that it contains only relevant and reliable information. The procedure is performed exclusively by employers who can enter information into the document. This includes information about hiring, firing, awarding various awards, or transferring. If the surname or other personal data of the employee changes, then the corresponding changes must be made in the book.

Concept of work book

It is represented by a small book in blue. Such a document is used by any person planning official employment. The process of entering information is regulated by various legislative acts:

1. The TC contains information about what a work book is, who is involved in filling it out, and also what are the rules for its storage and execution.
2. Federal Law No. 195 establishes liability for employers for incorrect document maintenance.
3. PP No. 225 approves the form of the document and its insert, as well as the nuances of storing and maintaining the book.
4. Ministry of Labor Resolution No. 69 determines the correct procedure for filling out different sections of a book or correcting inaccurate information.

It is these regulations that should be guided by company officials responsible for maintaining personal documentation of employees. Only in this case, the correct filling of the work book is ensured.

Basic rules for entering information

Correct filling out of the work book is possible only if certain nuances are taken into account. These include:

• responsibility for the accuracy of the information is placed on the heads of companies or authorized persons of organizations;
• if a person first gets a job, the employer must make the first entries in the work book;
• the first record is made after a citizen has worked in the company for at least 5 days;
• any information is entered within a week after a certain action, represented by employment, dismissal, transfer or receipt of an award;
• each entry must refer to another official document submitted by order;
• information is entered only in Russian;
• the use of abbreviations is not allowed, so all information is written in full;
• each record has its own unique number;
• the book consists of several sections, each of which is intended for entering specific information;
• if there is no space left in any section for a new record, an insert is made.

It is advisable for the responsible persons of the company to use samples of the correct filling of the work book in order to prevent mistakes during work.

How is the title page filled out?

If a citizen gets a job for the first time, then the employer fills out the cover page of the work book. It is intended for personal information about a hired specialist, therefore the following data is entered:

• F. I. O. citizen, and the information is copied from the passport;
• date of birth of the employee;
• information about available education;
• profession or profession of the employee;
• date of entering information into the work book;
• then the seal of the company is placed, where the specialist first begins work.

If even mistakes are made when entering information on the cover page, then the false information is simply crossed out, after which the correct information is entered. On the reverse side there is a link proving the correctness of the entered data. It is certified by the signature of the person in charge of the company and the seal of the organization, since only in this case the competent filling out of the work book is guaranteed. The title page does not change if a person changes jobs.

Who is filling in?

The work book is maintained by the direct employer or an authorized person in the company. The employer can independently appoint a specific employee of the company who will be responsible for the correct filling out of work books. For this, an employee is selected who should be engaged in such work on the basis of a job description or an employment contract.

A responsible employee is appointed by issuing an appropriate order. Only after completing this process can a specialist begin to enter the necessary information into work books.

The nuances of creating records

Correct filling of the work book involves the use of a gel or fountain pen. You can even use ballpoint pens, as there are no clear requirements in the law.

All information should be made in a neat and clear handwriting. It is not allowed to correct errors with a red pen.

Grounds for making entries

To make any entry in the document, a foundation is required. For this, official documents are used:

• personal documentation of the hired specialist, presented by passport, marriage certificate, as well as education papers;
• orders on the basis of which a person quits or is hired.

When making an entry, a reference is made to the order issued by the head of the company.

Recruitment

The correct filling out of the work book when applying for a job is considered the most important task for the employer or authorized person. Based on Art. 66 TC record is made only after the specialist has worked in the company for at least five days, if it is planned to employ the staff.

The correct filling of the work book upon hiring involves the introduction of information:

• the first column is for the record number;
• the second column sets the date from which the employee is credited to the company’s staff;
• the third column is used to enter information on the name of the company where the citizen is employed, and also indicates the position and qualification of the employee;
• the fourth column is intended for the number and date of publication of the order, on the basis of which the new specialist is credited to the staff of the organization.

Additionally, a company seal is affirmed confirming the official employment of the citizen. Filling out a work book when applying for a job is considered a simple process. All information should be clear and legible.

An example of filling out a work book when applying for a job can be studied below.

Part-time employment

Many people prefer to work in several organizations at once. In one company they are employed for the main position, and in the second they are part-time workers.

If an employee works in several companies, then only one organization is registered in the labor book, but it is allowed to record all current positions held by a citizen. The indication of all places of work is preferable for the employee, since the length of service increases.

But entering information on part-time work is permitted only with the consent of the main employer. To create a record, the specialist must transmit to the main employer a certificate of the availability of part-time work. Only after this is a mark in the work book. The information must contain information:

• name of the company where the citizen works part-time;
• position held in the organization;
• date of employment;
• company details.

Simultaneously with the certificate, a free-form statement is transmitted. If the main employer is not opposed to entering data, then the work record of the citizen in combination is noted in the labor book. An example of filling out a work book when applying for part-time employment can be studied below.

Promotions or rewards

The work book even contains information about all the incentives received by the employee at the place of employment. Acknowledgments and bonuses may be awarded for various reasons, but they are certainly recorded in official documents.

Information about events is entered in the workbook:

• receiving awards from the state;
• rewarding with a diploma or diplomas;
• the provision of labor incentives provided by the company or the TC.

When entering such information, it is important to indicate in the third column all the information available about the award received. The date of its receipt is registered, as well as the merit for which the promotion was assigned. It is indicated exactly who issued the award, and also details of the order are given. A sample of the correct filling out of the employment book when providing incentives can be studied below.

Dismissal Rules

Filling out the work book upon dismissal is carried out on the last day of the hired specialist’s work in the company. For this, information is entered into the document:

• date of termination of the employment contract;
• the reason for the dismissal of the employee;
• a reference is left to the order on the basis of which the employment relationship is terminated.

The record must be signed by the head of the company, and the company’s seal is also put. The correct filling out of the work book upon dismissal ensures that the employee cannot be reinstated by filing a lawsuit. If the employment relationship is really terminated without good reason on the part of the employer, then such actions of the company can be challenged in court. Upon reinstatement, the employee will have to cancel the previous record.

A sample of the correct filling of the work book upon dismissal can be studied below.

Nuances of staff reduction

Some companies are forced to terminate labor contracts with employees due to the need to reduce staff or position. An entry is made in the work books of the selected specialists that they have been reduced.

A reference to the order issued by the head and containing information about all employees who are abbreviated in the company is required.

Nuances of reinstatement

Often there are disagreements between the employer and the hired specialists regarding various issues. This leads to the fact that the head of the company is trying to dismiss the employee without good reason. Such dismissal is easy to challenge in court.

If an employee can prove that he was dismissed without good reason and in violation of the provisions of the Labor Code, he will be reinstated. He may even demand in court the award of compensation for non-pecuniary damage.

If the company refuses to comply with the requirements of the court, then it is brought to administrative responsibility. The reinstatement is necessarily indicated in the work book. The basis of documentation is the writ of execution.

How is the death of an employee registered?

If an employee dies, the person in charge of the company must enter the relevant information in the work book. To do this, the following actions are performed:

• the head of the company issues an order on the basis of which the employment contract is terminated on the basis of the death of the employee;
• an entry is made in the workbook, for which information from the passport of the deceased citizen, death certificate, statutory documents of the company and accounting papers are used.

After this, the documentation is handed over to the relatives of the deceased employee. If they refuse to come in person for the document, then it is sent to them by mail, but permission must be obtained in advance for this method of transferring the book.

How is a transfer recorded?

Often, a company needs to transfer a specific specialist to another job. For this, information is entered into the workbook when taking into account the rules:

• Initially, a record is made of the dismissal of the transferred employee, and it is indicated that the process is carried out on the initiative of the employee;
• if the initiator is the employer, then the employee’s consent to the transfer is indicated;
• the new employer makes a note in the general manner, but it is indicated that the citizen is hired to work after the transfer.

Information is entered even with the internal transfer of a specialist in one company. It is important to state the reasons for this action.

Do I need to write down information about penalties?

Disciplinary sanctions are not displayed in any way in labor books. Therefore, information about reprimands or comments is not entered.

But the exception is the situation when a person quits due to absenteeism or other gross violation of the work schedule. In this case, the employer may not use reprimands or comments, therefore, even after one such misconduct, the citizen is dismissed under article. An example of the correct filling of the work book for absenteeism can be studied below.

How is data duplicated?

The work book may be lost for various reasons. The culprit may be the direct owner of the document or the employer. If the book is lost, a duplicate is formed within 15 days after the application is submitted by the employee. The following information must be included in the duplicate:

• the total experience of the employee until he was employed by the company, but specification is not required;
• information about work in the organization issuing the document;
• provides the date of registration for work, position and other information about employment.

A sample of the correct filling of a duplicate work book can be studied below.

Change employee surname or company name

If you change different personal information about the employee, you need to adjust the cover page. The process is carried out by an authorized person. In this case, a reference is made to a supporting document, which can be submitted by a passport or some kind of certificate.

Outdated information is crossed out, after which new data is entered. The edits are certified by the company's seal and the signature of the head.

If the name of the company changes, then this does not lead to a change in working conditions. Therefore, the first two columns are not filled out, and the third contains data on the change in the name of the company. The fourth column indicates the details of the order and the date of adjustment.

How to cancel a record?

If you want to correct a record, then you can’t just cross out false information. Therefore, a new record is made, with the help of which it is indicated that the past information is invalid.

References are made to the order on the basis of which the entry is made.

Rules for storage and accounting

Each company should have a special book of books and inserts. The information in this document is filled by an employee of the personnel department.

A separate specialist is appointed in the company who is responsible for the storage of work books, as well as for entering the necessary information into them. He is engaged in accounting documentation.

Conclusion

For every citizen who cares about his seniority and future pension, an employment record is considered an important document. It contains information about all the companies where he was employed. It is to be completed only by the heads of the company or responsible persons of organizations.

The person making the entry in the workbook must indicate the reason for entering the information, as well as leave a link to the relevant order.