Appendix 2. Form of the receipt and expenditure book for accounting of work book forms and inserts in them Appendix 3. Form of the book of accounting for the movement of work books and inserts in them

Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69
"On approval of the Instructions for filling out work books"

With changes and additions from:

the form of the receipt and expenditure book for recording the work book forms and the insert into it in accordance with Appendix No. 2;

form of a book for recording the movement of work books and inserts in them in accordance with Appendix No. 3.

2. Recognize as not operating in the territory Russian Federation:

Resolution of the State Committee for Labor of June 20, 1974 N 162 “On approval of the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations”;

Resolution of the State Committee for Labor of the USSR dated August 2, 1985 N 252 “On introducing amendments and additions to the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor dated June 20, 1974 N 162”;

Resolution of the USSR State Labor Committee of March 31, 1987 N 201 “On introducing amendments to the Instructions on the procedure for maintaining work books at enterprises, institutions, organizations”;

paragraph 2 of the resolution of the State Committee for Labor of the USSR dated August 15, 1990 N 332 “On invalidating and amending the resolutions of the State Committee for Labor on issues of part-time work”;

Resolution of the USSR State Committee for Labor dated October 19, 1990 N 412 “On amendments to the Instructions on the procedure for maintaining labor books at enterprises, institutions and organizations, approved by Resolution of the State Committee for Labor of June 20, 1974 N 162 (as amended by the resolution of the USSR State Committee for Labor dated August 2 1985 N 252)".

Registration No. 5219

When there are changes in the employee's professional activities, appropriate entries must be made in the document confirming the length of service. The rules for filling out a work book by an employer are established in the Labor Code of the Russian Federation, and for 2015-2016 the samples remained unchanged.

 

Correctly filling out a work book: why is it needed and who makes the entries?

A work book is a document containing all the information about professional activity employee. Upon reaching the legal age, it is used to register and calculate a pension. The employer needs the books of his subordinates to calculate various payments, so it is very important to fill out everything correctly.

Regardless of what actions are taken in relation to an employee, changes are made in a company by an individual entrepreneur or in an enterprise by a specialist in the HR department, accounting department, or the director himself. The rules for filling out a work book in 2015-2016 and samples for individual entrepreneurs and legal entities are the same.

It is worth noting that an individual entrepreneur or LLC represented by a director should not create this document for themselves: in Art. 66 of the Labor Code of the Russian Federation establishes that only employees can have a book, because The length of service of an entrepreneur is counted from the moment of registration with the Tax Service and thanks to cash receipts into the Pension Fund.

The book must be completed no later than a week from the first day of employment, and only if the employee has worked for 5 days or more, and this is his main job. If he only plans to combine, then entries are made at his request and on the basis of a document that is an official confirmation of his activities in another company.

What should be reflected in the book:

• Information about hiring.
• Receiving a transfer to another company or to another position.
• Change of full name in connection with certain events.
• Serving in the ranks of the Russian Army, the Ministry of Emergency Situations, the Ministry of Internal Affairs, the Federal Drug Control Service and other government agencies.
• Advanced training or receiving awards.

Decree of the Government of the Russian Federation dated April 16. 2005 No. 225 established individual rules for making changes to books:

• Any entries must be made in black or blue very detailed, abbreviations are not allowed. The information is assigned a specific serial number according to the section.
• The employee's passport details are indicated exclusively on the title page.
• Further changes in the business process must be reflected no later than seven days from the date of issuance of the Director’s Order. If the employee resigns, then the information is entered on the same day, taking into account the text of the Order, as well as referring to the article of the Labor Code of the Russian Federation.

You cannot indicate in the document information about regular bonuses, which are usually paid every month.

Work book: sample filling when applying for a job

The title page must be completed first and upon presentation of the passport.

Fill in the sample front page work book is very simple. To do this you need to enter certain data:

• Last name, first name, patronymic. They can be viewed in your passport or other identity document.
• Date of birth is indicated by numbers: for example, 10/02/1990.
• Education. To confirm its availability, a diploma, certificate, or a certificate of incomplete training is provided if the employee is still a student.
• Speciality. This refers to a profession acquired in educational institution.
• Date filled. It can be indicated either completely in numbers or separately by month - in words.
• Signatures: they are placed by the employed specialist and the employee who prepares the book.
• Finally, a company specialist or the individual entrepreneur himself puts a stamp.

Extract from the employment record: sample of filling out the book

The column “Information about work” is an extract. Most often, employees ask to make a photocopy of several pages from it, and it contains the following information:

• Date and number of entry in numbers.
• Information about admission, dismissal, etc. For example: LLC "Mercury", accepted into the planning department for the position of economist.
• What is the reason for such an entry: it is usually served by the publication of the Executive Order. Example: Order No. 762 dated 10/11/2015.

Filling out a work book upon dismissal: sample 2015-2016

If a specialist decides to resign, then this is also recorded on the lines immediately following the previous information:

• As before, the number is indicated in order, and the date of the last working day is indicated in Arabic numerals.
• Reasons for dismissal: for example, if he leaves at his own request, it is necessary to refer to clause 3 of Art. 77 Labor Code of the Russian Federation.

Seal of the organization: it must be affixed by the director or specialist of the company authorized to use it. It is also necessary to put your signatures on the person who filled it out, and on the person resigning.

Filling out work books when transferring to another position in examples

The document, which is very necessary for a specialist, includes adjustments even when he was transferred to another position:

• Mandatory entry number in order of priority.
• Date of official translation in simple numbers.
• In the third column, designated “Information...”, the data where the transfer was made and to what specific position is entered.
• Reasons for transfer. The Order data is entered here.

Entering information about awards

Information about awards received is displayed in a number of cases: when the employee was thanked, a one-time bonus was issued, he was nominated for a title, or was awarded a valuable gift or certificate.

How to fill in the following data:

• The entry is assigned a serial number, followed by the date it was made.
• Under the line with the name of the company and the title of the position, an entry with approximately the following content is written: “gratitude was expressed for the development of an effective economic plan for the enterprise.”
• Next, the Order and information about it are indicated: date and number.

Instructions for filling out work books when changing your last name

If the employee got married or there were other reasons for changing her last name, then all information is entered on the basis of the passport or other official documents she brought.

How the adjustment occurs:

• On the title page, the previous surname is crossed out with a solid line, and the new surname is written there in the empty space.
• On the cover with inside reasons are indicated. Example: the surname was changed to the surname Nesterenko on the basis of the Marriage Certificate dated 10.10.2015 No. I-PK

Duplicate work book: sample filling in 2015-2016.

If his book is lost or misplaced, the employee has every right to submit a written application to the employer or the personnel department from the last place of employment for the issuance of a duplicate; it is issued within 15 days. If the company is to blame for the loss, then all restoration responsibilities fall on it. To make a duplicate, the following documents are required:

• Orders or their copies certified by management on hiring, dismissal, promotion, transfer.
• Certificates from the State Archive in case the previous enterprise was liquidated.
• Employment contracts and certificates of length of service from previous places of work.
• Salary statements.
• Personal accounts of a specialist in a company where it is necessary to confirm his work activities.
• When the length of service has been restored in court, an appropriate decision is needed.

Filling out a work book by an individual entrepreneur or legal entity: a visual example

In order to have a good understanding of the correct formatting of such an important document, it is recommended to watch the video, which explains everything in detail:

Let's consider the basic rules for preparing and maintaining work books: general rules and procedures for filling out records of work, dismissal, and awards.

All documents on employee experience must be filled out according to certain rules. The work book is of particular importance for the employee, because it reflects his professional path, in essence, is an official biography, because there are notes about all stages of the citizen’s activities. The rules for maintaining work books in the Russian Federation in 2019 (that is, currently in force) are contained in the approved Government Resolution in 2003.

Why does it exist?

The main function is quite obvious; in the Russian Federation, the work book serves as the main evidence of the length of service (both labor and insurance) of a citizen, without which it is impossible to register a pension and accrual of social insurance benefits. This document is also required:

• to reflect data on all changes in the employee’s activities, transfers and positions held;
• to record information about the reasons for dismissal from work;
• to record awards.

This is very important information, which can subsequently be reflected only in a single copy (during the liquidation of an enterprise, for example). Therefore, the employer must ensure that the document form is filled out correctly and responsibly by qualified employees. More on this later.

Rules for maintaining and registration, who prepares

The basic rules for filling out and registration are contained in instructions for maintaining work books; So far, 2019 is not expected to lead to major changes in the legal procedure. Various printing organizations are engaged in production, the form is called a “work book”. All entries are made only by the employer.

General rules

Requirements
Number in order	Must have for every post
Dates	Arabic numerals in the form xx.xx.xxxx (day, month, year)
Ink color	Black, purple or blue, ballpoint, gel and fountain pens can be used
Abbreviations	Not used, all entries must be neat and readable
Language	Russian or other official language(in the republics of the Russian Federation)
Strict compliance of the recording with the order	Entries on hiring, dismissal, transfer or change of position, place of work, changes in qualifications, rewarding of an employee are made in strict accordance with the order; the number and date of the order must be indicated
Deadlines for depositing	For an employee who works for more than 5 days, it is mandatory to have a work book. If it is the employee’s first, the employer must ensure that the document is completed no later than 7 days after the employee starts working at the enterprise
Employee familiarization and assurance	All records must be familiarized to the employee against signature on a personal card, where the records are duplicated
Bug fixes	Crossing out or other correction is not allowed (depending on the section); instead, an additional entry is made indicating which information is considered invalid, after which the correct information is entered

Title page: filling rules

The maintenance of work books and entries in them are thus made according to strictly established rules, which also apply to the design of the title page. It is filled out by the first employer, and the correctness of the information entered is certified by the employee’s signature.

Information indicated on the title page:

• last name, first name and patronymic in full accordance with the passport of a citizen of the Russian Federation. If the surname changes during work, a correction is made, and the old surname is crossed out;
• date of birth;
• education data is entered on the basis of the education document provided by the employee. If a citizen receives additional education, information about it is entered without any corrections to old data;
• specialty is indicated in nominative case;
• date of completion;
• signature of the person responsible for filling out with a transcript, signature of the owner.

Maintaining a work section

Algorithm of actions, general rules:

• first of all, in the third column the name of the organization is indicated - both full and abbreviated, or the stamp of the enterprise is affixed;
• then below in the first column is the serial number of the entry, in the second - the date of reception of the employee;
• in the third column it is recorded that the citizen has been accepted into the department or division for the corresponding position;
• The fourth column must indicate the date of recording the information and the order data.

When transferring to another organization, information about dismissal is first entered, then about admission to another company. When transferring within an enterprise, information about the transfer is simply recorded, listing the data according to the above algorithm; only the third column will contain information about the transfer to a new position (permanent transfer).

When registering a dismissal special attention You should pay attention to filling out the third column. It must be filled out in accordance with Labor Code of the Russian Federation and have a link to the corresponding article of the Labor Code of the Russian Federation. When registering a dismissal, all previously made records are certified by the person responsible at the enterprise, the organization’s seal is affixed, and the dismissed employee also gets acquainted with the records, which must also be certified by his signature with a transcript.

Maintaining the awards section

Information is entered according to an established algorithm in the designated place. The section is maintained according to general rules. First, the full and abbreviated name of the company is written, below in the first column is the entry number, in the third column it is deciphered for what the citizen is awarded and what the reward is. An indication of the award order is also required.

How and where should they be stored?

The rules for maintaining and storing work books are established by the legislator; the employer’s task is not limited to filling it out correctly; ensuring the safety of this important document is also extremely important.

It has been established that work books must be stored in a specially designated, safe place. Usually a tray or box in an iron cabinet or safe is selected for this. A book is required to record the movement of work books and their inserts, and a personnel department employee is appointed responsible for its maintenance.

Copy: issuance rules

A copy of the work record is required for submission to the authorized bodies in order to confirm the length of service. A properly certified copy is a document indicating the citizen’s employment.

How to obtain and certify a copy:

• first, copies are made of all pages of the document containing records;
• copies are certified by an authorized employee of the organization;
• the copy is signed by the head of the personnel department, for internal documents it is written “correctly”, the date of completion is indicated, the sheets are endorsed by the person in charge, and an indication of his position and a seal or stamp is required;
• On copies for other organizations, it is necessary to indicate the storage location of the original.

Duplicate: filling rules

A duplicate is a document that has the same validity as the lost original. In fact, this is a re-issued work book. It is issued in accordance with the rules for maintaining and registering work books. A citizen writes a statement about the loss of a document from his last place of work and asks for a duplicate. Filled out according to general rules.

If a citizen has already worked in another organization, then in the duplicate, in column three, data on the length of service until the moment of admission to the this organization. They are given in general view, length of service is calculated without indicating the position and company, if it is confirmed by relevant documents. Then the length of service is deciphered on the basis of written evidence of the activities carried out, indicating the name of the employing organization, dates of hiring, dismissal, transfer, names of position and department, qualifications and profession, specialty, while the documents provided are indicated in the fourth column.

If there is data on a transfer within the organization, this is also recorded. Then the date of dismissal is indicated in the second column, and the reason in the third. If the forms submitted by the employee do not contain all the required data, only those that are available are entered. HR department specialists must make copies of certificates and return the originals to the citizen. The employer, whenever possible, assists in obtaining proof of length of service.

Liner

The insert is also prepared according to the specified instructions on maintaining and compiling work books. It is filled out when there is no space left in the main form (it must be taken into account that maintaining information about work in the section intended for maintaining information about awards is not allowed). It has the same legal force as the main document, but is invalid without the main form. A note on the design of the insert must be contained in the main document. The insert is sewn into work book.

When issued upon dismissal

Records of dismissal are made on the last working day, and on the same day a document on the length of service must be issued to the person, filled out in accordance with all established rules its design and maintenance. If the citizen does not appear for it, it is necessary to send him a notification about where and when it can subsequently be received. A citizen can agree to have it sent by mail to a specific address. The work book is kept for 75 years.

Is it mandatory today to apply the instructions of the Ministry of Labor for filling out a work book? Yes, because a work book is actually a document strict reporting. All actions with this document must be done following the instructions for filling out the work book. We will discuss the nuances of maintaining work records in 2019 in the article.

From the article you will learn:

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Don't miss: main material months from leading specialists of the Ministry of Labor and Rostrud

Encyclopedia on registration of turnkey work books from the Personnel System.

Work book - the main document confirming work activity

Today, upon registration, the employee is given work book, a sample of which was approved in 2003. It is designed taking into account the political changes that have occurred - the coat of arms of the USSR is replaced by the coat of arms of Russia. New form has an increased degree of protection against falsification:

• sheets, 44 in number, are fastened with a special seam;
• special paper with watermarks is used for production;
• under ultraviolet light, the inscription “Work book” appears on the sheets.

Gradually, the work book loses its meaning. This is explained by the fact that when calculating benefits for sick leave and for assigning pensions, it is already used insurance experience. Information about this experience is contained in the Foundation databases social insurance And Pension Fund RF. Work experience, in addition, can be confirmed by copies of employers’ orders for employment and dismissal.

With the transition to the digital economy and electronic document management, paper work books will most likely be canceled. But in any case, even when a decision on this is made at the level of law, this document will be in circulation in paper form during some transition period. Therefore, they must be filled out in accordance with the rules that were established earlier.

The procedure for making an entry for employment

All information about work, that is, admission, transfer, dismissal, is entered into the appropriate section of the work book form.

The section is a table with four columns:

1. Record serial number;
2. Date of entry;
3. Information about hiring, transfer to another permanent job , advanced training;

1. In the 1st column the serial number of the entry is entered.
2. In the 2nd - the date of dismissal is indicated (last day of work).
3. In the 3rd - the basis for termination of the employment contract is entered, indicating the corresponding paragraph of the Labor Code of the Russian Federation, and the wording must also correspond to the article and paragraph of the Code.
4. The 4th column indicates the details of the order or dismissal order (date, number).
5. In the line below the dismissal entry, enter the name of the position of the person responsible for maintaining work records (who made the entry), and affix his signature and transcript.
6. Each notice of dismissal must be certified by the seal of the organization.
7. The employee is required to sign the notice of dismissal.

Sample record of employee dismissal at his own request:

The procedure for making entries in awards in the work book

All information about awards is entered in the appropriate section of the work book form.

The section is also a table with four columns:

1. Record serial number;
2. Date of entry;
3. Type of award, when, by whom and for what exactly the employee was awarded;
4. The name and details of the document, but on the basis of which the entry was made.

In accordance with the Instructions, information about the following types of incentives is entered into the work book:

state awards and honorary titles at the state level;

awards received from the employer, including: certificates of honor, badges and badges, diplomas;

other types of incentives provided for by the laws of the Russian Federation and local regulations employer.

Pay attention! Awards and others incentive payments , provided for by the remuneration system operating at the enterprise, are not reflected in the “Information on awards” section.

When it comes to awards received from the employer, the document on the basis of which an entry is made in the work book is the corresponding order. In the case when an employee is awarded by a third-party or superior organization, the basis document is an order (instruction, decree) issued by the awarding organization. In some cases, award documents may be received without such an order, so the personnel officer responsible for maintaining work records will need to send a corresponding request to the awarding organization.

Pay attention! If an employee who has already resigned expresses a desire to make entries about the award in his work book, he will independently have to make requests to the organizations on whose behalf he was awarded.

Practice when information about applied to an employee incentive measures(declaration of gratitude, awarding a certificate of honor, etc.) is not entered in the work book, a fairly common occurrence. This is considered a violation not only of the established rules for maintaining this document, but also a violation legislation . An employee has the right to demand that information about awards and incentives received by him during his working life this enterprise, were entered into the appropriate section of the work book in full.

Another common mistake is to include information about the work in the “Award Details” section. Usually such an error is explained simply by the carelessness of the person responsible for maintaining work records, who did not notice that the previous section “Job Information” was already completely filled out.

Rules for correcting entries in the work book

What should a personnel officer do if, by accident or as a result of not knowing the rules and instructions for filling out work books for 2019, a mistake was made when making entries?

Quite often there is a need making corrections to records , made on the title page. For example, this will need to be done when changing the surname of an employee who got married or, conversely, divorced and returned to her maiden name.

This case is also provided for in the Instructions for filling out a work book. According to this document, outdated data must be carefully crossed out with one straight horizontal line and a new entry must be made above it. Of course, all edits on the title page should be made only on the basis of the relevant documents. Such documents include:

• passport;
• marriage certificate;
• certificate of divorce;
• birth certificate;
• certificate of change of surname, name, patronymic, date of birth.

When changes are made to the title page, the name and details of the base document are indicated on the inside cover of the work book. The reference must be certified by the seal of the organization and the signature of the manager or responsible person.

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Each employee who works at his workplace for more than five days must be provided with a work book filled out in accordance with all the rules. Permanent, seasonal, temporary, and even freelance workers have this right.

The only exceptions are those employees with whom an agreement was previously concluded civil contract. Employees of this type should not enter anything into the work book, since, in accordance with the arrangements Labor Code The Russian Federation does not require this.

If the new employee has not previously worked anywhere officially, and therefore did not have time to acquire a work book, it is necessary to fill out a blank form in the presence of this employee within a week after his hiring.

And it also happens that when hired, a new employee brings to the HR department not one, but several work books. Don't get lost in this case. It is enough just to enter information about employment in any of the books brought by the employee and hide it in the safe along with the rest, since they may be needed when calculating work experience.

Filling out work books: instructions 2017

The rules in accordance with which work books are filled out must always be followed. Regardless of what data is entered into the work book, the following rules should be followed:

• All data must be entered in Russian. If the employer operates in one of the republics of the country, on the territory of which there is another state language, the entry made can also be duplicated in it;
• The instructions for maintaining work books state that data can only be entered into it with a pen writing in purple, blue or black. At the same time, it must be a ball-type, feather or gel type;
• You cannot shorten the information entered in the work book. Also, there should only be Arabic numerals and the date in the format DD.MM.YYYY. It is quite remarkable that even such an abbreviation as “g.” (year), there should not be;
• Since, starting from 2015, organizations received the right not to have a round seal, from September 2016, when filling out work books, they may not have a round seal.

Attention! Regardless of this rule, dates are still often indicated in letters and numbers. The reason for this is the peculiarity of the typographic printing of forms, in which the year is indicated in abbreviation, and the place where the number should be entered is marked with quotation marks. Well, since such a contradiction is not regulated at the legislative level, the employer does not bear any responsibility for filling out work books in this form.

But do not forget that each entry in the work book must be numbered continuously, except for those whose numbering is not provided for by the established rules.

Attention! The rules for filling out work books in 2016 also apply to filling out the insert for this very book.

Employee information

Most often, the person whose authority includes making entries in the work book should not enter information about its owner there. And all because information of this kind is indicated on the title page of work books. By the way, it must necessarily coincide with the contents of identity documents. Information about the owner of work books includes:

• Full name;
• exact date of birth;
• information about education (from a certificate or diploma);
• specialty written in the nominative case.

If there is a contract with an employee employment contract, you need to check whether his personal data is filled out correctly, and whether the following is present in the work book:

• the signature of its owner, certifying the authenticity of information about the person;
• signature of the person who filled out the work book, along with a full transcript;
• the date of filling out the work book, which does not exceed five days from the date the employee started working;
• seal of the organization, if available.

It is necessary to fill out the title page of the book or the insert into it only in the case of creating a new work book or in case of losing the old one, that is, as a duplicate.

If during the course of work an employee’s personal data changes, for example, his last name in case of marriage or divorce, corrections in the work book are mandatory. In this case, the old surname must be crossed out with one line, and the new one must be written on top. The details of the document that confirms these changes are entered on the cover of the work book on the inside and are confirmed by the signature of the person filling it out, as well as the seal of the employer.

Employer information

The filling instructions state that information about the organization hiring the owner of the work book must be entered before the main records of the employee’s work. In this case, there is no need to assign a serial number. The name of the organization must be indicated in both full and abbreviated form.

Rostrud recently issued letters according to which, if the seal imprint contains both the short and full name of the organization, they do not need to be written on a separate line. However, we should not forget that this letter is purely advisory in nature.

But if an employer decides to change its name or carry out a reorganization, this fact must be included in all work books of hired employees. But in this case, it is necessary that the records of the employee’s dismissal from the old enterprise, as well as his acceptance into the new one, are completely consistent with each other.

Entry into the work book

Work books must contain data on the most important events during the employee’s working life, which are provided for by the rules, as well as instructions for filling out the Labor Code. The most common are:

• hiring for a new job;
• military service;
• any changes in the employee’s conduct of his work activities;
• collections;
• awards;
• dismissal;
• reinstatement to current position;
• cancellation court decision, regarding recovery;
• a period that is not included in the total length of service.

Entry of employment in the work book

Information regarding hiring is entered directly into the work book, based on a written order from the employer himself. This record must indicate the name of the organization and structural unit in which the employee joined, as well as his position. Don’t forget about the details of the employer’s order itself.

Attention! When entering information regarding the hiring of a manager, the basis for this may be either an order or some other document indicating his hiring.

There is no need to enter information about probationary period, however, in case of hiring on a rotational basis, this information must be entered.

Important! Before making an entry in the work book about hiring a new employee, you need to make sure that it also contains information about dismissal from the previous job. In the event that such information was not entered, there is a huge probability that the person did not cease to operate at his previous place of work. Then the new employer must request from the previous employer a copy of the order to dismiss the employee so that the corresponding entry is made in the work book.

Entry of fines and incentives into the work book

Within one week from the moment the corresponding order was issued, exactly one week is allotted for entering information about promotion or award into the work book. The entry must fully correspond to the number and date of the order, as well as the text of the document itself.

The following information is entered in this column:

• on receiving a certificate of honor;
• on the assignment of the next title;
• about receiving a state award;
• on other awards provided for by the collective agreement, the charter of the employer itself, as well as the laws of the Russian Federation.

Record of dismissal in the work book

After the corresponding order is issued, the authorized employee must enter into the labor information that the employee is dismissed from the position he previously occupied. This text must be in full accordance with the order data.

If an employee was granted leave before dismissal, the day of termination of his employment is usually considered the last day of leave. However, the work book and cash payment must be handed over to the employee before the start of the vacation.

It should be noted that the registration of a work book is entirely based on a whole list of a wide variety of documents that contain detailed instructions about how to correctly fill out, maintain, and store these books. It is very noteworthy that both the organization that hired the person and the person himself are required to follow all these rules and regulations.

If an organization makes any mistakes in the process of filling out a work book, it may be held liable. Punishments for such violations range from a simple fine to termination of the organization’s activities.

But an employee who did not notice some shortcoming in the entries in his work book may simply not confirm his own work experience.