Employment history is the main document containing legally reliable information about the employee’s work and length of service. We'll consider important questions concerning types and options for their design, issuance of originals and duplicates, as well as design nuances when working with foreign citizens.

The article discusses important issues regarding the types of work books and options for their design, issuance of originals and duplicates, as well as the nuances of processing this document for foreign citizens.

From the article you will learn:

How to accept a work book from a hired employee

The employer is obliged to accept and start a newly hired employee within the first five days after he began his activities in the company. Let's consider the question of how to accept a document from an employee for storage, in what cases he can receive it in his hands, and what to do if there is no book.

The employee does not have a work book

At the hiring stage, the applicant is required to present a work record book (Article 65 of the Labor Code of the Russian Federation). When accepting it for subsequent maintenance and storage, you need to check that the last thing in it is a note about dismissal from the previous place of work. Its absence means that the employee is still working from the previous employer or that the employer simply did not make the appropriate note.

In such cases, a specialist can be registeredat the same timeor he must ask the previous employer to properly formalize his dismissal.

Example 1

If we are talking about part-time work, documents about the length of service must be kept by the employer at the main place of work. The main employer can also make a note about the part-time job after the employee presents documents confirming the part-time job.

Example 2

An employee can receive his or her employment certificate in person only in two cases: upon dismissal and to process mandatory payments. social insurance, including for registration of a pension. Before January 1, 2015, this was impossible - the employee was given only a copy or a duly issued extract. Personnel workers of some enterprises themselves brought the papers of their employees to Pension Fund.

Act on the destruction of a damaged employee work book form

Today, in order to receive the original documents with information about the length of service, an employee can write a statement in any form explaining the reasons. He is obliged to return them to the employer within three working days after the papers are returned by the Pension Fund (part four of Article 62 of the Labor Code of the Russian Federation).

Application for issuance of an employee’s work book

To register and account for papers received by employees of the enterprise, there must be a separate journal, the form of filling it out is arbitrary. Use a unified form for this and inserts are not allowed in them, since there are no corresponding columns in it. This book provides only one option for registering the issue - upon dismissal of an employee.

Journal of issuance of work books

If an employee, having received the papers, returns them later than the established three-day period, bring him todisciplinary liabilityit is impossible, but to be on the safe side, the PVTR can stipulate a return period and make it the duty of employees to collect certificates from previous places of work in the event of its loss.

Copy of work book

When an employee needs a document for other purposes, you can give him a copy. The employer is obliged to issue it upon a written application from the employee within three days from the date of application (Article 62 of the Labor Code of the Russian Federation). You need to copy all pages that have entries. Each must be certified with the inscription “Correct” or “Copy is correct”, indicate the position of the person who made the copy, and put his signature with the transcript and date of certification. The signature may be certified by the seal of the enterprise intended specifically for such purposes.

Work books by year

Having received a document from an employee, the first thing you need to do is check its authenticity. In addition to finding out which series the document belongs to, you need to pay attention to its external signs. Let's look at how they differ, how to check and take them into account.

Rumors that work books will soon be abolished have been going on for several years. Personnel officers are worried, not really understanding how paperwork will be carried out in this case. But, being aware of how preparations for this event are going, you can be sure that adaptation will take place without any problems.

Procedure for accepting a work book

Check the work book for authenticity and exclude the acceptance of invalid or counterfeit documents.

Check compliance with the procurement procedure and accounting of forms.

Collect all documents necessary to confirm your work experience and check them for compliance with new legal requirements.

Check the entries made in the work book for compliance with the established rules for maintaining this document, and if errors are found, make adjustments in accordance with these rules.

On the one hand, theoretically, the work of personnel officers with the cancellation of books should be simplified. There is no need to purchase, register and account for forms, organize storage, archiving and disposal. But many doubt that cancellation in practice will lead to a simplification of document flow; there is no guarantee that other documents will not be required to confirm work experience.

What documents can confirm an employee’s work experience?

• Originals of employment contracts concluded with previous employers.
• Official certificates, properly executed, issued by government organizations or previous employers.
• Extracts from orders and orders, duly certified.
• Personal accounts and copies of pay slips confirming the accrual wages.
• Documents confirming that the employee has paid social insurance contributions.
• Other documents, such as military ID, etc.

You can establish authenticity with a high degree of confidence by knowing the numbers of these documents assigned in different years and their main attributes. The table below provides a list of regulations that may be useful to personnel service employees when verifying authenticity (Section II of Order No. 91).

How to check your work record

Before an inspection can begin, an order must be issued. There is no unified form for it, so it can be compiled in any form.

Order to check work records

The first step is to determine whether a valid form was used. Purchasing forms directly from Goznak or official distributors (clause 3 of the Procedure approved by Order No. 117n) is the responsibility of the employer (Article 65 of the Labor Code of the Russian Federation), and the purchase is often entrusted to inexperienced specialists. Not having necessary knowledge, they may purchase counterfeit forms, but their authenticity can be verified by having an idea of ​​the security elements characteristic of different periods. This does not apply to the series from 1938; it does not have protective elements.

The check is carried out in the following order:

Check the form for compliance with the form valid at the time of registration.

Find out the publisher of the form (Goznak factory only).

Check the work book series; it must correspond to the year of registration (see table below).

Check that all pages of the document contain the same series and number; Page numbering must be sequential.

If the inspection is carried out by several people, its result may be documented not in a report, but in a protocol. The tables below present a series of main documents and inserts in them in accordance with the year of issue of the forms.

Series	Year of issue	Series	Year of issue

Existing types of work books

Work books of the 1938 model

In addition to the series and number, it can indicate authenticity appearance document. Thus, documents from 1938, approved by Decree No. 1320, have a dark purple outer shell made of leatherette. Such a document was issued to workers and employees and, despite the absence of protective signs, they were practically not falsified. Distinctive feature There are also bilingual forms (Russian and the language of one of the 14 union republics). The title page has a simplified appearance - it does not have the coat of arms of the USSR (it is on the cover), there is no number and series, and the employer’s seal was not affixed. The owner's date of birth contains only the year, and the dates indicated in the employment information were entered in the year, month, day format.

Work books of the 1973 model

In 1973, Resolution No. 656 approved new sample. Its cover can be made of green leatherette or blue cardboard. The latter need to be checked especially carefully; among them, fakes are the most common. In addition to the type of cover, when checking out this series, you need to pay attention to the years of publication, especially the late 1980s. These documents were drawn up by workers and employees; among the protective signs, one should note winding lines, clearly visible in the light. The forms of this series were bilingual, the coat of arms of the USSR was on the cover and title page, the number of pages was increased compared to other types of books. Each spread is marked with a series and number; the title page has three lines for entering personal data. The mark of the Goznak printing house is affixed to the last page.

Sample work book from 1973

Work book of a collective farmer, sample 1975

Collective farm workers were issued a collective farmer work book of the 1975 model, approved by Resolution No. 310. Its cover is made of green leatherette. Winding lines visible in the light were also used as security elements. Bilingual forms in which membership in the collective farm was calculated in workdays. If such a book is presented by an employee upon starting a job, you should not continue to use it - it is better to issue a duplicate. Entries made in the language of one of the union republics must be duplicated in Russian.

Sample work book of a collective farmer from 1975

Spread of the work book "membership in a collective farm"

The currently valid form of the 2003 sample is approved by Resolution No. 225. Its cover is made of gray leatherette. It is issued upon initial employment for all employees signing employment contracts with Russian organizations and enterprises. In addition, permanent representative offices of foreign companies operating in Russia also issue work books of this series to their employees.

• the inscription “Work book” glowing in ultraviolet rays;
• seam preventing sheet replacement;
• watermarks in the form of the abbreviation TK on each page.

Each spread has a series and number, the coat of arms of Russia is on the cover and title page, the mark of the Goznak printing house is on the last page.

Work book, sample 2003

Spread of the work book "job information"

If the work book is invalid

In the event that a check shows that one of the employees’ documents turned out to be counterfeit or invalid, it is necessary to inform them of this fact. The employee must write an application addressed to the head of the enterprise (part five of Article 65 of the Labor Code of the Russian Federation) with a request to issue him a new document. In this case, a duplicate cannot be issued, since the original document is issued on a fake form.

How to write an application for a new work book

Application for registration of a new work book

To describe the reason why new papers need to be issued, it is better to indicate “form of unspecified form.” To confirm previous work experience, an employee can go to court or collect supporting documents from previous employers.

Director of Actual Management LLC Ekaterina Shestakova focuses the attention of personnel officers on the fact that most of forms currently in use (with the exception of the 1938 series) have an increased level of protection against counterfeiting. But there are no clearly established regulations for identifying counterfeits.

Lawyer Evgeniya Simakova, an expert at the HR magazine, advises in practice identify genuine forms according to the following characteristics:

• manufactured at the Goznak factory;
• the number and series correspond to those assigned at the time of registration of the document, identical on each page;
• Page numbering is sequential.

How information about education is entered on the title page of the work book

How to correctly enter information about education if the document is issued for a fifth-year student at a state higher educational institution: “incomplete higher education” or “incomplete higher education”?

If the student has already completed three full courses, the “incomplete higher education” mark is entered in the “Education” line (clause 2.1 of the Instructions for filling out, approved by Resolution of the Ministry of Labor of Russia of October 10, 2003 No. 69, hereinafter referred to as Instruction No. 69).

How can I make corrections to the education mark on the title page?

In accordance with paragraph 2.4 of Instruction No. 69, educational records cannot be corrected; they can only be added by adding new information, without crossing out previously entered information. If, for example, in the line “Education” there was the inscription “secondary vocational”, after it you need to put a comma and write “higher vocational” (clause 2.1 of Instruction No. 69). There is no need to certify the additions made.

An employee is registered for a job who no longer has space left to make new entries in the “Job Information” section. An insert is sewn into the document, at this point the employee has an average professional education(on the title page of the book there is “average general”). What to write on the title page of the insert?

The information that is relevant at the moment is entered into the title page of the insert. The education that the employee currently has should be indicated.

What is the word order when recording a dismissal?

How to correctly formulate a notice of dismissal: “the employment contract was terminated due to at will(employee initiative)” or “dismissed at his own request (employee initiative)”? When is a link to an article provided? Labor Code- grounds for dismissal, what is the sequence of presentation of the wording? If an employee resigns of his own free will, what is the correct way to provide a reference to the Labor Code: “Article 77, part one, paragraph 3” or “Clause 3 of part one of Article 77”?

When making a record of dismissal, you must be guided by Article 84 of the Labor Code of the Russian Federation and provide a reference to the applicable rule of law in the following sequence: article, part of the article, paragraph of the article in full without abbreviations.

For example: “Article 77, part one, paragraph 3 of the Labor Code Russian Federation" Any wording can be used: “terminated at the initiative of the employee”, and “dismissed at his own request”.

How years of military service are reflected in the work book

How is military service time calculated? How are the entered entries numbered correctly: 04 or 4?

Terms of service in the armed forces are entered in accordance with the dates indicated on the military ID. Records are numbered with a serial number from 1 to 9 without zeros: 1, 2, 3, etc.

Documents for the employee were issued in 2002. There are several records in them, but there is no mark on contract service in the army from 1998 to 2000. Should this period be reflected?

Yes, the period of contract service in the army must be reflected, and the absence of a record of this is a violation committed by the personnel employee who prepared the document. When making an entry, enter the serial number, indicate the current date of entry, in column 3 write: “From... to... served in the Armed Forces of the Russian Federation.” In column 4, indicate the military ID, its series and number as the basis document.

After demobilization, the employee got a job at his first job, where he received a work permit. After recording the appointment, a note was made about transferring to another unit. How to correct the situation and correctly enter a mark on military service?

Such a mark can be made under the following serial number.

How to make adjustments if an employee’s personal data changes frequently

The employee often changed her last name due to marriage. As a result, there was no free space left either on the title page or on the inside cover, where it is indicated on the basis of which personal data was corrected. How can I correct my last name in this case?

All changes in personal data must be reflected on the title page. You can use the top or bottom margin to make corrections title page. Old data is crossed out with one horizontal line, new data is written above it (clause 2.3 of Instruction No. 69). A certification inscription is made on the inside of the cover, the authenticity of which is confirmed by the signature of the employer and the seal of the enterprise. If there is no more space on the front inside cover, notes can be made on the back.

How to change the name of a company when renaming it

How to correctly enter the abbreviated name of the organization in the papers? Should I put it in parentheses?

The mark containing the name of the enterprise is not numbered. The name is indicated in the same way as written in the statutory documents. If they contain both the full and abbreviated name of the legal entity, both of them must be indicated. The abbreviated name must be written below the full name, and parentheses and quotation marks cannot be used.

For example: Limited Liability Company "Television Systems Studio" LLC STVS.

How to reflect the fact of renaming the company?

If during the period when the employee worked in the company, it was renamed, in column 3 in a separate unnumbered line the following inscription is made: “Organization “A...” since May 12, 2016, renamed (transformed) into organization “B...” (section 3.2 of the Instructions No. 69). This note must be included in the documents of all employees.

If the name of the organization indicated when applying for a job has changed several times over several years, how can it be corrected?

Records of name changes must be made promptly and in a timely manner. But if this has not been done, enter only the current name. Please note that the indicated name of the enterprise must match the details that are reflected on the seal certifying the fact of dismissal.

How to make corrections to a work book

When recording the dismissal, the date of the order was indicated with an error. How to indicate in a book that it is invalid?

Enter new entry under the next serial number. In column 3 write: “Record No.... is invalid” (clause 1.2 of Instructions No. 69). Move back a line below and make the correct entry.

The currently liquidated organization made a mistake in the name of the specialist when initially filling out the document. What documents must be submitted to establish its ownership?

In the case where the employee’s last name has not changed and a typo was made, it can no longer be corrected. The employee needs to issue a duplicate.

How to correct incorrect numbering, for example, if one number is duplicated twice. What to do if you made a mistake and entered an entry about the award not in the work book, but in the insert?

Duplicating record numbers is not considered an error, leave everything as it is. Invalidate the entry entered in the insert by mistake and make a correct entry in the “Information about awards” section. Indicate in it the name of the enterprise, put the following serial number and enter information.

The applicant presented a document; in its insert, the numbering of entries begins anew from No. 1. The dismissal record made in November 2003 contains the following information: “dismissed under Article 31 of the Labor Code (the organization has already been liquidated). There are other records of dismissal under Article 80, and not in accordance with paragraph 3 of part one of Article 77 of the Labor Code of the Russian Federation. What should I do?

In this situation, you have two options.

First: leave the previously made entries unchanged, hoping that the Pension Fund will not find fault and will not consider the errors to be fundamental, since in the period 2003-2004 such errors were common. Second: cancel the old form, crossing out all the remaining blank pages and make a note about issuing a duplicate. In the duplicate, indicate the total total length of service. This option seems to us the most preferable.

Our holding includes enterprises that have the form of ownership of CJSC and LLC. The personnel specialist, making an entry, made a mistake, indicating that the employee was dismissed by transfer from the LLC to the CJSC. But in fact, he continues to work in the LLC. How to proceed?

In accordance with paragraph 1.2 of Instruction No. 69, an erroneous entry may be invalidated.

Since there was no free space in the “Job Information” section, and the personnel officer did not notice this, the appointment record was made in the “Award Information” section. The error was discovered only a year later. What to do in this case?

Issue an insert for the employee and make a record of employment in it. The entry made in the “Award Information” section should be considered invalid.

When registering the employee’s dismissal, I did not notice that there was no record of the transfer to another position (the manager was promoted to the position of head of the sales department). A note of dismissal was made, a signature and seal were affixed. The next entry contained information about admission in the order of transfer to a subsidiary company (I also keep it). At this point the error was discovered. How can I fix it?

Now it is not possible to correct the mistake. The only acceptable way out, in our opinion, is to wait until the moment when the employment relationship with this employee is terminated. You need to make a record of dismissal, and then reopen the block of records of the employer to which the employee was transferred. Indicate its full and abbreviated (if any) name in the title. Enter the following serial number, indicate the date when the employee was promoted, and in column 3 - information about the transfer to another position, and in column 4 - the name and details of the basis document. In order not to forget to do this, put it in your work memo; it will also be useful if subsequent entries are made by another personnel officer.

Conducting scheduled inspection, discovered the following error: the employee was employed as a mechanic, but in fact all this time he works as a turner. There is no record of transfer. What to do in this case?

Make an entry under the following serial number with the current date, in column 3 write: “As of such and such a date, transferred to work as a turner,” indicate the rank. In column 4, indicate the name and details of the document based on which the transfer to another position was made.

How to correct mistakes made on the title page

The date of birth on the title page is incorrect. How can corrections be made if the initial registration was carried out at our enterprise?

We are preparing to hire a new employee. On the title page of the submitted papers only the year of birth is indicated (without date and month).

The personnel officer, who did not have sufficient experience, also made a mistake when making corrections. He crossed out the incorrect entry and entered the correct data. On the inside of the cover he made a certifying inscription: “information about the date of birth has been changed on the basis of the passport...” and affixed the company’s seal. What to do in this case? During the initial registration, incorrect information about education and specialty was entered. Is it possible to fix this error?

It is prohibited to make any corrections on the title page, with the exception of those related to changes in personal data, such as last name or first name. In these cases, the employee will need to issue a duplicate; their issuance is regulated by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books” (hereinafter referred to as Resolution No. 225).

How is work experience reflected in the work book?

The employee found her document, dated 1998, which she thought was lost. It contains records of experience that was not taken into account in the new document issued in 2001 to replace the lost one. The employee wrote a statement with a request to bring the information about her experience into line. How to do it right?

There is no need to add anything to the new document; it should be maintained as usual. The first document must be canceled by crossing out the remaining blank lines and handed over to the employee for safekeeping. When applying for a pension, she will have to present both documents to the Pension Fund, and her length of service will be taken into account in full.

If an employee’s profession gives the right to early retirement benefits, is it necessary to write its name in full on the title page?

For example, an electrician for the repair and installation of cable lines, constantly engaged in soldering leaded cables and cables with polyethylene and polyvinyl chloride sheaths (according to list No. 2). In such cases, the name of the profession and specialty is written in full, in accordance with paragraph 3.1 of Instruction No. 69. If this is not done, the employee may have problems with the Pension Fund when applying for an early pension.

What to do if there is no stamp on the title page of a book issued in 1991 by a currently liquidated enterprise?

This can be a serious problem, since if there is no seal of the company that issued the work book, it is considered invalid. An employee can try to find an enterprise that is the legal successor of a liquidated organization. The current employer has the right to issue a new document to the employee from the moment he is hired - Article 65 of the Labor Code of the Russian Federation allows for this possibility. Naturally, the employee’s experience under the first book will be lost.

The employee's previous employer first made a record of his employment as a part-time employee, and then that he was transferred to his main place of work. However, there is no record of dismissal. The company was liquidated. What is the right thing to do in this situation?

There is hope that the employer, when liquidating the enterprise, handed over personnel documents for archival storage. Let the employee go to the archives. The certificate issued by the archive will become the basis for the Pension Fund to count the length of service.

How to correct the incorrectly indicated name of the previous employer if it is not possible to find it?

There is nothing you can do to fix this - this period will not be counted when calculating your pension.

In the 1970s, the employee worked on an anti-hail expedition on the territory of the Tajik SSR. There is no note in the document that he worked in the field, so the early pension was refused. How can such a problem be solved?

The employee must contact the organization from which he was sent on the expedition. He must be given certificates confirming his field experience, which he will submit to the Pension Fund. If this organization was liquidated, you can send a corresponding request to the archive. Certificates issued by archives are recognized and accepted by the Pension Fund.

How to issue a duplicate work book

Let the employee apply to his last place of work for a duplicate of the established form.

The employee received the original document in hand for presentation to the social service. He fell into the hands small child, which tore the pages, starting with section 2 - “Information about awards.” In this case, is it necessary to issue a duplicate for the employee or is it enough to sew in an insert?

In this case, it is necessary to issue a duplicate in the manner prescribed by Resolution No. 225.

A new employee, when applying for a job at our enterprise, presented two books, one from 1973 and one from 2003. From the entries made in them, it is clear that he got a job according to them one by one. What should we do?

Only one document must be left with the employee. Which of the two depends on when he was registered for work for the first time and which particular sample was considered valid at that time. If the initial registration took place before 2004, you can leave the document of the 1973 model; if after the beginning of 2004, then it is better to leave the one with the coat of arms of the Russian Federation.

The other document must be canceled by crossing out all blank lines and blank pages. The employee must receive it in hand and keep it until he needs to apply for a labor pension. It is necessary to explain to the employee that it is in his interests to contact his previous employers and collect from them the missing certificates, on the basis of which he can fully confirm his work experience.

How to obtain a work book for a foreigner

We have two employees who are citizens of the former Soviet republics - Ukraine and Belarus. For a Ukrainian woman, a Ukrainian-style form was written first in Russian, and subsequently in Ukrainian. The Belarusian uniform of the republican sample was originally designed in the Belarusian language. The HR employee who worked before me considered it necessary to continue maintaining them and made appropriate entries in them. What should have been done correctly?

Forms of samples established in the former Soviet republics are not valid on the territory of the Russian Federation. According to Article 66 of the Labor Code of the Russian Federation, the employer must keep work books for each employee who has worked for more than five days, in the form established by the Government of the Russian Federation. All foreigners working at the enterprise must have documents of the sample approved by Resolution No. 225.

Is it possible to deposit current records into Soviet-style uniforms, the owners of which are citizens of the former republics of the USSR?

The forms in force during the Soviet period are considered valid and do not need to be exchanged.

Reference materials:

• b. make an entry on the back cover of the work book;
• c. draw up an insert in the work book.

3. In what case is a duplicate work book NOT issued:

• a. there are corrections in the original document;
• b. the original document contains an entry that has been declared invalid;
• c. The original was damaged by the employee.

4. Where should the organization’s seal be affixed when preparing a copy of the work book:

• a. only on the first and last pages;
• b. on all pages of the copy;
• c. on all pages where there is enough free space for printing.

5. What is reflected in the section of the work book “Information about awards”:

• a. cash bonuses for success at work;
• b. victories in corporate competitions;
• c. conferring state awards and honorary titles.

Some employers, hiring for a particular position young man, they are in no hurry to get a work book for him. This is motivated by the fact that the newly hired employee must undergo a probationary period, or they refer to the lack of book forms. Or they don’t even focus on this issue at all.

By working without a work book, you are thereby “helping” the employer break the law. And you also expose yourself to the danger of not receiving the full pension due to you in the future, which is calculated based on your total length of service. Namely, all entries about the work, including the terms of work, are entered into the work book.

Often, the employing company does not purchase work books for its young employees - then you will have to buy it yourself. They are sold in office supply stores in departments where accounting forms are sold.

The entries on the first page that the employee makes must be checked by the young specialist and certified with his personal signature. This:

• Full Name;
• Date of Birth;
• Education;
• Speciality;
• Date of filling out the work book;
• Last name and signature of the person who issued the work book.

The rules for maintaining, filling out and issuing work books to employees of enterprises or firms are described in the Decree of the Ministry of Labor and Social Development of the Russian Federation “On approval of instructions for filling out work books.”

As you can see, it is very easy to create a work book if you officially get a job. The main thing is to focus on this point on the day you are hired and oblige the employee to write out your personal work record book.

Increasingly, there are cases when applicants prefer to do without a document in which all information about professional activity. That is, applying for a job “unofficially.” And in vain. This document is your guarantee future pension. Therefore, you should worry about this in advance. In addition, it is not the employee, but the employer who should worry about how to open a work book.

The rules for preparing this document are described in the instructions of the Russian Ministry of Labor. Therefore, both the employee and the employer will have to spend part of their free time studying it. This way you will only benefit by being already savvy in this matter. The document is processed only for employees of the organization who work for more than one working week.

Many workers very often wonder what is the right thing to do: create a new version of the work book or leave the old one? The answer in this case is the following: there is no need to change the old document.

If an employee has experience of employment for the first time, then the work book is drawn up strictly in front of him. For it you will have to pay an amount equal to the price of the document form. Payment is either deposited into the company's cash register or deducted from future salaries.

The procedure for registering a work book

• title page)
• job information)
• information about awards.

Title page

Contains information about the employee such as:

• Date of Birth)
• presence of education, profession, specialty.

All of the above information is entered in accordance with the entries in the employee’s passport or other document confirming his identity. Most often, this is a citizen’s military ID or documents, for example, a certificate, containing reliable information about education. At the very bottom of the same title page it is necessary to put the date of making all entries.

All these rules are clearly stated in the instructions of the Russian Ministry of Labor. You can find answers to all your questions about how to create a work record book for the first time.

After all the information has been entered, you should carefully review everything and check for errors and omissions, only then sign and stamp it.

Job details

This rather large section already consists of four points, or columns:

1. column called “record number”)
2. date of)
3. column in which information related to admission, transfer and other movements is entered)
4. a column containing information about the documents that served as the basis for making an entry.

As for the first column, it indicates the number of the entry made in order, the second - the date when the applicant was hired.

When hiring an employee, the manager must enter the full name of the organization and, if available, an abbreviated name in the third column. Here it should also be noted what position the employee was hired for, for what specialty, profession, and always taking into account qualifications. Before starting a new work book, the employee must provide all relevant documents in originals.

In case of transfer or dismissal, an entry is made in the third column solely on the basis of an order or instruction issued by the employer. The date and number of the relevant document must be noted in the fourth column.

All entries should be made only in full form, without any abbreviations.

In the event that an employee resigns of his own free will or due to layoffs, the corresponding entry must be made on the same day, but not later. In other situations, information in the work book is noted after the employer issues an order and throughout the entire first working week.

Unfortunately, it also happens when an employee passes away. Then the manager must include all information about the termination in the professional activity document employment contract with a former employee. And all documents, including the work record book, should be handed over to relatives or, if they wish, sent by mail, but only against signature.

Awards and honors

The last point is the rules for entering information about possible employee awards. In this section, the manager or another person who is trusted, for example, a personnel officer, must note all types of awards. These include government ones. This also includes certificates of honor, and special bonuses and incentives, but only if they are provided for.

Remember that with constant bonus payments, which are due under the terms of the employment contract, there is no need to note this in the document every time. Information related to various types of penalties is also not reflected. The only exception is the layoff of an employee.

How to avoid mistakes

The main thing that should be understood and remembered by the employee and the employer equally: the work book is a kind of mirror of all professional experience, and it is calculated on the basis of the specified dates.

Sometimes employers are faced with the fact that the applicant cannot provide a work permit. In this case, the manager does not know what to do next. To the question: do we open a new work book for a new employee, we can answer in two ways:

1. If the applicant’s employment record is lost, and he cannot provide certificates from previous places of work, then a new employment record is created, as if he is getting a job for the first time.
2. If the applicant can provide documents about previous places of work, then a duplicate of the lost work record should be issued to him at the very last place, and your organization has nothing to do with this.

If an employee is hired for the first time, registration of a work book is also necessary. In addition, if the admission was carried out on a part-time basis, the manager has the right to enter the relevant information, but only with a certificate from the main place of work.

The employer must remember that any violations of labor laws are fraught with the imposition of an administrative fine. The work of such bodies should not be underestimated. The size of the fine may vary, depending on the degree and type of violation. Here are examples:

• imposing a fine on persons holding a certain position who were previously subject to punishment for similar actions contrary to the law)
• in addition to a fine, the inspector has the right to prohibit the implementation of any labor activity for up to 90 days)
• imposition of a fine, but not on an individual employee, but on the entire company - the amount of such a fine ranges from three hundred to five hundred of the minimum wage.

Filling out the work book is carried out exclusively in Russian if employment takes place in Russia. If the reception of an employee takes place on the territory of a republic that is part of the Russian Federation, then registration takes place in Russian and the language of this autonomous republic.

Every time a manager or an authorized person enters information into a document about hiring, dismissal or transfer, the employee must be notified about this under signature, and only after that everything must be noted in the personal card.

The employer needs to know in which case it is necessary to create a new work book for a new employee. It is strictly prohibited to require a form of professional activity document from an employee who is applying for a job for the first time. After all, these forms are subject to strict reporting.

After proper registration of the work book, the future employee is obliged to study and check all records, and only after that sign the documents. In conclusion, it is necessary to register the work book in a special book for recording the movement of work books.

• Personnel records management and Labor law

A work book is a document that records the work experience of a citizen of the Russian Federation. The registration of a work book upon hiring, as well as its subsequent filling out and saving, takes place in the personnel department of the organization; in the absence of such, the responsibility rests with the manager or a person authorized by him. The question of how to draw up a work book is very important, since this affects the registration of an employee’s pension upon reaching a certain age.

When hiring a new employee for a vacant position in an organization, it may be necessary to initially prepare a work experience book. How to apply for a work book for the first time?

Entry in the work book about hiring and transfer to another position

The work record book contains three paragraphs. Initially, fill out the title page based on the passport provided by the employee:

• FULL NAME.;
• full date of birth;
• specialization;
• education;
• date of registration of the book;
• accompanying signatures and explanations;
• certification with the company seal.

This is followed by filling out the paragraph for the first time, which contains information about employment. All entries are made with the same type of ink of the same color. To indicate dates use Arabic numerals. Abbreviations are excluded, data is recorded in full and in legible handwriting.

Rules for registering work books

Every responsible employee of the personnel department should know how to properly draw up a work book. Each column is filled out with the utmost care and accuracy.

Be sure to stamp the employment information page with a stamp containing the full name and address of the business. If there is no stamp, the necessary information is entered manually.

The rules for drawing up work books include making notes on the employee’s awards and regalia, which are confirmed by relevant documents and certificates. It should also be noted who made the award. Cash bonus payments are not indicated in the work book.

Sample work book design

When you completely fill out the employment information, you need to paste in a special insert. It is prohibited to make entries related to the employment paragraph on other sheets.

How changes are made to the work book

Erroneously entered data cannot be painted over or erased. The “corrected believe” marking has also been removed. Possible which carried out at the last place of employment.

The design of the title page of the work book is a very important point. If it is subject to correction, for example, last name, then the irrelevant information is carefully crossed out with one line. New data is added from above. On the back cover of the employee's work record book, indicate the documentation that served as the basis for the changes. Footnotes are certified by the seal of the organization and the signature of the head. Further adjustments are made by indicating the correct mark below, without crossing out the previous entry.

The correct execution of a work record directly depends on the accrual of pensions to citizens in the future.

If at a citizen’s previous place of employment a mistake was made when entering information into the work book, then correction will require written confirmation from the previous employer. Any data correction should be made only after previous entry declared invalid.

Rules for the design of work book inserts

Sometimes the question arises of how a work book is drawn up if one of the paragraphs is completely filled out. In this case, you need to supplement the paragraph. The insert is pasted into a specific section or at the end of the employee’s work record book. After such manipulations, a mark is made in the work book, which informs about the addition of the insert, and its serial number is indicated. An example of a work book registration shows that the insert presented separately from the work book is not valid.

If the work record book is lost, it is not enough to simply issue a new document. It is necessary to issue a duplicate, for which the employee must submit an application. The HR department prepares the document within 15 days. The duplicate document indicates the total length of service of the employee, up to current moment employment. They carry special notes, such as awards.

How is part-time employment and dismissal formalized in a work book?

Where can I get a work book when working two jobs? A labor record indicating part-time work is made at the main place of employment. Often, part-time work is formalized in the form of an employment agreement.

Data informing about the employee’s transfer, dismissal, part-time work and other changes related to his employment are entered in the third column of the work information paragraph. They also indicate the nuances associated with changes in working relationships.

On the day of the breakup labor relations between the employer and the employee, the latter is given his work book. If the employee does not pick up his documents, he is sent a notification that he needs to pick up the documents or agree to their mailing.

Unclaimed work experience books are stored in the personnel department for 2 years, after which they are transferred to the company’s archives.

To avoid misunderstandings, you should be very careful about the rules for registering the work experience book of citizens.