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Registration of work books, making entries sample. How to fill out a labor book

The work book is a reflection of the path of every working person. This document contains all of his work biography: the level of education, qualifications, professional growth, attitude to work duties. For these documents to fulfill their assigned role, there are strict rules filling out work books 2016-2017.

What is the work book for?

To commit all changes to labor activity human;
to reflect data on the reasons for dismissals and awards;
to confirm labor (when calculating a pension) and insurance experience (when calculating social insurance benefits).

And therefore, the work book requires a responsible attitude towards itself both on the part of its owner and on the part of officials, whose duty is to draw up, maintain and store the document in accordance with the law.

Chronicle of the Russian personal labor document in the video:

Labor book legislation

The norms for issuing work books are regulated by legislative acts:

1 Labor Code of the Russian Federation contains the concept of "work book", describes the obligations of the employer associated with the storage, maintenance of work books, regulates the procedure for their registration. 2 in The Code of administrative offenses RF describes the norms that determine the level of responsibility of the employer for non-compliance with the rules for maintaining, processing, storing labor documents. 3 Decree of the Government of the Russian Federation of 04.16.2003 No. 225 "On work books"... The document contains a sample of a labor document and an insert. The decree also regulates the rules for the storage and maintenance of personal labor documents. 4 The Ministry of Labor and Social Development of Russia on 10.10.2003 adopted Resolution No. 69 "On approval of instructions for filling out work books"... The document contains strict norms for filling out labor documents (books and inserts to them) and an algorithm for correcting mistakes made.

How is the characteristic of an employee correctly drawn up, and who is responsible for this at the enterprise? Samples ready documents can be found here:.

Which employees can set irregular working hours, and how to arrange it correctly, read in.

When preparing for reporting, transferring for verification or for storage, it requires stapling the organization's documentation. How to do it correctly is described.

Registration rules

The main requirements for filling out work books are presented in the table:

Requirements	Filling rules	Notes (edit)
Serial number	Each record is assigned a sequential number.
Dates	Records of all dates are made only in Arabic numerals in the following format: XX - date, XX - month, XXXX - year	For example, when specifying the date April 9, 2017 in the document, the record should look like this: 04/09/2017
Ink color	Notes are made with a fountain pen, ballpoint, gel pen using light-proof ink, paste, gel	The ink should be purple, black, or blue
Abbreviations	Abbreviations in personal labor documents cannot be used. Entries should be made accurately, correctly and completely.
Language	Entries in personal labor documents should be kept in Russian	In the republics of the Russian Federation in 2016-2017, according to the rules for filling out work books, the language of the republic can be used for making entries if it is officially established
Record compliance with order	The following information is entered into personal labor documents in strict accordance with the orders of the head: about hiring, about dismissal, about transfer when changing position or place of work, about changing the qualifications of a specialist, about encouragement, rewarding	The numbers and dates of the corresponding orders are indicated.
Terms of introduction	In the work book of an employee who works for more than five days in the organization, an authorized person must promptly enter all necessary entries. If a person is just starting his labor activity, and the work book is drawn up for him for the first time, this must be done no later than within seven days from the moment of the beginning of the labor relationship. Information upon dismissal of an employee is entered directly on the day of dismissal	Provided that this is the main place of work for him, and the relationship is formalized under an employment contract
Composition of information	personal information, the type of work performed by the employee, translation, dismissal, reason for dismissal, information about incentives, rewards
Familiarizing employees of the organization with the records	1. Employees must be sure to familiarize themselves with the entries made in personal work books. After reviewing the records, the employee signs the personal card, where the records are duplicated work book 2. Once the relationship is within employment contract completed, the records made in the TC are certified. Next, the signature of the head is put, the signature of the employee and the seal of the organization 3. After filling out the title, the employee signs, thereby confirming the correctness of the information entered. The painting is also placed on the title of the insert and duplicate

Responsible for the maintenance of TC

The employer is responsible for the proper maintenance of personal work books.

The head of the organization, by an internal order, appoints an authorized person and delegates to him the duties related to accounting, registration, maintenance, storage, and issuance of personal labor documents.

In case of improper maintenance of the TC, an authorized person appointed by the head is held accountable.

When conducting inspections, orders for the appointment of an authorized person are checked by the State Labor Inspectorate.

How should it be stored?

To store the labor documents of employees in the organization, a certain place is allocated without the access of unauthorized persons. Most often, for these purposes, an iron cabinet is used, which is locked with a lock, or a safe, where they are placed in special trays or boxes of employees' TC.

Information about the accepted, issued work books of employees is entered into The book of accounting for the movement of work books and inserts to them... This journal is drawn up, completed and maintained by a specialist in the HR department.

Cover page decoration

How to properly arrange the title page, see the video:

Appointment when applying for a job

First, in the second column, the name of the enterprise is written in full and abbreviated form, or the organization's stamp is affixed.
The first column contains the ordinal number of the record.
In the second column, the date of the employee's appointment is recorded.
In the third column, it is written that the employee is “Accepted / accepted in the“ name of the department ”for the“ name of the position / profession ”.
In the fourth column, you should write down the number, date of the order.

Translation

If the employee translated from external organization , then the information about the transfer is entered into the TC as follows:

1. First, information about the dismissal from the place where the employee previously worked is recorded.
2. Then a record of admission to the new place is made.

With internal transfer for an employee, it is enough just to make a record of the transfer to a new place of work as follows:

put the record number in the first column;
in the second column, indicate the date of transfer;
in the 3rd column, mark the transfer;
in the fourth column, indicate the number and the exact date of the order for the transfer of this employee.

Dismissal

Dismissal note:

The sequence of operations when making notes about a job, transfer and dismissal according to the rules for filling out work books 2016-2017:

If the dismissed employee did not take his work book for any reason, the employer notifies him of the need to appear to hand him the work document or agree to send the document by mail.

Part-time job

Registration of records for part-time work is not mandatory, but if the employee wishes, such a record must be made. To do this, the employee should prepare a copy labor agreement, certified by the director of the company, and fill out an application in a free form.

No mistakes are allowed in the company's documentation. When preparing an order for the appointment of an interim, find out.

An individual entrepreneur (IE) is entity or physical? Explaining.

Outsourcing is the use of someone else's work force or technology for profit. When and how to use outsourcing profitably:.

Maintaining an individual entrepreneur's work book

Personnel accounting is carried out by individual entrepreneurs on a general basis. Moreover, individual entrepreneur can use a more simplified scheme for making entries.

Record of employment with an individual entrepreneur:

Enter the full name of the employer in the third column.
Put the record number in the first box.
Record the date the employee was hired in the second column.
In the third column, write down the data on the hiring of the employee, indicate his position.
Indicate the number, date of the corresponding order in the fourth column.

Individuals do not have the right to issue new work books or make any entries in existing ones.

Errors

If a mistake is made, how can it be corrected? There are some peculiarities here. Depending on where the mistake is made, corrections are made different ways... Let's consider two cases.

1. How to make corrections in job details
2. How to make corrections on the title page
TC

You cannot make corrections in sections using strikethrough. You must first acknowledge that the entry is invalid by ticking the appropriate box. Next, the correct data is entered. More details:

Write down the number of the entry in the 1st column.
Record the date on which the entry was found to be invalid in the 2nd column.
Make a checkmark "Entry under No. A is invalid" in the 3rd column.
Re-date to indicate the new correct entry in the 2nd column.
Make a new entry in the 3rd column.
Indicate the number, date of the document on the basis of which the data was corrected in the fourth column.

It is not difficult to correct the mistake made when filling out the title page. Cross out the incorrect information with one line and write down the correct information. Next, make a note on the document confirming that the new data is correct.

The video tells about the rules for making changes to the work book:

Copy of work book

A correctly certified copy of a work book is considered a document confirming a person's employment.

How to certify a copy?

An authorized person will make copies of all pages of the document that have records.

The copies are stamped, the current date is recorded and the resolution “copy is correct”. A copy is signed by the HR inspector.

On the copy, it is necessary to make a note that the person is an employee of the organization at the moment.

Duplicate

A duplicate is a reissued copy of a work book, which has equal legal force with the original. The duplicate is drawn up and maintained in 2016-2017 in accordance with the rules and norms for filling out the work books.

How to get a duplicate

If the employee has lost the TC, then he should apply to the last place of work and notify the employer about this by writing a loss statement in free form.

The HR specialist will prepare and issue a duplicate of the document within fifteen days.

Information contained in the duplicate TC

Total work experience before admission to this organization. The experience is indicated in total.
Information about the activities of the employee in this organization.
Information about the awards, the incentives received in the last place of work.

A duplicate can also be issued if the main document is not usable, or if there is a court decision on its invalidity.

Insert

The insert in the TC is started when there is no room left in the document for making the next entries.

The insert is considered a legal continuation of the document and is drawn up in the same way, however, the insert is invalid without the TC. The mark on the attachment of the liner must be included in the labor sheet.

How to sew an insert into a work book, and a sample of the insert design, see the video:

If the employer values its employees, then the accounting and maintenance of their personal labor documents is organized at the appropriate level. Respect for your employees is the foundation of a business's prosperity and success.

Since the work book is legally significant document, confirming the length of service of each employee, increased requirements are imposed on its completion. The rules for filling out work books are general for all employers, who are responsible for maintaining these documents.

From the article you will learn:

what are the basic rules for filling out work books in 2016;
what rules are established for filling out work books when applying for a job;
what are the rules for filling out a work book upon dismissal;

Basic rules for filling out work books in 2016

Each employee of the enterprise must have a work book with whom an employment contract is concluded on a temporary or permanent basis. If this organization is the first workplace for an employee, it is the employer's duty to create a new work book in the name of the new employee and enter all his personal information in it. If the given workplace a person is no longer the first; upon admission, he must necessarily present to the employer the previously obtained work book. The personnel officer is obliged to check the correctness of the entries already made in it and take the document for safekeeping.

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

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

On the first page of the labor page, the personal data of the owner are indicated, including:

Surname, name and patronymic (they must match the data specified in the passport);
Date of birth (written in Arabic numerals);
Information about education, specialty (based on education documents);
Date of filling out the work book (you need to check that the discrepancy with the date of admission to the first job was no more than 5 days);
Signatures of the responsible employee of the HR department (indicating the position) and the owner of the work book with decoding, legible handwriting;
The seal of the company certifying the information entered.

The rules for filling out work books in 2016, including their copies, duplicates and inserts in them, as well as making corrections in them, are set out in the Instructions for filling out work books, approved by the decree of the Ministry of Labor of the Russian Federation of 10.10.2003, No. 69, as well as Rules for maintaining and storing work books, making work book forms and providing employers with them, approved by the Government of the Russian Federation of April 16, 2003 No. 225.

The main part of the work book consists of two sections: "Information about work" and "Information about remuneration", they are divided into columns, entries in which are made in a strictly established manner, with a pen with black, purple or blue ink, legible handwriting. No fixes allowed - when an error is found the record is invalidated and the correct data is entered in a separate record under a new serial number.

According to the rules for filling out work books, each record is assigned a sequential serial number. It must be entered in column 1. In column 2, the date of the entry is entered, which must correspond to the date of the document on the basis of which the information is entered. Column 3 indicates information about the work of the owner of the work book - hiring and dismissing from it, promotions and demotions, transfers and movements. Entries in this column are made with references to labor laws. In column 4, you must enter the name and details of the document on the basis of which the entry was made.

The section "Information on remuneration" contains information about the state awards and honorary titles received by the employee during the period of the employment contract with the employer. The rules for filling out work books and the procedure for making entries for this section are exactly the same as for the section "Information about work", only in this case, in column 3, you should indicate by whom and for what the employee was awarded, the type of awards and incentives.

Rules for filling out work books when applying for a job

When applying for a job, the full and abbreviated (if any) company name is entered in the Job Information section, and the company stamp is put. Records of employment are assigned a sequential number.

Note! The column "Information about the work" does not indicate either the serial number or the date when the corresponding entry was made. The rules for filling out the work book establish that the serial number is entered only in column 1 and is the same for the entire entry in the work book, and the date is entered in the specially designated column 2.

Thus, under the name in the next line, in column 1, the ordinal number of the record is put down, in column 2 - the date of hiring. In column 3, the entry must begin with the verb: "Adopted in ...", "Elected in ...", "Appointed in ...", followed by the name of the structural unit, position, specialty or profession, indicating qualifications. Column 4 indicate the name of the document - the grounds and its details.

Rules for filling out work books upon dismissal

The basis for making a dismissal entry in the work book is the order of the employer. In column 1, the next serial number is affixed in accordance with the sequential numbering established by the rules for filling out work books. In column 2, the date is indicated in the format DD.MM.YYYY. When filling out column 3, it is allowed to use the wording: "Fired ...", "The employment contract has been terminated ...", "The employment contract has been terminated ..." Labor Code... In column 4, after the word "Order", you must indicate its details.

Remember:

If a notice of dismissal is made, this means that the cooperation between the employee and this employer is terminated. Therefore, after the dismissal record, there must be a signature of an employee of the personnel department with a decryption, certified by the seal of the enterprise. Confirmation of agreement with the entries made and receipt of the work book is the signature and decryption of the signature made by the owner of this document.

Attached files

Labor book (form) .xls
Labor book (fragment). Registration when hiring an employee (form) .doc

Available to subscribers only

Labor book (fragment). Registration when hiring an employee (sample) .doc

The work book retains all information about the employee's labor activity and is used to determine the duration of his work experience. The currently valid forms of the work book and insert are established in the Post. No. 225 of April 16, 2003. How to fill out the work book correctly is indicated in the Post. No. 69 of October 10, 2003. These decrees contain discrepancies on some issues, which requires an appeal to the Labor Code and makes it even more difficult to issue a work book.

This is especially true for private entrepreneurs who are forced to take on the responsibility of maintaining personnel records... The slightest deviation from the standards for filling out the work book leads to the invalidity of the information entered, as well as various mistakes made in the records themselves. To eliminate the consequences, corrections are made in the corresponding columns strictly according to the established model. In exceptional cases, the employee is issued a duplicate.

When opens

Each work book has its own number, is issued to the employee for life and cannot be replaced with the exception of some cases. If a newly hired employee does not have this document, you need to open a new one for him. If there was one, but for some reason cannot be provided, this information is reflected in the act, which is certified by signatures: the person issuing the new work book, the employee and the witness.

The document is entered for an employee who has worked in the company for at least six days, and must be issued within a week from the date of his employment. This procedure is performed in the presence of an employee, from whose wages the cost of the form is subsequently withheld.

Employment book, sample of filling out when applying for a job:

How to fill

All entries in the work book are recorded official organizations authorized to do this by order of the head, most often - by an employee of the personnel department. In his absence, it can be an accountant or director of an enterprise. The document must be registered in the ledger and kept by the employer until the employee is fired or transferred to another place of work. If necessary, the employee is issued an extract from the book at the place of request.

An extract from the work book - a sample of filling:

The entries are kept in legible handwriting, all words are given in full, without any abbreviations. Numeric expression of dates, characteristics and other information is indicated only in Arabic numerals. Also, you cannot write the name of the month in words. Correct format filling in the date: 03/05/2020. Ballpoint, gel and fountain pens are acceptable. The paste, gel and ink they contain must be highly resistant to water and UV rays. Optimal are blue, dark purple and black shades of the coloring pigment.

Documentation

To fill out a work book, you need:

employee passport (or other identity document);
diploma of education;
work record book;
certificate of individual entrepreneur or the Charter of the organization;
official stamp.

For details on how to fill out the title page of the work book, see the video

The work book is divided into three parts:

Cover page containing information about the owner of the document.
Information about the work, including the name of the enterprises in which the labor activity was carried out and the duration of such.
Section about awards.

Please note that the rules for filling out work books oblige you to make adjustments in case of a possible change:

company name (incl. legal form);
type of printing (using different ones in one book is unacceptable!).

Title page

On the first page of the work book, you must indicate all the information about the employee, guided by the documents provided to him. It should contain:

F AND O owner;
date of birth (numerically);
level of education (secondary, specialized secondary, higher);
the name of the profession indicated in the diploma;
the date of opening the work book;
employee signature;
signature of the person filling out the document;
official seal of the organization.

The title page of the work book, a sample of filling in 2020:

Job details

Each page is average and most extensive section consists of four graphs containing:

The ordinal number of the record (starting from No. 1 onwards).
Date of hiring and other events.
The record itself, which is information about the organization (its full and abbreviated name), the name of the position (indicating qualifications) and division. In addition to the fact of being hired, cases of transfer to another position and dismissals are also recorded here. Information about this must be entered in the column within 7 days from the date the order was issued, with the exception of the record of dismissal, which is drawn up directly on the day of its execution.
Documentary evidence of the record - the name of the order, the date of its issue and the number (in this order).

For details on how to make entries about work in the work book, see the video

additional information

At the request of the employee, information about part-time work is entered into it. The registration is made on the basis of documents provided by another enterprise where the employee is employed in a combined position. In this case, the same principles for filling out the column are used as when entering information about the main job. The work book should be kept by an employee of the personnel department at the place of his main job, who is the only one who has the right to enter any information into it.
Acquisition of a second profession, obtaining a category, advanced training are also reflected in this section.
If there is a renaming of the enterprise, a corresponding entry is made indicating the document that served as the basis for this. This information will be able to explain the discrepancy in the seals put upon employment and dismissal of an employee. The same steps are performed when renaming a position.
In the case of reorganization of the enterprise, the section notes the dismissal of the employee with his subsequent admission to the new company.

A sample of filling out a work book during liquidation of an LLC:

Examples of

A.S. Kopacheva joined Avelan OJSC on February 27, 2016. On August 12, 2016, she was transferred to the position of senior legal counsel. This fact was reflected in the "Job Information" section.

When dismissing an employee, in column No. 3, you must indicate the normative act of the Labor Code, according to which this measure was applied. The entry must be confirmed by the seal of the company or HR department and the signature of the person filling out the work book. The employee must also sign this column, thereby confirming his agreement with the entries made during the work.

A. M. Sholokhov performed the duties of a seller at ZAO Continent. On March 6, 2017, he was fired for absence from work without good reason... The dismissal order was signed on the same day.

Awards

This section contains information about the ranks awarded to the employee, the diplomas awarded to him, certificates and other awards provided for by the internal regulations company and legislation. These do not include the gratitude of the management, expressed orally, as well as the regularly paid cash bonuses that are part of the payroll system. Which explains the complete lack of information in this section, which is found in the work books of most workers. Moreover, various letters and diplomas issued to an employee without issuing a corresponding order are also only a nominal expression of gratitude, which is not reflected either in the work book or in the personal file.

Filling out the work book 2020, sample:

Insert design

If all the free spaces in the work book have been used up and there is nowhere to enter new entries, the insert opens. Usually it is sewn into the end of the document, since there are no specific instructions about this in the instructions for filling out work books. On the title page (or cover) of the main booklet, a stamp is put on the issuance of an insert with an indication of its series and number.

The rules for maintaining both documents are identical; the cover page of the insert must also be completed. The numbering of records continues after the number at which the completion of the work book ended. If mistakes were made when filling out the insert, it will be disposed of in the presence of the commission by drawing up an act. The same applies to rejected or outdated work books.

We are ready to answer your questions - ask them in the comments.

Appendix N 1
to the resolution of the Ministry of Labor of the Russian Federation
dated October 10, 2003 N 69

Instructions
on filling out work books

With changes and additions from:

This Instruction in accordance with clause 13 of the Rules for maintaining and storing work books, making forms of work books and providing employers with them (hereinafter referred to as the Rules for maintaining work books), approved by the Government Russian Federation of April 16, 2003 N 225 "On work books", establishes the procedure for filling out work books, inserts in them, duplicates of work books (hereinafter - work books).

1. General Provisions

1.1. Date entries in all sections of work books are made in Arabic numerals (day and month - two-digit, year - four-digit). For example, if an employee was hired on September 5, 2003, an entry is made in the work book: "09/05/2003".

Writing is done accurately, with a fountain pen or gel pen, rollerball pen (including ballpoint), light-proof ink (paste, gel) in black, blue or purple and without any abbreviations. For example, it is not allowed to write "ave." instead of "order", "schedule." instead of "order", "lane." instead of "translated", etc.

1.2. In the sections "Information about work" and "Information about rewarding" of the work book, crossing out previously entered inaccurate, incorrect or other invalid entries is not allowed.

For example, if it is necessary to change a specific record of a job in the "Job Information" section, after the corresponding last record in this section, the next serial number is indicated, the date the record was made; in column 3, an entry is made: "The record after the number is invalid." After that, the correct entry is made: "Adopted for such and such a profession (position)" and in column 4 the date and number of the order (order) or other decision of the employer is repeated, the entry from which is incorrectly entered in the work book, or the date and number of the order is indicated ( orders) or other decision of the employer, on the basis of which the correct entry is made.

In the same manner, the record of dismissal, transfer to another permanent job if the dismissal or transfer is recognized as illegal by the employer, the supervisory authority, the review body labor disputes or the court and reinstatement of the previous job or change the wording of the reason for dismissal. For example: "The entry for such and such number is invalid, restored at the previous job." When the wording of the reason for dismissal is changed, an entry is made: "The entry for the number is invalid, dismissed (a new wording is indicated)." In column 4, a reference is made to the order (order) or other decision of the employer to reinstate at work or change the wording of the reason for dismissal.

If there is an entry in the work book about dismissal or transfer to another permanent job, which was subsequently declared invalid, a duplicate of the work book is issued upon the written application of the employee without making an entry that was recognized as invalid. In this case, the inscription "Duplicate" is made in the upper right corner of the first page of the duplicate work record book. On the first page (title page) of the previous work book, it is written: "A duplicate has been issued in exchange" with an indication of its series and number.

2. Filling in information about the employee

2.1. The information about the employee provided for by the Rules for maintaining work books, indicated on the first page (title page) of work books, is filled in as follows:

the surname, name and patronymic are indicated in full, without shortening or replacing the name and patronymic with initials, the date of birth is recorded in full (date, month, year) on the basis of a passport or other identity document (for example, military ID, foreign passport, driver's license, etc. .);

the record of education (basic general, secondary general, primary vocational, secondary vocational, higher vocational and postgraduate vocational) is carried out only on the basis of properly certified documents (certificate, certificate, diploma, etc.);

an entry on incomplete education of the corresponding level can be made on the basis of duly certified documents submitted (student card, grade book, certificate educational institution etc.);

profession and / or specialty are indicated on the basis of documents on education, qualifications or availability of special knowledge (when applying for a job requiring special knowledge or special training) or other duly executed documents.

2.2. After specifying the date of filling out the work book, the employee with his signature on the first page (title page) of the work book certifies the correctness of the information entered.

The first page (title page) of the work book is also signed by the person responsible for issuing work books, after which the organization's seal is put (seal personnel service) (if there is a seal), in which the work book was filled out for the first time.

2.3. Changes to entries in work books about the last name, first name, patronymic and date of birth are made on the basis of a passport, birth certificates, marriage certificates, divorce, about changing the last name, first name, patronymic and other documents and with reference to their number and date.

These changes are made on the first page (title page) of the work book. One line crosses out the previous surname or first name, patronymic, date of birth and new data is recorded. Links to the relevant documents are made on the inside of the cover of the work book and are certified by the signature of the employer or a person specially authorized by him and the seal of the organization (or the seal of the personnel service) (if there is a seal).

2.4. Changes (additions) on the first page (title page) of the work book of records of new education, profession, specialty are carried out by supplementing the existing records (if they already exist) or filling in the corresponding lines without deleting previously entered records.

3. Filling out information about work

3.1. In column 3 of the section "Information about work" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any), are indicated in the form of a title.

Under this heading, in column 1, the ordinal number of the entry to be made is put, in column 2, the date of employment is indicated.

In column 3, an entry is made on the acceptance or appointment in structural subdivision organization with an indication of its specific name (if the condition of work in a specific structural unit is included in the employment contract as essential), the name of the position (work), specialty, profession with an indication of qualifications, and in column 4 the date and number of the order (order) are entered, or another decision of the employer, according to which the employee is hired. Entries about the name of the position (work), specialty, profession with an indication of qualifications are made, as a rule, in accordance with the staffing table of the organization. If, in accordance with federal laws, the provision of benefits or restrictions is associated with the performance of work in certain positions, specialties or professions, then the names of these positions, specialties or professions and qualification requirements to them must comply with the names and requirements provided for by the relevant qualification reference books.

Changes and additions made in accordance with the established procedure in qualification guides, staffing table organizations, are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer.

If an employee is assigned a new category (class, category, etc.) during the period of work, then a corresponding entry is made about this in the prescribed manner.

The establishment of a second and subsequent profession, specialty or other qualification for an employee is noted in the work book indicating the ranks, classes or other categories of these professions, specialties or skill levels. For example, the second profession "Electric and gas welder" was assigned to the mechanic-repairman with the assignment of the 3rd category. In this case, in the work book, in column 1, column 2, the date of establishment of the second profession is indicated, in column 3 the entry is made: "The second profession" Electric and gas welder "has been established with the assignment of grade 3", in column 4 the corresponding certificate, its number and date are indicated.

At the request of the employee, an entry in the work book of information about part-time work is made at the place of the main job on the basis of a document confirming part-time work. In column 1 of the section "Information about work" of the work book, the serial number of the entry is put, in column 2 the date of hiring as a part-time worker is indicated, in column 3 an entry is made on the acceptance or appointment as a part-time job in a structural unit of the organization, indicating its specific name ( if the condition of work in a specific structural unit is included in the employment contract as essential), the name of the position, specialty, profession with an indication of qualifications, column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number. In the same manner, a record of dismissal from this job is made.

3.2. If during the work of the employee the name of the organization changes, then a separate line in column 3 of the section "Information about the work" of the work book is made: "Organization such and such has been renamed to such and such", and in column 4 the basis for renaming is an order (order) or other decision of the employer, its date and number.

3.3. In the work books of persons who have served a sentence in the form of correctional labor, an entry on the non-inclusion of work time during the period of serving a sentence in continuous work experience is entered as follows. In the section "Information about the work" of the work book, in column 1, the ordinal number of the entry is put, in column 2 - the date of the entry, in column 3, an entry is made: "Working time from such and such a date (day, month, year) to such and such date (day, month, year) does not count towards continuous work experience. " Column 4 indicates the basis for making an entry in the work book - an order (order) or other decision of the employer (issued in accordance with the verdict (ruling) of the court), its date and number.

3.4. When restoring, in the prescribed manner, continuous work experience in the work book of an employee under last place of work, in column 3 of the section "Information about work", an entry is made: "Continuous work experience has been restored from such and such a date, month, year", in column 4 a reference is made to the corresponding name of the document on the basis of which the entry was made, with reference to its date and number.

4. Filling in the information about the award

The procedure for entering information about the reward is as follows: in column 3 of the section "Information on rewarding" of the work book, the full name of the organization, as well as the abbreviated name of the organization (if any) are indicated in the form of a title; below, in column 1, the ordinal number of the record is put (numbering, increasing during the entire period of the employee's labor activity); column 2 indicates the date of the award; column 3 records who the employee was awarded, for what achievements and with what award; column 4 indicates the name of the document on the basis of which the entry was made, with reference to its date and number.

5. Filling in information about dismissal (termination of the employment contract)

5.1. The record of dismissal (termination of the employment contract) in the employee's work book is made in the following order: in column 1, the ordinal number of the record is put; column 2 indicates the date of dismissal (termination of the employment contract); in column 3, an entry is made about the reason for the dismissal (termination of the employment contract); column 4 indicates the name of the document on the basis of which the entry was made - an order (order) or other decision of the employer, its date and number.

The date of dismissal (termination of an employment contract) is considered the last day of work, unless otherwise provided by federal law, an employment contract or an agreement between the employer and the employee.

For example, upon termination of an employment contract with an employee due to a reduction in the number of employees, October 10, 2003 was determined as the last day of his work. The following entry must be made in the employee's work book: in column 1 of the "Information about work" section, the ordinal number of the entry is put, in column 2 the date of dismissal is indicated (10.10.2003), in column 3, the entry is made: paragraph 2 of Article 81 of the Labor Code of the Russian Federation ", column 4 indicates the date and number of the order (instruction) or other decision of the employer to dismiss.

5.2. Upon termination of an employment contract on the grounds provided for in Article 77 of the Labor Code of the Russian Federation (except for cases of termination of an employment contract at the initiative of the employer and for circumstances beyond the control of the parties (clauses 4 and this article), a record of the dismissal (termination labor contract) with reference to the relevant paragraph of the specified article.

For example: "Fired by agreement of the parties, paragraph 1 of Article 77 of the Labor Code of the Russian Federation" or "Fired by on their own, paragraph 3 of article 77

5.3. When an employment contract is terminated at the initiative of the employer, a record of dismissal (termination of the employment contract) is made in the work book with reference to the relevant paragraph of Article 81 of the Labor Code of the Russian Federation or other grounds for termination of the employment contract at the initiative of the employer, provided for by law.

For example: "Fired in connection with the liquidation of the organization, paragraph 1 of Article 81 of the Labor Code of the Russian Federation" or "Fired in connection with the termination of access to state secrets, paragraph 12 of Article 81 of the Labor Code of the Russian Federation."

5.4. When the employment contract is terminated due to circumstances beyond the control of the parties, an entry is made in the work book about the grounds for terminating the employment contract with reference to the relevant paragraph of Article 83 of the Labor Code of the Russian Federation.

For example: "Dismissed due to non-election to office, paragraph 3 of Article 83 of the Labor Code of the Russian Federation" or "The employment contract was terminated due to the death of an employee, paragraph 6 of Article 83 of the Labor Code of the Russian Federation."

5.5. Upon termination of an employment contract on additional grounds provided for by the Labor Code of the Russian Federation or other federal laws, records of dismissal (termination of the employment contract) are made in the work book with reference to the relevant article of the Labor Code of the Russian Federation or other federal law.

For example: "Fired due to repeated one year gross violation of the charter of an educational institution, paragraph 1 of Article 336 of the Labor Code of the Russian Federation "or" Fired due to reaching the age limit established for replacement public office public service, paragraph 2 (1) of Article 25 Federal law from 31.07.1995 N 119-FZ "On the fundamentals of the state service of the Russian Federation".

5.6. When an employment contract is terminated on the initiative of an employee for reasons with which the legislation connects the provision of certain benefits and advantages, a record of the dismissal (termination of the employment contract) is entered in the work book indicating these reasons. For example: "Dismissed of her own free will in connection with the transfer of her husband to work in another locality, paragraph 3 of Article 77 of the Labor Code of the Russian Federation" or "Dismissed of her own free will in connection with the need to care for a child under the age of 14, paragraph 3 of article 77 of the Labor Code of the Russian Federation ".

6. Features of filling out information about dismissal (termination of an employment contract) and acceptance (appointment) for work in connection with the transfer of an employee to another permanent job to another employer (to another organization) or his transfer to an elective job (position)

6.1. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to another permanent job to another employer (to another organization), column 3 of the section "Information about work" of the work book indicates in what order the transfer is carried out: at the request of the employee or with his consent ...

When hired for a new place of work, an entry is made in the employee's work book in column 3 of the section "Information about work" as provided for in clause 3.1 of this Instruction, indicating that the employee is accepted (appointed) in the order of transfer.

6.2. Upon dismissal (termination of an employment contract) in connection with the transfer of an employee to an elective job (position) to another employer (to another organization), an entry is made in the work record: "Dismissed due to the transition to an elective job (position) in (the name of the organization is indicated) , paragraph 5 of Article 77 of the Labor Code of the Russian Federation ".

At the new place of work, after indicating the full name of the elective body, as well as the abbreviated name of the elective body (if any), in column 3 of the section "Information about work" of the work book, an entry is made about what job (position) the employee is elected to, and in the column 4 indicates the decision of the elected body, the date and number of its adoption.

7. Features of filling out a duplicate work book

7.2. If an employee before joining this organization (to this employer) has already worked, then when filling out a duplicate work book in the section "Information about work" in column 3, first of all, a record is made about the general and / or continuous work experience as an employee before entering this organization (to this employer), confirmed relevant documents.

The total work experience is recorded in total, that is, it is indicated total years, months, days of work without specifying which employer, in what periods of time and in what positions the owner of the work book worked in the past.

After that, the total and / or continuous work experience, confirmed by duly executed documents, is recorded for individual periods of work in the following order: column 2 indicates the date of employment; in column 3, the name of the organization (employer) where the employee worked, as well as the structural unit and work (position), specialty, profession, indicating the qualifications for which the employee was hired, is recorded.

If the submitted documents confirm that the employee was transferred to another permanent job in the same organization (with the same employer), then a corresponding record is also made about this.

Then, in column 2, the date of dismissal (termination of the employment contract) is indicated, and in column 3 - the reason (basis) for dismissal, if such data are available in the document submitted by the employee.

In the event that the documents do not fully contain the above information about the work in the past, only the information available in the documents is entered into the duplicate of the work book.

Column 4 indicates the name, date and number of the document on the basis of which the corresponding entries were made in the duplicate. The originals of documents confirming the length of service, after making copies of them and their proper certification by the employer or the personnel department, are returned to their owner. The employer is obliged to assist the employee in obtaining documents confirming his work experience prior to joining this employer.

Any organization certainly needs to have work books of everyone who works in it on a permanent basis and longer than five days. Personnel officers note here all important information about professional activity its owner - this is the requirement of the Labor Code and the sample and rules for filling out the work book, we will analyze in today's article.

It is allowed to make marks on the pages of the book with a blue pen (as an option - purple) or black; the use of various kinds of abbreviations is considered a mistake.

Cover page data:

Name. It should be written in full form, as in the passport, without using abbreviated forms and initials. The data can be found in the passport, driving license, military ID and similar documents.
Date of Birth. To record it, Arabic numerals are used. When specifying the day and month, two-order numbers are used, and the year is written in four-order numbers.
Education. This line contains the level of existing education, which can be secondary vocational, higher or other. Here you can enter information about not completed on this moment education. The data necessary for the correct filling of this paragraph should be taken from the documents provided by the employee.
Speciality. The main working specialty of the owner of the book, which he received in educational institution... This information is also specified according to the documents provided on education.
Date of completion. As a rule, an important date is recorded here - the day of the first entry in the book. Salient feature specifying the date in this line - the month can be written in words, and this will not be considered an error.
The signature of the owner of the book. Everything is clear here, the employed person signs himself.
The signature of the employee who deals with all issues related to the execution of such documents. There are options here. Ideally, the personnel department should be in charge of such things, respectively, the signatures in the books are made by its chief. However, not every company has its own personnel department, therefore, such responsibility is often assigned to an accountant, or even to a manager.
Seal. She assures herself of everything that was indicated earlier. This can be the official seal of the company or its personnel department, if there is one.

Entering data on the main job

Company name. It is written in the third column of the table at first in full, without abbreviations such as LLC, CJSC, etc., and then the abbreviated form of the name is also signed in brackets.
Record number. In the required column of the table, the ordinal number of absolutely any record of work is entered, ie, for example, at the first employment it will be the number "1", during translation - "2", and so on. It is noteworthy that this figure is placed on the line following the name of the company, and the name itself forms a kind of "heading" over all subsequent marks.
Date. The date of official registration for work is entered in specially designated columns of the table in Arabic numerals. As for the line, the information is located on the same line as the serial number of this record.
Registration for work. It is written in the third column and begins on the same line on which the date of employment is recorded. The name of the division of the company where the employee is admitted and his position are indicated.
Indication of the document that became the basis for the employment of the owner of the book. Usually they are ordered to hire a new employee. This information is entered in the last column on the same line as the previous entry.

Entering information about part-time work

Sometimes it happens that an employee performs certain duties, combining them with his main job. Information about such labor initiative are recorded only at the request of the employee himself. If he has a desire and he asked to make a mark in the book, then the procedure for entering data will be similar to that described earlier, only the name of the organization does not need to be written a second time.

Transfer to another unit or change of position

It happens that an employee is transferred to another department for further work or changes his position. Naturally, such changes in his career path must be recorded in the labor one.

Record number. A new milestone in labor is marked, of course, with a new number.
Date. Arabic numerals the date of the official translation is written.
Record of transfer or taking up a new position. In the third column, the name of the department where the labor owner was transferred and his new position are written.
Basis of translation. The last column of the table records the data of the transfer order.

Entering information about dismissal

The dismissal of an employee is a reason for the next record in the labor force, and it must be done on time, since on the final working day it must be returned to the owner. Delay in such a case may threaten with a fine and compensation for an employee who stops working in this organization.

Serial number. Dismissal is another entry, and it must have its own number in the column provided for this.
Date. The date of the final working day is indicated here - it is she who is considered the date of the final dismissal. Naturally, the numbers must be Arabic.
Causes. In the third column, where the position and place of work are recorded, you need to make a note about the reason for the dismissal, not forgetting to refer to the desired article TC. For example, if the dismissal was preceded by the immediate desire of the employee, one must refer to Article 77, paragraph 3.
Base. The last column contains the data of that document (usually an order for dismissal), on the basis of which the dismissal took place.
Seal. After completing all the records, you need to seal them with a seal, as well as the signature of the head of the company or another person authorized to do so. The resigned employee also signs, and the dismissal can be considered valid.

Corrections

Sometimes errors occur when writing various information into the work record, for example, instead of “senior engineer” it is simply written “engineer”. The error, of course, needs to be corrected, we have already written a more detailed article about. It is prohibited to cross out and gloss over anything, and there is only one way to correct it - to recognize the erroneously specified data as invalid:

Number . The number of the next entry is affixed.
Date. The date from which the erroneous entry will be invalidated is recorded.
In the third column, the following text is written "The entry under No. _ is invalid."
A new entry is made with up-to-date and correct information, for which its order number and date are also put down.