The employer or HR specialist records information about employees, dates of employment and positions held in the work record book. The law requires that every legal entity and individual entrepreneur with employees have such a registration book. The absence of a document is considered a violation of the law. In this case, companies face a fine under Art. 5.27 Code of Administrative Offenses of the Russian Federation. The minimum fine under it for officials and individual entrepreneurs is 1,000 rubles, for organizations - 30,000 rubles.
According to the law, even if a book does not have blank pages, it is not handed over to the archive until all the columns in it are filled out. An additional document is opened to enter information about new employees. A ready-to-use work record book can be downloaded for free in our material.
Why do you need a log book?
The work book still represents the main document about work activities.
There is more and more talk that it is time to switch to an electronic version of the document - to keep up with the times in the age of information technology. But until it comes to this, the question remains of what a book for recording the movement of labor books is and whether it is necessary to keep it. This is a kind of journal in which data on admission and dismissal is recorded - this is how the length of service and work activity of a person as a whole is confirmed. We are talking about work at the main place, since it is the main employer who stores the books themselves.
The norm is mandatory and does not depend on the form of ownership or organizational and legal form of the legal entity. In other words, accounting for work records in budgetary institutions is mandatory, as well as in LLCs or PJSCs.
The government determines not only the type of work books themselves, but also the procedure for handling them, as stated in Article 66 of the Labor Code of the Russian Federation. Detailed regulation of the issue is in Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 (as amended on October 31, 2016).
IMPORTANT!
For the absence of a work record book, a fine of up to 50,000 rubles is provided (Article 5.27 of the Code of Administrative Offenses of the Russian Federation)!
Ledger storage
The book for recording the movement of TCs and their inserts is located at the workplace of the employee responsible for its maintenance. It continues until all pages are fully used for as many years as it takes. After use, a new one is started, and the numbering in it continues from the number where the previous one ended, and does not start again. The used journal is under no circumstances destroyed, but it is not immediately handed over to the archive: employees will have to sign it when they leave and receive documents, so it is kept by the personnel officer until it is completely closed. And only the accounting book, filled out from beginning to end, is handed over according to the inventory for storage in the archives of the company, where it will remain for 50 years.
Who fills it out and how?
It all depends on the staffing level. So, if there is a personnel department, then the personnel officer will take care of the accounting; in his absence, the accountant will do the accounting. If there is no one to assign the responsibility to, then the leader himself. If this is your first time encountering such a document, then our work record book will help you figure out how to fill it out; you can download a sample at the end of the article.
In practice, questions do not arise when filling out the form, since the graphs are extremely simple and understandable. Entries are made legibly by hand. When hiring, you must comply with the five-day deadline for filling out the accounting book. The most important thing is that the employee’s signature upon dismissal is proof of timely fulfillment of the obligation to issue the document.
The sheets of the accounting book must be numbered and certified by the signature of the manager, then they must be laced and stitched. We’ll tell you below how to flash the work book movement book.
What data is recorded?
The book is filled out only in two cases: when a person is hired and when he is fired. Among the required information in it:
- serial number of the registered record;
- date the person was hired (in numbers);
- employee data;
- the position for which the citizen was hired;
- name of the service or department where he was accepted;
- details of the employment order;
- signature of the person confirming receipt or issue of the document.
Instructions for filling out when applying for a job
The book of movement of labor records (you can download a sample for free at the end of the article) has:
- title page;
- the main part where notes are made.
The names of the columns are extremely simple; it is almost impossible to make a mistake when entering data. But still we list the main steps. The book column numbers are indicated in parentheses:
Step 1. Enter the serial number (1) of the entry.
Step 2. The next three cells (2, 3, 4) are for the date the entry was made. Write them down.
Step 3. Now you need to specify the owner's details (5). Please note that Full Name must be entered in full, without abbreviations up to the initials! Otherwise, you will receive a remark on journal keeping from regulatory organizations.
Step 4. In the next cell (6) enter information about the work: series and number. If there is an insert, then you need to indicate its data too.
Step 5. In the following cells (7) and
enter information about the position and department where the employee works. The wording should be the same as in the hiring order. It is unacceptable if the journal says “HR department”, and the order says "Department of Human Resources".
IMPORTANT!
If the employee subsequently moves to another position, there is no need to make changes to the accounting book!
Step 6. Next, provide the details of the employment order (9).
Step 7. This cell must contain the signature of the responsible person (10).
Step 8. The next cell (11) does not need to be filled in. This is a kind of rudiment - now no one receives money to purchase blank books and inserts. But if suddenly this is your case, then enter the amount.
This completes the filling. The remaining cells are filled in when the employee leaves - on his last working day.
Results
Maintaining a book of records and the movement of labor books does not require personnel officers to have in-depth knowledge of labor legislation.
It is enough to follow a number of simple rules, including registration in the journal of all books, both received from employees and issued by the employer independently, compliance with the correct date format for records, indicating the employee’s position in full accordance with the staffing table, reflecting the owner’s full name books in their entirety, without any abbreviations. You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.
Instructions for filling out upon dismissal
Step 1. In the penultimate cell (12) you must enter the date of the employee’s last working day.
There is an important point here. If the employee is absent on this day, it is necessary to write him a notice that he must come to the organization for the work book or agree to have it sent. Then attach a copy of the letter and a copy of the payment to the journal and enter the notification details in pencil. If the employee ends up coming in person to pick up the document, then write down the actual date in pen. If he agrees to forwarding (it must be in writing!), then enter the details of the cover letter. If the employee did not react at all, then leave a note made in pencil, and keep the work record for 75 years - this is required by paragraph 43 of the Rules from PP No. 664 of 04/16/2003 and paragraph 664 of the List from Order of the Ministry of Culture No. 558 of 08/25/2010.
Step 2. Finally, the very last cell (13) is intended for the signature of a former employee. If he refuses to sign, then an act is drawn up. It must be attached to the journal and kept with it for the entire period - 75 years.
How to seal a work record book
You can seal it in several ways, for example, using a special seal-sticker, which can be ordered in any online store at a price of 2 rubles per piece, or you can make it yourself from paper: just cut out a rectangle measuring 3 by 7 centimeters and seal the ends of the thread with it. The main requirement is that the thread be fixed “tightly”, and it was impossible to pull it out without breaking the seal.
- At the place where the ends of the threads are attached, directly on the seal-sticker, it is necessary to make a note about the number of sheets in the book, the name of the person in charge and the signature.
- We certify the seal with the seal of the organization.
Where to buy
The book for recording the movement of work books, a sample of which we are considering in the article, is available for free sale. Any person who has such a need can purchase it. An alternative option is to order from a printing house, but the price will be higher. Please note that the book must be stitched and sealed. This is done to avoid the replacement of sheets and their removal. Film or sealing wax is used as a seal, and the firmware is carried out in any way convenient for a specialist.
How to flash a work record book
The work record book is first stitched and then sealed before it is filled out by the responsible employee. To do this you need:
- Number all pages from the first sheet to the last.
- Make two holes near the fold line of the pages (from the first page to the back cover inclusive).
- Insert a thread into the holes (preferably silk, about a millimeter in diameter, so as not to tear), and bring the ends of the thread to the back of the cover.
- The ends of the thread must be tied and secured to the cover so that they cannot be removed, a process called sealing.
Creation of a commission
If the enterprise is large and there are a lot of documents to be transferred, then to carry out and formalize this procedure it is necessary to create a special commission. It can include employees from different departments of the company, consisting of at least two people. The commission is also appointed by issuing a separate order from the head of the company.
The commission’s task is to check whether all work books are in place, make sure that all the necessary records are present and correspond to reality, and also certify the fact of transfer from one person to another.
Labor registration log - error correction
Example of how to correct mistakes
Keep a journal carefully and accurately. However, people are not machines - mistakes happen. In such cases, the general rules adopted in office work apply.
A corrector that completely covers the erroneous text cannot be used. There are two ways:
- Crossing out the wrong phrase. Opposite there is a note “believe corrected in such and such column”, the date and signature of the authorized person.
- "The entry is not valid." Next they write the necessary information. Additionally, it is not certified.
Order
The procedure for maintaining and storing work books falls on the responsible persons. The work book is the responsibility of the employer, who is obliged to keep work books for employees who have worked in the organization for more than five days, if the work in this organization is the main one for the employee.
After registering the employee in the relevant position, the employer fills out the Labor Code, entering into it the basic information:
date of hire;- job title;
- name of company;
- corresponding order.
This tradition of conducting labor records developed at the dawn of the formation of the Soviet state, without losing its relevance to this day.
Work books are kept for all employees working in the institution, if the work is official.
The adopted Labor Code of the Russian Federation carried out the transition of the right to use Soviet documents in the new conditions of statehood, gradually and step by step modernizing the registration of workers and their migration within the Russian Federation.
Legal policy in the field of labor is aimed at the most painless adaptation of outdated traditions to new conditions and requirements.
Currently, workers of three generations coexist in one segment of labor history. This is marked by the presence of a single regulatory space, which takes into account the following types of labor codes:
- 2004 release;
- 1973 release;
- 1938 release.
At the same time, the documents are unified regardless of the source of origin, which may rightfully be another state that was previously part of the Union as a union republic.
According to existing standards, entries made in information about work before the collapse of the union and the introduction of the Labor Code of the Russian Federation are relevant both for determining the qualifications of an employee and his professional experience, and for taking into account work experience.
Responsibility for the absence or incorrect maintenance of a book
It is worth noting that the work book is a strict reporting form. This means that all companies and entrepreneurs are required to ensure adequate recording and control of these documents. For violations in the area of maintaining the book in question, administrative liability may arise, in accordance with Article 5.27 of the Code of Administrative Offenses.
| Responsible persons | Amount of fine |
| Officials | 500-5000 rubles |
| Organizations | 30000-50000 rubles |
As we can see, the fines for companies are quite serious, so it makes sense to approach the drafting of this document very responsibly.
Responsibility
After accepting the work book from the employee, responsibility for filling it out and storing it rests not only with the personnel department employee, but also with the manager, who is obliged to control the process of record keeping of these important documents.
Responsibility is removed after:
- The employee who resigned took his book back against signature.
- The TC was sent to him by mail or transferred through a proxy under a notarized power of attorney.
- A registered letter was sent notifying him to pick up the document.
- An act of refusal to receive it was drawn up.
A document not issued on time is an offense for which liability may be charged in accordance with Article 232 of the Labor Code of the Russian Federation .
If requested, issue must be made on the last day of work. In other cases - no later than 3 days after its completion.
