Work book: how to get it, who should fill it out and how to do it correctly?

Work can begin at any age and a work book can be obtained quite early.
But many inexperienced workers, employers and personnel department employees do not have the slightest idea how to fill out a work book when it is issued for the first time. Lack of experience and a certain uncertainty contribute to the fact that when filling out a work book, people make many mistakes, which is why they have to clear up the dirt in the work book or simply get rid of it.

In this article, we will teach you how to correctly make all entries in the work record of a newly hired employee for a job function in an organization, especially if this is his first work experience. We will also tell you about all kinds of nuances in filling out, conveniently arranging the information you are interested in point by point.

Enjoy your reading and remember that any entry made by your hand in the work book leads to the onset of certain consequences , but you must decide for yourself which ones: favorable or not.

When may you need to obtain a work book?

A work book is an important document confirming a person’s work activity
. According to the Labor Code, a work book is needed when calculating length of service when applying for a pension. Therefore, almost all employees have it. The exception is citizens working for a private owner without an official device.

In addition to the original document, a copy of it is often used. It may also be necessary in different situations. Most often for:

1. Devices for another job. The owner of the book has the right to take the document from the personnel department and make a copy of it, returning it again. At the same time, the law does not require an explanation of the reason on the part of the employee. A citizen does not have the opportunity to simultaneously work two jobs and at the same time be officially employed in them. A copy of the document is often required to ensure that the second employer is convinced that there are no dismissals due to drunkenness, theft or other illegal actions of the Pension Fund. Using the provided copy of the document, the insurance period is calculated, which directly affects the amount of the pension.
2. Restoring the original document. Having a photocopy of a document in the possession of a citizen makes it possible to restore the original document.
3. Applying for a loan from a bank. It is necessary to confirm the fact of solvency. Those who are currently officially employed have a higher chance of getting a loan. Its size also directly depends on the position and salary. obtaining a visa. Providing a document here is also required to confirm the citizen’s solvency. Also, previously a copy was required when applying for a foreign passport. At the moment, this document has been removed from the list of required ones.

Payment for the insert

The employer must always have new, unfilled work books and inserts in it. They must be stored as strict reporting forms in secure rooms, safes or special cabinets. They should be purchased on behalf of an organization (legal entity or individual entrepreneur) from the manufacturer (in the GOZNAK association) or through distributors.

It is important to know! When this form is handed over to an employee, the amount of expenses for its acquisition is subject to recovery. An exception is the fact of damage to the work document (with or without insert) due to the fault of the personnel officer (or another company employee).

Main methods of obtaining

You can obtain a work book in three ways:

• This document is issued at the first job where the citizen was officially employed. This option is the most common. But if the employer for some reason refuses to do this, the citizen should seek help from the court. After graduating from an educational institution, usually an institute or university, a work book is also issued along with the graduation diploma. But this option is not very common, so not all higher education institutions do this.
• You can also purchase a work book yourself. They can often be easily found in office supply stores. But before purchasing, you should pay attention to the authenticity of the future document. There should be a coat of arms, a characteristic luminous inscription and a seam. According to the law, in this case, the employer cannot require the purchase of a new document, but can only issue a form from licensed suppliers.

Self-purchase is possible if you need to get rid of unwanted records made by your previous employer.

Normative base

The procedure for maintaining the chronology of labor activity is currently regulated by federal legislation, namely Resolution of the Government of the Russian Federation No. 225 and Resolution of the Ministry of Labor of the Russian Federation No. 69, which approve the form of the work book, its samples, Rules for maintaining the specified document, as well as the procedure for providing forms to enterprises with coverage of some moments of registration of a work book.

Labor Code of the Russian Federation

Decree of the Government of the Russian Federation of April 16, 2003 N 225

Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69

In particular, paragraph 8 of Resolution No. 225 states that during initial employment, a work record book is created by the employer and at the expense of the enterprise, for all employees who have begun their duties and perform them for at least a calendar week.

Similar rules are contained in Article 66 of the Labor Code of the Russian Federation, which states that a record of employment must be made from the moment of acceptance into the company, but no later than 5 working days.

How to get a job for the first time?

To receive a document for the first time, you can use the options described above. But in order for it to be valid, it is necessary to provide additional documents and fill out the necessary paperwork. This process also requires a specific algorithm, which will be described below.

Where to apply

The document is drawn up at the place of new work. Basically, their establishment and filling is carried out by the HR department employee. Sometimes this role is played by the leader himself.

The first place of work requires the presence of a new and blank form, which is filled out according to certain rules. If this is not the first job, the employee comes to the employer with a work book from his previous place of work.

Even if the employee had a submitted document, the law does not prohibit him from not providing it, replacing it with a new one. This happens if a citizen is not satisfied with his previous place of work. In turn, the employer is not obliged to check the accuracy of what is said and the existence of a previous employment record.

Despite the fact that an employee can independently purchase a work permit, it is better to prefer the option of preparing the document at work. Moreover, there is no specific law that would require you to do this yourself.

What documents are needed

In order to register a work book, you must have a passport with a diploma that confirms the person’s competence in the job for which he is applying. If this place of work does not require special skills and there is no need to have appropriate education, it is not necessary to provide it.

Men who served in the army, as well as former military personnel, should take their military ID with them. If a citizen has been in prison, it is worth having a certificate of release with you.

Registration process

In order to receive the long-awaited document, you should contact your employer or the HR department directly. Take the list of documents listed above with you and give them along with a new book, if you purchased one. If it is not there, the employer is obliged to provide it. The cost of the books will then be deducted from the salary of the future employee.

Before this, the employer is obliged to issue an order to hire a citizen. The deadline for completing the document varies depending on the situation. If we are talking about hiring, the appropriate notes are placed no later than a week later. If this is a dismissal, the mark is placed on the same day when the employee wrote his letter of resignation.

It is worth noting that the entry in the book must fully comply with the text of the order that was issued earlier. Each entry must be reviewed by the owner of the work and confirmed with a personal signature.

The details of the attached documents must be recorded in the book. If the citizen was previously a military serviceman, it is worth writing this down before a note is made about starting work in a new place.

How to fill it out correctly?

The document is filled out by an employee of the HR department. There is nothing complicated in this process, since the labor document contains a minimum of information. Each line indicates exactly what needs to be filled out.

The first name with last name and patronymic must be written down exactly as in the passport. The date of birth must also match. There should not be a single mistake, the handwriting should be legible, and a signature should be placed at the end.

As for making other entries, the citizen does not have the authority to do so. Everything regarding the place of work, deadline, and making additional notes is done by the HR department employee.

It is also important to make entries in documents in the state language. Notes are made in pen. All marks are made by hand, use typewriters and printers. There are no special restrictions regarding color. The filling employee should choose one of three options: blue, purple or black.

Responsibility for missing an entry

Paragraph 45 of Rules No. 225 states that it is the employer who is responsible for filling out the books. Subparagraph “b” of paragraph 10 of the Regulation on Labor Supervision No. 875 of September 1, 2012 states that if an employer receives a complaint regarding violations in filling out the book, an unscheduled inspection awaits him. The result of control measures may be administrative liability on the basis of Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

In particular, this is either a warning or a fine:

• 1,000-5,000 rubles for officials and individual entrepreneurs.
• 30,000-50,000 rubles for legal entities.

If a repeated violation is detected, the fine will be increased.

What data is included in the work book and what is not?

To know exactly which data in documents is important and which is unacceptable, you should familiarize yourself with the list. Information that should or can be included in the document:

1. first name with surname and patronymic;
2. full date of birth;
3. name of the enterprise;
4. date of hiring, dismissal;
5. numbers of orders for admission, dismissal;
6. employee awards for success at work;
7. notes on discoveries, diplomas received, inventions, remunerations paid.

The name of the position for which the employee is applying is written in accordance with the Classifier of Occupations.

What is not included in the labor report:

• reprimands and penalties for the employee;
• information about received awards;
• type of employment contract;
• the period of being on social leave, which includes pregnancy, maternity leave for up to three years;
• being on vacation at your own expense;
• temporary relocation of an employee to another position, or combination with an old one.

Hiring an employee

To get a job, you must present a certain list of documentation confirming many aspects of interest to the manager:

• passport}
• labor}
• pension certificate}
• military ID}
• certificate or diploma}
• documents on additional education.

To obtain a certain type of work, the following documents may be required:

• driver license}
• permission for this type of activity}
• medical book.

Another type of documentation is not recorded in the Russian Labor Code. The leader and the citizen who came to him should know about this.

The employer, when hiring an employee, must issue an order on his appointment. Based on this document, you will need to make an entry in your employment and personal files.

How to get a work book if you lose your previous one?

Restoring a work record is a labor-intensive process.
So it’s better not to lose. The loss of a work book, like any other document, requires a lot of effort and energy to recover. The recovery process should begin after it is discovered who exactly lost the document. If it turns out that this was done by the employer, the employee has no need to worry. After all, all the paperwork will fall on his shoulders.

If this was done by the employee himself, the situation is more complicated. Issuing a duplicate requires a lot of time, because the data cannot be filled out simply from the head; you need to go to the archive, which contains a lot of information.

To begin the reconstruction process, you need to contact your last place of work. Within 15 days they are required to issue a recreated duplicate of the lost original.

The second recovery option is to independently apply to the pension fund. Here, within 10 days, a certificate of work experience and length of service is issued.

The situation is greatly simplified if the owner has a copy of the document. But, unfortunately, not in all cases, a photocopy can save you. In order to recreate a document, you must have certified copies. These are issued at the place of work in the HR department. In other cases, the copy has no weight in the restoration process.

If suddenly the enterprise in which the applicant worked was liquidated, its data is transferred to the State Archive. You can also make a duplicate when submitting a request to the MFC.

An extreme, but most effective measure is to file an application with the court. This method will help in recovering documents in 100 percent of cases.

Possible errors and their elimination

Labor and the insert into it should be carried out properly to prevent possible negative consequences in the future. Strikethroughs, except on the title page, are not allowed in these documents. The most common errors and methods for eliminating them are presented in the table below.