In large organizations, work records are usually maintained by a special unit - the personnel department or personnel department. In smaller companies there is no need to have several HR officers, but one employee responsible for employee documentation is sufficient. For example, a human resources manager. But small firms often cannot afford a separate staff unit dedicated to personnel issues. Our article will explain who fills out the work book if there is no personnel officer.
Registration of labor: how to make notes
The rules for maintaining work books are prescribed in Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 (Instruction No. 69). In particular, it makes clear that dates should be indicated in Arabic numerals.
In addition, there are certain standards for the use of pen and ink for making notes:
- You can use a fountain or gel pen, a rollerball pen (including a ballpoint pen);
- the ink (paste, gel) must be light-resistant, and the color must be black, blue or purple.
Please note that any abbreviations in the entries are not allowed, as there is a warning about in clause 11 of the Rules of Government Decree No. 225. Employers often ask the question: is it possible to use a stamp of the name of the organization to simplify the procedure for making entries in the work book? If we take a literal approach to compliance with the rules, then this approach does not meet the requirements for recording entries in the work book. But, as a rule, state labor inspectorates do not hold employers accountable if the name of the organization is stamped. However, it is important that the stamp is affixed correctly: horizontally, without covering extra columns (in column 3), etc.
Clause 11 of the Rules of Government Decree No. 225 contains a warning that each entry has its own serial number within the corresponding section. And this norm conflicts with the Resolution of the Ministry of Labor No. 69, which states that there is no need to number records when renaming an organization and in the case when you draw up a duplicate, you do not need to number records about the total length of service. What is the right thing to do in this case and what document to rely on?
When contradictions arise in legal acts, then from a legal point of view it is more correct to be guided by the provisions of a higher legal act. In this case, by Government Decree No. 225, which says that numbering is still needed.
Grounds for termination of the contract
Possible reasons for dismissal may include the following:
- own wish;
- the founders’ decision not to renew the employment agreement upon expiration of the contract;
- early termination of the contract in connection with the liquidation of an LLC or JSC.
An entry in the work book is always written on the basis of some document, most often an order. In case of dismissal from office, the boss himself issues an order for personal dismissal in the T-8 form.
Important! In accordance with Art. 84.1 of the Labor Code of the Russian Federation, the order must contain a signature confirming familiarization. Please note that this mark must be placed no later than 3 working days from the date of publication of the document.
The Federal Service for Labor and Employment explains that in order to formalize the dismissal of a manager, a decision of the board of directors will be sufficient.
Information about employment in the work book
Entering information about employment has its own characteristics that you need to remember. So, for example, filling out this part of the labor report begins with column 3, where the name of the organization is indicated in accordance with the constituent documents.
In the line below, in column 1, indicate the serial number.
In column 2, enter the date of employment - in accordance with the order of employment.
Opposite the date of hiring, in column 3, the following entry is made according to the template: “Hired to <structural unit> <name of position, profession, specialty indicating qualifications>.” For example, “Hired to the HR department as a personnel officer.”
The structural unit is indicated if it is included in the employment contract.
Column 4 contains the order on the basis of which the employee was hired. When making an entry, it is better to adhere to the following sequence: type of document, date, number. For example, “Order No. 28-k dated December 16, 2008.”
At the stage of filling out information about employment, no records need to be certified with seals.
- Information about transfers
You should also pay attention to the fact that only permanent transfers are recorded in the work book. No temporary transfers are included in it.
When making a transfer, you should be guided by the following algorithm:
In column 1 (“Record number”) we indicate the serial number.
In column 2 - the date of transfer.
In column 3, we make an entry: “Transferred <where and by whom>”. For example, “Transferred to the legal department as a lawyer.”
In column 4 - indicate the transfer order (type of document, date, number).
- Record of military service time
A record of the time of military service is also made in the “Employment Information...” section. In this case, column 2 indicates the date the entry was made.
In column 3, the following entry is made: “Service in the Armed Forces of the Russian Federation from 01/01/2017 to 01/01/2018.”
In column 4 we indicate your military ID. For example, “Military ID GT No. 111112.”
In the same way, entries about part-time work are made, but at the request of the employee and if there is a corresponding application from him. In addition, in accordance with clause 21 of Government Decree No. 225, information about the time spent studying in courses and schools for advanced training, retraining and training can be entered into the work book.
Legislative regulation of the issue
Filling out work books in 2021 is regulated by the following regulatory documents:
- Article 66 of the Labor Code of the Russian Federation;
- Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved. Decree of the Government of the Russian Federation dated April 16, 2003 No. 225;
- Instructions for filling out work books, approved. Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69.
It should be borne in mind that the specified standard is not a recommendation for implementation, but clearly defined standards that approve the sample work book, and failure to comply with which is punishable under Article 5.27 of the Code of Administrative Offenses of the Russian Federation.
Record of dismissal
The information about hiring also includes information about dismissal. The general rules on how to do this correctly are formulated in Resolution of the Ministry of Labor No. 69:
- Column 1 contains the serial number of the entry;
- Column 2 indicates the date of dismissal (termination of the employment contract);
- in column 3 a record is made of the reason for dismissal;
- Column 4 names the document on the basis of which the entry was made - an order (instruction) or other decision of the employer, its date and number.
Regulatory documents defining the procedure for filling out
In order to avoid disagreements about how incentives are recorded in the work book, regulatory requirements and concepts have been developed that every employer must rely on. The Labor Code has legal force provided that the specified requirements are met. The main resolutions are defined in Chap. 10 and 11 of the Labor Code of the Russian Federation, and Article 66 defines the labor principles.
Important are the Rules and Instructions, which define the requirements for maintaining and storing books, as well as the literal standards for filling out and making entries in them.
The rules for maintaining, filling out the title work book, as well as storing the Labor Code were adopted by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225. The rules are indicated by paragraphs that set out aspects of filling out work books for employment and the general provisions for working with them. Instructions for filling them out were developed by the Ministry of Labor and Social Development of the Russian Federation on October 10, 2003, No. 69.
An important role in a particular situation for each specific employee is played by:
- nomenclature office work;
- local acts;
- orders;
- accounting documents on which the maintenance of technical documentation is based.
They are contextually determined by the provisions adopted by the State Statistics Committee of the Russian Federation on January 5, 2004 No. 1. Of course, it is important to rely on documentary evidence provided by the applicant for the position (Article 65 of the Labor Code of the Russian Federation), which consists of information:
- about education;
- qualifications received;
- about work experience, etc.
Filling out the title page
The title form of the work book is filled out in two cases:
- first employment;
- registration of a duplicate.
The sample of the new work book was approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 and has not changed since then.
All information about the owner of the work record is entered in black, blue or purple ink. When filling out you must indicate:
- FULL NAME.;
- date of birth (DD.MM.YYYY);
- education and specialty;
- profession.
The information is entered on the basis of the documents provided by the employee: we write as it is written there. No entries “from the words” of the employee are written or entered. The text is entered neatly, in legible handwriting. Blots and mistakes are not allowed. Dates are entered in Arabic numerals. What documents does the employee provide when concluding an employment contract?
- about education (if the job requires special knowledge, skills and abilities);
- about military registration (if the person is liable for military service);
- SNILS (if missing, the employer draws up this document himself);
- passport.
The labor document is not listed, but we must remember that this is a mandatory document. You can see a sample of the 2021 work book design below.
Everything that is written on the title page is certified by the signature of the specialist responsible for filling out, maintaining and storing work books. In any organization, regardless of the form of ownership and direction of activity, one of the employees is responsible for preparing and storing work books within the organization (clause 45 of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). Who it is - a personnel officer, an accountant, an employee of another service, or the director himself - does not matter. It is important that such a person is appointed by an order that has the same name - on the approval of the person responsible for filling out and storing work books and their inserts. It is more expedient to assign two employees to this area. If one employee gets sick or goes on vacation, the second one will cover him for this time.
Next, the company seal is affixed, if any. Its imprint is placed in a specially designated place on the form. If there is no seal, then we don’t put it.
After the personnel officer enters the necessary information, the owner of the document signs in a specially designated line as a sign of agreement that all data is entered correctly. If errors were made, then such a document is considered invalid and must be destroyed, and a new form is issued to the owner of the work book (at the expense of the organization).
Completed cover page of the 2021 work book
What to do when an employee changes personal data? Don’t throw away the book... Yes, you don’t need to do this, for this case the legislation provides for the possibility of making changes: the old information of the employee on the title page is carefully crossed out (we are talking about full name), and new information is entered on the double page of the work record. We certify this record with our signature with a transcript (if there is a stamp, we also put it on it). In more detail, how to fill out a work book for 2021 in this case is written in Section III of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. It is necessary to keep in mind and remember that correction of entries on the title page and in other sections of the work book is carried out by different ways.
