Insert in the work book: how to design and sew in (samples)

A work book is an important document, the pages of which contain information about a person’s work history throughout his life. A standard work book contains ten page spreads for entering information about the work path of its owner. Sometimes this volume is not enough to record all the data, and the use of pages intended for “information about awards” for this purpose is strictly prohibited. To continue recording the employment history, a separate special insert is used, the form of which is approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225 “On work books,” and how to correctly fill out the insert for a work record can be found in Decree of the Ministry of Labor of the Russian Federation dated October 10, 2003 No. 69 “On approval of the Instructions for filling out work books.”

What is the insert for?

During a busy career, many employees are faced with a situation where there is nowhere to make changes to the “Job Information” section - all the pages are completely covered.
However, the law prohibits:

• Rename other sections of the document and continue to enter data about the employee’s work into them.
• Attach blank sheets of any format.
• Use blank document forms as inserts.

Completing a document does not mean that the employee must draw up a new document.
In order to avoid problems with re-registration, the state has provided special inserts that are filed in the work book. The rules for preparing an insert for a work book are established by order of the Ministry of Labor dated October 10, 2003, number 69. The main purpose of such a form is to clearly provide the employer with information about a potential employee. The book contains personal information of the employee: passport data, level of education and reasons for dismissal from organizations.

Strict rules for designing and filling out the form are part of the security system that guarantees the authenticity of the document.

When is it issued?

The employment document is a self-sufficient document, but the insert without it is invalid. A number of events signal the need to issue it:

• lack of space to add new information on work spreads;
• the need to continue the chronological recording of events in a person’s work.

In 2021, the price of an insert in a work book is about 200 rubles. A work book form costs about the same.

Government Decree No. 225 in paragraph 38 obliges the employer, provided that all positions in one of the sections of the book are filled out, to sew in a document. The employer is responsible (clause 45 of the Rules of Resolution 225) for organizing work in terms of:

• management;
• storage;
• accounting;
• issuance.

The legislator does not oblige the employee to fill out an application for the provision of a document. Art. 65 of the Labor Code of the Russian Federation provides for such an appeal only for issuing a new copy of the work book in case of loss, damage or absence.

The employer has the right to require an application from the employee with a request to issue a document if:

1. The local regulatory act of the organization provides for an application as a document that confirms the issuance and use of the form - clause 42 of the Rules to Government Decree 225. In this version, the application becomes the justification for issuing the insert to the employee.
2. The need to justify the method of payment for purchase costs. Clause 47 of the Rules allows the employer to collect a fee from the employee for purchasing the form, that is, the cost is actually deducted from the salary (except for cases of mass loss or damage during the registration process, clauses 34, 48 of the Rules).

Insert design

The first thing an employer needs to know is that an insert that is not attached to the work book is considered invalid.
It is strictly prohibited to staple documents or use glue, due to the poor reliability of these devices. If erroneous information is entered into the insert, correction is not allowed. For this reason, it is recommended to fill out the document first and then begin sewing. If an error occurs when entering data, you must:

• Remove the insert with incorrect information.
• Make a record of the loss of validity of the stamp left on the document.
• Create a damage report.
• Record changes in the work book and their inserts.
• Get a new form.

Form for an act of writing off a work book in .doc (Word) format An example of filling out an act of writing off a work book in .doc (Word) format After filling out the insert, you must leave the seal of the organization or department. The seal is displayed next to the manager’s signature. In the header of the title page there is a stamp “Insert issued”, which indicates the series and numbering of the executed document.

Each new insert must be accompanied by a corresponding stamp. If these rules are ignored, the organization may be subject to a fine for negligence.

In general, filling out the insert is completely similar to filling out a work book, however, the following factors should be taken into account:

1. The form must be filled out only by the employer (or his responsible employees) during whose work all the sheets of the work book were used.
2. In addition to the stamp, the actual date of filling out the insert, and not the date of establishment of the work book, should be displayed on the title page.
3. Only relevant data is entered into the additional sheet. For example, during the course of work, an employee’s passport details, level of education, etc. may have changed.
4. The rules do not establish limits on the number of inserts, which is why one employee can supplement his main document an unlimited number of times.

Acquisition process

Only employers have the right to purchase these documents. They are prohibited from accepting the form brought by the employee or requiring him to provide a blank form.

You can purchase the form from intermediaries who sell products manufactured by the State Sign of the Ministry of Finance of the Russian Federation. These distributors are required to have a special power of attorney to engage in such activities, which contains information about the series numbers of the inserts.

A prerequisite is the presence of a license and certificate, which ensure the legal purity of transactions. If an employer decides to purchase forms from other suppliers, then he risks being accused of falsifying labor documents.

According to the Rules, the organization has the right to issue forms on the following conditions:

• provide forms free of charge and always have a certain supply of blank work books and inserts;
• charge a monetary fee corresponding to the cost of the form, if its issuance was not caused by actions that, through the fault of the employer, led to the loss or damage of documents.

Labor with an attachment
If the cost of forms from distributors increases, the organization has the right to charge the employee only the amount that she paid for the purchase of this particular insert. Deliberately inflating the price recorded in the invoice for the purchase of a document will be regarded as a violation of the law.

The average cost of inserting into a workbook is from 140 to 200 rubles per copy.

No stamp from previous work

It often happens that at the previous place of business, due to the negligence of management, the seal on the title page was not placed. According to clause 2.2 of the Instructions for preparing and maintaining the document, it is necessary to send the employee to the previous employer with a request to issue such a stamp.

If the former employer persistently refuses to issue a seal under any conditions, the only solution to the conflict will be litigation.
In most cases, the employee wins the lawsuit, so in order to issue a seal, it is often enough to threaten the former employer with court.

If the entry on the issue of the insert is made incorrectly

Corrections and cross-outs are not allowed in work books. An incorrect entry cannot be corrected; only the incorrect entry can be replaced. To do this, an employee of the personnel department of the enterprise where the erroneous entry was made, after writing out its number, must write next to “The entry is incorrect” and below make the correct one. At the same time, these entries - both correct and erroneous - are entered into the book for recording the movement of labor books. The same goes for earbuds.

If an error was made directly on the title page of a new work book or insert, both correction and replacement are considered impermissible. In this case, the book or insert is subject to destruction and the subsequent issuance of a new form without reimbursement from the owner of the book. In this case, a serial number is cut out from the book or insert being recycled to document disposal. It is also necessary to make an appropriate entry in the work book movement book.

The employee changed his last name

In this case, the employee must write a statement addressed to the director, which indicates the reason for the change of name.
The application must be accompanied by documents confirming the fact of the changes: passport, divorce document, certificate of marriage, etc. Application form for a change of surname for an employer in .doc (Word) format After acceptance of the application, a number of steps are taken:

1. The director puts a resolution on the application and hands it over to the employee.
2. The employee visits the HR department, where he makes an entry about the change of passport data directly in the work book.
3. After making changes, the director issues an order, which presents the procedure for changing the last name.
4. As soon as the order comes into force, the person responsible for making changes to the documentation can begin work.

The changed data is again sent to the employer for the required stamps and signatures.

How to make an entry in the work book about the issue of the insert?

When issuing the insert, the following sequence must be observed:

• filling the insert>
• performing registration entries>
• sewing in the liner.

Only this procedure is acceptable, since corrections are not allowed in the Rules for maintaining records in work books and inserts. If an error was made, the insert must be destroyed and a new form is issued at the expense of the enterprise.

So, the issued insert must be filled out. The information entered into it must contain the following information:

• Full name of the employee, information about education and specialty (based on documentary evidence)>
• date of birth>
• current date, which is the date the insert was issued>
• employee signature>
• signature of the HR employee who completed the insert.

After completing the procedure for issuing the insert, it is certified by the employer’s seal. Next, on the first page of the work book, a stamp is placed, used specifically for such cases, with the obligatory inscription “Insert issued”; the series of the insert and its number are also indicated. There are no clear instructions in the legislation about where exactly the stamp should be placed on the labor document. Traditionally it is placed on the right in the upper corner, although its other location is not considered an error.

The job entry was made in the wrong section.

A common mistake is that part of a record belonging to the “Job Information” section fits into another “Award Information” section.
The reason for the error is quite banal - the inattention of the employee filling out the document. In accordance with paragraph of rules No. 30, strikethroughs and other changes to erroneous information in the section on information and rewards are unacceptable. All errors in records must be corrected by invalidating the data.

What to do if the employer does not give the work book? Read in this article.

What else you need to know about maintaining work records

• Work books must be purchased and stored by the enterprise for timely issuance to employees applying for jobs (no later than five days from the date of employment).
• Material costs for the acquisition of work books by an enterprise are collected from employees hired at workplaces, except for the following cases:

1. in case of damage or destruction of work books for reasons not related to the owner of the book (for example, an emergency at the enterprise)>
2. incorrectly completed first page of the work book.

• In addition to the employee responsible for maintaining work books, only the employer has the right to make entries in work books.
• The employee is notified of all changes in the entries in the work book in writing and signed.
• Entries in the work book are made exclusively with a pen with black, purple or blue ink. Corrections are excluded.
• Disciplinary records and fines are not included in the work book.
• It is prohibited to enter abbreviated entries and initials.
• Records of remuneration are of a general nature (without specifying the amounts and qualities of remuneration) and are always numbered. The numbering does not depend on the employer and is sequential in nature.

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How to sew an insert into a work book?

The law does not provide specific instructions on how to properly attach an insert to the main document.
There are only a number of restrictions listed above. Most often, the form is located at the end of the book, just before the cover. From a convenience point of view, the best place to sew a document will be the middle. However, in this case, the form will separate some entries, which will disrupt the integrity of the book and create many problems with numbering.

To sew in the form, you can use a thick needle with dense threads. To simplify the task, it is recommended to unfold the liner in the middle, and then start piercing with a thick needle or awl. Next, using the prepared holes, begin sewing the additional form to the hard cover.

Some organizations have special equipment for securing liners - sewing machines with wide stitch pitches. This information should be confirmed with management.

The main requirements for fastening are reliability and complete exclusion of the possibility of document loss. Otherwise, the destroyed data will not be restored.

Stamp or record - which is correct?

Is it possible to replace the stamp indicating the issue of the insert with a record of this? For example, if the organization was created recently, no inserts have yet been issued to any of the employees, so the management has lost sight of this circumstance and has not yet ordered a stamp. What to do in this case?

The answer to the question of whether it is permissible to make an entry in the work book about the issuance of an insert instead of a stamp is contained in clause 39 of the Rules, which clearly defines that a stamp is placed in the work book. This means that the situation when personnel service employees make a record of the issue and certify it with the company’s seal does not comply with the law (to put it simply, such a record does not mean anything). If this is discovered (for example, upon dismissal), the employee should immediately ask the personnel officers to put the stamp - otherwise problems may arise when applying for a new position.

Who should buy the book?

In accordance with Government Decree No. 225 of April 16, 2003 (as amended in 2008), the employer is obliged to:

1. On an ongoing basis, have in the organization the required number of inserts for the work book.
2. When issuing a form for the main document to an employee, the employer has the right to charge him a fee for related expenses. Funds are deducted from wages, of which the employee must be notified, or by transferring funds to the company’s account.

Comment. Due to the fact that the employee in any case bears the cost of purchasing the form, the employer may ask the employee to independently purchase an additional document.

The cost of the form varies depending on the region and can range from 150 to 300 rubles. You can also buy earbuds from online stores that supply the product at lower prices.

Conditions for issuing inserts

The head of the organization can issue inserts in one of the following ways:

• Free of charge. In this case, the costs are borne by the employer himself (clauses 44 and 48 of the Rules approved by the Government of the Russian Federation, No. 225 of April 16, 2003).
• By charging the employee compensation equal to the cost of the form at the time of its purchase (clause 47 of the same Rules).
• Compensation for part of the cost of the insert by the employer, and the remaining part by the employee. This will require a special order.

Numbering of entries in the insert

The numbering in the additional form must be in accordance with all entries made in the work book for the entire period of time.
The serial number following the one indicated in the main document must be entered. Clause 27 of the Rules for Maintaining a Work Book allows for corrections when inaccurate or incorrect data is entered. So, if an incorrect serial number is indicated, it is necessary to declare the invalidity of the item, and then enter the current information on a new line.

What happens if you don’t fill out the insert?

The employer is responsible for maintaining records. For violating the established rules, he may be subject to punishment under Articles 5.27, 13.20 of the Code of Administrative Offenses of the Russian Federation.

In case of misdemeanor, the penalties are as follows:

In addition, in accordance with Article 237 of the Labor Code of the Russian Federation, an employee has the right to demand compensation from the employer for moral damages for unlawful actions or inactions related to record keeping. Such disputes are considered in court.

What to do if you lose your earbud?

The loss of the liner is a situation that is not provided for by the rules, but does occur.
In this case, the employee must write a statement addressed to the employer explaining the reasons and circumstances of the loss. After the explanatory note has been signed, the personnel department must issue an order to issue a new insert and continue filling it out as usual. However, old data is not restored.

An insert in the work book is an additional form that is attached to the main document. Its main task is to save the employee from the long procedure of re-issuing a work record book and simplify the process of filling out the document for the employer.

Results

The legislation of the Russian Federation requires employees of personnel services in a number of cases to draw up inserts in the work book. It is important to avoid mistakes when filling them out, as well as when legitimizing the use of inserts through special stamps or records.

You can get acquainted with the peculiarities of legislative regulation of other aspects of legal relations involving employers and employees in the articles:

• “How to quit without working 2 weeks in 2021 - 2021”;
• “What is considered late under the Labor Code?”

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

What is it for?

Filling out books incorrectly can lead to problems during retirement. That is why you should not do the following:

• change the title of the section “Information about the award” to “Information about the work”;
• paste, sew in blank sheets;
• sew in blank employment forms for later filling out;
• draw up a new employment record for the employee and maintain it after the end of the previous one.

To continue making entries in the book, you must draw up a special document - an insert.

This is a special strict reporting form. which is issued if one or more sections of the work report are completely filled out, that is, there are no free fields for making new entries.

It has a legally established form and consists of several spreads:

• 9 for job information;
• 8 for information about awards.

Who should buy the insert?

As a rule, this form is purchased at the expense of the organization, but, unlike the work book itself, the cost of the insert can be deducted from the employee. It is assumed that an enterprise can purchase this documentation by order from a specialized printing house, but at the same time, the law does not prohibit citizens from purchasing this document on their own - it can be found in any office supply store.

Note! Purchasing in a store can be much cheaper than paying the cost of an accounting document to the organization’s accounting department, because when ordering from a printing house, the company will incur additional costs, for example, those associated with delivery.

Common mistakes

The requirements for the preparation and maintenance of the insert do not differ from the rules for filling out labor documents. However, in practice, HR employees sometimes make mistakes when working with such documents.

These shortcomings can be classified into two types:

• Accepted during registration . The most common mistake during initial filling is entering incorrect information about education and the employee’s last name. The situation arises if a personnel employee draws up the relevant lines from the words of the person, and not on the basis of correctly compiled documents. In case of such an error, you should destroy the form and use another one.
• Made in the process of maintaining . A large number of mistakes are made in the process of entering information about work. These include: incorrect hire date;
• the name of the organization is not indicated;
• the name of the position or structural unit is missing;
• abbreviation of words in any fields;
• certification of the employee’s transfer record with the manager’s signature and seal; such a defect cannot be corrected;
• entering information about work into the reward information columns.

These errors can only be corrected at the place of work where the incorrect entry was made. Correction by the new employer is allowed on the basis of an official document from the organization whose personnel employee made the inaccuracy. In this case, you cannot cross out the entry.

Additions and corrections are made only in another line, which indicates the invalidity of the information, and also records the correct information.

These errors can lead to problems for a person related to:

• with further employment, for example, if he cannot confirm his position, the reason for dismissal;
• with the inability to prove your actual work experience - this happens if the information does not correspond to the passport data.

Still have questions? Find out how to solve exactly your problem - call right now:

Do I need to sew it in?

After filling out the cover page of the insert and registering its issuance, the personnel employee must sew the properly executed form into the employment form . It is recommended to carry out this procedure with a completely finished document, since in case of errors you will have to remove the form and draw up a damage report.

The legislation does not establish a specific place where exactly the liner should be sewn. That is, you can attach it at the beginning, in the middle or at the end. This is not important for the inspection authorities, but most often the form is sewn in exactly as a continuation of the book - between the last page and the back cover.

It would be most convenient to anchor the document in the middle. To do this, you do not need to make additional holes and ensure that the punctures match. But this method will make subsequent reading difficult, since the insert will interrupt old records.

The document must be sewn exclusively. Gluing with tape, fastening with staples is not allowed, and it cannot simply be put into the labor sheet. These methods do not provide sufficient safety.

The sewing procedure is simple, it consists of several steps:

1. Use a sharp awl to make four or more holes along the fold line. The distance between them should be the same.
2. Similar punctures are made on the back cover of the workbook. In this case, the number of holes and distance must be the same.
3. The thread is inserted into the punctures. It is best to use #10 cotton. The ends of the thread should come out of one hole.
4. A knot is tied.

This method will ensure reliable safety from loss.

This process can be seen clearly in the following video:

If you are wondering where the hologram is placed in the work book. read this material.

How to make an application for the issuance of a work book in hand - see here.