Work book: sample filling 2021 and 2021

When you don’t need to keep a work book

You enter into a contract agreement (GPC) or an apprenticeship agreement. Such relations are regulated by civil law, not labor law, so a recording is not needed.
You enter into an employment contract for remote work. By agreement of the parties, it is possible not to keep a work book and not to draw up a new one. This is written in Article 312.2 of the Labor Code.

Entrepreneurs do not reflect their entrepreneurial experience in their work books. The pension fund will calculate it based on the insurance premiums paid.

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At what age can you start?

As we know, in our country the age of absolute majority begins at eighteen years of age . Of course, today many employees of the government apparatus are trying to reduce this figure to twenty-one years, but the civil code of our country spells out the figure at eighteen years.

Also, a minor child always has the opportunity to undergo the emancipation .

To do this, you need to get a job under an employment contract or engage in entrepreneurial activity.

Parents or the guardianship and trusteeship authority must submit a petition for emancipation of the minor in court, and the court, based on the results of consideration of the submitted documents, must decide whether to reject this petition or not.

Thus, if a child has undergone the emancipation procedure, then he will be able to work officially under an employment contract from the age of sixteen.

This means that a work book can be opened in his name from this age . Of course, such cases are a very small percentage in Russia, but still, they happen and happen everywhere, which is why they also need to be taken seriously.

Where to get a work book

The employer maintains work records for all employees who have worked for him for more than 5 days. When a person gets a job, he brings his work book.

If an employee has lost his work book or it is damaged, prepare a new one for him.

If an employee gets a job for the first time, issue a work book within a week.

According to the rules, you can only buy forms from organizations that meet the requirements of Goznak. We looked at the manufacturer’s website - there are only 6 authorized organizations, but in fact there are many more sellers.

To avoid buying a counterfeit form, ask the seller for permission and an agreement. It is better to spend time finding a reliable supplier than to receive a fine for violating labor laws.

How to fill out a work book

The filling rules are described in Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69 and Decree of the Government of the Russian Federation dated April 16, 2003 N 225. Below we will tell you about the main thing.

Write in a book with a black, blue or purple pen, without abbreviations. You can't write "pr." instead of "order" or "trans." instead of "translated".

Write in Arabic numerals. The day and month are in two digits, the year is in four digits. If you hired an employee on August 12, 2021, make an entry in the work book: “08/12/2019.”

What information to enter

about the employee;
about the work being performed;
about transfers to another permanent job and about dismissal;
grounds for termination of the employment contract;
information about awards for success in work;
about part-time work - at the request of the employee.

Each entry in the work book about work performed, transfer and dismissal is duplicated in the employee’s personal card.

How to fill out the title page

When registering a new work book, fill out the title page.

Enter the employee's last name, first name, and patronymic without abbreviations. Make an entry based on your passport or other identification document.
Enter your date of birth in the format “day, month, year”.
In the fields “education”, “profession, specialty”, make an entry based on your diploma or certificate. The education record may look like this:

Education: higher professional

Profession, specialty: accountant

Indicate the date of completion and ask the owner to sign.

The person responsible for maintaining work records must sign on the title page. The person responsible may be the individual entrepreneur himself, an accountant, and in large organizations - a personnel inspector or the head of the personnel department. Place your organization's seal here, if you have one.

How to register for a job

In your work book, open the “Job Information” section. It comes immediately after the title page.

In column 3, as a heading, the full and abbreviated name of the company, if any. Instead of a handwritten name, you can use a stamp with the name of the organization. Rostrud confirmed this in Letter dated August 19, 2015 N 1922-6-1.
Below the heading, make a note that you hired the employee and write the position. The position, as a rule, corresponds to the staffing table. An exception is when federal laws provide benefits or impose restrictions on certain professions. Then the names of these professions must correspond to the names and requirements from the qualification directories. This is a rare situation and we hope you don't encounter it.
In column 1 put the serial number of the entry, in column 2 - the date of hire.
In column 4, write the date and number of the order under which the employee was hired.

How to record a change in an employee's position

In column 1, indicate the serial number of the entry.
Column 2 shows the date of entry.
In column 3 write: “Transferred to position...”.
Column 4 contains details of the transfer order. The entry must be made within a week from the date of the order.

How to record a resignation

In column 1, enter the serial number of the entry.
Column 2 shows the date of dismissal.
In column 3, make an entry about the reason for dismissal with a mandatory reference to the paragraph of the article of the Labor Code.

For example: “Dismissed at his own request”, paragraph 3 of Article 77 of the Labor Code of the Russian Federation.”

In column 4, indicate the basis document, its date and number.
Issue a work book with a notice of dismissal on the last day of work.

Troubleshooting

All errors made can be divided according to the nature of actions to eliminate them:

With preservation of employment.
With the destruction of the book, provided that it was issued to the citizen for the first time.

With preservation of employment

To resolve an error in the “Employee Information” section:

If the full name has changed, then the part that has undergone transformation is corrected by crossing it out using one line made with paste or ink along a ruler. New information is recorded above. The cover describes the number, date and name of the act confirming this fact.
When acquiring additional education, the previously provided information is simply supplemented.
Any changes should be made only with the guidance of original documents, such as passports, etc., as well as certificates and diplomas. All copies are certified and signed by competent persons.

To make changes to the “Job Information” column:

Corrections are made in the free line, which is located below the last entry in the book.
Enter no.
Next is the date.
In column 3 it is stated that the information provided earlier is false and the correct text is entered.
In paragraph 4, the correct number, date and name of the resolution through which the change was made are indicated.
When changing the name of the company or position, enter: “The name of the employee’s position from hh.mm.yyyy has been changed to “cutter” or “CJSC “Rosa” has been renamed to CJSC “Buket” since October 20, 2015.”
If the information was entered at the previous place of employment, then it is changed at the current one with the provision of certified copies of documents.

Liquidation of TC and issuance of a duplicate

Causes:

If an incorrect or inaccurate entry is discovered and invalidated.
The state of the document is characterized by its inability to be used for its intended purpose.
Loss or destruction of the original book.

How to change an employee's full name in the employment record

If the employee has changed his full name, correct the entry on the title page. Cross out the previous last name, first name or patronymic with one line, then write down the new data.

Corrections cannot be made based on the employee’s words. Changes can be made only on the basis of a passport, marriage or divorce certificates, and other documents. It is mandatory to refer to their number and date. On the inside cover of the work book, write the basis document, put the signature of the person responsible and the employer’s seal, if any.

Document appearance

This document has a standard format, the same for everyone. Externally, TC can be of two types:

Size 10x14 cm - this indicates release in 1977.
The size is 8.8x12.5 cm, which indicates a new model of 2003, approved by the Government Decree “On Labor Books”.

As a result, color differences may be present: gray, dark blue and dark green TCs.

Below is the appearance of the shopping mall, as well as the title page:

How to correct an incorrect entry in the Job Details section

Inaccurate or incorrect entries in this section cannot be crossed out. Please add the correction on a separate line.

In Column 1, enter the following serial number.
In Column 2, indicate the date the entry was made.
In column 3, write: “The entry for number so-and-so is invalid.”
Then, on the same line, make the correct entry: “Accepted for such and such a profession (position)” and in column 4, repeat the date and number of the order from which the entry was incorrectly entered into the work book, or indicate the date and number of the order on the basis of which the correct entry was made record. This is stated in paragraph 1.2 of the Resolution of the Ministry of Labor.

If you made a mistake in the name of the organization, then you do not need to indicate the next serial number.

Write in column 3 “There was a mistake in the name of the organization” and on a new line - the correct name of the organization.

Who is responsible for the correct design

According to Art. 66 of the Labor Code of the Russian Federation, the work book has a prescribed form, mandatory for all working citizens, and is the main document on work activities. A sample work book can be found in our article.

Errors in the entries made on this form may interfere with the employee’s employment and registration of a pension. The employer who made them will correct the inaccuracies. Or the current employer on the basis of documents from the organization that made these mistakes. Therefore, it is important to enter information into the document in accordance with established rules and avoid grammatical errors.

It is the employer who is responsible for the maintenance and safety of the document, and he is also obliged to provide it to the employee upon first employment. The manager may himself be responsible for filling out the forms, or delegate authority by order to a HR specialist or other employee.

How to record and store work books

The employer stores and records work books. If the organization does not have a personnel department, assign someone responsible using an order. When changing the person in charge, transfer work books according to the act of acceptance and transfer of cases. The act must indicate the number and actual composition of work books and inserts in them.

Work books and inserts are strict reporting forms. They must be stored in safes, metal cabinets or in rooms where unauthorized persons have no access. Forms can be issued only to the person responsible for maintaining work records, upon request. If the individual entrepreneur himself is responsible, he freely disposes of the forms and does not write the application to himself.

Otherwise, there are no concessions for entrepreneurs and small businesses: you need to keep records according to all the rules.

For accounting you will need:

Receipt and expense book for accounting of work book forms and the insert in it;
Book of accounting of the movement of work books and inserts in them.

In the receipt and expenditure book, write down from whom you received and to whom the forms were issued. Indicate the name of the responsible employee or the name of the organization. Record the series and numbers of each form.

An example of filling out a cash book for recording work book forms and an insert in it

In the traffic record book, register all work books: accepted from employees and issued again.

An example of filling out a book for recording the movement of work books

When an employee resigns, ask him to sign the work record book and personal card.

Both books must be numbered, laced, certified by the signature of the head of the organization or individual entrepreneur, and also sealed with a wax seal. This is stated in paragraph 41 of the Government Resolution.

At the end of the month, the person in charge is obliged to report to the organization’s accounting department about the availability of forms and the amounts received for issued work books and inserts in them, attaching a receipt order from the organization’s cash desk. Damaged forms must be destroyed and a write-off report drawn up. If there is no accounting, then there is no need to report.

Employers must always keep spare forms of the work book and its inserts.

Filling out the title page

The initial page is required to display all information about the accepted identity, based on the materials provided. All inscriptions are entered without abbreviations.

The TC contains the following inscriptions:

Full name of the owner.
Date of birth.
Availability of education.
Name of specialty according to diploma.
TC registration date.
Owner's signature.
Signature of the personnel officer who filled out the document.
Seal of the institution.

Sample of filling out the title page in 2021.
For a more complete study of this topic, you can watch the video.

How to fill out a document in different cases: samples

There are five basic rules for filling out the TC:

All entries must be completed in legible handwriting.
The inscription on the form is in the official language of the country.
The inscriptions are made in blue or black ink, or in extreme cases, violet.
Numbers are written only in Arabic.
Errors, cross-outs, erases and other blots are prohibited.