Form 1-T (professional): sample completion and procedure for submitting an updated report

Form 1-T (professional) is statistical reporting regarding the number of employees of the organization and their professions. The report must be sent to Rosstat by November 30.

The form of statistical observation of information on the number and needs of organizations for workers by occupational groups 1-T (professional) was approved by Rosstat Order No. 412 dated July 24, 2020. This report must be sent to the statistics body once every 2 years by all legal entities that have more than 5 employees on average. All small businesses and some other organizations are exempt from delivery. So, statistics do not wait for a report from:

• legal entities conducting financial and insurance activities;
• public organizations;
• extraterritorial organizations;
• legal entities and institutions that are involved in public administration;
• organizations and institutions ensuring military security.

All others become respondents to this report, provided that they are included in the plan for a scientifically based sample of Rosstat reporting units for the current year.

Report on form No. 1-T (professional)

Rosstat systematically updates reporting forms. Almost no statistical reporting form has been subject to adjustments and innovations. The statistical observation form “Information on the number and needs of organizations for workers by professional groups” is no exception. As of October 31, 2020, a new form is in effect.

Such information should be generated by Rosstat once every two years. The current form and instructions for filling out Form 1 (professional) (statistics) were approved in Rosstat Order No. 412 dated July 24, 2020. Not all enterprises are required to report, but only those entities that were included in the sample of statistical observation bodies.

But there are exceptions. Form 1-T (professional) is not submitted:

1. Legal entities engaged in insurance or financial activities.
2. Public organizations.
3. Public Administration Sector.
4. Extraterritorial companies.
5. State security bodies.
6. Military structural units.

IMPORTANT!

Companies not included in the list risk becoming the object of statistical observation. Check if your organization is in the sample on the official website of Rosstat.

How to fill out a report

Step-by-step instructions on how to fill out form 1-T (prof) in 2020:

Step 1. Fill in the information on the title page.

Step 2. Find out how to distribute workers into occupational groups and which codes to choose, using the reference book posted on the website of the statistics service (it contains 9 sheets, which means 9 main occupational groups, each sheet contains a list of occupations of the OKZ). Look for the guide on the statistics agency's page on the labor market, or download it at the end of the article.

Step 3. Fill out section 1 by group. Please note: if the company has a part-time vacancy, enter it in column 5 as a unit; the report should not contain fractional numbers.

Step 4. We certify the accuracy of the data with the signature of an authorized person and set the date.

Who is obliged to take

Order No. 412 indicates who is taking 1-T (professional) (statistics) in 2021 - all organizations that Rosstat included in the scientifically based sampling plan. Reporting companies will be sent advance notices notifying them of the need to provide information.

Notices are usually sent by certified mail. But an email from Rosstat is no longer uncommon these days. The lion's share of companies required to report will not receive chain letters. Rosstat simply does not have the ability to notify all observation objects.

To avoid penalties, you will have to independently check whether your institution was included in the sampling plan for the 1-T (personnel) report for statistics. The check is available to all organizations on the official website of Rosstat. To receive information, enter the company data (TIN, OKPO or OGRN) in the request fields.

IMPORTANT!

Large fines are provided for failure to provide information to statistical authorities (from 20,000 to 70,000 rubles for a legal entity). For a repeated offense, the company will be fined up to 150,000 rubles.

Delivery methods

The organization has the right to send the report form to the territorial bodies of Rosstat in one of the following ways:

• bring the document in person, directly to the territorial office of Rosstat;
• send with the help of an authorized representative (with a executed power of attorney);
• send by registered mail with acknowledgment of receipt and a list of the contents;
• submit by email in electronic format (a qualified digital electronic signature is required for certification).

In the last two cases, the submission date will be the date the reports are sent.

As mentioned above, the form consists of the following three parts:

• title page - it contains general information about the organization;
• section 1 - table in which data on employee training is entered;
• certificate 1 - contains information on the number of personnel by individual categories of employees.

Let's take a closer look at a sample of filling out the 1-frames form into statistics for each of these parts.

Filling Features

The structure of the report is:

• title page;
• main information table;
• information about responsible persons.

Here's how to fill out form 1-T (prof) in statistics - instructions:

1. The title card is filled out according to the general rules. The full and short name of the reporting entity, its OKPO and the actual address of the location of the enterprise are indicated.
2. The information table provides a breakdown of professions and positions by type. In the report, distribute the payroll number of the enterprise into the specified groups. In the statistical form, indicate not only the actual number of employees, but also the institution’s need for personnel.
3. The report is signed by the employee who completed it. The responsible person indicates not only the full name, but also contact information - telephone number, email address. The date of completion is indicated.

If an institution has separate divisions or branches, then reporting will have to be prepared not only for the entire entity as a whole, but also separately for branches. Submit reports from separate divisions to the territorial representative offices of statistical authorities at the location of the branch.

Blank form

The form and procedure for filling out form 1-T (professional) 2021 have been updated: all instructions are in order No. 412. The statistical report consists of a title page and one section, which is a table with groups of professions and their names. The first step is to fill out the title page, which contains quite a bit of information. It must indicate:

• full and short name of the legal entity;
• address of the legal entity, in which it is mandatory to indicate the region and postal code of the organization. If the legal address does not coincide with the actual one, then the latter should be indicated on the title page;
• accounting code OPKO assigned by Rosstat.

In the 1st section of the table, you should indicate the number of employees of the respondent company. All data is provided by position and profession of employees. In addition, they indicate the organization’s need for employees to fill vacant positions.

Who do we include in reporting?

The information table shows the number of employees by occupational group in 1-T (professional): include all specialists who work in the institution under employment contracts. Employees who work in the organization temporarily or seasonally should also be taken into account in the statistical report.

If the founders (owners) of the enterprise are officially registered and receive wages under contracts, then include them in the table too.

Workers who work part-time are included in the reporting as a full-time unit. For example, an accountant in an institution works at 0.5 times the salary. On the report, enter the full unit on the appropriate line.

But there is no need to duplicate internal part-time workers. If an employee combines two positions at once, indicate the full unit for the position that is the main one for the part-time employee.

Formulations of citizenship records

What should I write in paragraph 4 of my personal card if the employee has dual citizenship?

In this case, indicate in brackets the second country of which the employee is a citizen. For example: “Citizen of the Russian Federation and a foreign state (Poland).” In the personal cards of foreign citizens it is also necessary to indicate the country: “foreign citizen (of the Republic of Belarus).”

POINT 5. “KNOWLEDGE OF A FOREIGN LANGUAGE.” When filling out this item, you must also adhere to the generally accepted formulations of OKIN, which are given in the table below. It is better to indicate the degree of knowledge of the language in the first person singular: “I speak fluently,” “I read and translate with a dictionary.” If you are putting down codes, keep in mind that there are codes not only for degrees of language proficiency, but also for the languages ​​themselves. For example, the English language code is 014, French - 213, Italian - 070, German - 135. Therefore, you need to enter both codes, separating them with several spaces.

Whom we do not include in the report

Based on Rosstat's instructions for filling out the updated reporting form, do not include the following categories of employees in the table:

• external part-time workers;
• workers under civil contracts;
• employees (mostly women) on maternity leave or parental leave;
• military personnel called up for military service.

Advice. To avoid errors in filling out statistical reporting, use the All-Russian Classifier of Occupations - OKZ (OK 010-2014 (MSKZ-08)), approved by Order of Rosstandart dated December 12, 2014 No. 2020-st. This document contains all types of professions and positions, which will allow the correct distribution of workers in the information table.

Wording of language proficiency records

POINT 6. “EDUCATION”. There are several levels of education (they are also called educational qualifications). Levels of education along with their designation codes are listed in OKIN. The table below shows educational levels with explanations and codes. If an employee has presented you with a certificate of postgraduate education, you will need to fill out the corresponding block in the “Education” section.” At the same time, remember that postgraduate studies, residency, and postgraduate studies correspond to code 01, and doctoral studies - code 02 (according to OKIN). Leave the OKSO code window blank, since OKSO does not have codes for postgraduate education specialties.

Rules for filling out the second section of your personal card

Sections “Certification”, “Advanced training”, “Professional retraining”

Section "ATTESTATION" must be filled out if the company conducts certification of employees (see chapter "Certification"). First, the date of certification is indicated, then the decision of the certification commission is briefly written down, and the date and number of the minutes of the commission meeting are also given. In the “BASE” column you should write the date and number of the order for certification. The certification commission not only makes a decision on the employee’s suitability or non-compliance for the position held, but also makes recommendations to the general director (for example, send the employee for training, increase his salary, transfer him to another position). These recommendations can also be reflected in this section.

The section “DEVELOPMENT OF QUALIFICATIONS” usually contains data on long-term training in an educational institution for further training (over 100 hours). After completing such training, the employee receives a certificate, certificate or diploma of the established form.

PROFESSIONAL RETRAINING is acquiring an additional profession. Moreover, we are talking about training on the basis of higher education and in the amount of at least 500 academic hours. The sixth section of the personal card is filled out on the basis of a diploma or certificate of professional retraining.

Does short-term training (one- or two-day seminars attended by the employee) qualify as professional development?

Yes, it does ("Model Regulations on an Educational Institution of Additional Professional Education", approved by Decree of the Government of the Russian Federation of June 26, 1995 No. 610). However, it is not necessary to record absolutely all the seminars that he attended in the employee’s work book and personal card, otherwise there may not be enough space in the relevant sections.

How to fill out the seventh section of the personal card “Awards (incentives), honorary titles”?

This section takes into account both incentives from the company and government awards. In the appropriate columns you must indicate the name of the award, the number and date of the order or other award document (for example, a decree of the President of the Russian Federation on conferring a state honorary title). This section also duplicates information about awards from the employee’s work book. Clause 24 of the “Rules for maintaining and storing work books” contains a complete list of awards, information about which must be entered in the work book, and therefore in the employee’s personal card.

Sections “Vacation”, “Social benefits”, “Additional information”

In the "Vacation" section, all types of leaves are recorded (annual, educational, without pay, etc.). Remember that in the “Period of work” column, in any case, you must indicate the full working year for which the vacation is granted. The basis is either a vacation schedule or a vacation order.

If an employee takes part of the annual paid leave, then make a note about this in the “Type of leave” column. In addition, you need to mark on your personal card the moment when the vacation for a given working year is fully used. This will help you account for vacations more accurately.

If employees present to the HR department documents according to which they are legally entitled to any social benefits related to employment relationships, you have grounds to fill out the ninth section of your personal card “Social benefits.” This could be a certificate of disability, a certificate of the presence of a disabled child, a certificate of war veteran, a certificate stating that the employee is a donor, etc. We recommend indicating as a basis the normative act (law) that gives the employee the right to a benefit .

The section of the personal card “Additional information” is intended for information not included in other sections. Here you can mention a driver’s license, training that has not yet been completed, a foreign passport, etc.

Section “Grounds for termination of an employment contract (dismissal)”

While the employee works in the company, the last, eleventh, section of the personal card remains blank. And when he resigns, here you will need to enter the basis for dismissal with reference to the relevant article of the Labor Code of the Russian Federation, indicate the date of dismissal, as well as the number and date of the order to terminate the employment contract. Close the personal signature card of the personnel officer and employee.

The employee changed her last name due to marriage. To change the last name on a personal card, do I need to enter into an additional agreement with her to the employment contract?

No, don't. Since the employee’s surname is not an essential condition of the employment contract, but refers to information about the employee, changing it does not entail the obligation of the parties to enter into an additional agreement. In this case, in order to make changes to personnel documents (personal card, time sheet, etc.) and accounting documents, an order is issued to make changes to these documents in connection with the change of the employee’s last name. The basis for issuing the order is the marriage certificate issued by the registry office.

When issuing an order to change an employee’s last name in a personal card and other accounting documents, do not use the wording: “on such and such a date, Ivanova shall be considered Petrova,” since it does not reflect the essence of the changes.

You also cannot write: “Change the surname of the senior inspector of the personnel department Ivanova to the surname of Petrov,” since the surname of a citizen is changed by the registry office department, and not the personnel service. The correct wording of the order to change the surname (first name, patronymic) sounds like this: “Change the surname of the senior inspector of the personnel department Maria Ivanovna Ivanova in the accounting documents to the surname of Petrov. Reason: personal statement of the senior inspector of the HR department Ivanova M.I. and a copy of the marriage certificate.”

The employee's personal card has undergone natural aging. Is it possible to get a new personal card?

You can re-register it. A personal card form T-2 is issued when an employee is hired. And in accordance with paragraph 12 of the “Rules for maintaining and storing work books,” you are obliged to familiarize the employee with each entry made in the work book against a signature in his personal card. When personal cards become dilapidated and unusable, the decision to reissue them is made by the head of the company. Such a decision must be formalized by order of the manager and familiarized with it to all employees against signature.

How to store employee personal cards in the HR department?

Since personal cards contain personal data of employees, you need to store them in a safe or cabinet that can be locked with a key. Free access of personnel to these documents must be excluded.

Personal cards of working employees are systematized using separators by structural divisions, and inside - alphabetically. The personal cards of those dismissed are confiscated and stored separately. They are arranged by year of dismissal, and inside - also alphabetically. The storage period for personal cards of dismissed employees is 75 years.

Download the program for personnel officers and managers (personnel accounting)

Section "Hiring, transfers to another job"

The section begins with a record of employment with the company and is filled out simultaneously with the employee’s work book. Entries are made in accordance with the employment contract, orders for admission and transfers. Here you need to provide the following information:

• date of reception (transfer);
• the structural unit to which the employee is hired or transferred;
• position (specialty, profession), rank, class (category) of qualifications;
• salary or tariff rate, allowance.

In the “Bases” column, you must write the date and number of the hiring (transfer) order. And finally, you must ask the employee to sign in the column "Personal signature of the owner of the work book."

Levels of education (educational qualifications)

If a student who has not yet graduated from a university gets a job, how do you fill out the “Education” item in your personal card?

If an employee is studying in the fourth, fifth or sixth year of a university, a record of incomplete education is made on the basis of a certificate from the educational institution, student card or grade book. And if a student has just entered an educational institution and is studying in the initial courses, then the education that he has at the time of applying for a job must be recorded on his personal card. Let’s say a student graduated from high school before entering a university. This means he has a basic general education. The item “Education” is also filled out in the same way for students who have not yet graduated from an educational institution of secondary vocational education.

POINT 7. “PROFESSION”. This paragraph reflects information about what profession the employee has. Moreover, you need to enter not only your main profession, but also other professions (if any). The main profession is usually the one that is of greatest interest to the company, or the profession in which the employee has gained the most experience. To code your profession you will need OKPDTR.

POINT 8. “WORKING EXPERIENCE.” Experience - general, continuous and giving the right to benefits - is calculated on the basis of entries in the work book or other supporting documents (employment contracts, certificates from places of work, etc.). TOTAL WORK EXPERIENCE is calculated as follows: first you need to write out all dates of hiring and all dates of dismissal from the employee’s work book. Then add these dates separately. You will get two amounts - the first will consist of the dates of hiring, and the second - of the dates of dismissals. The next step is to subtract the first from the second amount. With this calculation, one day is lost in each period. This means that after the calculation, you need to add to the resulting number as many days as there were hiring and firing periods. If, as a result of calculating the length of service, a negative number of months or days is obtained, then from the number of years the breakdown is made into 12 months, and from the number of months - 30 days. The number obtained after all calculations is converted into years, months and days, taking into account that on average there are 30 days in a month, and 12 months in a year.

Example
: Engineer V.A. Danilov’s work book records three periods of hiring and dismissal: - from May 27, 1996 to March 13, 2003, he worked as an engineer at the Federal State Unitary Enterprise lKontakt; — from March 19, 2003 to January 31, 2004, he was a project manager at ZAO lAlbatros”; — from February 1, 2004 to August 4, 2006, he held the position of head of a department at lRim LLC, and on August 11, 2006, he began working at lAlfa CJSC.” We summarize the dates of the receptions to work: 05/27/1996 + 03/19/2003 + 02/01/2004 = 47.10.6003 We will summarize the dates of dismissal from work: 03/13/2003 + 31.01.2004 + 08/04/2006 = 48.12.6013 Now from the amount of dates of dismissal subtracts subtracts. admission dates: 12/48/6013 - 10/47/6003 = 02/01/0010 (10 years, 2 months and 1 day).

We add 3 more days to the resulting number of days, since the employee had 3 hiring and dismissal periods. It turns out that the total work experience of V.A. Danilova is 10 years, 2 months and 4 days.

To calculate CONTINUOUS WORK EXPERIENCE, you need to check the duration of the breaks between the dates of dismissal and hiring. In this case, one must be guided by the “Rules for calculating the continuous work experience of workers and employees when assigning benefits for state social insurance,” approved by Resolution of the USSR Council of Ministers of April 13, 1973 No. 252. If an employee was fired for a culpable reason (absenteeism, showing up to work while intoxicated, etc.), the length of service is interrupted in any case.

Example
In the work book of engineer Danilov (see previous example), we see that he had three breaks between dismissal and starting a new job: from March 13 to March 19, 2003, from January 31 to February 1, 2004, and from 4 to August 11, 2006. In all three cases, the breaks did not exceed 21 calendar days. This means that Danilov’s continuous experience will be the same as his general one - 10 years, 2 months and 4 days. And if, say, an employee got a new job not on March 19, but on May 19, 2003, the length of service would be interrupted and begin to flow again. Then it would be equal to the last period of continuous work of the engineer - from May 19, 2003 to August 4, 2006 - and would be 3 years, 2 months and 17 days (calculation was made according to the scheme given in the previous example).

POINT 9. “MARRIAGE STATUS.” It is filled out on the basis of the passport, and if there are no corresponding marks there, then according to the employee. The OKIN contains standard formulations of a citizen’s marital status. They are shown in the table below along with the codes.

What kind of report is this

For the last few years, employers have been reporting on the state of working conditions at the enterprise and compensation paid for work in hazardous and (or) hazardous industries. Order No. 412 of Rosstat dated July 24, 2020 approved the labor report and instructions for filling it out, which should be used to transmit data for 2020.

The report traditionally contains the following data:

• about harmful factors that exist in employees’ workplaces;
• on guarantees and compensation provided to workers engaged in hazardous and (or) hazardous work.

If you previously reported, update the report form. Although officials made minor technical changes, the law requires reporting on current forms, and old ones cannot be used.