What is a work book, why is it needed and design features in 2021

Discussions about the abolition of work records have been going on for several years. Already in 2017, it was proposed to abolish work books at small enterprises, and later extend the abolition to other employers: why do we need a work book if there is a personalized record, thanks to which the Pension Fund receives data on the length of service of employees? But this bill has not yet been adopted, and it is likely that we will not part with the paper document any time soon. In this article we will talk about work books and how to fill them out.

What it is

Employment history

– a mandatory personnel records document containing information about the employee’s work activity and length of service. All employers, both organizations (regardless of their legal form) and individual entrepreneurs, are required to maintain them. An exception is made only for employers who are individuals (not registered as individual entrepreneurs).

Work books must be prepared for each employee if he works for more than 5 days and this work is his main job. For an employee hired for the first time, a work book is opened no later than 7 days from the date of employment.

All basic information about the employee, the work he performs, transfers to other positions, incentives and dismissals are entered into the work book. Information about penalties imposed on the employee (reprimand, warning, fine) is not entered in the book.

Is it possible to use a form that the employee brought himself?

You shouldn't do this. And that's why:

• Firstly, this violates the requirements of Order No. 117n. It directly states that providing employers with employment forms can only be carried out by distributors (legal entities or individual entrepreneurs) that meet the requirements of GOZNAK.
• Secondly, when receiving a form from an employee, there is no guarantee of its authenticity.

So you only need to fill out work record forms .

Important! The cost of the form may be charged to the employee.

Read about the tax consequences of issuing work books to employees here.

Requirements for filling out a work book

When filling out a work book, you must take into account the following requirements:

• filling language – Russian;
• dates are indicated in Arabic numerals (for example, 01/01/2003);
• information must be entered carefully using a fountain or gel pen, a rollerball pen (including a ballpoint pen), or light-resistant ink (paste, gel) in black, blue or purple;
• no abbreviations are allowed (for example, pr. instead of “order”, disp. instead of “instruction”, etc.);
• It is not allowed to cross out previously made inaccurate, incorrect or other invalid entries in the sections “Information about work” and “Information about awards”;
  Note

  : if such an error is made, it is corrected by making an entry under the next number in the format “The entry behind number such and such is invalid” and then, on the next line, the correct entry is indicated with duplication of the number and date of the order.

• the employee must be familiarized with all entries made in the work book against signature on a personal card, which also duplicates all the information;
• The work book also contains information about military service, training, advanced training and retraining;
• entries about bonuses paid monthly are not included in the work book.

Results

The work book form of the 2003 sample, used since 2004,
is considered new The forms that were used previously are now also completely legitimate and are used on an equal basis with the new one. The work book belongs to secure printing products, has strict form features and clear rules for production, acquisition and accounting. You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Features of filling out a work book

When filling out a work book, it is important to consider the following features:

• Filling out the book begins with column 3, in which you must indicate the full and abbreviated name of the organization. Instead, it is permissible to put a stamp indicating the name. If an employee is hired by a branch, the name of the parent organization is indicated.
• After column 3, column 1 is filled in, which indicates the serial number of the entry. When making an entry, the order of continuous numbering must be observed. That is, if the previous entry was number 8, the next one will be number 9.
• In column 2, you must indicate the start date of work in accordance with the order.
• In column 3 (opposite the start date of work) it is necessary to indicate the position, specialty or profession, indicating the qualifications for which the employee was hired and the name of the department in which he will work.
• Column 4 indicates the date and number of the employment order.

Note

: You can find detailed instructions on how to fill out a work book here.

Documents required to fill out

As mentioned above, the work book is prepared by a specialist in the personnel department. To do this, you must provide a list of documents:

• Employee's passport.
• Document of higher or secondary education.

Based on these documents, a title page is filled out.

Sample of filling out the title page

There is no need to write an application for the issue of an employment book form, because it is issued according to the law, and not at the personal request of the employee. The exception when a statement is required is the situation when the previous document was lost.

The list above is exhaustive. An additional list of documents can be supplemented in the event of loss of technical documentation and the need to restore data about a previous place of work.

Helpful information:

We are often asked: “Why don’t you sell work books to individuals, because they can now be bought at any stall?”

“Work books are strict reporting forms. They are supplied by MPF Goznak to certified distribution organizations, which then sell them to retail stores. Each store receives work books based on documents, which indicate the series and numbers of the forms being transferred.

When selling work books of an organization, the store, in addition to standard accounting documents, draws up an act of acceptance and transfer of the BSO, which also indicates the serial numbers of the transferred forms. Each organization is required to maintain a “Receipt and expenditure book for accounting of work book forms and the insert therein,” in which the serial numbers of the received forms are entered.

Thus, when receiving a work book from an employer, an employee can be sure that he is receiving an official document and not a fake.

The state controls the production and distribution of strict reporting forms, and any organization can be checked for compliance with the requirements for recording such forms.

Therefore, we purchase work books only from official distributors, sell work books and inserts only to legal entities and individual entrepreneurs, carefully prepare all the necessary documents and recommend that the employer, for his part, also take a responsible approach to accounting for forms.”

Answers on questions:

• Application for a new work book: how to apply
• Insert in the work book: is it necessary to register?
• Duplicate work book: is it necessary to register?
• Errors in previous entries
• Insert in the work book: how to draw it up
• Restoration of work record
• Providing a work record book to the Pension Fund
• Work records of dismissed workers
• A copy of the work record: how to certify
• Is it possible to refuse a job?
• Work book for a remote worker
• Corrections on the title page
• Correcting the date of birth in the work book
• The work book is issued for the first time
• Who should keep the Book of Movement of Labor Records?
• The employee bought the work book form himself
• Payment for work books
• Facsimile signature in the work book
• 1 day worked - should I make an entry in the work book?
• A new work book or a duplicate of a lost one?
• “Fired” or “Employment contract terminated”?
• Based on what document should the entry be made?
• Record of study at the university
• Order to appoint a person in charge
• The record from the last place of work is not certified by a seal
• Pages torn out of work book

Need for use

The need to use a work book is currently dictated by the fact that this document reflects the entire work experience of the employee. This document allows you not only to confirm the right to a pension, including upon reaching a certain length of service as an employee (for example, in the field of education), but also to confirm the presence of the necessary length of service, for example, when changing the field of work, if such activity has ever been carried out before carried out by the employee.

Regulatory materials:

Employment history

- an official personal document of a Russian citizen who has reached the age of 14 years, receiving registration for the first time since the start of his work activity, upon his first entry into work - employment, and reflecting individual information about him: personal data (last name, first name, patronymic), date and year of birth, education, profession and specialty; the document is assigned a registration number, and, in accordance with the provisions of labor laws, the position recorded in it, all changes and any information about the relationship with the employer are certified by the personal signature of the owner and certified by the signature of the person in charge of the personnel department of the organization (employer), where the work book is stored up to the dismissal of the employee, when moving to another place of work, the work book is handed over to him, and when registering an employment relationship with a new organization, it is transferred to its personnel department.

• “Rules for maintaining and storing work books, producing work book forms and providing them to employers” (approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225, as amended on February 6, 2004, March 1, May 19, 2008)
• “Instructions for filling out work books” Appendix No. 1 to the Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69
• Order On the appointment of a person responsible for maintaining, storing, recording and issuing work books
• Report on the availability of work book forms and its insert
• Application for receipt of work book forms and insert therein
• Act on writing off damaged work book forms
• Certificate of acceptance and transfer of strict reporting forms
• Power of attorney to receive strict reporting forms
• Book of movement of work books and inserts in them
• Receipt and expense book for accounting of work book forms and inserts in it

What did the 1974 TK look like?

1. Dimensions TC 10x14 cm.
2. Hardcover in dark green vinyl or calico. Some samples are in a blue-gray cardboard cover.
3. The cover depicts the USSR Coat of Arms
4. Cover page for filling out information about the employee.
5. With a tabular line in the middle of the book for entering information about the work.
6. Inside, the columns can contain tabular data with entries in the language of the union republics.

All sheets are provided with single-color, clear “snake” type watermarks, which are clearly and clearly visible in the light.

It is generally accepted that work books of this period had 40 pages . However, this is not entirely true, given that among them there are numerous labor union republics, which also included graphs in the language of the union republic for whose use they were issued. Thus:

1. Labor records of the RSFSR had records only in Russian and consisted of 40 pages.
2. The labor union republics had records in two languages ​​and consisted of 80 pages.

Sample of an old-style work book:

Making changes to the title page

Changes in information about the full name are made by the personnel officer of the organization in which the employee works, on the basis of the passport and documents issued by the registry office.

Old information is crossed out and new information is added. Information about the documents on the basis of which changes were made are indicated on the inside cover. Below is the signature of the director and the company seal.

If it is necessary to supplement information about education, it is supplemented with new data separated by commas. If there is not enough space to make an entry, it is allowed to enter the text in small font. The cover details of the document on the basis of which the changes were made are indicated. Information entered earlier does not need to be crossed out.

Correspondence of TK inserts to the years of their production

According to experienced personnel officers with extensive experience who have had the opportunity to work with old insert forms, their cover is much thinner, and so are the sheets. This fact made it much easier to sew the insert into the book (see here).

In addition, the forms have visible differences:

1. In the old inserts, the Coat of Arms of the USSR was located in the upper left corner, and in the new ones - the Coat of Arms of the Russian Federation.
2. Watermarks visible against light correspond to those applied to work books of the corresponding year of issue.

Unfortunately, irresponsible personnel officers, mainly in the 90s, committed serious violations in the preparation of inserts in the work book, which now affects the problems of citizens applying for pensions. Violations include:

1. Sheets from another work book sewn or pasted into the TC.
2. Regular sheets lined in the form of graphs.
3. Inserts made in a simple typographic way.

These and other violations create a precedent for the unsuitability of the Labor Code.

In such cases, the employer has to warn the employee that his labor must be replaced in part of the glued liner.

What do TCs from 2003 look like?

1. TK 2003 release has dimensions 8.8x12.5 cm. The number of pages is 46.
2. Hardcover in dark grey. This is usually paper or fabric vinyl.
3. On the cover is the Coat of Arms of the Russian Federation.
4. With a cover page for filling out information about the employee, which does not differ from the old samples.
5. With a tabular layout in the middle of the book for entering information about the work, which does not differ from the old samples.
6. Unlike the old books, it contains only graphs in Russian.

All sheets are protected with watermarks. Unlike the old samples, the signs here are multi-colored and have a complex pattern:

1. Two-tone color, changing color towards the middle of the leaf.
2. The mesh is quite fine, with a complex pattern.
3. The letters "TK" are all over the sheet.

Sample of a new work book - what it looks like:

How to certify a copy

A copy of the work record book is issued to the employee based on his written application. This must be done within three working days after receipt of the application (Article of the Labor Code of the Russian Federation).

The copy is formatted as follows. All completed pages of the work book are photocopied, starting from the inside cover. In this case, on each page of the copy an inscription is made (or a stamp is affixed) indicating the accuracy of the copy (“Copy is correct” or “Correct”). This inscription is certified by the signature of the employer or his authorized person indicating the full name, position and date.

On the copy of the page containing the last entry in the work book, immediately after this line the phrase “Works to date” is entered. This record is also certified by the signature of the employer or his authorized person indicating the full name, position and date.

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