Instructions: how to make an entry in the work book about renaming a position

You can consider renaming a position in a work book as an example of personnel adjustments within one enterprise. The employee remains working in the same place, continues to perform the same functions, but the title of his position changes. Sometimes this is due to the renaming of a structural unit, for example, when the “head of the human resources department” becomes the “head of the personnel department.” In other cases, the employer finds it necessary to change the job title to make it sound more relevant, etc. In any case, with the renaming of a position, there is a significant change in the terms of the employment contract, requiring appropriate notification to the employee and the issuance of an order. The law also requires that the rename be reflected in the employee’s work book.

How to record a job title change

In the course of work, the head of the enterprise can change the staffing table at his own discretion. For example, when a company's activities expand, the names of positions occupied by employees change.

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For example, a person works as a sales consultant, and after the reorganization of the division he will become a sales department manager. A sample entry in his employment record about the renaming of a position necessarily reflects this change - the old and new title of the position in full.

Before recording a change in position in a sample work book, the employer is obliged to correctly formalize such renaming. This must be done in 3 stages:

There is no single exact wording for this, so information can be entered in a conditionally free form. So, in the work book they put the date of change, the serial number of the entry, and in the 3rd column it is necessary to write that the title of the position has been changed. The last column indicates the number of the order due to which the renaming was carried out.

The following shows an example of renaming a position in a work book:

What to do if you made a mistake

In accordance with the instructions for filling out work books (Resolution of the Ministry of Labor of the Russian Federation No. 69), crossing out errors or covering up incorrect information is prohibited.

Correcting incorrect wording in the “Work Information” section should be done as follows:

1. Indicate the next sequential number after the last entry.
2. In column 3, enter the phrase “The entry for number such and such is invalid.”
3. Enter correct information.
4. In column 4, include information about the date and number of the administrative document, information from which was entered with errors (or the administrative document on the basis of which the error is corrected).

This is what a sample entry in a work record about a change in position looks like with the correction of an error:

A work book is created at the beginning of work activity. And it accompanies a person throughout his life.

This document records the main important events related to employment, change of place of work, position, name of the entire organization or its department. In this case, any information must be entered into the document in strict accordance with the established rules.

For an example of renaming a position in a work book, see the end of the article.

How to reflect a department name change

When reorganizing an enterprise, you also have to make an entry in the work book about the renaming of the department. However, it is not always included: if the name of the department was not indicated when hiring, then you do not need to enter it during reorganization.

Expert opinion

Novikov Oleg Tarasovich

Legal consultant with 7 years of experience. Specializes in criminal law. Member of the Bar Association.

If it was not initially indicated that she would work in the cosmetics department, then when transferring to the food products department, no additional entries need to be made in the work book.

This is important to know: How to fill out a work book correctly: sample 2021

If the name of the department is an essential condition for employment, then an entry in the employment record about renaming the department must be made. This is necessary if, after restructuring the company's structure, the old department was completely abolished, merged with another structural unit, or simply received a new name.

In this case, the date and serial number of the entry are entered in the work book, after which the information is recorded that the employee was hired in a specific department, indicating the position at the enterprise. In the fourth column indicate the number of the order according to which the old name of the unit was replaced with a new one.

Important nuances

When adjusting the schedule, many questions arise - in particular, whether a change of name is the basis for processing the transfer of a worker and what to do if the employee is against the new name.

Renaming or translation?

When changing the name of the profession, neither the employee’s job function, nor the workplace, nor the location of the company changes, moreover, in most cases, the functional responsibilities do not change either.

Therefore, when renaming a position, there is no need to transfer an employee, because the procedure described above, as well as the published documents, will confirm the legality of continuing to work in the company.

If the employee is against

Despite the fact that renaming a position does not entail deterioration in working conditions or other negative consequences for employees, some employees are against the agreed procedure, which raises the question of how to rename a position without the consent of the worker.

Article 74 of the Labor Code of the Russian Federation states that the employee must not only be notified of changes to the employment contract, but also has the right to refuse the proposed conditions, that is, to rename the position. In such a situation, the company’s management is obliged to offer vacant positions, even if the qualification requirements or the amount of payment for the vacancies is lower.

If there are no vacant positions or the worker refuses the transfer, he will be dismissed in accordance with Part 7 of Article 77 of the Labor Code of the Russian Federation with the payment of a two-week benefit.

Evidentiary documents for the court

Article 392 of the Labor Code of the Russian Federation states that in the event of a violation of labor rights guaranteed by law, an employee has the right to propose in court to resolve the differences that have arisen on the merits within 3 months from the day the employee’s legal rights were violated.

In this case, the worker must not only file a lawsuit, but also provide evidence, including confirming the groundlessness of renaming the position, referring to the norms of Article 195.3 of the Labor Code of the Russian Federation, namely, compliance with professional standards and a workplace certification card indicating the hazard code. After all, if the job title does not correspond to the ETKS and if there are harmful employment conditions, the worker will not be able to obtain a labor pension, and this is due to the fault of the employer.

The economic activities of companies are constantly subject to change, therefore, changes to the job title are not uncommon. However, given that certain requirements are imposed on job titles, the renaming procedure should be approached only from the perspective of the law, taking into account the same Qualification Directories and the norms of the Labor Code of the Russian Federation.

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Employment history

The Labor Code and some by-laws impose requirements on organizations and individual entrepreneurs to compulsorily record the work activities and length of service of their employees.

Based on the provisions of Article 66 of the Labor Code of the Russian Federation, the work book is the main document for such accounting.

The form and procedure for maintaining work books are approved in two regulatory legal acts:

• Rules of conduct approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 (hereinafter referred to as the Rules);
• Instructions for filling out, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69 (hereinafter referred to as the Instructions).

Transfer or renaming of a position

The decisive point in reflecting changes made to the staffing table in personnel records is its relationship to the employee’s labor function. It is understood as a specific type of work specified in the employment contract to perform duties in a position/profession in accordance with the staffing table in accordance with the specified level of qualifications. The preparation of personnel documentation in this case will depend on whether this function has remained unchanged or not.

When, with a change in the name of a position in the staffing table, the employee’s labor functions are preserved, that is, the employee continues to perform the same duties as before, his transfer to a new position is not required. But the relevant information about the renaming must still be reflected in the additional agreement drawn up to the employment contract and in the work book entries.

If, with the renaming of a position (profession), the employee’s job functions have at least partially changed, for example, new responsibilities have been added or old ones have changed in some way, these innovations must be formalized through translation. In this case, the employee will undergo all procedures related to taking on a new position in full.

This is important to know: Correctly filling out a work book: sample 2021

How to make an entry in the work book about a transfer to another position due to a change in the staffing table?

When changing the name of a position in the staffing table we are talking specifically about transferring to another job, then this procedure includes the following operations:

• concluding an additional agreement with the employee to his employment contract>
• issuing an order to transfer him from one job to another>
• making a corresponding entry in the work book.

The wording of the entry in the book is usual for translation:

1. in column 1 – record number in order>
2. in column 2 – date of transfer>
3. in column 3 – the text “Transferred to the position...”>
4. in column 4 - a link to the details of the transfer order.

How to make an entry in the work book about a change in position according to the staffing table?

When a change in the name of a position/profession did not affect the list of duties performed by the employee, that is, his job function remained the same, there is no need to transfer to another job. However, any change in the title of a position, whether full or partial, requires the inclusion of corrective information in the employment contract. This involves doing the following:

• signing an order to amend the staffing table>
• concluding an additional agreement with the employee to the employment contract on renaming the position/specialty/profession>
• making a corresponding entry in the work book.

The procedure for making an entry in the book:

1. in column 1 – record number>
2. in column 2 – date of change in the name of the position/profession>
3. in column 3 – text about renaming the position/profession>
4. in column 4 - a link to the details of the order to amend the staffing table.

How to make an entry in the work book when changing the staffing table with the wording about renaming the position?

As for the wording of the text about renaming a position/profession entered in column 3, the Instructions for filling out work books do not say anything about this. But if we recall the entry made in the work book of a worker in the event of a change in the name of the enterprise (organization) where he works, then we can similarly reflect the renaming of his position (profession).

That is, the text of column 3 of the job information will be as follows: “The position ... (the previous one is indicated) from such and such a date (the start date of the staffing table) was renamed to the position ... (the new one is indicated).” This entry in the work book, like all others, must be familiarized with the owner’s signature.

Corrections in the document and how to eliminate them

According to the Instructions of the Ministry of Labor, any erroneous entries in the book must be corrected in a special way. You cannot simply cross out incorrect information.

It is important to know! Thus, an authorized employee of the organization is obliged to make a new entry with an independent serial number in the following format: “The entry under serial number X is considered invalid.” Further, in a separate sentence, the correct edition is indicated in full without the use of abbreviations.

General rules for filling out a work book

There are a number of special requirements for how to fill out a work book. For this purpose, employees of the Ministry of Labor of the Russian Federation in their Resolution No. 69 of October 10, 2003. described the general legal requirements for the preparation of the documents in question. Also, as practice demonstrates, HR employees often draw up detailed samples for younger specialists, which reveal the nuances of filling out work books in accordance with legal requirements and extensive legal practice. In particular, the general requirements for the preparation of such documentation are:

• A mandatory aspect that must be included in the work book is a link to the original source of the labor relationship. It is assumed that the document in question will contain a link to the individual employment agreement with the subject (its number and date);
• marks in the labor report are made within 7 working days from the date of execution of the contract, in accordance with which the subject will carry out his professional activities.

• the text of the entry that is written in the employee’s document in question must correspond to the data taken from the manager’s order on accepting a new subordinate to the position;
• all dates in the book must be marked in Arabic numerals and written in the standard sequence: day, month, year;
• It is prohibited to shorten the entered information, including references to the provisions of legislative regulations). Abbreviations are allowed only if the specific abbreviation has previously been deciphered within the same entry;
• When recording any information in the book of an employed person, the subject must be informed about the data entered. Also, the information in question is duplicated in the subject’s personal card, with which he must be familiarized with his signature.

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Features of entering information about renaming a structural unit

Renaming an entire department, as well as changing the job title of one employee, must be accompanied by the introduction of appropriate notes in all enterprise standards (including personal personnel cards and additional agreements for each individual contract).

The basic requirements of the instructions for registering a work book do not include the rules for registering the renaming of a company's structural unit. Practice shows that there are two options for recording such records:

• in conditions where only the name of the division is changing, it is appropriate to make the following entry: “The old name of the division “Sales Department” was changed to the new name “Marketing Department.” This is due to the fact that such name adjustments do not make significant changes to the working conditions of employees;
• in circumstances where, in addition to the name, any functions of the department or its purpose also change, then it is necessary to record in the work books records of the transfer of employees from one department to another.

Thus, a change in the title of a position in an employee’s work book must be documented. In view of this, the employer must take care in advance to ensure that a sample of the relevant Order is available in the personnel department, as well as to document explanations of the nuances of preparing personnel work books.

Design rules

Based on the requirements established in the Instructions for filling out work books, the renaming of a position should be done as follows:

• It is allowed to make a record of renaming a position only if only its name changes, and the staffing position of the unit is maintained in terms of the list of job responsibilities , as well as in terms of the salary level. If the list of job responsibilities changes, or the level of remuneration within the framework of remuneration changes, then there can be no talk of renaming the position - there will be a transfer to another position within one division or to another division (even if it has only changed its name);
• entering information into the work book that the employee’s position has been renamed is only possible if the employee was previously notified of such a change (the form of notification has no role, but it would be preferable to notify in writing so that the employee signs on the sheet familiarization);
• fixing the change made is possible only if we are talking about issuing a corresponding order or other legal act confirming the renaming of one or more positions.

If all of the listed rules are fully observed, then the implemented actions to rename the position will be considered legally legal and cannot be challenged by the employee.