What to do if the work book has expired and how to issue an insert for it in 2021?

The work book insert is an additional form that is needed if the main one has run out. Let's talk about how to draw up a sample insert for a work book.

Workers who are actively searching for a better job and often changing employers, and human resources departments are often faced with a situation where the last page for entries in the work book runs out. Continuing to make entries about employment in the section intended for entering information about the award is prohibited.

Legislators have provided for such a problem, therefore, in the Filling Rules, approved by Resolution of the Ministry of Labor of the Russian Federation of October 10, 2003 N 69, there is a section that gives instructions on how to fill out an insert in a work book (a sample illustrates the design rules). This section provides for the creation of additional sheets, the procedure for entering information about work into them, and even tells how to sew an insert into a work book. Specially designed and with a degree of anti-counterfeit protection similar to that of the main document, the insert is a block of blank sheets for notes without a cover, which is filed or glued into the employee’s main document.

What does the insert look like?

To ensure that the employee’s career continues, and the records in his work record remain intact and in the correct order, special inserts were developed. This strict reporting form was introduced in 1940. The work book itself appeared in 1919.

The insert, like the work book, has a series and number. To avoid counterfeits, there is a special degree of protection. This is what the inserts used before and those used now look like:

Resolution of the Ministry of Labor of the Russian Federation No. 69 dated October 10, 2003 clearly regulates exactly how the inserts are filled. One of the mandatory conditions is the entry “Insert issued” in the work book, a sample of which looks like this:

Without this entry, even the insert sewn into the work book is invalid. The responsible person must also monitor the availability of strict reporting forms, because within 5 days entries about awards, incentives, and personnel changes must be made.

If the “Insert Issued” stamp is not affixed to the work book, a sample of which is presented above, the insert is not valid. If the organization does not have such a stamp, then it should be ordered, and such a record should be made by hand.

The importance of earbuds cannot be underestimated. They are as serious a document as the work book itself. It is impossible to refuse to hire a person due to the lack of this strict reporting form. This can lead to serious consequences, including reviewing the situation through the labor inspectorate, court or prosecutor's office.

Prohibitions

There are a number of prohibited actions if an employee’s employment has ended, including:

1. You cannot enter data that does not correspond to the section. Previously, personnel officers practiced crossing out the entry “information about awards” and simply entering data about the length of service in this section. But such actions contradict the rules for maintaining the Labor Code, because any crossings out or corrections are unacceptable.
2. The establishment of a new labor record is prohibited only for the reasons that the old one is covered with writing. There are inserts for this.
3. Paste in a blank sheet of paper lined by hand. This is a violation of the law, since in this case it will not be possible to indicate the insert number, because it simply does not exist. Even for a single recording you need to sew in an insert.

Features of the liner

Any strict reporting form has its own security elements. It is now clear what the work book insert looks like, and its main characteristics are as follows:

• 36 pages for entering information;
• the cover is made of cardboard;
• format 88 by 125 millimeters;
• has a series and number;
• the title page is almost the same as that of the labor document;
• The columns in the insert coincide with the columns in the work book itself.

Only employers themselves can purchase these strict reporting forms. Demanding or accepting them from employees is strictly prohibited. All of them are issued by Goznak of the Ministry of Finance of the Russian Federation. The issuance of an insert in the work book, a sample filling - all this is regulated by the same Resolution of the Ministry of Labor of the Russian Federation.

What it is?

An insert in the work record is a document that continues to take into account the employee’s length of service after his work is completed, that is, another entry was made in the column for entering information about the work, after which there is no space left to make the next one. In this situation it is unacceptable:

1. Cross out the name of the column “Information about incentives (awards)”, rename it to information about work and continue making entries.
2. Paste in blank sheets of labor forms and continue making entries.
3. Create a new employment record and continue making entries. Read the article about why you cannot have 2 work books.

Similar options for continuing to enter information about the employee’s work activities are also unacceptable. The only correct, legitimate course of action in such a situation is to file the insert in the TC. Other actions of the personnel officer may cast doubt on the authenticity of the work record as a whole, with the ensuing legal consequences.

Accordingly, if you are an individual entrepreneur , the head of an organization, the chief accountant, the head (employee) of the human resources department, or a person authorized by order of the manager (see here) responsible for maintaining labor records, check the availability of inserts. Keep in mind that blank insert forms must always be available, as well as TK forms.

Why and what is it needed for?

Having an insert is a necessity, because if an employee comes to work for you and does not have space left to make another entry, you will not be able to make it. But in accordance with the Rules (No. 225) , the employer is obliged to make an entry no later than 5 days from the moment the employee takes office.

Naturally, a violation will arise that you cannot avoid. And if you refuse to hire an employee without any reason, then other unpleasant results may arise:

1. You will lose a good specialist due to your own lack of foresight.
2. Having refused an employee, you may come across a situation of unlawful refusal being considered by the labor inspectorate, the prosecutor's office or the court.

Based on this, we can conclude that the insert is far from a trifle in personnel records management.

Its presence may be taken for granted and not given serious importance. And its absence can lead to unpleasant consequences.

The appearance of the insert differs from the labor one; in particular, the form of this document has the following characteristics:

• 36 pages;
• cardboard cover;
• format 88x125 mm;
• with security elements.

The title page resembles a title work document, and inside all the columns completely coincide with the columns in the Labor Code.

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.

Regulatory regulation

There is no act of law in Russian legislation that would regulate the process of sewing an insert into the employee’s main document. However, mention of this document and the purpose of its use is contained in Rules No. 225, which were established by the Government of the Russian Federation on April 16, 2003.

These Rules state the need to draw up an addition if all pages of the first document have been completed. It is also clarified that the insert is considered an integral part of the labor contract and is not considered valid without it.

Making an insert in a work book (sample)

Filling out work books and their inserts is the responsibility of employers, not employees. A citizen should not worry about this, look for strict reporting forms on his own - they will not be accepted anyway. The most common question from HR specialists is: “How to fill out an insert in a work book?” A sample data entry will simplify this task:

The insert is a continuation of the work book. The title pages of the documents must be identical. The requirements for both reporting forms are the same. The employer is obliged to follow them.

Numbering

The inside of the insert looks like a work book. Both documents have the same sections and columns. A sample design of an insert in a work book confirms that the numbering in the insert does not start from the beginning. The first entry in a particular section must have a number one greater than the number of the last entry in the work book.

This allows you to maintain the order and the actual and semantic unity of the entered data. It is quite normal for the employment record to end with a notice of dismissal, and the insert begins with a record of hiring. The answer to the question of how to fill out an insert in a work book (the sample entry is no different from the usual sample) in this case will be the same as for making other entries.

Placing a stamp

The insert is invalid without its registration, which can be done in one of the following ways:

• put a stamp and indicate the number and series of the insert;
• make a record of the issue of the insert manually, indicating its number and series.

Both options will make the strict reporting form valid. An example of filling out an insert in a work book looks like this:

The insert number is an identifier, so you need to be very careful when transferring it. All numbers must match.

If necessary, the employer can issue several inserts. A new entry about the issuance of the next insert is made on the cover, just below the previous entry.

How to correct the error

No one is immune from mistakes. And if a personnel specialist understands how to fill out an insert in a work book, then he may not always know how to correct mistakes.

Any insert is valid only after it has been sewn in, the title page has been filled out, an entry has been made in the required section and a stamp has been affixed to the work document itself.

A HR specialist may make a mistake when making an entry on the title page. In this case, it must be written off by drawing up an appropriate act. If an error is made when entering the number or series of the insert into the work book, then the answer to the question of how to correctly fill out the insert in the work book will be the following: make a note that the entry was erroneous and enter the data again.

If an error was made in one of the sections of the insert, then it is corrected exactly as in the work book. It cannot be crossed out or corrected. It simply says under the entry that it is invalid (the serial number of the entry is indicated). To do everything correctly, you should study the Rules for filling out the insert in the work book, a sample of making entries and corrections.

Entering changed data

A work book is issued to a person once. Over time, some information about him may change (change of surname, education, advanced training). There are certain rules for preparing an insert in a work book, according to which the information in it must be up-to-date.

To make sure that all changes are taken into account, before issuing and filling out the insert, you should have the employee fill out the form. Based on the specified data, it will be possible to determine the changes that have occurred and understand how to display them when filling out the insert. The rules for filling out the insert in the work book establish that the title pages of these two documents must be identical.

If the employee’s last name, education, or something else has changed, then it is necessary to request supporting documents, attach copies of them to the personal file, and then make changes to the work book and write down the updated data in the insert.

Is there an alternative to the liner

The insert is the only possible way to continue maintaining the work book. A HR specialist should not:

• use the new work book to continue maintaining the old form;
• paste additional sheets into the work book;
• replace the title of the section “Information about awards” with “Information about work” by crossing out and adding words.

Only using an insert is the right way out of the situation.

Important nuances

Despite the fact that attaching an insert to the main book is recognized as a common practice, the rules for maintaining it and the procedure for filling it out are not reflected in the regulatory documentation. Because of this, management and authorized persons often have various difficulties with its registration and accounting.

Issuing a duplicate insert

There are often cases when the main workbook is lost or damaged so much that it cannot be restored. The company issues a new one to replace it. The issuance procedure is as follows. The employee notifies the management of the current place of work with a written statement. No later than 15 days, another document is provided with the inscription “Duplicate”, which is placed on the upper right side of the main sheet.

Reproduction of lost data occurs in the same way as other documents. The OK representative can simply enter the total length of service. At the same time, the worker himself is able to restore the chronology of events by visiting his previous places of work. There, management is obliged to turn to the archive to obtain and enter the information of interest, indicating decisions on admission and dismissal.

Introducing a new insert

An additional attachment is attached to the employee’s work book only when it is discovered that there are no lines in it for entering information. Since the law does not establish how many inserts can be filed with one document, their number can be unlimited. The main thing is that each subsequent one is properly executed in accordance with current regulations and that the main document contains a stamp confirming the fact of the investment. It should be remembered that when filling out the application form, the numbering should continue and not start from one.

Paying a fee for a document

Decree of the Government of the Russian Federation No. 225 establishes the procedure for purchasing and paying for inserts in the work book, and also contains information about who should buy them. Thus, paragraph 46 clearly states that employers must order the above documents from specialized printing houses. Payment is made from the budget of the organization or company. However, it is acceptable that employees themselves can buy printed products, since they can be freely taken and purchased at stationery stores.

It is important to know! The work book is issued by the manager when a citizen first gets a job on a free basis, while a certain fee is charged for the insert. And it does not include the nominal price, but the cost taking into account the expenses incurred by the enterprise in purchasing and processing these documents.

The exception is situations when a personnel employee makes a mistake and spoils the purchased form. It must be replaced with a new one at the expense of management.

How to sew an insert into a work book

When there is nowhere to record information about the employee’s work or awards, the employer or HR specialist has a question about how to sew an insert into the work book. To carry out this operation you will need the following tools:

• work book in which you need to sew an insert;
• liner;
• needle (it is better to take a non-thin needle);
• threads (it is not recommended to use thin threads, they do not guarantee strong sewing of the liner; it is better to use harsh threads);
• scissors;
• awl (you will need it for making holes);
• special stamp “Insert issued”.

The legislation does not regulate how the insert is sewn into the work book; there is no example of correct sewing. But there are certain rules that should be followed:

• the insert must be sewn to the work book;
• simple storage of the work book and the insert enclosed in it is not allowed;
• the insert cannot be glued or attached to the work book with paper clips.

This severity is not accidental. It is the sewing that ensures reliable fastening. This is a guarantee that the insert will not fall out or get lost. The photo “how to sew an insert into a work book” will help you figure out where it is best to attach it.

If the insert is simply inserted into the work book, then it is invalid. The work book and the insert must be a single whole.

Where to sew the liner

The legislation does not regulate where exactly the new form is sewn. This allows you to place it at the beginning, end or middle of the work book. The most convenient option from a technical point of view is the middle. But if you file the insert in the work book exactly there, this will divide the records into two parts.

HR specialists usually sew an insert into the end of the work book. This keeps all records consistent. But sewing into the beginning is not a violation. Therefore, the responsible person or manager can make a decision regarding the documents of his employees, where the insert is sewn into the work book.

Instructions for sewing in the liner

Armed with all the necessary tools, the HR specialist or other responsible person can proceed directly to the procedure of sewing in the liner. You must act in the following order:

• You need to make punctures in the liner itself. This should be done with an awl so as not to damage the book and preserve its appearance. The legislation does not regulate the number of punctures. For reliable fastening, it is better to do 4 or 5. The first puncture is made in the middle of the liner, and only then the remaining holes are made.
• After this, the unfolded insert is applied to the part of the work book where it will be sewn. Punctures must be made carefully so as not to damage the strict reporting forms and not to make holes in the records. The punctures should be located at the binding itself.
• The threads are inserted into the needle. It is better to use thick threads; they will not tear or fray. Afterwards the insert is sewn to the work book. The number of stitches is not limited. It should be sewn in the same way as internal orders are sewn into separate books. At the end, the thread is cut and its ends are firmly tied. This will ensure a firm fit of the insert to the work book. The ends of the threads must be trimmed.

Some organizations have special sewing machines designed for fastening documents. They have a wide stitch pitch. They can be used to sew in the liner, securing the threads at the very end.

Placing a stamp

This completes the sewing procedure. But the insert will not yet be valid. A special stamp “Insert Issued” is affixed to the title page or cover of the work book (at the beginning, not at the end). Every employer is required to have one. You won't be able to make it yourself; you'll have to order it.

If the organization does not have a stamp, but the insert needs to be sewn in urgently, then the entry “Insert Issued” can be written by hand. This will not invalidate the document. In addition to the inscription, the number and series of the attached insert are indicated.

The procedure is standard for any HR specialist. And such a detailed consideration will help you remember for a long time how to file an insert in a work book; a photo or video will make the process even more visual and understandable.

What not to do

• Make corrections to errors. If an error was made, a new form must be filled out.
• Use an inappropriate typographic form.
• File blank sheets of paper into the worksheet.

For violation of these requirements, a fine may be imposed on the employer or the responsible HR employee.

Video: how to hem an insert and make a corresponding entry in it

The insert is started in cases where the worksheet runs out of sheets in the “Information about work” section. The employer is responsible for the timely acquisition of the insert and the transfer of all necessary information into it.

• Author: Veronika Ukolova
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Is the insert valid without a work book?

The Labor Code of the Russian Federation clearly establishes the procedure for using work books and inserts. And if the first strict reporting form itself is valid, then what about the insert? Can it be presented separately?

Employers, HR specialists or employees themselves may wonder whether the insert is valid without a work book? The Rules and Instructions for filling out these documents state that using the insert without a work book is impossible. By itself, it has no force and cannot be accepted for consideration.

The Labor Code of the Russian Federation states that a manager, personnel specialist or other responsible person cannot perform the following actions only if there is an insert:

• hire a person;
• dismiss;
• make notes in the insert;
• perform other actions with the insert.

A document can be accepted and used if it is sewn into a work book, on the title page or cover of which an entry is made indicating registration of the insert.

The procedure for obtaining a work permit

How you can purchase a work book is of interest mainly to those who are getting a job for the first time and do not yet have such a document. The law states that the employer is required to provide the employee with this form; subsequently, he can deduct the cost from his salary. But a potential employee can buy a work book himself and present it in a package of documents when applying for employment.

Sample application for insert in work book

Sometimes enterprises require you to write an application for an insert in the work book, a sample of which allows you to fill out the document correctly. There is no statutory form for such a statement, but it does exist in the organization.

It is not always necessary to write a statement when issuing an insert. If the employer himself does not ask the employee about this, then there is no need to show your initiative. The requirement to write an application for an insert in the work book may be associated with the following situations:

• The employer will deduct the cost of the work book from the employee’s salary. A written statement will become the basis for such actions. Without it, you cannot deduct funds; it would be illegal.
• The application is required to confirm the issue and use of the form. In this case, the document will become another form of accounting and control of inserts and work books. They are strict reporting forms; their use must be justified. Even if the insert is damaged, a write-off report is drawn up.

There are situations when an employee insists on writing a statement himself. In this case, there is no need to refuse him. After the application is accepted, it should be included in your personal file and an insert should be issued.

Writing an application

If the enterprise has an established form for such an application, then it is better to use it. Otherwise, it is written in random order.

First, indicate whose name the application is being written in. The recipient must be the head of the organization. It is not necessary to hand over the document to him. You can also leave an application to other authorized persons (chief accountant, HR specialist).

Then it is written down who is the author of the application. The following data is indicated here:

• FULL NAME;
• job title;
• name of the structural unit.

Next comes the title of the document – ​​“STATEMENT”, and below is its text. This is where the request for the insert is written, the basis for its use (the columns in the section on work or awards have run out).

The applicant expresses willingness to pay for the insert. Here you can indicate a specific cost, which is better to clarify with the accountant himself.

At the end of the document, the date of its preparation and a personal signature are affixed. They must be written by hand, the rest of the data can be typed on a computer.

In the future, it is this statement that will be the basis for drawing up an order and making an entry in the work book and inserts.

Expenses for purchasing the liner

Providing an employee with a work book is the responsibility of the employer (Article 65 of the Labor Code of the Russian Federation). And this obligation extends to the insert as an integral part of the work book.

Forms of both documents are purchased by the employer for a fee from their manufacturer or distributor (clauses 2-5 of the Procedure approved by Order of the Ministry of Finance of the Russian Federation dated December 22, 2003 No. 117n) and are stored with him until issued to the employee.

Expert opinion

Volkov Georgy Tarasovich

Legal consultant with 10 years of experience. Specializes in the field of civil law. Member of the Bar Association.

When issuing a work book or insert, the employee must reimburse the employer for the cost of the corresponding form (clause 47 of the Rules approved by Resolution No. 225). Refunds can be made by:

• deduction of funds from wages;
• depositing cash into the cash register;
• cashless transfers.

The employee is not charged for the form in cases (Rules approved by Resolution No. 225).

• damage to the form is not his fault (clause 48);
• restoration of documents after emergency situations (clause 34).

Errors when filling out and their correction

Making errors in the form may result in a fine, and the insert itself will be invalidated. Therefore, it is recommended to first fill the liner itself, and then sew it in. If the form was sewn in earlier and there are errors when filling it out, you must do the following:

1. Remove the insert from the work book. This should be done carefully so as not to damage the labor.
2. Enter into the labor record that the stamp is invalid.
3. Draw up a report on damage to the liner. A sample of it is offered.
4. Record the change in the accounting book and paste the cut out insert number under the entry. This way you confirm that the form will indeed be destroyed.
5. Destroy the damaged form.
6. Create a new insert.

If errors when filling out the insert are made in the “Information about work” or “Information about awards and incentives” sections, then correction of errors is allowed. This is done in a similar way to correcting errors in a labor document:

1. Under the erroneous entry, a note indicating the invalidity of the entry is made.
2. The correct entry is entered below. The entry itself is not crossed out.

Errors: how to correct them?

Please note the importance of observing the following algorithm of actions when designing an insert:

1. The insert is filled out completely - the title page and the entry.
2. The information entered is double-checked, the information on the title page must completely match the data on the title page of the work report, the entry numbers must be in order, and the entry must be entered correctly.
3. On the title page of the work report, you need to enter information about the issue of the insert (in the upper right corner), that is, make a note about the issue and put the series and number.
4. Hem the liner.

This algorithm is important to avoid making and correcting errors. If an error is made when filling out the insert on its title page or when making an entry, then in accordance with the Rules (No. 225), it is written off and destroyed.

Please note that if a blank insert is filed and its identification number is entered on the title page of the work , you will have to correct the error on the title page and tear out (remove) the insert. The employee may try to classify these actions as damage to the document.

Therefore, it is advisable to file and record the issue only after filling out the insert. This point concerns its initial filling.

After the insert is successfully filed and the first entry is made in it without errors, filling it out continues in the same way as filling out a labor document, without any exceptions. It and the work book are one document. Accordingly, error correction is done in the same way:

1. If the next entry in the insert was made by mistake, with blots or typos, correcting it by crossing out or erasing it is unacceptable.
2. Leave it as is, with the mistake made and not corrected.
3. Under the following serial number, make an entry: “The entry by number (specify) is considered invalid.”
4. Following this wording, without a new serial number, enter the information correctly and accurately.