Filling out a work book in 2020: rules and sample

The organization of work on maintaining work books begins with the appointment of someone responsible for this work. In paragraph 45 of the Government of the Russian Federation of April 16, 2003 No. 225, it is clarified that responsibility for organizing the work of maintaining, storing, recording and issuing work books and inserts in them rests with the employer represented by the general director. He must, by order, drawn up in any form, appoint a specially authorized person. At the same time, it is important to indicate in the order who will keep work books in the absence of an authorized person. Some employers resort to the wording that if such a situation arises, an additional responsible person will be appointed by a separate order of the employer. But one order is not enough. Otherwise, such an action will conflict with Art. 4 of the Labor Code of the Russian Federation, prohibiting forced labor.

HR specialists are required to maintain work records in their job description. But often this functionality is entrusted to the chief accountant, office manager - those whose labor functions are not related to maintaining work books. To do this legally, in addition to the order, you must draw up an additional agreement to the employment contract or additionally make changes to the job description.

The second important issue related to work books concerns the acquisition of forms. Often, the employee himself brings the work book form to the employer. However, the employer cannot take such a form. According to clause 44 of the Decree of the Government of the Russian Federation of April 16, 2003 No. 225, the employer is obliged to constantly have in stock the required number of work book forms and inserts in it. He can purchase these forms directly from the manufacturer or from official distributors.

The employer is also responsible for keeping track of work books, as well as work book forms and inserts in it. For this purpose, he must keep a receipt and expenditure book for recording the forms of the work book and the inserts in it, and in addition - a book for recording the movement of work books and inserts in them. The most important thing is to entrust the work to those who should do it.

For example, an employer often makes the mistake of delegating the maintenance of the income and expense book to the human resources department rather than the accounting department. But the HR department or the person responsible for maintaining labor books should be responsible for keeping track of all work books and inserts in them in the book of accounting for the movement of work books.

In paragraph 41 of the Government of the Russian Federation of April 16, 2003 No. 225, it is specified that the receipt and expenditure book for recording the forms of the work book and the insert in it and the book for recording the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal.

What regulations should you follow?

First of all, it is necessary to mention that filling out work books is regulated by Article 66 of the Labor Code of the Russian Federation.
In addition, two other fundamental documents need to be mentioned. The sample and rules for filling out a work book are approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69. It details the nuances of entering information into the document and correcting incorrect entries.

In addition to the instructions that answer the question: how to correctly make entries in the work book (2020), there are also Rules for maintaining and storing work books, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

Issuance of a blank form (download in doc)

Following from paragraph 3 of Government Decree No. 225 (see link above), the organization must provide the employee with a blank form of the employment book of the established form. It follows that the company purchases this document at its own expense and issues it to a new employee in the following cases:

• if a citizen gets a job for the first time.
• if they previously lost their work book.

This is what a blank TC form looks like:

Important! The form cannot be used in work as a document, only for informational purposes.

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.

When does it open

Each work book has its own number, is issued to the employee for life and cannot be replaced with the exception of certain cases. If a recently hired employee does not have this document, you need to open a new one for him. If there was one, but for some reason cannot be provided, this information is reflected in the act, which is certified by the signatures of: the person issuing the new work book, the employee and the witness.

The document is issued for an employee who has worked for the company for at least six days, and must be completed within a week from the date of his employment. This procedure is carried out in the presence of an employee, from whose salary the cost of the form is subsequently deducted.

Work book, sample filling when applying for a job:

Rules for filling out a work book 2021

The rules establish the employer's responsibilities:

• fill out a form upon first employment;
• make entries within a strictly established (weekly) period, and in case of dismissal - on the day of dismissal;
• duplicate entries in the employee’s personal card under his signature;
• use exact wording from the Labor Code of the Russian Federation or federal laws with reference to them;
• enter information about incentives for merit in work (state awards, titles, badges, diplomas);
• return the book to the owner upon dismissal, and if the form has become unusable, issue a duplicate;
• certify the records with the signature of the responsible person, the seal of the organization (if any) and the signature of the employee himself;
• notify the employee of the need to pick up the form if for some reason the employee was unable to receive it on the day of dismissal (otherwise the employer will be held liable for the delay in issuance);
• add an insert to the book if the pages run out;
• keep mandatory records of the movement of books and inserts.

For violation of the procedure for maintaining, recording, storing and issuing forms, officials are liable under Art. 5.27 and art. 13.20 Code of Administrative Offenses of the Russian Federation.

The filling instructions contain the following rules for making entries:

• dates are entered in Arabic numerals in the format “05/17/2019”;
• use a fountain pen, helium pen or ballpoint pen in black, blue or purple;
• do not use abbreviations;
• do not cross out entries when correcting them (does not apply to the title page), under the incorrect entry they write “entry number __ is invalid”, and enter the correct one below;
• FULL NAME. write in full, without replacing with initials, date of birth - based on the passport;
• information about profession and education also based on relevant documents;
• The employee's signature must certify the information.

Filling out a work book when applying for a job: other nuances

Let's study what other nuances are typical for the procedure for filling out a work book by a personnel officer when applying for a job.

Experts recommend paying attention to:

• the desirability of indicating the full name of the individual entrepreneur if the employer has the appropriate legal status (that is, in the first field of column 3 we write “Individual entrepreneur Petr Sergeevich Ivanov”);
• the inadmissibility of any abbreviations when writing text on the pages of a workbook;
• the need to enter information only in the blank fields of the work book (they should not contain any inscriptions or traces of the seal of the previous employer).

Sample of filling out a work book 2021

The work book form was approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.

The samples will show how to fill out a work book (2020) section by section and what the title page should look like.

The document contains three parts:

• title part - basic information about the employee;
• information about work - information about hiring, transfer and dismissal;
• information about awards.

Let's look at how to fill out each part of the book correctly.

Results

A work book is a document that is important to maintain without errors. This applies to recording any information in it, including that which reflects the procedure for applying for an employee to work. This procedure may involve sequentially filling out several sections and columns of the workbook.

You can study other nuances of document flow in personnel management in the articles:

• “Termination of a fixed-term employment contract upon expiration of the term”;
• “What are the rules for issuing a work book upon dismissal?”

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Filling out the title page

The title page must be prepared with particular care. Any blots or inaccuracies render the book form unusable.

This labor page should contain the following information:

• FULL NAME. owner;
• date of his birth;
• education (secondary, specialized secondary, higher);
• name of the profession, as in the diploma;
• date of opening of the book;
• signature of the person filling out the form;
• seal of the organization (if any).

This page is filled out only according to the documents provided by the employee. This must be a passport, SNILS, an education document (usually a diploma), a certificate of marriage (divorce).

The title page of the work book (2020) looks like this:

Responsibility for errors

As in any activity, errors when filling out the cover pages of work books lead to negative consequences. Their suppression is carried out using the following sanctions measures:

• Officials in case of a primary violation of the rules for filling out work books are liable in the amount of 5 to 50 minimum wages, and in case of a secondary violation they are disqualified for 1-3 years.
• For the first violation, legal entities are fined 300-500 minimum wages, and in the event of a repeat violation they may be completely suspended from their activities.

This is also important to know:
Withdrawal of a resignation letter at your own request: step-by-step instructions, sample order for withdrawal

All penalties from the above entities are carried out by the Labor Inspectorate.

Section "Job Information"

Each page of this section consists of 4 columns:

1. Serial number of the current record.
2. Date of hiring, firing, awards and other events.
3. Information about the organization, job title and department. The facts of hiring, dismissal, and transfers to another position are also recorded here.
4. Confirmation of the entry made - the name, date and number of the order according to which the entry was made.

Information in this section must be included within 7 days from the date of issuance of the order on hiring, transfer to another position, awards, incentives, and so on.

The reorganization of the enterprise is also reflected in this section of the work book. These records will help explain the different seals for hiring and firing.

There is no need to talk about how important it is to correctly fill out the work book (2020) - after all, the size of the employee’s future pension and other social benefits may depend on this

When transferring

The transition from one position to another is also reflected in this section of the work book.

There are two types of translations:

• internal - an employee changes positions while in the same organization;
• external - the employer changes. In this case, the previous employment contract is terminated and a new one is concluded.

When making an internal transfer, in the third column of the book, write “transferred to position...” and indicate the new position and the name of the department, if it has changed.

When transferring externally, the number and date of the order for dismissal from one organization and the number and date of the order for employment in another organization are indicated. In both cases, you must indicate the employee's position.

When working part-time

Information about part-time work can also be entered here. An entry in the book is also made on the basis of documents provided from another organization. That is, the employee brings a certificate to the main place of work, which must contain:

• full and abbreviated name of the organization;
• name of the employee's position;
• date of hire;
• organization details.

Along with the certificate, the employee submits an application written in free form and a certified copy of the order of another organization that he has been hired. If these documents are completed correctly, the head of the enterprise, which is considered the main job, issues an order to make an additional entry in the work book. The wording can be seen by opening our sample on how to correctly fill out a work book when combining.

Upon dismissal

This section of the book is filled out in the same way upon dismissal.

The third column indicates the grounds for dismissal, and the fourth column contains the details of the order on the basis of which the employment contract was terminated.

These entries in the work book must be certified by a seal (if any) and the signature of an employee of the HR department. If the enterprise does not have a personnel department or one responsible for preparing and maintaining work books, then all this must be carried out by the head of the organization.

How to record a resignation

The entry into the labor record is made in accordance with the order of the employer (exactly in the form that is in the order, without abbreviations). The basis for dismissal is indicated (Article 77 of the Labor Code of the Russian Federation), for example: “Dismissed at his own request, paragraph 3 of part 1 of Article 77 of the Labor Code of the Russian Federation.” An example of filling out a work book on this basis is presented below.

If the termination of the employment relationship has other reasons, for example, loss of trust, then a link to the article is used, the entry is as follows: “The employment contract was terminated due to the commission of guilty actions by an employee directly servicing commodity assets, giving grounds for loss of trust in him on the part of the employer, paragraph 7 part 1 article 81 of the Labor Code of the Russian Federation.” Regardless of the reason for leaving, the employee is familiarized with this record and given a document form in hand.

The record is certified by the signature of the manager (or an authorized person) with a transcript, and the seal of the enterprise is affixed (provided that there is one). As a sign of familiarization with the record, the employee puts his signature on the form, indicates his last name and initials. Deciphering the signature is an important point, since the last name must match the data indicated on the title card. After this, the employee signs in a book (some call it a journal) recording the movement of labor and inserts to them.

Correctly filling out the work book (2020) is extremely important, especially in light of the latest pension legislation reforms. The Pension Fund of the Russian Federation will not accept documents that are completed incorrectly, or simply will not take into account the period of a person’s work that was completed with errors. Someday we will all retire, and we don’t want to spend that time correcting other people’s mistakes.

The work book, filling out, is not limited to filling out the title page and the section on work; the work book contains another section - information about awards and incentives.

Section "Information about awards"

Another section of the work book that must be completed is the section on awards. This includes information about the following events:

• presentation of state awards (as well as honorary titles);
• awarding diplomas, certificates, medals, orders, insignia;
• labor incentives prescribed in the Labor Code of the Russian Federation or in the internal regulations of the organization.

The section of the book is filled out similarly to the previous one:

• Column 1 - serial number of the entry;
• 2 columns - date of award;
• 3 columns - company name, position and type of award;
• 4 columns - details of the order on the basis of which the award took place.

Making corrections

Over time, the data specified in the work book may change. For example, a woman will get married and change her last name, or an employee will receive additional education. How to make changes to the book?

If there is a change in last name, first name, patronymic, then the existing entry is crossed out with one line, and new information is entered on the left. Its accuracy is confirmed by the name and number of the document that was the basis for the changes (for example, a marriage certificate). New data is certified by the signature of the responsible employee who made the correction, a transcript of the signature and the seal of the organization (if any).

When assigning a new classification in education, the existing entry is crossed out with one line, and a new one is written above.

When renaming an organization, corrections are made as follows:

1. Columns 1 and 2 remain empty.
2. Column 3 records the change in the name of the organization. In this case, the previous and new names are indicated in full and short form.
3. Column 4 contains the details of the document on the basis of which the name was changed.

If a mistake was made or an incorrect entry was made while filling out the work book, it cannot be crossed out.

After an incorrect entry, the number of the next one in order is placed. In column 2 the date of amendments is indicated. Column 3 indicates “Record No.... shall be considered invalid.” This should be followed by the correct entry.

There are two options for filling out column 4:

• re-indicate the date and number of the order that became the basis for the invalid entry;
• indicate the number and date of the order issued to make the corrections.

Workbook and its features

Speaking about particularly important points in labor, one cannot help but say that modern-style books appeared relatively recently. Their significant difference from the old ones lies in the following points:

• active protection,
• strict report
• sales only from organizations with appropriate permission,
• technological innovations.

New books have many different types of protection against counterfeiting. Thanks to the latest developments, labor has:

• special material (paper),
• blocking (protection),
• water marks,
• special purpose seams,
• hairs,
• ultraviolet inscription.

It should be noted that the appearance of the work has not undergone major changes, and the number of pages in it is now forty-four.

When distributing books, the organization must have special permission to do so. Other organizations (employers) buy the required number of forms at the price specified in the contract. In the company itself, personnel and accounting departments keep special records of them.

Liner

After all the blank pages in the work report are filled out, the data will be entered on an insert form, which the employee additionally purchases. The insert is filled out by the employer in the same way as the labor document:

• the employee’s personal information is filled in;
• the date is entered;
• current information regarding the employee is filled in;
• records are certified by the signature and seal of the organization.

The form is sewn at the end of the completed work book. A stamp indicating the issue of the insert indicating its series and number is placed on the title page of the main document.

The number of inserts that an employee may have is not established by law.

Like the labor document, the design of the insert also has its own requirements:

• the cover must be intact;
• error correction is unacceptable;
• the insert has no legal force without the labor itself;
• if changes are made to the work itself, they must be included in each inserted form.

Common mistakes

Types of errors:

• Error in information about the person being hired. Incorrect personal information. Typically, errors occur due to negligence, inattention, or the use of incorrect sources.
• Incorrect information about the job: On the date of admission to the workplace.
• Indication of the company name that differs from that prescribed in the charter.
• There was an error in entering data about the name of the department where the person is enrolled.
• If the job title does not match that indicated in the staffing table.
• In column 4 of the work book there is an incorrect entry.

Duplicate work book

A duplicate is issued if the work document is lost or damaged. If at this time the employee had the document, then to restore it he must contact the last employer. In order for a duplicate to be issued, you need to submit a corresponding application, which must be reviewed within no more than 15 days. Additionally, the employee may be asked for documents indicating his previous places of work.

In the new work report, “Duplicate” should be written on the title page at the top. Further filling occurs as standard. All information about previous places of work is filled out based on the documents provided by the employee.

If the loss or damage occurred due to the fault of the employer, then all work to restore the information falls on him.

How to certify a copy

There are often cases when an employee requires a copy of the employment document. To receive it, you need to write an application addressed to the employer. The application form is not established, but it is advisable to adhere to the established rules of execution:

• in the upper right corner of the sheet - data of the manager and employee;
• By ;
• then the text of the petition itself (in our case, the text may be as follows: “On the basis of Article 62 of the Labor Code of the Russian Federation, I ask you to give me a copy of the work book, certified in the prescribed manner”);
• date and signature.

After acceptance of the application, a certified copy of the work report must be prepared and issued within three days.

IMPORTANT!

It is important to remember that on July 1, 2018, the new GOST R 7.0.97-2016 “National Standard of the Russian Federation” came into force. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for document preparation”, which made minor changes to the procedure for certifying a copy of the work book.

To do everything right, you need to adhere to a certain algorithm:

1. Make copies of all completed sheets. In this case, copies must be single-sided.
2. Number and stitch the sheets. On the back of the last sheet, you need to seal the ends of the threads with a paper sticker, on which you write how many sheets there are.
3. Each copied page must be certified (if not stapled into one file). This must be done by a person who is granted such a right by local regulations. If there is no such person, then the general director must certify the copies.
4. Then the person certifying the document writes “True”, puts down his position, signature with transcript and date. You can put the seal of the organization (if there is one), but the law does not oblige you to do this.
5. You also need to add one more entry regarding the original work report: “The original document is located in (name of organization) in file No. ___ for ___ year” (this is written when the employee needs a copy to provide it to a third-party organization).
6. Sometimes an employee asks to add “Currently working.” This is not prohibited by law (banks usually ask).

We have already written in more detail about how to properly certify a copy of a work document.